Top Mistakes Landlords Make with Self-Guided Tours (and How to Avoid Them)

Self-guided tours are revolutionizing the way tenants explore rental properties. Tenants can visit homes on their own schedule, and landlords can reduce the time spent showing units while still filling vacancies faster. But even the most prepared landlords can make mistakes that slow down leasing or create unnecessary stress.

In this guide, we’ll cover the top mistakes landlords make with self-guided tours, why they happen, and how you can avoid them to create a smooth, secure, and effective rental showing process.

1. Not Using the Right Lock or Lockbox

One of the most common mistakes landlords make is relying on outdated lockboxes or traditional keys. A standard lockbox can be easily copied or tampered with, leaving your property vulnerable.

Digital lockboxes or smart locks are designed for rental showings and provide security features such as:

• Automatically changing codes after each tour
• Logging who entered and exited the property
• Remote deactivation if a code is compromised

For example, imagine a prospective tenant arrives at a property only to find the previous code still works. They could access the property at the wrong time, creating a safety risk. A digital lockbox prevents this by generating unique codes for each visitor.

Check out Best Locks for Tenant Self-Guided Tours for a breakdown of the most reliable lock systems.

2. Allowing Unverified Leads to Schedule Tours

Self-guided tours work best when only pre-qualified tenants are granted access. Allowing any lead to schedule a showing can result in scheduling conflicts, no-shows, or someone who isn’t serious about renting.

Landlords can avoid this by requiring tenants to meet basic screening criteria before they receive access:

• Income, credit, and rental history verification
• Digital ID confirmation or facial recognition
• Confirmation of the tour date and time

Here’s a real-world scenario: A tenant schedules a tour at 3 PM but arrives at 2 PM because they didn’t read the confirmation email. Another tenant is already inside. Confusion ensues, and both parties leave frustrated. Pre-verifying leads and sending clear instructions prevents these situations.

Platforms like Hemlane make pre-screening easy by automating these steps, ensuring only serious tenants attend tours.

3. Forgetting Follow-Up After the Tour

A self-guided tour doesn’t end when the tenant leaves the property. Without proper follow-up, you risk losing interest or missing applications entirely.

Effective follow-up can include:

• Calling or texting the tenant shortly after their visit
• Providing a link to your rental application
• Offering guidance on approval timelines

For instance, if a tenant visits a property on Tuesday but doesn’t hear back until Friday, they might submit an application elsewhere. Quick follow-up keeps the momentum going and increases the likelihood of a signed lease.

4. Offering Self-Guided Tours for Furnished or Hard-to-Access Properties

Self-guided tours are most effective for unfurnished, easily accessible units. Furnished properties or buildings with restricted access present additional challenges:

• Risk of damage to personal belongings
• Confusion navigating elevators, gates, or security doors
• Limited ability to address issues remotely

If your rental falls into one of these categories, you might consider using a hybrid approach. Pre-qualified tenants can complete a self-guided tour, and then you can schedule a final in-person walkthrough to ensure everything is in order. This balance maintains convenience while reducing risk.

5. Skipping Biometric Verification or Security Checks

Modern self-guided tour platforms allow landlords to add biometric verification or other ID checks. Skipping these security features leaves your property open to:

• Unauthorized access
• Misuse of lock codes
• Potential fraud or fake applicants

Consider this scenario: A tenant provides a fake ID to receive access, then shares the code with someone else. Without verification, your property is exposed. Using digital ID verification or facial recognition adds a layer of security and ensures that the person who schedules the tour is the same person entering the property.

Learn more about safe practices in Are Self-Guided Tours Safe for Rentals.

6. Leaving Tenants Without Clear Instructions

Even small miscommunications can create problems during self-guided tours. Tenants need clear guidance on how to interact with your property.

Instructions can include:

• Locking doors after leaving
• Turning off lights and appliances
• Respecting the property and not moving items around

Providing these instructions can be as simple as a one-page sheet inside the property, a digital PDF, or even a QR code that links to your showing rules. Clear instructions prevent misunderstandings and maintain the integrity of your property.

7. Treating Self-Guided Tours as “Set It and Forget It”

Although self-guided tours reduce the time landlords spend on showings, they still require attention. Ignoring them after setup can lead to missed opportunities or lost leads.

To stay effective:

• Track who tours the property and when
• Review if applications are submitted afterward
• Respond quickly to questions or follow-ups

For example, a tenant might submit an application but have additional questions about the lease. Prompt responses can make the difference between securing that tenant or losing them to a competitor.

8. Ignoring Fair Housing Guidelines

Self-guided tours naturally reduce potential bias because every tenant has equal access to the property. However, landlords must still follow consistent criteria for each applicant to maintain fair housing compliance.

Tips include:

• Applying the same screening standards to every tenant
• Keeping communications professional and uniform
• Providing the same follow-up steps for all applicants

This approach ensures a fair and compliant rental process while allowing tenants to explore your property on their schedule.

9. Underestimating Tenant Behavior and Real-World Scenarios

Landlords often forget that tenants may behave unpredictably during self-guided tours. Common real-world scenarios include:

• Tenants bringing friends or family who may unintentionally damage property
• Tenants misplacing lockbox codes or confusing entry instructions
• Tenants asking last-minute questions about utilities or HOA rules

Preparing for these possibilities by providing clear instructions and timely support can reduce headaches and create a smoother process for everyone.

10. Not Using Technology to Streamline the Process

One of the biggest advantages of self-guided tours is the ability to leverage technology. Platforms like Hemlane can help landlords:

• Send automated instructions and reminders
• Manage access codes for multiple tenants
• Track who tours and when
• Automatically log applications and next steps

Using these tools prevents mistakes, saves time, and gives tenants a professional, seamless experience.

Wrapping Up: Self-Guided Tours Done Right

Self-guided tours give landlords more control, reduce vacancies, and allow tenants to explore properties on their own schedule. But mistakes such as poor lock selection, unverified leads, unclear instructions, and lack of follow-up can undermine the process.

By:

• Using secure digital locks and lockboxes
• Pre-qualifying tenants before granting access
• Providing clear instructions and follow-up
• Verifying identities digitally
• Limiting tours to suitable properties

Landlords can confidently manage self-guided tours themselves. Hemlane’s platform makes it easy to handle everything internally, including verification and scheduling support, so you can enjoy the benefits of self-guided tours without extra stress.