Airbnb Management Software: Boosting Your Business
Airbnb management software is being used by thousands of property managers worldwide to scale up their operations on Airbnb. But, is it reserved just for property managers? Or, is it something that everyday hosts like you can use too?
Airbnb management software is being used by thousands of property managers worldwide to scale up their operations on Airbnb.
But is it reserved just for property managers?
Or is it something that every short-term rental host can use, too?
At first glance, it may seem excessive to use full-scale management software for a single Airbnb listing operation. However, you'll be pleasantly surprised once you understand how simple, powerful, and effective it can be!
So, if you've got a spare 5 minutes and are interested in learning more, keep reading.
Airbnb Property Management Best Practices
Being an Airbnb host is not as simple as creating a listing and handing over the keys. It's a business that requires time and effort to succeed.
The key to business success on Airbnb lies in an effective Airbnb property management strategy. Every host needs to understand the basics of Airbnb management to compete with the top hosts on the platform.
Here are the building blocks of good Airbnb property management you should pay attention to:
Manage your guest experience—respond to all initial guest inquiries within one hour, communicate with guests after they book your property, coordinate late check-in/out requests, and monitor all guest reviews.
Create a competitive pricing strategy and adjust prices to seasonal demand and other variables;
Coordinate cleaning and maintenance to keep your rental property guest-ready;
Optimize your Airbnb listing for high Airbnb search placement;
Be current with the laws and regulations in your area;
Take care of marketing and more.
As you can see, there is a lot on your plate, and all these responsibilities require many hours of work each day. Still, there are ways to make your life as a host easier.
Outsourcing an Airbnb Management Service
If you're new to Airbnb and manage multiple properties, the process can be extremely time-consuming and stressful. To address this, you may consider outsourcing your responsibilities to an Airbnb management company that acts on your behalf or hiring a professional property manager who will handle everything (or almost everything) for you.
Outsourcing to an Airbnb property management service enables you to run your Airbnb from any place quickly, ensure that your account will stay functional, and get consistently good reviews.
However, this can be pricey, and finding a reliable third party with a good track record and experience in your area to help you run your Airbnb business is not easy and takes time.
A property manager will charge you a percentage of your monthly earnings and ensure that you get passive income. But is that your goal?
To become a successful host and maximize your earnings, treat your Airbnb as a business.
The good news is that you can manage your STR property yourself without investing a lot of time and keep more of your rental revenue.
Your Airbnb business under your control
A smarter alternative is to use Airbnb management software to automate most routine tasks. Tools like Hospitable can save you a significant amount of time for a fraction of the cost of hiring a property manager, without compromising the guest experience. You can save on property managers' fees and run a lean and efficient Airbnb business.
What Is Airbnb Management Software?
Airbnb management software is a tool that hosts and property managers use to streamline day-to-day operations for running a business on Airbnb.
This management software helps automate many of the time-consuming, mundane, and repetitive tasks that hosts face daily, and it also offers additional tools and services to make hosting easier and more profitable.
It can lead to considerable time savings and reduced overhead costs if used effectively.
Since you're now in the efficiency mood, download our guide on STR performance boost hacks. Happy reading!
How Does Airbnb Property Management Software Work?
Airbnb property management software establishes a direct connection between your listing and the software.
Once this connection is established, actions can be performed, and information can be shared seamlessly between the Airbnb platform and the property management software.
Now, why is this good?
Well, it means you can automate many of the mundane day-to-day tasks associated with Airbnb hosting, freeing up your time and reducing labor costs.
We are talking about things like:
Guest messaging
Cleaner reminders
Team management
Reviews automation
Calendar synchronization
Revenue management
And a whole lot more
On top of that, it also creates a centralized dashboard to manage all your listings (no matter how many you have) in one place, making things much easier.
