Checking in at urbanest
Everyone collects their keys from urbanest reception, however they booked. What you need to do before you arrive depends on who manages your booking:
You booked directly with urbanest. You pay your rent to urbanest. This includes bookings made through a university referral, such as LSE.
Your university manages your booking. You pay your rent to your university. This applies to block bookings through partners such as NYU, KCL and UCL.
Not sure which applies to you? Whoever you pay your rent to manages your booking.
Before you arrive
If you booked directly with urbanest, complete these steps on your urbanest Portal:
Upload all required Tenancy Documents
Complete your Online Check-In form
Book your arrival time slot, choosing the time you expect to arrive
Pay your first rent instalment and any outstanding invoices
All payments are made online through your urbanest Portal. Reception is unable to take payments.
If your university manages your booking, complete the pre-arrival steps your university asks of you. If you also have an urbanest Portal account, please complete your Online Check-In form there too.
Completing everything in advance means we can hand you your keys quickly. Your Online Check-In form and Tenancy Documents must be complete before we can issue your keys. If either is outstanding when you arrive, you can complete them at reception via your Portal, but this will slow down your check-in, particularly during our busy September arrival period.
How do I check in?
At your arrival time, come to reception with your original passport or another original government-issued photo ID. Our team will verify your identity, check you in, hand over your keys and direct you to your room.
If you have a disability or accessibility need that makes any part of check-in difficult, please contact your community team before you arrive so we can support you.
Photo ID: what you need to know
Everyone collecting keys must show original photo ID. This applies to all bookings, including those made through a university.
We can only accept original documents. Photocopies, printed copies, photographs and digital images of your ID cannot be accepted.
Only the person named on the tenancy agreement can check in and collect keys. Family members, friends and guarantors cannot check in on your behalf.
When can I check in?
If you booked directly with urbanest, arrival time slots for September are usually released in August. We will email you as soon as they are available to book, and your slot confirms when to arrive.
For arrivals during the academic year (November to June), check-in is from 3pm on or after your tenancy start date.
If you plan to arrive after your tenancy start date, please let us know in advance so we can update your account and inform your community team.
Can I arrive before my tenancy starts?
We are unable to offer early arrivals because of the short turnaround between outgoing and incoming residents. Your room is ready from your tenancy start date.
If your university manages your booking, some universities run their own early arrival schemes. Contact your university accommodation team to find out what is available and how to apply.
Can I send personal items before I arrive?
We can accept essential online deliveries, such as bedding and kitchenware, 1 to 2 days before your scheduled arrival date. Please make sure your delivery is labelled with your full name, your room number and the full address of your community.
For full details, see What can I have delivered before I arrive?