Managing a self storage facility remotely has become increasingly popular, with two-thirds of U.S. self storage operators already using remote management tools.
This article explores the pros and cons of managing your facility remotely, from cost-saving benefits and efficiency to potential challenges like technology reliability.
We’ll also look at which parts of self storage facilities—like security, access, and customer service—can be managed remotely, helping you decide what works best for your business.
What Is Self Storage Remote Management?
Before we discuss the benefits and challenges of remote self storage management, let's define it. Self storage remote management is a series of systems that allows facility owners and operators to handle all aspects of running a storage facility without being physically on-site.
Here's a breakdown of remote management practices:
➡️Cloud-based software: These systems allow managers of self storage facilities to access and manage critical information, such as tenant data, payments, and unit availability, from anywhere with an internet connection.
➡️Automated access control: Systems like keypads, mobile access, and smart locks allow tenants to access the facility and their units independently, reducing the need for staff intervention.
➡️Remote security systems: Cameras, motion detectors, and alarms can be monitored and managed from a distance.
➡️Digital customer service tools: Customers can rent units, pay bills, and manage their accounts online. Chatbots can handle common inquiries, reducing the need for on-site staff and improving response times.
➡️Online marketing and lead generation: With remote management, operators can market their facility online, accept bookings through their website, and handle customer communications digitally. This helps reduce the reliance on walk-ins or phone inquiries.
What are the Benefits of Self Storage Remote Management?
Flexibility
Remote management systems allow self storage owners to run their facilities without being tied to an office. This is especially useful if you operate multiple locations.
Operational efficiency
Your facility can operate more efficiently with automation, handling various tasks like billing, access control, and tenant communication on your behalf.
In addition, these systems reduce human error and speed up routine processes. Automation gives you more time to focus on more strategic aspects of your business, like marketing and expansion.
Lower overheads
Remote management helps cut costs by reducing the need for on-site staff. Automating tasks such as payments, access, and security minimizes the need for personnel and reduces overhead costs associated with maintaining an office or employing full-time staff. This leads to a more cost-effective operation overall.
Better customer service
Modern customers value convenience and self-service options. Remote management allows them to rent units, make payments, and access their belongings when they want, all through their mobile phone.
💡Key point: Customers prefer low-contact A no-contact approach has become increasingly important, especially in the post-pandemic era, as it allows customers to handle everything—from renting a unit to accessing it—without interacting with staff. This combination of convenience and contactless service appeals to modern customers who value flexibility and safety. |
Downsides to remote management
While remote management offers significant advantages, it's important to acknowledge some potential drawbacks:
Source: FreePik
You need more responsive support measures
In a traditional self storage facility, tenants with questions or issues could simply walk into the office and speak to someone.
Alternative support systems are needed for a remotely managed facility. These could involve a call center, staff available for video calls, or comprehensive self-help resources like FAQs and online tutorials.
You still need onsite staff
While remote monitoring systems reduce staffing needs, they don't eliminate them. A self storage business will still need someone to handle day-to-day operations that require a physical presence, such as maintenance, repairs, and site inspections.
You might also need someone to respond to emergencies or assist tenants struggling to use your systems.
Fewer personal relationships
A traditional self storage operation often involves some personal interaction between staff and tenants, which can foster a sense of community and loyalty.
Remote operations reduce opportunities for face-to-face interaction. To compensate, you must prioritize customer satisfaction through other means, such as proactive communication, personalized service, and online community building.
Addressing technical challenges
Remote management relies heavily on advanced technology, which can sometimes malfunction or become outdated. You'll need reliable systems and a plan to address technical issues promptly to minimize disruption to your operations and tenants.
What parts of your self storage facility can go remote?
Sales and marketing
In the past, the self storage industry mainly used telesales to attract new customers. But now, with the rise of digital tools, much of the sales process can be handled remotely through your website. Using a customer relationship management (CRM) system like HubSpot, you can automate many steps, making the process more efficient. Here’s how:
Lead Capture: When potential customers visit your website, they might click a “Request a Quote” button or a similar option to leave their details.
CRM Integration: Those details automatically get added to a CRM, like HubSpot, where you can track them.
Automated Emails: CRMs can send automated emails to follow up with customers. These emails might share more information about your storage facility or offer a discount to encourage them to book.
Conversion: These emails help build a relationship with the potential customer, and offering an introductory discount can make it even more likely that they’ll choose your facility.
✨Stora offers a powerful website builder that allows facility owners to create custom websites tailored to their business needs. These websites are designed to optimize lead capture and customer conversion through features like integrated booking systems and payment solutions. |
Booking system
Another aspect of your self storage business you can handle remotely is the booking process. By taking all bookings directly through your website, you offer customers a simple and streamlined experience. They can view available units, check pricing, and make bookings without needing to call or visit the facility.
