Smart Locker Allocation Streamlines Key Management in Long-Term Rentals

Livion's key automats operate around the clock, automating key handovers and returns. In short-term rentals, each locker is typically reserved for a specific apartment, and because tenants change frequently, the locker is used several times per month. For example, a LivionKey 30 automat can handle dozens, even hundreds, of automatic key pickups and returns every month. This makes the decision to invest in automation easy for many customers, as the system quickly pays for itself.

The Challenge: Long-Term Rentals and Large Property Portfolios

Not all rental operations follow a short turnover model. For large property owners and student housing foundations, a single key may remain with the same tenant for months or even years. In these cases, permanently assigning one locker to one apartment simply doesn't make sense.

Livion identified this challenge years ago and began developing a dynamic solution to optimize automat usage.

Smart Locker Optimization Maximizes Efficiency

The LivionKey system receives data from the customer's property management platform about lease start and end dates. Based on this information, the system automatically reserves an available locker for key return and sends a message (via email or SMS) to the tenant with instructions on where and when to return the key.

If necessary, the system also sends reminders (for example, one day before the due date). When a new tenant is scheduled to move into the same apartment, the system automatically recognizes it and notifies them where the key will be available for pickup.

Handling Exceptions Smoothly

Automation works best when everyone follows the agreed process, but in reality, exceptions happen. Sometimes keys are returned directly to the office instead of the automat.

To handle this, Livion built flexible storage management into LivionKey Register. This feature allows keys to be transferred between automat and manual storage while keeping all parties informed.

If a key is returned to the office, the system offers the operator two options:

• Move the key to the automat to wait for the next tenant, who will pick it up based on the original notification.
• Keep the key in office storage, in which case the pickup location changes and the next tenant is automatically notified of the new location.

This ensures smooth handling of exceptions without breaking the process. The system keeps both the outgoing and incoming tenants up to date, even when real-life situations differ from the plan.

Simple Integration with Customer Systems

All of this runs within Livion's own system, with a lightweight API that makes integration simple. Only basic information is needed: lease start and end times, plus which automats serve which groups of apartments (for example, based on postal code or another identifier).

Livion has already implemented integrations with several reservation and property management systems, and the results speak for themselves. Customers have significantly reduced manual work and saved valuable time and resources in key management.

Summary

Smart automation and dynamic locker allocation enable efficient, traceable key handovers and returns for both short-term and long-term rental operations.