Best Airbnb Management Software: Essential Features to Look Out For
When you're shopping around for the best Airbnb management software that's going to suit your style (and budget), there are some essential features that you'll want to look out for to keep everything organized and efficient:
1. Automated guest messaging
Without a doubt, the most significant time-saving advantage of using a property management tool is harnessing the power of automated guest messaging.
It can seem a little daunting at first—the prospect of a computer sending messages to your guests; however, once you delve beneath the surface and see how advanced this guest communication can be, you'll be pleasantly surprised.
In fact, with the use of short-codes (little snippets of code like this %guest_name%), it's possible to add dynamic content to each and every message you send, making each message super personal and bespoke to each guest moving through their guest journey.
Here's an example of how personal a message using short-codes can be:
Hello %guest_first_name%, and thanks for your interest in %listing_name%!
I wanted to confirm right away that I have received your request to book my %listing_type% from %check_in%, with %guests% for %nights%. The total price would be %total%.
I will review your request and provide an answer as soon as possible, so you can prepare for your trip accordingly.
If you require any further information, please don't hesitate to ask. It would be my pleasure to answer your questions!
Best regards,
%host_name%.
Guests typically have many questions about the property, amenities, the surrounding area, and local attractions, and it's your responsibility to answer them as quickly as possible. So, wouldn't it be nice if there were a way to respond to those repetitive questions you get as a host? You know, when you get those same old messages about parking, WiFi, early check-in, etc.
With advanced management software like Hospitable, it's not only possible, but actually quite easy. Our system utilizes AI to quickly send automated replies to FAQs on over 20 topics, using your pre-written answers. You just need to set question rules.
Essentially, this means your guests immediately receive the information they want, and you can simply sit back and relax.
Everyone loves a win-win!
With Hospitable, 90% of your guest communication runs on autopilot, but our AI features can take your automated messaging to the next level. You can use Suggest with AI in your Inbox to generate a draft response to any guest message not covered by automation. With just one click, AI will craft a personalized response tailored to the message context and booking details. You can edit the draft before sending it to your guest if necessary. You may also provide bullet points for guidance, and select 'Improve with AI' to rewrite your message, ensuring it’s both warm and professional.
You can help AI craft much more accurate and relevant messages. Create a digital guidebook with all the information your guests need for their stays, and upload it to the Knowledge Hub to train AI about your property. Once you add it, AI will use this info automatically when generating draft messages for you.
Finally, you may opt for 100% autopilot with Inbox AI and let our system reply to guest questions without your review. You may enable this feature for specific time slots or permanently.
2. Automated cleaner/team reminders
If you have several properties, keeping your cleaners informed about check-in and checkout for each booking can be a headache. Still, if you find it challenging to remember to send reminders to your cleaner and your team, Airbnb property management software can help.
Tools like Hospitable allow you to automate messaging your cleaning team about upcoming jobs based on your booking calendar and add a list of tasks you want them to complete. You can create your own rules, and our system will assign tasks to your cleaners automatically, and it'll never (ever) forget to send out these reminders.
Once set, these reminders will be sent out ON TIME, EVERY TIME, even if it's a last-minute booking. Your cleaners don't need to create accounts—they will receive SMS and email notifications.
3. Automated reviews
As you scale up your operations on Airbnb, your workload increases dramatically. And even something as menial as leaving a guest review can turn from a minor job into a full-blown headache!
Sure, if you're managing just one listing, this isn't a big deal, but it can surely add up if you're managing multiple listings.
Good management software can integrate with Airbnb's review system and automate this process for you.
First, you create a few different guest review templates (using those handy smart shortcodes, of course).
Here's a simple review template example:
What more can I say, %guest_first_name% left the house immaculate.
Super clean and tidy. Couldn't recommend highly enough.
Welcome back anytime.
Once your review templates are complete, specify how long after the booking you'd like them posted, and the system will randomize, customize, and send them on your behalf at that time.
