Everyone checks in with us when they arrive, however they booked. If you booked through NYU, KCL, UCL or another partner university, your university manages your booking and pre-arrival steps, but you will still collect your keys from the urbanest reception and the check-in requirements below apply to you.
Before you arrive
If you booked directly with urbanest, please complete the following on your urbanest Portal:
Upload all required Tenancy Documents
Complete your Online Check-In form
Book your arrival time slot (choose the time you expect to arrive)
Pay your first instalment and any outstanding invoices (rent payments)
If you booked through a partner university, complete any 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. If your Online Check-In or Tenancy Documents are 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, please visit reception with your original passport or other government issued photo ID.
Our team will verify your identity, check you into our system, hand over your keys and direct you to your room.
Photo ID: what you need to know
Everyone collecting keys needs to show original photo ID. This applies to all bookings, including those made through a partner university.
We cannot accept photocopies, printed copies, photographs or digital images of your ID.
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.
Important reminders
If your tenancy agreement is with urbanest and you pay your rent to us (this includes bookings made through a university referral, such as LSE):
All payments should be made online before your arrival. We cannot take payments at reception.
Your Online Check-In form and Tenancy Documents must be completed before we can issue your keys. If anything is outstanding, you can complete it at reception, but expect a longer wait.
If your university manages your booking and you pay your rent to them (for example NYU, KCL or UCL block bookings), your payments and paperwork are handled by your university. You will still need your original photo ID to collect your keys.
When can I check in?
If you booked directly with urbanest, arrival slots are usually released in August. You will receive an email once these are available to book.
If you plan to arrive after your tenancy start date, please let us know so we can update your account and inform the on-site team.
For arrivals during the academic year from November to June, check-in is from 3pm on your tenancy start date or after.
Can I arrive earlier than my tenancy start date?
We are unable to offer early arrivals ourselves due to the short turnaround time between outgoing and incoming residents.
If you booked through a partner university, some universities run their own early arrival schemes. Please contact your university accommodation team to find out what is available and how to apply.
Can I send personal items to urbanest 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 includes your full given name, your room number and your full building address.
We cannot accept suitcases, boxes or furniture delivered in person, sent from overseas or delivered by a storage company before you have checked in. Once you have your keys, you are welcome to arrange delivery of these items.
For full details, see What can I have delivered before I arrive?