A Quick Guide to Choosing Self-Storage Facility-Management Software

The burgers you saw in a recent commercial looked so good that you actually hopped in your car and made the trip to buy what you saw on TV. But … it was slop. Disappointing. And it turns out you weren’t really in the mood for a burger anyway—at least not that one.

Powerful marketing can make even a cheap cheeseburger look delicious, and the same is true for self-storage management software. Look how easy it is to use! Look at all the things it can do! Look at how affordable it is! Next thing you know, you’re a few thousand dollars poorer and stuck with a program that doesn’t work—at least not in the way you need.

Choosing a software for your self-storage operation is a lot more important than buying a cheeseburger (though perhaps not as enjoyable). The specific one you need depends on the job at hand. There are features every facility-management program should have and others that only some operators will use. In this article, I’ll cover the basics as well as advanced options to consider. I’ll also discuss how to identify the program that’s going to hit the spot and not leave you disgruntled.

Basic Self-Storage Software Features

First, let’s talk about the basics features to look for when purchasing self-storage management software. The most obvious is the ability to process unit rentals. Any program you buy should track your inventory, including which units are occupied and who is renting each. It should also work through your website or kiosk, though some older versions still require manager intervention. Here are a few other essentials:

Customer-relationship management (CRM). This feature allows you to keep track of each self-storage tenant, their contact information, what they’ve paid, what they still owe and other information. It’s necessary to keep your business running smoothly and help you provide exceptional service. Most CRM modules can automatically send communication to customers, such as billing emails or payment-reminder texts.

Communication. Your self-storage software should allow you to send mass messages to your tenants, for example, a notice that your office will be closed on a holiday or a reminder that the parking lot is under repair on a certain day. You might also use this feature to send marketing promotions to prospective customers or referral reminders to existing renters.

Billing. You need a way to invoice your customers, and this is one of those tasks that computers can do much better than people. The automatic-billing feature within your self-storage management software ensures you never miss a beat.

Payment processing. This feature allows your customers to pay with a credit card or make automatic payments, which is good, as it’s what they expect. Fair warning: Payment processing can be expensive. Vendors usually charge a percentage of the payment being processed as a fee. Though some self-storage management programs will allow you to choose your processor, in some cases, you’ll be stuck with the one your provider chooses.

Gate-access integration. This software feature can save you headaches, especially if you offer online self-storage rentals, which you absolutely should. When a tenant rents a unit through your website or kiosk, you need a system in place to immediately send them a gate code. If they pay but can’t access the facility, it’s a terrible start to your relationship.

Advanced Self-Storage Software Features

Once you’ve found a self-storage management software that includes all of the above basic features, you can start to look at more advanced options. Just don’t shop for tools you don’t actually need or won’t actually use. Make sure you and your team are well-versed on the essentials before attempting to layer in new functionality. Depending on the size and complexity of your operation, the following features may be beneficial:

Revenue management. This feature is focused on setting rent rates for new and existing self-storage tenants. It can create a huge boost in income! If you haven’t raised your rates at least once per year, you may have tenants who are paying substantially less than what their unit is worth. A revenue-management module can also help you set and offer discounts, send rate-increase notices, and ensure all customers are on a level playing field.

Lead management. This self-storage software feature helps you turn prospects into paying tenants. Its main goal is to help managers follow up with people who’ve interacted with your business. Maybe you missed the customer’s phone call or they submitted an inquiry through your website. However the communication took place, your lead-management module can greatly improve your conversion rate.

Marketing-performance tracking. If you’re serious about taking your operation to the next level, you need a strong grasp on your marketing data. Some self-storage software programs can help you track the performance of your website, Google ads, direct mail and other campaigns, so you know which are working and which aren’t. Digital efforts are easier to follow, but even offline marketing like billboards, signage and fliers can be monitored, especially if you use tracking phone numbers and landing pages. Knowing how much you’re paying for each new tenant is vital. Software makes this easier.

Choosing a Self-Storage Software Program

If you’re looking to choose a management software for your self-storage facility, whether shopping for the first time or replacing an older program, ask yourself:

First, know your budget. How much can you afford to spend? If you really want some of the more advanced software features, know how that impacts the cost, both during the initial purchase and down the road. Are there ongoing fees for service or support? If a feature would be “nice to have,” but the additional revenue it might generate won’t offset the cost, reconsider.

The best thing to do with any self-storage software program is try it out! Better yet, test a bunch of options simultaneously. Get the demo versions and do an assessment.

Make a list of operational tasks you and your self-storage team will need to execute often, such as renting a unit, taking a payment and selling retail products. Next, explore how each activity is accomplished through every software candidate. This can help you understand how intuitive and user-friendly the various products are.

Software That Meets Your Needs

Self-storage operators will sometimes get excited about a management software while they’re at a tradeshow, where the energy is high and vendors are showcasing their best product features. But in time, they may realize they don’t like the way the product is set up, it isn’t making facility operation any easier, or their team simply isn’t using it. This is why it’s important to take your time, do your research, and make the choice that works best for you and your operation.

The most expensive self-storage software isn’t always the best, and the cheapest isn’t always the worst. You’re looking for a program that meets your business needs. If those are simple, get a simple software. If they’re more complex, you may need a tool to match.

Your self-storage management software needs to solve problems and make it easier to run your facility. If it doesn’t, it’s time for a change.

David Austin is an SEO content manager at StoragePug, a Knoxville, Tennessee-based technology company focused on self-storage website development and management. It aims to help facility operators attract new leads, convert them to paying tenants and rent units online. David previously worked as a content writer for the restaurant industry. You can contact him at [email protected] or 865.240.0295.