If you don’t set any review rules, Hospitable will prepare a personalized 5-star AI review suggestion for each booking by default. You can see this review suggestion in Pending Reviews in Guest Experience. If you approve and schedule it, our system will publish it on Airbnb.
You can click the Edit button to see other rating options and rate your guest from Terrible to Excellent. Then, Hospitable will provide you with AI review suggestions. If you're happy with the AI-generated review after editing, you can save it and schedule it for publication.
Hospitable also lets you quickly reply to guest reviews of their stay at your rental with AI-crafted responses. When Hospitable receives a new guest review from Airbnb and Booking.com, our AI crafts a thoughtful reply that takes into account the review's tone and other context related to the guest’s stay. You can see this draft review reply in your Inbox and edit it or send it as it is.
4. Unified Inbox
The last thing you want as a host with multiple Airbnb listings is to log into various dashboards to access your Inbox. And that's where a unified inbox comes in.
By creating a centralized dashboard or unified inbox for all your listings (regardless of how many you manage), it's easy to see where each guest is in their booking journey and what action needs to be taken.
A unified inbox keeps all your messages in one neat, convenient place, so you'll never miss a booking request or a guest question.
The best tools will even integrate with multiple platforms, such as Vrbo, Agoda, and Booking.com, and display all messages across all platforms in one neat, simple dashboard. That way, you never need to log in to any of these platforms; instead, you can manage the whole lot in one place.
If you reply to your guests from your Hospitable Inbox, they'll receive it on the platform they engaged with you on. Your guests will never know that the Hospitable software is helping you communicate with them in the background.
5. Consolidated calendar
Similar to the unified Inbox, a consolidated calendar allows you to view all bookings for all listings across all platforms in one simple visual calendar.
This single calendar view provides a real-time visual snapshot of your bookings for your entire portfolio of listings, all in one place—no need to switch between screens or platforms. Just one simple, consolidated calendar that provides a clear overview of all your bookings across all properties so you can easily manage them.
Switching between channels to manually check bookings and update your calendar and prices can be overwhelming.
But the right software will automatically update your availability in real-time on each channel, saving you time and effort. You'll also have peace of mind knowing that double bookings are now impossible.
6. Dynamic pricing
Dynamic pricing is a strategy that involves adjusting the nightly rates of a property based on real-time market conditions, such as demand, competition, seasonality, and other factors. This method is essential for STR hosts because it enables them to maximize their revenue and stay competitive in today's market by setting a price that reflects the current demand for the property.
Implementing dynamic pricing manually is extremely time-consuming, as it requires thorough market research and ongoing monitoring. Therefore, most vacation rental hosts utilize automated tools to save time and increase efficiency. Various third-party dynamic pricing tools use advanced algorithms to calculate and adjust prices in real-time, based on market data, to help you optimize your rates.
Most property management systems, including Hospitable, integrate with third-party dynamic pricing tools that can help hosts automate their pricing strategy. However, keep in mind that using a third-party pricing tool that integrates with your PMS incurs an additional cost to your software stack. Some PMSs have built-in dynamic pricing tools, but hosts must always pay an additional fee for using them.
The good news is that Hospitable comes with built-in Dynamic Pricing, which is included in Host, Professional, and Mogul subscription plans at no additional cost. Our Dynamic Pricing is embedded into the calendar, so you can manage all your bookings in one place and ensure that you always charge the right price.
As soon as you enable this feature, our intelligent pricing engine will automatically adjust your rates based on real-time market conditions and your settings to maximize your revenue and optimize occupancy.
7. Smart devices management
Smart home devices are now essential for Airbnb hosts because they help meet the expectations of tech-savvy travelers and make hosting easier. For example, smart locks transform the check-in process from a logistical challenge into a seamless, automated experience. And smart thermostats help you set ideal temperatures in your property just before your guest’s arrival, ensuring comfort and minimizing energy use when your property is vacant, saving on bills.
Managing smart locks and smart thermostats in your Airbnb properties will be easier if you choose a property management system with a smart device management feature.
