How to Automate Self Storage: Manage Facilities Remotely & Efficiently

Running a self storage facility used to mean being on-site, handling move-ins, collecting rent, dealing with maintenance, and answering every customer call. But thanks to modern tech, that model’s quickly becoming outdated. Today, you can manage an entire facility (or even a growing portfolio) from miles away with far less stress and a lot more efficiency.

In this post, we’re breaking down how to automate your self storage business step by step. Whether you’re just getting started or planning to scale to 25+ locations, you’ll learn how to set up smart systems for rentals, payments, customer service, and even maintenance without being tied to a desk or a single zip code.

Why Automation Matters in Self Storage

When people hear “automation,” they often think of removing the human element completely. But in self storage, it’s not about replacing people; it’s about eliminating inefficiencies that eat up time, money, and headspace.

The truth is, traditional facility operations can get clunky fast. You’ve got manual move-ins, on-site staff requirements, after-hours customer issues, and the constant need to check in on things physically. It’s a lot. 

But with the right systems in place, automation changes the game—and it’s why so many operators are turning to tech to run smarter businesses.

Here’s what automation can help you achieve:

• Cut payroll and staffing costs
  You don’t need full-time, on-site managers to run a smooth operation. Remote systems and part-time local helpers can handle most of the workload without the full-time salaries.
  
• Eliminate unnecessary travel
  Whether your facility is an hour away or across state lines, automation reduces the need to physically show up for every small issue.
  
• Improve customer experience with 24/7 access
  Renters expect convenience. Let them move in, pay, and access their unit anytime—without having to call or wait for someone to be on-site.
  
• Expand your portfolio across markets
  When your systems are dialed in, you’re no longer limited by geography. You can confidently buy and operate properties in other cities or states.
  
• Make smaller, once-unprofitable facilities viable again
  Facilities that couldn’t afford a full-time manager or high overhead now become profitable with lean, tech-driven operations.

The goal of automation isn’t to remove you from your business—it’s to give you the freedom to run it better. Now, let’s dive into how to actually make it happen.

How to Buy and Automate Out-of-State Facilities

Owning self storage facilities in another state might sound daunting, but with the right automation in place, distance becomes a non-issue.

Here’s how operators make it work:

Use local help, not full-time staff

Instead of hiring employees, rely on local contractors—“roving maintenance techs”—who stop by weekly or bi-weekly to handle light tasks like cleaning, resetting cameras, or checking move-outs. They live nearby and only work when needed, so there’s no payroll or HR overhead.

Centralized oversight with quarterly audits

Your main management team can operate remotely and visit each site just a few times a year for deeper inspections. Day-to-day operations, customer service, and payments are all handled online.

Real example: Scaling from afar

One operator based in Dallas built a portfolio of 25+ facilities across Missouri and near the Mexican border—up to 14 hours away. None of them had employees on site, yet all ran efficiently, thanks to automation, local contractors, and smart systems.

With this model, even out-of-state investing becomes manageable—and scalable.

Key Systems for Automating Rentals and Payments

At the heart of any efficient, remote-managed storage operation are the right systems. These are the tools that allow you to streamline the rental process, reduce manual oversight, and maintain a great customer experience without needing someone physically on site.

Rental Process Automation

Your goal is to make it so easy to rent a unit that a customer could practically do it by accident. Here’s how to get there:

• Online Rentals 24/7: Prospective tenants should be able to rent a unit anytime via your website. With a clean layout and a frictionless checkout process, they can complete everything—from selecting a unit to signing the lease—in minutes.
  
• Instant Digital Access: Once they complete the rental, customers automatically receive access codes to the gate and the specific unit they rented. This enables them to move in on their schedule—whether it’s 7 a.m. on a Monday or 10 p.m. on a Friday.
  
• AutoPay and Billing: Payment systems like Autopay ensure that once a tenant is set up, their rent is billed automatically each month, reducing delinquencies and manual follow-up.
  