Traditional storage facilities often kept their prices hidden and manually adjusted them based on demand. Now, you can use software to automatically change prices in real time based on factors like availability and market demand. This is similar to how hotels and airlines adjust their rates, helping you maximize revenue without manual intervention.
💡Key point: Don’t forget about phone and walk-in bookings.
Tools like TTNC can help route calls efficiently for phone bookings. For walk-ins, systems like a Google Nest Doorbell can allow you to monitor and manage visitors remotely, making it easy to greet and assist customers even if no staff are present on-site. |
Payments
Another aspect that self storage businesses can handle remotely is payments. To manage payments remotely, your system should include a way for customers to do secure online transactions.
This allows you to automate billing and streamline the payment process, ensuring customers can easily manage their accounts.
Key features your system should offer:
✅Recurring payments: Automates monthly billing to maintain steady cash flow.
✅Invoicing: Automatically generates and sends invoices to customers.
✅Self-service portal: Customers can log in, manage payments, and update billing details.
✅Flexible payment options: Supports credit cards and direct debits for customer convenience.
There are two ways to achieve this. The first is by using a combination of four tools, including:
➡️ChargeBee for managing subscriptions and payments
➡️Stripe as the payment processor
➡️Tide for business banking
➡️Xero for accounting automation.
Here’s how these tools work together:
ChargeBee automates recurring payments, invoicing, and customer management.
Payments are processed through Stripe, ensuring secure transactions.
Funds are deposited into your Tide business account, where you can track and manage transactions.
Finally, Xero syncs with Tide to automatically post payments as revenue, simplifying bookkeeping and providing real-time financial reports.
While this method offers flexibility, setting up and managing multiple tools can be costly and time-consuming, and it is challenging to keep everything running smoothly.
Automate payments with self-storage management software
For a streamlined approach, consider the second option: purpose-built self-storage management software like Stora. Stora automates payments effortlessly—anytime, anywhere—without needing multiple tools.
Here’s how Stora simplifies payment management:
Flexible payment methods – Give customers multiple, convenient payment options.
Smart fee collection– Collects recurring rent from card-paying tenants at the start of every billing period, so you don’t have to.
Automated invoicing – Sends invoices automatically, allowing you to focus on growing your business.
⚡Want to see what it’s all about? Book a demo and see how Stora can simplify your business. |
Doors
Access is another aspect of your self storage business that you can handle remotely. Remote door operating systems allow operators to control access without being physically present.
Customers can unlock their units using a mobile app, keypad, or fob, eliminating the need for traditional locks and keys. This self-service option provides convenience for customers and allows operators to offer 24/7 access without requiring staff on-site.
One useful feature is automatic overlocking, which locks out customers who have missed payments, preventing access until their balance is cleared. This feature eliminates one of the biggest headaches for operators—manually confronting non-payers—and makes managing delinquent accounts more efficient and less confrontational.
A whole range of smart entry systems integrate with storage management software. With these systems, customers can unlock their units via smartphone, while operators can manage access remotely, keeping the facility secure and running smoothly.
💡The Stora Solution Many booking systems don’t connect with locking systems, causing inefficiencies. Gavin Shields, CEO of Stora, encountered this issue firsthand and developed Stora to solve it. By integrating bookings, payments, and access control, Stora ensures that once customers book and pay, they automatically gain access to their unit, making the process seamless and efficient. |
Security systems
One key area of self storage management that can be handled remotely is your facility’s security system. You can remotely monitor your facility from anywhere by integrating alarms and cameras connected to your smartphone or computer.
Modern security systems allow you to:
➡️Watch live camera feeds: Stay on top of what’s happening at your facility in real-time with remote access to live footage directly from your phone.
➡️Receive alerts: Motion detectors integrated with the cameras can trigger notifications, alerting you to any security breaches as soon as they happen. This allows for quick response and enhanced security management.
👉🏼Need some advice on how to automate security systems? Check out our comprehensive guide to automated smart entry options for self storage facilities.
Remote Self storage Management With Stora
Transitioning to remote self storage management is simple with Stora. From automated bookings and payments to security system integration, Stora offers a range of features to help you run your facility efficiently from anywhere.
Just look at Bien Sûr in France, which saw a 40% boost in occupancy after adopting Stora’s online functionalities. By offering a seamless, contactless experience, they attracted more customers and simplified their operations, showing how powerful remote facility management can be.
With Stora, you can offer your customers 24/7 access, streamline your daily tasks, and focus on growing your business. Ready to take your facility remote? Book a demo with Stora today and see how we can transform your operations.
Watch our recent podcast episode where Grant Daniel, director of iBidOnStorage, shares his thoughts on launching his first fully remote facility in Belfast—all while managing it from South Africa.
