Key boxes and visual verification: how to adapt remote check in

Ruling from TAR of Tuscany

The recent ruling number 925 of 2026, published by the TAR of Tuscany in mid May, confirmed the full legitimacy of the ban on new permits in the historic center of Florence and the strict restrictions on using external key lockboxes for self check in. This judicial decision sends a clear message across Italy: the era of improvisation in short term rentals is over. Historic cities are cracking down on chaos and hosting requirements are changing rapidly.

Let us look at what the judges have ruled in very simple terms and what you need to do concretely to protect your business.

In short: key boxes must be monitored

In addition to the freezing of licenses in Florence, there is another very hot topic affecting the entire national territory: hosting safety. Many hosts have developed the habit of collecting documents online asynchronously and leaving keys in a lockbox on the wall (the classic key boxes), without ever verifying the guest identity at the moment of first entry.

The TAR ruling establishes that total automation without real time visual feedback is no longer tolerated for public safety reasons. Document verification and face matching must be done visually and simultaneously when the guest enters the property for the first time. This is not about eliminating technology, but about making it monitored.

Administrative courts and municipal ordinances have recently spoken clearly on this point for reasons of urban decorum and public safety: total automation without real time visual feedback is no longer tolerated. Document and identity verification must be done visually and simultaneously when the guest enters the property for the first time. This is not about eliminating technology, but about making it supervised.

The practical checklist: what you need to do tomorrow morning

To avoid being caught off guard by inspections and to secure your hospitality business, here are the practical steps to take right away:

1. Review your check in procedure: if you use an external key lockbox, you must integrate it with a visual recognition system. You can install a smart video doorbell or an entrance camera to verify the guest identity live, or you can make a live WhatsApp video call before providing the property unlock code.
2. Audit your home safety features: ensure all systems are certified, and that there is a working fire extinguisher, a smoke detector, and a carbon monoxide detector. With the increase in inspections, the lack of these elements is the leading cause of heavy fines.
3. Verify condominium rules: double check that short term rental activity is not explicitly banned by your building association regulations. In case of disputes, municipalities are using condominium friction as a reason to suspend permits.
4. Upgrade the actual quality of the listing: in a blocked market where no new properties can open easily, competition shifts entirely to reviews. A guest paying premium rates expects pristine cleaning and immediate assistance in case of technical issues.

The digital turning point: how to manage the property entirely from a distance

Looking closely, this regulatory evolution is not an obstacle, but a massive simplification for remote managers. Before this clarity on digital systems, the only way to be one hundred percent legally secure was to welcome the guest in person on site. Today, video verification technology officially legitimizes remote management: you can check documents and validate access by looking at a screen from anywhere in the world, without any need to be physically present at the moment of arrival.

This scenario opens the doors to a much leaner operation, provided you separate bureaucratic check ins from the practical management of the accommodation. While identity control moves online in total safety, the physical care of the house still requires hands and expertise on site that a smartphone can never replace.

Our platform was born to support exactly this modern and efficient operational model. Hostbudd directly connects vacation rental owners with the best professionals operating on the territory. While you handle bureaucracy and video verification from a distance with maximum flexibility and freedom, through the platform you can structure a network of trusted collaborators on site capable of handling structured cleaning, technical fixes, and daily operational support. In the face of tightening rules, the winning move is not to return to the past, but to combine the precision of digital control with the security of a physical team on the field, protecting the value of your business over time.

The safest way to protect your investment and avoid penalties is to build a reliable team of collaborators on the field. An experienced cohost who knows local ordinances, a thorough cleaning team that monitors the property status at every checkout, and a maintenance worker ready to step in for a blocked boiler are the true guardians of your asset.

Our platform was born precisely to meet this pressing market need. Hostbudd directly connects vacation rental owners with the best professionals operating on the territory. Without forced middleman fees or booking commissions, the platform allows you to build a network of trusted partners capable of handling structured cleaning, technical fixes, and daily operational support. In the face of changing rules and advancing restrictions, professionalization is no longer an optional choice; it represents the only sustainable strategy to protect your business value over time. At Hostbudd, we combine the precision of digital processes with the irreplaceable professionalism of people on the field.