Cool Combo: Integrating Management and Security Software in Self-Storage

Though you still see some facilities with little more than a small fence and a gate open all day, most sites now have a tight integration of high-tech security components coupled with various software packages. This seamless integration allows for better security for tenants and higher revenue for you.

First, let’s take a look at the diverse offerings of software that can be used to better manage your facility. The most important piece of software any facility will purchase is management software. This allows the manager/owner to move people in and out, accept payments, track delinquencies and run multiple reports, all of which will assist in greater control over the business. A well-designed management software system will also control inventory, have an easy-to-use interface and a tight integration to your access-control system, allowing you to see your gate activity right on the main screen through your software.

Another key piece of software is an electronic-commerce module that allows prospective tenants to reserve or rent units. E-commerce also serves existing customers by providing them with the means to make payments or check transaction history, all from the comfort of their own homes via the Internet. The invention of e-commerce has revolutionized the storage industry because it gives tenants the option to handle many traditional transactions independently, thus freeing your manager’s time to handle onsite customers and facility operations. The fact that you can collect money 24 hours a day doesn’t hurt either.

Having an integrated software and security package takes e-commerce to the next level. If a tenant rents a unit online at midnight, he will immediately receive an assigned gate code giving him access to his unit the next day without any interaction with the site manager. If you prefer to rent the unit, then wait to assign a gate code until the tenant comes into the office to meet the manager personally, that works too.

There is also software that enables tenants to make payments at the gate. Many times, a delinquent tenant will try to go to his unit after hours to avoid the site manager. Typically the access-control system will inform the tenant he is delinquent and deny access. However, wouldn’t it be better if the keypad system instead informed the tenant that he is delinquent and offered him the ability to pay right there on the spot? The keypad will tell the tenant how much is due, and give him the option to slide a credit card and pay at the gate. The transaction is processed in the office by the management software, and a receipt is e-mailed or printed and mailed to the tenant. This is seamless integration at its best.

Going Digital

What about offering a digital layout of your facility? Imagine having your entire facility, including your office, restrooms, RV-dumping station, elevators, etc., all electronically displayed on a large LCD monitor when a prospective tenant enters the office. Many software vendors have these programs, commonly called "site graphics." Some companies even offer a 3-D version of the program.

But this program isn’t just a pretty face to make your office look more inviting. In fact, it is actually a useful tool, giving your manager an immediate snapshot of your facility at a glance.