How to Automate Self-Storage: Manage Facilities Remotely and Efficiently To Optimize Cashflow and Free up Your Time

Self-storage facilities are rapidly evolving with the adoption of automation and remote management technologies. Whether you already own storage or are looking to buy your first property, understanding how to implement automation into your operations can help you streamline operations, reduce overhead costs, and improve customer satisfaction.

This article explores how to implement automation effectively and why it’s a game-changer for operating self-storage facilities.

What You’ll Learn

By the end of this article, you’ll understand:

• The importance of automation and why it’s essential for operating in 2025
• How to set up remote management systems for self-storage.
• Keyless technologies that enable seamless operations.
• Steps to optimize both small and large portfolios using automation.
• How can you leverage these strategies, whether you own a facility or looking to buy your first deal

The Benefits of Automating Self-Storage

Automating self-storage facilities offers a range of benefits, including reduced payroll expenses, improved scalability, and 24/7 customer access. Facility owners can manage operations remotely, addressing customer needs and maintaining the property with minimal onsite staff.

For example, Jonah Hall, current President of Cedar Creek Capital, built a portfolio of 25 facilities across multiple states, with minimal staff onsite. Using advanced automation tools, he reduced call volumes, improved customer experience, and significantly increased cashflow.

Next let’s talk about what you need to do to automate a storage facility.

Key Steps to Automate Your Self-Storage Facility

1. Create a Streamlined Rental System

The most important part of this is making it easy for your customers to rent a unit. If the process is confusing or clunky, customers will get frustrated and look elsewhere.

To get started, you can up a digital rental system that allows customers to:

• Browse available units online.
• Rent a unit and complete the process in minutes.
• Receive immediate access codes for gates and units via text or email.

This "self-service" model ensures customers can move in at their convenience, whether it’s 7 a.m. on a Friday or late Sunday evening. A streamlined system saves customers time and reduces the need for onsite staff to handle routine queries and processes.

Automating these steps creates a frictionless experience that enhances customer satisfaction while freeing up resources for more strategic tasks.

Integrating automated reminders and follow-ups can also ensure tenants remain informed about their rental terms and any necessary actions, such as renewals or payments, further reducing operational complexities.

2. Implement a Centralized Communication System

Managing customer inquiries across multiple channels can be overwhelming without the right tools. A centralized communication system integrates emails, texts, and social media messages into one platform, ensuring nothing gets overlooked.

Key Features to Look For:

• Call Routing Systems: These programs enable efficient call handling by routing customer inquiries to the appropriate team members based on availability and expertise.
• Ticketing Systems: These tools help log and resolve customer issues by centralizing all inquiries and providing actionable workflows to ensure timely responses.

3. Set Up Remote Monitoring and Maintenance

While automation minimizes the need for onsite staff, some tasks still require a human touch. A boots on the ground model ensures minor tasks are handled weekly, while comprehensive audits occur quarterly.

Maintenance Checklist:

• Clean units and address any tenant concerns.
• Lock checks and overlocks for those who are late on payments
• Check for for any issues or water damage.
• Ensure lighting and camera systems are operational.
• Most importantly, make sure any move outs are handled and that units are swept and made ready to rent for the next customer

Redundancy in Staffing:

Hire local contractors who are able to take on a part time work (look for contractors or others looking for a side income).

4. Use Advanced Security Features

Creating a safe experience for your customers is essential for optimizing your facility's operations and a traditional value add strategy. You want to make sure your customers feel safe. They are storing their personal belongings here - you want to make sure you create an experience where they feel like it’s a place they can trust.

In order to do this, you need to invest in systems that automatically restrict access to unpaid accounts. Integrating gate and unit locks with payment systems ensures smooth operation.

• Digital gate access systems: These systems allow tenants to enter the facility at any time using a unique access code or key fob. Solutions like Nokē Smart Entr allow you to integrate seamlessly with property management software to monitor access and maintain security.
• Surveillance cameras covering all key areas: A good camera system will provide high-resolution video surveillance, enabling remote monitoring of entry points, hallways, and driveways. This ensures full facility visibility and supports quick resolution of disputes or incidents.
• Automated notifications for unauthorized access attempts: Systems like Noke send real-time alerts to facility managers in case of unauthorized access attempts, enhancing security and enabling swift action when needed.

Scaling Your Portfolio with Automation 

Automation enables owners to scale their revenue without proportionally increasing workload or operating costs. Standardizing systems across facilities allows you to manage multiple locations with economies of scale.

Our Approach to Scaling:

• Invest in scalable software that can grow with your portfolio.
• Use centralized reporting systems to monitor financials and occupancy rates.
• Standardize signage and operational processes across all facilities.

Should You Automate a Small Facility?

Full automation may seem excessive to first-time owners. However, basic automation features like digital locks and online rentals can benefit even smaller facilities. 

The way we look at it, if you are managing a smaller facility that is 50,000 square feet or under, you really need to utilize remote management as the revenue can’t handle a full time employee. On the other hand, for our larger facilities we have multiple full-time employees working - but are still utilizing technology to streamline operations.

To make self-storage management easier than ever, explore cutting-edge software and hardware solutions from Tenant Inc., a leader in automation technologies.

Takeaway

Utilizing technology and automation transforms self-storage management, enabling owners to operate facilities remotely and efficiently.

If you own a facility, you have a roadmap to reduce costs, enhance customer satisfaction, and seamlessly scale your operations. To modernize your facility, start by integrating tools like digital rental systems, centralized communication platforms, and advanced security measures.

For those of you looking for your first facility, self-storage properties that lack automation represent untapped potential. By identifying properties with inefficiencies and optimizing them with the strategies outlined here, you can uncover lucrative opportunities to enter the market and grow your portfolio.

P.S. If you want to learn more about how to automate a self-storage facility, download our FREE self-storage starter pack below that includes our free self-storage automation playbook.