While many PMS offer smart lock management as a paid add-on, with Hospitable, smart devices management is included in the Professional and Mogul subscription plans. If you connect the supported smart locks to your account, Hospitable will automatically create unique access codes for each reservation and share them with your guests.
Hospitable users can also connect their smart thermostats to their accounts and sync them with their booking schedules. Our STR super app really stands out with this feature because most of our competitors don’t offer smart thermostat automation at all.
With Hospitable, the Professional plan includes 2 smart devices per active property (smart lock and/or thermostat), and the Mogul plan includes 4.
8. Security deposits
Since 2022, Airbnb hosts are not allowed to charge security deposits on the platform. Only select software-connected hosts can collect and manage security deposits off the Airbnb platform. If you want to protect yourself from financial risks by adding a security deposit to your listing, it’s essential to manage your property with API-connected property management software like Hospitable.
Our system has a built-in security deposit feature that allows hosts to collect, hold, and release deposits automatically. This feature is currently available for Direct Premium, Airbnb, and Booking.com reservations for all Host, Professional, and Mogul plan users.
You can add a security deposit to any of your properties and set the amount you'd like to collect between $100 and $5,000. Hospitable will automatically collect the deposit 2 days before check-in and release it to your guests after their stay (or hold it if needed). Hospitable will also handle all guest communication.
9. Guest verification
While Airbnb performs background checks on guests, they have limitations that leave much room for uncertainty, so you can’t rely solely on them when accepting guests. You need to take additional measures to vet your guests so you can trust them and avoid potential problems. Screening your guests by checking their social media profiles and reading reviews written by other hosts can be rather time-consuming, but with the right software, you can streamline the guest verification process.
With Hospitable’s Guest Verification, you can let automation handle the heavy lifting and confirm each guest’s identity without extra work. You can request an ad-hoc verification for any accepted booking on any platform, including Airbnb, Vrbo, Booking.com, and more, to verify any guest before check-in.
Our system will send your guests a secure portal link via SMS or email so they can complete the steps to finalize their stay. Guests will be required to upload an ID, take a selfie, and confirm their contact information. You can also ask your guests to sign their rental agreement right after their ID checks.
Hospitable includes the Rental Agreements functionality, which supports general rental agreements and additional services, such as equipment rentals. You can create an Airbnb rental agreement template, and Hospitable will automatically populate it with the guest and booking details for each new reservation. Your guests can sign the rental agreement digitally by selecting a signature font or manually signing it with their mouse, touchpad, or touchscreen.
10. Upsells
Upselling additional services and amenities to your Airbnb guests is a great way to enhance their stay and increase your income. So you should look for Airbnb management software that automates upselling and helps you avoid sounding too pushy.
Hospitable makes it easy to offer upsells to your guests in their Guest Portal.
Build a catalog of your offerings, including early check-in, late check-out, and custom upsells.
Send your guests the link to their guest portal. Each booking gets its own portal link—our system creates it automatically.
Guests will find all available offerings listed in their guest portal and purchase any of them, and Hospitable will handle the payments and payouts for you.
If your guest opts for an early check-in or late checkout, your automated messaging and operations will be updated to accommodate the change, including sending smart lock codes and assigning cleaning tasks.
You can also automate your upsells by adding the Smart Upsell smart code to your messaging rules. Then Hospitable's AI will automatically offer upsells to your guests where appropriate.
For example, if you add the upsell smart code to a New Reservation message, and our AI detects that the day before the guest’s arrival hasn’t been booked, we will automatically offer an early check-in to the guest and send them the link to the guest portal. Hospitable’s AI can also automatically upsell vacant nights by offering your guests extended stays.
11. Analytics and reporting
You need data to make intelligent business decisions and stay competitive. That means you need Airbnb property management software that provides valuable insights into all your bookings, allowing you to track your performance over time and adjust your strategy accordingly.
