10 Tips on How to Manage Your Vacation Rental Remotely

Discover expert tips for effectively managing your vacation rental remotely. Streamline operations and maintain property upkeep from afar.

As a vacation rental host, your goal is to deliver a flawless guest experience. However, being physically away from your property can complicate things. How can you manage your vacation rental remotely? The answer lies in a thought-out business process to ensure your property always stays in top condition. Regardless of your physical location, you're still expected to meet all of your guests' needs. In this guide, we'll share our top tips to help you smoothly run your vacation rental business from a distance.

How to Manage Your Vacation Rentals Remotely

1. Offer Self-Check-In

Self-check-in is the first step to managing your vacation rentals remotely. It ensures guests can access your property as soon as they arrive without your physical presence. You can opt for a solution like a lockbox, smart locks, or a key exchange service, which gives guests the flexibility to arrive at their convenience. Not only does this save you time from welcoming guests, but it also ensures a smooth check-in process for them since they've already gone through a long trip.

2. Leverage Smart Technology

Smart technology can be a game-changer for remote management. Install devices like smart thermostats and lighting to control various aspects of your property from afar. For instance, a smart thermostat allows you to adjust the temperature before guests arrive, ensuring a comfortable environment. Smart lighting can reduce energy costs by automatically turning lights on and off. You can also install a noise or smoke monitoring device that notifies you via SMS when something's off.

3. Hire a Team of Local Contractors

Having a reliable team of local contractors is crucial. Establish relationships with local handymen, plumbers, electricians, and other service providers who can promptly address any issues that arise. Make sure these contractors are trustworthy and understand your expectations regarding the property's upkeep. As the saying goes, "It takes a village", so have at least 2-3 backup workers since not everyone is available on short notice.

Manage your vacation rental properties remotely

4. Use a Property Management System

A Property Management System (PMS) is a valuable tool for running your short-term rental business from afar. A good PMS automates bookings, manages reservations, tracks payments, and even handles guest communications. To streamline operations, look for a system that integrates with popular booking platforms like Airbnb and Booking.com. Additionally, many PMSs offer analytics and reporting features, allowing you to gain insights into your property's performance and identify areas for improvement.

5. Line Up a Professional Cleaning Service

Guests expect a spotless rental property every time. Cleanliness is not just a sign of sanitization but also safety, and it directly reflects on the guest experience. To ensure your vacation rentals are impeccable, hire a trustworthy cleaning service so you don't have to be on site after every check-out. For peace of mind, you can also ask providers to follow a cleaning checklist to leave your house as pristine as possible. Software like Cleanster can help you streamline your cleaning tasks.

6. Create a Robust House Manual

The purpose of a house manual is dual. On one hand, guests receive all the necessary information to navigate their stay, and on the other, you get significantly less inquiries upon arrival. Include details such as house rules, appliance use, Wi-Fi login, local recommendations, and emergency contact numbers. Make it as comprehensive as possible and regularly update it with current information. If you're opting for a physical guidebook, place it in an obvious spot in your home. A digital version is always valuable as it can be easily updated without risking loss or wear.

Manage your vacation home remotely

7. Hire a Local Short-Term Rental Manager

If managing your property remotely becomes too overwhelming, consider hiring a local short-term rental manager. This person can handle the day-to-day operations, such as guest check-ins, maintenance issues, and cleaning coordination. A local manager can also provide a personal touch, enhancing the guest experience and quickly addressing any problems. While hiring a manager comes with additional costs, the peace of mind and time saved can be well worth the investment.

8. Automate Guest Messages

Effective communication is vital to a successful vacation rental business. Automate your guest messages to ensure timely and consistent communication. If you're using a PMS or channel manager, it probably comes with a unified inbox to help you manage all communications from one dashboard. Use automated email or text messaging to send booking confirmations, check-in instructions, and check-out reminders. This not only saves you time but also ensures that important information is communicated promptly.

9. Install Safety Technology

As a remote host, the threat of illegal tenants is high. Safety should always be a top priority, so it's recommended that security cameras be installed to help monitor the property and deter potential intruders. Electronic window locks and even security beams are also good ways to safeguard your home. However, you'll need to inform your guests about them and ensure they're only placed in public areas to respect privacy.

10. Stock Your Property With Essentials

Ensuring your property is well-stocked with essential vacation rental amenities can significantly enhance the guest experience and minimize your back-and-forths. Basic supplies such as toiletries, sheets, toilet paper, and cleaning products should always be available. After all, you wouldn't want guests asking for extra blankets while you're away. Additionally, consider providing a starter kit of kitchen essentials like coffee, tea, sugar, salt, pepper, and cooking oil.

How to manage your vacation rental remotely

Ensuring a Seamless Remote Management Experience

Managing a vacation rental remotely is entirely feasible with the right approach and tools. With our strategies, you can have peace of mind your short-term rentals are running smoothly without your physical presence. If you want to take your business to the next level, Houfy allows you to manage bookings directly, reducing reliance on third-party platforms. This helps you save on booking fees while handling your business from one platform. List your property today and join 15,000 hosts benefitting from the book direct movement!