As a PadSplit host, creating a smooth, welcoming move-in experience is essential for building long-term relationships with members. When members feel supported, respected, and comfortable from day one, they’re more likely to stay longer and contribute positively to the home’s atmosphere.
In this guide, seasoned PadSplit hosts share their best practices for a seamless move-in process—from creating an honest listing to building rapport and providing thoughtful touches on move-in day. With these tips, you can ensure members feel at home from the start, which ultimately benefits you as a host by reducing turnover and fostering a stable, respectful environment.
1. Start with an honest and detailed listing
A successful move-in experience begins well before the member arrives—it starts with your listing. By providing a clear and honest representation of the property, you help set the right expectations and ensure members know exactly what they’re signing up for. This is essential for reducing misunderstandings, which can lead to dissatisfaction and early move-outs.
We recommend including high-quality, up-to-date photos that accurately represent the home. Detailed descriptions of amenities, shared spaces, and house rules are also key. For example, let prospective members know upfront if guests are allowed or if there’s designated parking. Transparency on these details helps members choose a home that aligns with their needs and reduces the likelihood of surprises on move-in day. When members have a full understanding of the property and house culture from the listing alone, they’re more likely to arrive with a positive mindset and stay longer.
With a transparent and accurate listing, members are more likely to feel confident in their choice, reducing potential conflicts and helping create a harmonious, respectful environment.
2. Qualify members to ensure a good fit
An ideal move-in starts with attracting the right members for your property. Many hosts have a secondary screening process to get to know prospective members better and assess whether they’ll be a good addition to the home. This step helps weed out potential mismatches, reducing future conflicts and fostering a supportive community. “There’s a culture in every co-living home, and you as the host create and manage this culture,” explains host Emanuel Premate.
By setting the tone with thoughtful screening questions, you show members that this home is a well-managed, respectful environment. Host Zahirul Hasan recommends asking straightforward questions like, “Why are you moving here?” and “How long do you plan to stay?” Understanding a member’s motivations and plans can help you confirm they align with the house’s atmosphere.
Some hosts, like Franco Montano, even use software systems to send out additional screenings. After booking approval, Franco sends out a secondary form to gather more details and ensures the prospective member knows they can reach out with any questions. This extra step shows members that you care about creating a welcoming environment and helps build a strong foundation for positive interactions in the home. Ultimately, qualifying members thoughtfully is key to maintaining a stable and cohesive household.
3. Build rapport and set expectations before move-in day
Once a member is approved, a personal connection can set a positive tone and reinforce expectations. Many hosts find that a personalized message or phone call helps establish rapport and provides an opportunity to review house rules and answer any questions. This simple interaction makes the member feel valued and welcomed even before they arrive, laying the groundwork for a respectful relationship.
Property manager Shaniqua Robinson emphasizes the importance of this step: “It really helps to have a conversation with them prior to the move-in, providing details about move-in and letting them know that I’m available by phone if they have any issues. Build a relationship that shows that you are present.” This level of support reassures members that they’ll be cared for and have someone to turn to if they need help.
To reinforce expectations, host Emanuel Premate recommends a follow-up message on the day of move-in. “Setting these expectations over a phone call and then reinforcing them in an automated move-in message will minimize issues during move-in,” he notes. Automated messages can also serve as friendly reminders to make members feel welcome. For example:
“Welcome to your new home! We’re so glad to have you here. Please don’t hesitate to reach out if you have any questions or need anything as you settle in!”
Franco Montano also shared his approach to move-in logistics as an extra layer of support: “Once we approve the booking request and know when they’re going to move in, PadSplit sends out a notification to the member with all the basic information they need to know about the property. We follow up by making sure they know where they’re going, and on the day of, we check to make sure they were able to get in.” This follow-through reassures members that they’re supported and fully informed.
4. Create custom move-in instructions
Custom move-in instructions are essential for a smooth and hassle-free move-in experience. Well-written instructions ensure that members have all the information they need to access the property and settle in comfortably, without confusion. PadSplit allows hosts to create their own custom move-in instructions, which can include property-specific details and a welcoming tone that reflects the host’s approach to hospitality.
When writing custom move-in instructions, consider including:
- Clear access information: Include details on how to unlock the door, where to find keys (if applicable), or how to enter codes. Describe any steps required for entering the property, such as where to park and which door to use.
- Property orientation: Provide brief information about important areas within the home, such as where to find the kitchen, laundry facilities, and common areas.
- House rules reminders: Reinforce any key house rules to set the tone, like quiet hours or guest policies, so members know what’s expected from day one.
- Contact information: Let members know whom to reach out to if they experience issues during the move-in process. Make it easy for them to ask questions or get help if they encounter difficulties.
These instructions should be concise but thorough enough to help the member navigate their first day smoothly. A well-prepared set of instructions can help prevent common issues, reduce stress for both the member and host, and make the move-in process feel organized and welcoming.
5. Ensure a seamless move-in day with cleanliness, functionality, and accessibility
On move-in day, focus on creating a seamless, welcoming experience by ensuring everything is clean, accessible, and functional. A spotless property and a smooth entry process signal to members that they’re respected and valued, and that their comfort is a priority. Scheduling a professional cleaning right before the member’s arrival helps make a strong first impression. When members walk into a clean, well-maintained space, it sends a message that they’re entering a well-managed and respectful environment.