For example, Hospitable enables you to evaluate the performance of your short-term rentals through an accessible yet powerful Metrics Dashboard. It has all the key performance indicators, so you can always know the health of your vacation rental business.
You can see critical data, such as
Total revenue
Number of reservations
Revenue per reservation
Average nightly rate
Revenue per available night
Occupancy for available nights
Occupancy for all nights
Number of booked nights
Percentage of unavailable nights
Average length of stay
You can also see the percentage of bookings and revenue by channel. If you want to delve deeper, you can filter your key data to gain insights based on properties, dates, guest names, teammates, and more. You can also save filtered dashboards as "views" to easily access them later or share them with other stakeholders who may not have a Hospitable account.
With Hospitable, you can also get instant insights by talking to our Copilot. It’s our newest AI assistant that can help you manage your short-term rental business more efficiently.
Copilot can analyze your financial performance, reservation metrics, team tasks, guest reviews, properties, and more. Just type your question, and Copilot will analyze your account to provide meaningful insights.
For example, you can use Copilot to check revenue, occupancy rates, length of stay, and booking trends, compare the performance of your properties, or highlight common praises and complaints from guest reviews. You can also ask follow-up questions to get more detailed information.
12. Direct booking website builder
Listing your rental on sites like Airbnb is a great way to reach broader audiences and gain new clients. But it's only the first step to success.
You can't rely only on OTAs. You need to build your brand and become independent. That means you need your website with booking capabilities.
Creating your direct booking website will allow you to build relationships with guests, encourage direct bookings, and save money on OTA fees.
And you don't need to hire a developer for that. You can easily build a fully functional direct booking website using Hospitable Direct.
We'll list your property on Google Vacation Rentals, so travelers can discover it when searching for accommodations on Google. If travelers decide to book your rental, Google will redirect them to your Hospitable website, and you'll get direct bookings without paying high third-party fees.
13. Integrations
No matter how powerful Airbnb property management software is, creating a single tool covering every aspect of running a short-term rental business is impossible. That's why you should look for software that integrates with other tools to help you save time managing your STR properties and improve customer service.
Hospitable offers seamless integrations with numerous platforms and tools that enhance its features and capabilities, helping you streamline your operations and improve the guest experience. Hospitable users can take advantage of our integrations with
Smart locks that will allow you to welcome your guests remotely and ensure a smooth self-check-in process;
Noise monitoring systems that can help you protect your property from damage and avoid neighbor complaints;
Cleaning management tools that can help you find professional cleaners and automatically schedule cleanings after each reservation;
Guest portals to build an interactive tool for guests that pre-empts questions and allows them to manage your smart home devices;
Marketing automation tools that will help you build an automated pipeline for getting returning guests;
Accounting software to help you automate your bookkeeping, and much more.
Conclusion
By now, you should know what property management software for Airbnb is and how effective it can be at reducing labor costs, increasing efficiencies, and reducing stress load while at the same time helping you make more money and grow your business.
Download our guide on boosting your short-term rental business performance even further.
Whether you manage 1 or 100 properties, Airbnb management software is something every (serious) host should be taking advantage of.
Now, there are many options available, but none are created equal. Hospitable offers a comprehensive solution for hosts and property managers, and it's a good value, too.
You can give our short-term rental management software a test run—free for 14 days and decide whether it's a good fit for you (and don't worry, you don't even need to give us your credit card details or anything).
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Table of contents
Airbnb Property Management Best Practices
Outsourcing an Airbnb Management Service
What Is Airbnb Management Software?
How Does Airbnb Property Management Software Work?
1. Automated guest messaging
2. Automated cleaner/team reminders
3. Automated reviews
4. Unified Inbox
5. Consolidated calendar
6. Dynamic pricing
7. Smart devices management
8. Security deposits
9. Guest verification
10. Upsells
11. Analytics and reporting
12. Direct booking website builder
13. Integrations