Healthcare travelers may be arriving after a long drive, a flight, or even a long shift, so having everything they need ahead of time can prevent confusion and make them feel welcome from the moment they arrive.
Your check-in instructions should be simple, accurate, and detailed enough that a traveler can access the property without needing additional help.
Where to Add Your Check-In Instructions
Hosts can add and update check-in instructions directly through the Listing Editor.
To update your instructions:
Log in to your Vidle Housing Host Dashboard.
Go to Listings → My Listings.
Find the property you want to update and click Edit.
Navigate to the Rules section.
Add or update your check-in instructions.
Save your changes and publish the listing if prompted.
You can also update check-in instructions for multiple properties using the Bulk Edit feature from My Listings.
When Are Check-In Instructions Sent to the Traveler?
Your property's address and check-in instructions aren't publicly displayed to travelers browsing the platform.
They are automatically sent to the traveler approximately 24–48 hours before their scheduled arrival date.
Because travelers rely on this information to access the property, hosts should make sure their check-in instructions are complete and current well before the guest's arrival.
What to Include in Your Check-In Guide
Arrival Information
Start with the essential arrival details:
Check-in time.
Full property address.
Building name, when applicable.
Unit or apartment number.
GPS-friendly directions.
Nearby landmarks if the property is difficult to locate.
Special instructions for gated communities, apartment buildings, or secured entrances.
If GPS directions frequently send guests to the wrong entrance, explain exactly where they should go.
For example:
"GPS may direct you to the rear entrance. Please enter from Main Street and use the second driveway on the right."
Parking Instructions
Parking confusion can make an otherwise easy arrival frustrating, especially after a long day of travel.
Clearly explain:
Where the traveler should park.
Assigned parking space number, if applicable.
Garage access instructions.
Street parking restrictions.
Parking permit requirements.
Guest parking rules.
Vehicle height or size restrictions.
Where not to park.
If the parking area is difficult to identify, consider providing a photo or simple visual reference when possible.
Property Entry Instructions
Explain exactly how the traveler should enter the property.
Include:
Type of entry system.
Smart lock instructions.
Keypad or door code.
Lockbox location and code.
Building access code.
Gate code.
Elevator or stair instructions.
Any special steps required to unlock or lock the door.
Be specific about any quirks.
For example:
"Enter the four-digit code and press the checkmark. You'll hear the lock click when the door is unlocked."
or:
"After entering the code, pull the door slightly toward you while turning the handle."
Small details like these can prevent unnecessary confusion.
Include a Backup Access Plan
Technology doesn't always cooperate. Whenever possible, have a backup plan in case:
A smart lock battery dies.
A keypad doesn't respond.
A code doesn't work.
The traveler loses a key.
Building access is temporarily unavailable.
Explain what the traveler should do if they can't access the property and make sure you're available through Vidle Housing messaging around the scheduled check-in time.
If a traveler arrives and can't access the property, the issue may require urgent assistance from our Support Team.
Wi-Fi Information
Include:
Wi-Fi network name.
Wi-Fi password.
Location of the router, when helpful.
Any special connection instructions.
Reliable Wi-Fi is especially important for healthcare professionals who may need to communicate with recruiters, complete onboarding requirements, or manage their schedules during an assignment.
Double-check the network name and password before every new stay.
Help Travelers Get Comfortable Inside the Property
Include helpful information about anything that may not be immediately obvious, such as:
Thermostat operation.
Heating or air conditioning.
Washer and dryer instructions.
Dishwasher.
Garbage disposal.
Television or streaming devices.
Building amenities.
Trash and recycling locations.
Mail or package procedures.
Laundry facilities.
Parking garage access.
You don't need to explain every appliance in the home. Focus on anything unusual, complicated, or commonly confusing.
Explain Where to Find Essentials
Help travelers settle in by letting them know where they can find important household items, including:
Extra towels.
Additional linens.
Blankets.
Cleaning supplies.
Trash bags.
Toilet paper.
Laundry supplies.
First aid kit.
Fire extinguisher.
This is especially helpful during longer stays, when travelers may need access to supplies beyond the first few days.
Building and Community Information
For apartments, condos, or properties with shared amenities, include any information the traveler needs to know about:
Front desk or concierge procedures.
Elevators.
Building access.
Fitness centers.
Pools.
Shared laundry.
Package rooms.
Trash rooms.
Quiet hours.
HOA or community rules.
Parking permits.
Make sure these instructions align with the house rules disclosed on your listing.
Keep Communication on Vidle Housing
Travelers and hosts should communicate through Vidle Housing messaging whenever possible. This keeps reservation communication organized and creates a clear record if assistance is needed.
Make sure you:
Monitor messages around the traveler's arrival time.
Respond promptly to questions.
Keep notification settings current.
Update check-in instructions whenever access information changes.
Use Photos When Helpful
Photos can make complicated instructions much easier to follow.
Consider including images showing:
The correct building entrance.
Parking space.
Lockbox location.
Gate or callbox.
Front door.
Keypad.
Building lobby.
A simple photo can often prevent multiple messages and help travelers feel more confident when arriving somewhere unfamiliar.
Keep Your Instructions Easy to Read
Travelers may be reading your instructions from their phone while standing outside with luggage, possibly at night or after a long trip.
For the best experience:
Use short paragraphs.
Use bullet points or numbered steps.
Put the most important information first.
Avoid long blocks of text.
Use clear, simple language.
Double-check codes and passwords.
Remove outdated instructions.
Instead of:
"Once you arrive, you'll want to drive around to the other side of the building, and there should be a parking lot where you can hopefully find the guest spaces near the entrance."
Write:
Parking:
Enter the parking lot from Main Street.
Turn right after entering.
Park in space #24.
The building entrance is directly across from the parking space.
Review Instructions Before Every Stay
Before each traveler arrives, verify:
The address is correct.
Check-in and check-out times are accurate.
Parking instructions are current.
Door and gate codes work.
Lockbox information is correct.
Wi-Fi credentials haven't changed.
Building procedures are current.
Any photos still accurately represent the property.
Never assume that instructions from a previous stay are still accurate.
Add a Welcoming Touch
A short welcome message can make the arrival feel more personal.
For example:
"Welcome! We're happy to have you and hope you enjoy your stay. Everything you need for check-in is included below. If you have any questions during your stay, please reach out through Vidle Housing messaging."
You can also include a few helpful local recommendations, such as:
Nearest grocery store.
24-hour pharmacy.
Coffee shop.
Nearby hospital or medical center.
Favorite local restaurant.
Parks or walking trails.
Final Check-In Guide Checklist
Before your next traveler arrives, make sure your instructions include:
Check-in time.
Full property address and unit number.
Clear directions, if needed.
Parking instructions.
Building or gate access.
Door, lockbox, or smart lock instructions.
Backup access plan.
Wi-Fi network and password.
Important appliance instructions.
Location of household essentials.
Trash and recycling information.
Building or community rules.
Helpful photos, when needed.
A detailed and accurate check-in guide helps travelers arrive confidently, reduces unnecessary questions, and sets the tone for a positive stay from day one.