Tips for Automating Your Self Storage Business

Automation is transforming the self storage industry by simplifying storage unit rentals, enhancing security, and helping operators manage storage facilities more efficiently. Tools that reduce manual tasks, improve the customer experience, and optimize revenue can lower costs and boost competitiveness. Cloud-based software also makes it easier to oversee multiple locations. Drawing on our experience as one of the largest storage operators in the U.S., Extra Space Storage has evaluated and implemented many of these technologies to understand which ones provide measurable value. By implementing the right mix of automation, owners can streamline workflows, attract more renters, and free up staff to focus on higher-value tasks.

Implement Property Management Software

A property management system (PMS) is the backbone of an automated self storage facility. Tools like Extra Space's Management Plus allow operators to centralize customer data, automate billing, manage leases, monitor occupancy, and even integrate access control—all from a single platform.

A PMS can automatically generate daily, weekly, or monthly reports that track occupancy trends, unit turnover, delinquency rates, and more, allowing managers to make informed decisions about marketing, staffing, and pricing strategies while eliminating the need for manual spreadsheets and paper records. Many systems can even integrate directly with cloud-based access control, allowing gate codes, door permissions, and smart lock access to update automatically when a customer rents a unit, becomes delinquent, or moves out.

Upgrade Your Website

Investing in your website is an effective way to introduce automation into your self storage operations. Ensure your site is mobile-friendly, SEO-optimized, and equipped with tools like contactless rentals, real-time unit availability, a facility locator, and dynamic pricing modules. Your website should function as both a digital storefront and an operational hub—helping customers complete rentals independently while reducing the workload on your on-site staff. This can help increase conversions, cut down on phone inquiries, and give managers a central place to promote specials and showcase available units. If you use online marketplaces like SpareFoot, make sure your website and PMS sync seamlessly to prevent double-booking, keep inventory accurate, and maintain a consistent customer experience across channels.

Offer Online Rentals & Reservations

Online rentals and reservations are a core automation tool for storage operations. Rather than requiring customers to visit the office, digital leasing allows renters to browse units, complete paperwork, verify their identity, and finalize move-ins entirely online. This not only meets customer expectations for self-service, but also ensures a consistent, streamlined leasing process across all locations. Extra Space Storage’s Rapid Rental program uses this same digital-first structure, offering a streamlined, minutes-long move-in flow that has been tested across thousands of facilities.

For operators, online rentals significantly reduce time spent on manual leasing tasks—freeing staff to focus on property upkeep, sales follow-ups, and customer support. Because these tools integrate with your PMS, unit availability updates instantly, helping prevent oversold inventory and eliminating the need for staff to manage paperwork by hand. Online reservations also capture leads outside standard business hours, converting interest into commitments even when your office is closed.

Enable Online Payments & Autopay

Automating payments is one of the most effective ways to reduce manual administrative work and create more predictable revenue. By offering online checkout options—including credit card, debit card, and ACH—you make it easier for customers to pay on their own schedule while reducing walk-ins and phone calls. When integrated with your PMS, these payments sync automatically, keeping account information accurate without staff intervention and giving managers more time to focus on customer service and property upkeep.

Use Digital Documents & E-Signatures

Digital lease agreements, addendums, and receipts eliminate the need for physical paperwork and can help speed up the rental process. E-signature tools allow customers to complete move-ins remotely, creating a smoother, more convenient experience. Digital documents also simplify auditing and compliance. Because records are centralized, securely stored, and fully searchable, staff can quickly retrieve what they need without sorting through paper files or managing manual storage systems.

Install a Self Storage Kiosk

Self-service storage kiosks allow customers to handle a wide range of tasks independently—including renting units, making payments, updating account information, and completing required documents. By giving renters a convenient, self-directed option, kiosks reduce the number of routine interactions staff need to manage and help streamline daily workflows. Kiosks can also extend service hours. Locations that offer 24-hour rentals or after-hours move-ins are able to capture customers who prefer to complete transactions outside traditional office times, often increasing occupancy rates and improving overall operational flexibility without adding labor.

Use Smart or Contactless Locks

Smart locks offer a fully contactless storage experience by allowing renters to access their units through a mobile app, Bluetooth, or individualized digital credentials. These systems streamline move-ins and remove the need for physical keys or combination locks, giving customers a more modern, secure, and convenient experience. They also introduce meaningful operational efficiencies, since remote lockouts make it easy to secure delinquent units and automatically restore access once payment is posted, eliminating the need for in-person overlocking. This reduces on-site interruptions, strengthens security, and helps maintain a more consistent workflow across the property.

Enhance Security with Automated Systems

Automated storage security tools—such as video surveillance, remote live-view access, and wireless alarm systems—can help protect both your property and your customers’ belongings. Integrated gate controls can log every entry and exit, monitor patterns, and flag unusual activity so issues are easier to spot earlier. With these systems in place, the amount of manual oversight required drops significantly. Instead of constantly checking cameras or conducting late-night walkthroughs, staff can rely on automated alerts, searchable footage, and centralized dashboards to stay informed. The result is stronger site security, and quicker responses when something looks off.

Automate Customer Communication

Automation tools make it easier for storage facilities to stay connected with customers and follow up on leads without adding extra pressure to staff. With scheduled updates, automated replies, and templated messaging, teams can keep renters informed at every stage of the customer journey. Text and email automations can handle routine touchpoints like reservation confirmations, move-in instructions, payment reminders, and delinquency notices. By shifting these recurring communications to automated systems, staff spend less time on manual outreach and can stay focused on helping customers and maintaining the property.

Equip Staff to Manage Automated Tools

Even the best automation systems need knowledgeable staff behind them. An automated storage facility runs most effectively when team members are comfortable using the technology, understand how each tool fits into daily operations, and can guide customers through common self-service processes. Storage employee training should cover basic troubleshooting, how to interpret key data from your PMS or automation platforms, and when to escalate technical issues. When staff are confident working with these systems, facilities operate more smoothly, customer experiences improve, and your business gets more value out of its automation investments.

Looking to simplify operations with self storage automation? Extra Space Storage's Third-Party Management Program can help operators implement effective technology, reduce manual tasks, and improve tenant experience. Partner with us today!