Testing entry codes or locks in advance can also prevent access issues. Franco Montano suggests troubleshooting any issues by having the member send a video of the lock if there’s a problem. “If we’re not able to help them virtually, we’ll dispatch somebody to help open the door for them and show them how it’s done,” he explains. Ensuring members can enter smoothly—even if technical issues arise—sets a reassuring tone.
Letting other housemates know about the new arrival can further contribute to a positive move-in day. When existing members are aware of the new member’s arrival, they’re more likely to extend a warm welcome, helping the new member feel at ease. A few thoughtful actions on move-in day can make members feel like they’re truly at home.
6. Add a personal touch with a welcome kit
A welcome kit with essentials can make the new member feel even more at home. Host Adeel Ahmed has found that these small gestures go a long way. “I started doing welcome packets for my members, and they are super appreciative of them,” he shares. Adeel prepares multiple kits at a time, each containing items like bedsheets, towels, laundry detergent, dish soap, and hand soap. He then asks an existing member to leave the kit in the new member’s room.
A welcome kit not only makes the member’s first few days easier but also shows that you care about their comfort. This thoughtful touch can help new members settle in more comfortably, reducing stress and making them feel like they’re truly at home. Members who feel cared for upon arrival are more likely to respect the property, get along with housemates, and stay longer.
7. Be available and responsive during the initial move-in period
Accessibility and responsiveness during the early days are essential for building trust. Many members may have questions or need a little extra guidance as they adjust to their new environment. Host Mel Whatley addresses this by ensuring 24/7 support through virtual assistants: “We have virtual assistants working overnight, so if the member has a question, they get responded to right away. There are a lot of overnight move-ins after work.”
While 24/7 support may not be feasible for everyone, being communicative and prompt with responses during the first few days can significantly improve the move-in experience. Automated messages to remind members about house rules or quiet hours can also reinforce expectations in a supportive way without constant oversight. This quick, clear communication in the initial period shows that you’re invested in their well-being.
8. Follow up after move-in to show ongoing support
After the initial move-in, following up with a quick message can reassure members that their experience matters. Host Emanuel Premate suggests checking in the day after move-in to see how the new member is settling in and to address any potential questions or concerns. He shares a memorable experience that illustrates the impact of a simple follow-up:
“Send a message the day after move-in to see how the member is enjoying the new place and getting along with the other members in the home. I had a member move in to one of my rooms after facing several personal challenges. After settling in to the place this was the response to my post move-in message: ‘Outstanding. Room is very nice and everything is clean. Thank you for the kind welcome. Have not had a win for a while; this was.’ It’s receiving these kinds of messages that keeps everyone motivated to grow the PadSplit mission – one room at a time.”
A thoughtful follow-up like this shows members that they’re valued, opens the door for feedback, and allows you to address any minor issues before they become larger concerns. This ongoing support can make a big difference in helping members feel comfortable and appreciated, increasing their likelihood of staying long-term.
9. Monitor feedback and continually improve
To keep enhancing the move-in experience and maintain high standards, regularly check the “Member Ratings” section on your host dashboard. Member feedback provides valuable insights into what’s working well and highlights areas where you can improve. Host Adeel Ahmed emphasizes the importance of this tool, noting that it provides invaluable insights into each member’s experience, allowing hosts to adjust and refine their approach as needed.
Continuously monitoring feedback allows you to identify patterns, address recurring issues, and make small adjustments that collectively improve the member experience. Even minor changes can lead to significant improvements in member satisfaction and retention. By consistently refining your process based on real feedback, you show members that you’re committed to providing a high-quality living experience.
10. Be consistent in your efforts
Consistency is key to building a stable, positive environment for your members. Stellar communication shouldn’t stop after move-in day; ongoing responsiveness and attentiveness are crucial for fostering long-term trust and satisfaction. When members know they can rely on you for support, they’re more likely to respect house rules and contribute positively to the home’s culture.
Addressing concerns or requests quickly not only shows members that you value their comfort but also helps prevent small issues from becoming larger ones. Regular check-ins, clear communication of house expectations, and responsiveness to member needs create a foundation of trust and stability that encourages members to stay longer.
Building a lasting community, one room at a time
An ideal move-in process ensures that members feel supported, comfortable, and welcomed from the start. By setting clear expectations with an honest listing, qualifying members thoughtfully, reaching out proactively, ensuring cleanliness and accessibility, and offering thoughtful touches, you create a foundation for a positive relationship. Following up and monitoring feedback reinforces this commitment and helps maintain a high standard.
As a PadSplit host, you have access to helpful tools like automated messaging, the Member Ratings dashboard, and a dedicated support team to assist with any questions or challenges you may face. These resources allow you to manage your property effectively and provide a welcoming environment for your members.
By combining these tools with consistent effort and a commitment to quality, hosts can foster a community-driven environment where members feel at home and are more likely to stay long-term. Every move-in is an opportunity to strengthen the PadSplit mission, one room at a time.
Interested in becoming a PadSplit host?
If you’re passionate about providing affordable, comfortable housing while maximizing your rental income, consider becoming a PadSplit host. With support from our team, innovative tools, and a mission-driven approach to affordable housing, hosting with PadSplit is a great way to make a difference in your community. Visit PadSplit.com/hosts to get started.