Communication & Support Systems

Automation doesn’t mean ignoring customer service - it means making it manageable and scalable:

• Call Routing and Ticketing: Customers reach out through various channels like phone, email, social media, and your website. By using call routing and a ticketing system, all inquiries land in one central place, ensuring nothing falls through the cracks.
  
• Remote Support Dashboard: Your team can operate from anywhere, handling all communication through a unified dashboard. They can assist with payment issues, answer FAQs, and escalate maintenance tasks—all without needing to be on-site.

As your portfolio grows, these systems become even more critical. They allow a small, centralized team to manage multiple properties efficiently, respond to tenant needs, and track maintenance—all from a laptop.

By combining rental automation with a structured communication setup, you create a seamless experience for your tenants while freeing up your time to focus on growth.

Setting Up Remote Maintenance and Staffing

Even automated facilities need human help occasionally. Here’s how to cover it:

• Local support teams: Recruit locals (retired folks, part-time workers) to handle weekly checklists—cleaning, checking for leaks, and overlocking delinquent units.
  
• Redundancy is key: Always have 2–3 backups for each site in case someone’s unavailable.
  
• Rotating shifts: Rotate team members weekly to keep them engaged and reduce burnout.
  

Even for a single facility, this approach makes remote operations more reliable and scalable.

The Power of Digital Locks and Gate Systems

Access control is one of the biggest enablers of automation in self storage. With the right gate and lock systems, you can:

• Instantly grant or revoke access
  
• Automate lockouts for missed payments
  
• Provide 24/7 move-in access
  
• Eliminate the need for on-site staff
  

The real value comes from synchronizing these systems across your portfolio. When every facility operates the same way, managing multiple properties becomes as simple as running one. It also ensures that your unit-level locks can maintain security if one system fails—like a gate malfunction.

This kind of automation used to be out of reach for small facilities. But today, thanks to smarter tech and lower costs, even sub-$1M properties can be run remotely and profitably. Digital access isn’t a nice-to-have for modern operators, it’s essential.

Use Signage to Minimize Customer Calls

Smart signage is your silent employee. Proper signs reduce confusion, improve customer experience, and lower your support volume.

Signage examples include:

• “How to rent” instructions
  
• “Lost access? Scan here”
  
• “Leave a review” prompts
  
• Clear directions to units, office, exit gates
  

If you’re getting the same questions over and over, your signs probably need work. Every good operator experiments and tweaks signage based on real customer feedback.

Leverage Tech to Make Small Facilities Profitable

Before automation, smaller facilities weren’t as viable; it was hard to afford full-time staff. Today, it’s a different story. With digital locks, online rentals, remote teams, and integrated property management software, you can turn a 50- to 100-unit site into a profitable, scalable investment.

The key is thinking like a tech company, not a landlord. Design your facility to run like a SaaS product—self-service, efficient, and low friction.

The Financial Impact of Automation

Let’s break it down:

• Automation replaces payroll: One manager’s salary ($40K–$60K/year) = multiple years’ worth of software, locks, and cameras.
  
• CapEx vs. OpEx: You’re trading upfront capital expenses for long-term operational savings.
  
• Higher NOI, higher value: When you cut expenses and maintain or increase revenue, your Net Operating Income rises—which directly increases facility value.

For example: Saving $30,000/year at a 7% cap rate = ~$430,000 in additional value.

That’s the power of automation.

Final Thoughts: You Don’t Need a Huge Team to Operate Like One

Automation isn’t a luxury—it’s the new standard for running a lean, profitable self storage business. With the right systems in place, you can:

• Confidently acquire and manage out-of-state or remote facilities
  
• Operate with minimal staff and lower overhead
  
• Boost NOI and increase your property’s value
  
• Deliver 24/7 access and convenience your tenants will love

You don’t need to be a tech expert to make this work. Just a willingness to embrace the tools that simplify operations and strengthen your returns.

Want to see how it all comes together? Watch the full video on automating self storage here and learn exactly how to build a streamlined, scalable storage business.