Long-term parkers are a valuable customer group for parking operators. They offer predictable revenue, improved space utilization, and long-term customer loyalty. In practice, however, managing them is often still tied to time-consuming, manual processes. Digital systems offer an efficient and much-needed alternative.
This article explains how modern long-term parking management works – and why it benefits both operators and users alike.
Content
Why long-term parkers are valuable for operators and what they expect
Freeflow or with barriers: When do long-term parking spaces need barriers?
Challenges of traditional long-term parking management
Benefits of long-term parking management
Key features of a digital long-term parking system: What really matters
Why Long-Term Parkers are Valuable for Operators and What They Expect
Long-term parking is a popular option for people who regularly use the same parking facility. These users typically sign a contract with the operator, billed on a recurring basis—monthly or annually. Unlike anonymous short-term parking, long-term agreements offer a reliable and predictable way to manage space usage.
Demand for fixed parking spots is especially high in urban areas and at mixed-use facilities—such as downtown garages or lots near transport hubs. Depending on the location and its primary use, different groups tend to benefit:
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Park & Ride facilities: Commuters who leave their cars for the day while using public transit
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Local residents or employees from nearby offices: Local residents or employees from nearby offices
What long-term parkers value most: a consistently available space and a smooth, hassle-free experience. A digital, user-friendly system is key to meeting those expectations and building long-term customer relationships.
Freeflow or With Barriers: When Do Long-Term Parking Spaces Need Barriers?
With or Without a Barrier: Long-Term Parking Management Works Both Ways.
If you're already using a freeflow system, adding long-term parkers is simple and helps maximize the use of your space.
However, this only works if enough parking spots remain available during peak hours—otherwise, frustration and complaints are likely. If your lot is full during the day, time-restricted long-term parking (e.g., from 6:00 p.m. to 8:00 a.m.) can be a smart solution.
For busy lots that often reach full capacity, barrier systems can be the better option. They help guarantee space for long-term parkers and allow for clearly defined parking zones or dedicated entry lanes for specific groups.
Still unsure if a barrier is the right choice to secure spots for your long-term parkers? Let’s talk. Get in touch with Arivo
Challenges of Traditional Long-Term Parking Management
Managing long-term parking is still often a manual process, involving physical access media (like parking cards) and time-consuming contract handling.
This leads to several operational challenges:
- Time-consuming contract setup: Preparing contracts, making adjustments, collecting signatures, mailing parking cards (if no license plate recognition is in place), and setting up SEPA direct debit takes up significant resources.
- Ongoing customer service workload: Updating customer data, license plates, or payment methods, along with assisting with lost cards or payment issues, puts a consistent strain on support teams.
- Administrative burden in accounting and collections: Matching payments, posting transactions, and managing multistep dunning procedures require continuous staff effort.
- High risk of errors: Manual steps from contract creation to billing are prone to mistakes, which then lead to extra work in accounting and customer service for corrections and customer follow-up.
- Lack of data-driven decisions: Without real-time data on occupancy and user behaviour, pricing strategies or investment decisions for short- and long-term parking are often based on guesswork.
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Staff resources tied up: Employees spend valuable time on routine administrative tasks instead of focusing on high-value work like improving customer experience, expanding offerings, or managing multiple locations more efficiently.
To manage the high manual workload, long-term parking contracts are often only available at the beginning or middle of the month. This leads to long wait times and noticeably lower customer satisfaction.
Benefits of Long-Term Parking Management
Managing long-term parking manually isn’t just time-consuming and costly — it quickly becomes unmanageable as your customer base grows.
That’s why more and more operators are turning to fully digital solutions for managing long-term parking. With streamlined and largely automated processes, they save time, reduce costs, and improve the overall customer experience.
What digital long-term parking management can look like ⬇️
- Minimal manual effort thanks to automation
- Digital contract setup: Customers complete their contracts online — valid instantly, with no paperwork required.
- Self-service customer management: Long-term parkers update their own data, license plates, and payment info via an intuitive online portal.
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Automated invoicing: Invoices are automatically created and sent; manual processing is no longer needed.
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Built-in dunning process: The system detects missed payments and triggers reminders. If a customer defaults again, their license plate is automatically blocked.
- Less customer support workload: With customers managing their own details, support teams face fewer inquiries.
- Instant access to parking: No need to wait for contracts or physical permits — parkers register online and can use their spot within minutes.
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Fewer errors: Automation reduces the risk of input and billing mistakes.
- Real-time data: Operators get instant insights into usage and occupancy — ideal for data-driven decision-making.
- User-friendly experience: Easy-to-use tools and smooth processes keep long-term customers happy and loyal.
Ready to reduce manual effort and digitize your long-term parking management? Get in touch for a free, no-obligation consultation. Get in touch with Arivo
Key Features of a Digital Long-Term Parking System: What Really Matters
Thinking about digitizing your long-term parking operations? To truly benefit from digital long-term parking management, you need a solution that’s efficient, user-friendly, and built for real-world challenges. Not every system delivers. Here's what a great parking management platform should offer:
Feature-Checklist
✅ Digital vehicle and customer registration: Access is managed through License Plate Recognition — no need for physical tickets or parking cards.
✅ Online Customer Portal: Customers can sign up online and manage their long-term parking spaces anytime through their personal account.
✅ 24/7 registration and instant parking access: The sign-up process should be available around the clock—and ideally even after entering the car park.
✅ Automated contract generation: Contracts are created and activated digitally with no manual steps required.
✅ Automatic invoicing and payment collection: Invoices are generated automatically and charged at the end of the month via the saved payment method.
✅ One-click refunds: Whether it's a credit note or a billing correction, refunds should be processed quickly and effortlessly with a single click.
✅ Automated reports and analytics: Clear, real-time reports, showing revenue, open payments, and account activity, help you eliminate manual reconciliation and speed up bookkeeping.
✅ Webbased and intuitive interface: The Software is fully webbased and easy to use, even without technical experience. Your staff won't need complex training.
✅ Live Data on usage and occupancy: Real-time insights into user behaviour and space utilization help you improve your long-term parking offers and optimize capacity.
Arivo combines all these features in the Arivo Customer Portal and Arivo Customer Management, giving operators a solution that makes long-term parking management efficient, transparent, and easy to use. Get in touch with Arivo
Conclusion
A well-planned digital long-term parking system is key to running an efficient, seamless parking operation today. Manual processes are time-consuming, tie up valuable resources, and often lead to errors—especially as your customer base grows.
By automating core tasks, a digital solution lightens the load for your team and improves the customer experience from sign-up to billing. Operators who embrace digital tools gain a clear competitive edge.
Digital Customer Management with Arivo
At Arivo, our Customer Management and Customer Portal are designed with one goal in mind: to make managing your customers as simple and efficient as possible. The result? Happier customers and increased revenue.
How we do it?
- Arivo Customer Management: Automate repetitive admin tasks, free up your team, and streamline your entire customer management process.
- Arivo Customer Portal: Let customers take control—updating their information and booking long-term parking on their own, anytime.
Ready to digitize your long-term parking operations? Reach out today. We'll find the right solution for your site. Contact Arivo now
