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If you want to manage your Airbnb remotely, it’s absolutely possible. With the right tools and resources, or a STR VA, you can run your business from anywhere; whether it’s from the comfort of your home or while you’re traveling. From key handovers to finding a reliable cleaner, and messaging guests, everything can be handled smoothly without being on-site.
How?
Today we are here to answer this question with our own experience. As we are helping continuously property owners or Airbnb hosts with our STR VA, we will be sharing tips and hidden tricks on handling Airbnb remotely. Be ready to double the rental profit by handling everything smoothly leading to happy guests and positive reviews everytime.
How to Manage Airbnb Remotely?
Managing Airbnb remotely is not a tough tasks, but you need to know how to do it perfectly. Your first need to find reliable cleaners, make a team, take security measurements and use softwares to automate tasks. There are lot more to do.
Let’s start from scratch.
1. Find a Reliable Cleaner for Airbnb
Your cleaner is going to be your eyes and ears in this STR business. It is the first and most important step you should take when handled remotely.
Why?
Because they are the ones who will make sure your place is spotless for every guest. They will check and notice if something is broken or missing.
Just imagine this: you get a booking, and you’re hundreds of miles away. Who’s going to turn over the place for the next guest? That’s where your cleaners are the most important.
Also, your Airbnb rating mostly depends on them. Since you are not present, if the cleaner doesn’t show up or doesn’t do a good job, you will have a bad impression from your guests. They won’t want to return. They may leave a bad review for you.
So, how do you find a reliable cleaner? First, try platforms like TurnoverBnB, Housekeep, Truno or Cleanster. Most of these tools connect Airbnb hosts with local cleaners. Also, the tools automate scheduling by syncing with your Airbnb calendar. Once a booking is confirmed, your cleaner gets notifications. When the cleaning is complete simply they can mark it as done, and you can track everything all remotely.
If you don’t know the local cleaner hire company in the locality, another option is using Facebook groups for Airbnb. Many Airbnb owners rely on these groups to find cleaners with good reviews from other hosts. They have real contact with cleaners. After getting the contacts of the local cleaning companies, you can check their packages. Then choose which cleaning package works for you according to your budget.
Here three tips that everyone keeps hidden is,
1. Schedule a trial cleaning before committing to a long-term contract. You can check their quality of work and reliability.
2. It is smart to have a backup cleaner or service. When your main cleaner is unavailable or has an emergency, your space still can be cleaned.
3. Regularly communicate with the cleaner. You can use WhatsApp or any communication tool.
2. Use Smart Lock For Hand Over Keys to Airbnb Guest
Next, how will you hand over keys to your guest? Because you are managing Airbnb remotely. To hand over keys, there are some smart lock options for you to choose from. We are recommending smart locks because normal locks and physical keys can create more problems. Your guest may lose it, or they arrive late at night, and there’s no one to hand over the key.
So, upgrade to a smart lock or other self-check-in options.
The first and the easiest one is the lockbox. It is like a safe box where you can leave your keys inside. You just tell your guests the secret code you set, and they can get the keys when they arrive. You can change the lockbox code between guests for extra security. Guests have full control over their check-in time.
If you still have concerns then stop overthinking and move on to the next one, the smart lock. These are like magic for remote Airbnb hosts. You can lock and unlock the door directly from your phone, no matter where you are. It’s super easy to install.
Also, many smart locks integrate directly with your Airbnb account. Smart locks sync with your booking calendar, so each guest gets their unique access code. The code expires after check-out. With smart locks, you’ll stay in full control of all entries. Via an app you can immediately help if guests face any issues getting in.
For any reason you’re not ready to install a smart lock, you can still go for key handover services like KeyNest or Keycafe. These services securely hold your keys in a nearby location. The guests receive automatic instructions on how to pick them up. It’s a reliable backup solution.
3. Finding the Right Support Team & Stocking Up
Managing your Airbnb remotely is not just about cleaning and check-ins. You need to keep everything organized, which can be a bit tough from a remote location. So, you can team up. The team will handle everything on the ground, from maintenance to guest emergencies.
You can work with either a handyman or a local maintenance service. They can take care of repairs quickly. If a guest reports a broken appliance or a plumbing issue, you will have someone who can quickly solve the problem.
Aside from maintenance, your rental needs to always be stocked with essential supplies. There should be enough supply of toiletries, clean towels, and fresh linens for every guest.
You can either set up an arrangement with your cleaner to restock items. Or hiring a local supply service specializing in Airbnb rentals is also beneficial. Some services even handle everything from refilling toilet paper to replenishing kitchen basics.
If these options are not convenient for you, another great option is to use Amazon delivery services or other online delivery services. You can schedule regular deliveries of essential supplies right to your rental.
Here is a detailed list of essential supplies that you need,
Basic Supplies
- Toilet paper
- Paper towels
- Trash bags
- Soap, shampoo & conditioner
- Body wash or soap
- Towels & hangers
- Bed linens & extra
- Iron & ironing board
Kitchen Supplies
- Cookware, utensils
- Cutting board
- Chef’s knife
- Basic spices
- Oil and cooking spray
- Coffee maker and coffee filters
- Kettle or electric kettle
- Microwave, Toaster
- Dishwasher
- Trash can
Cleaning Supplies
- All-purpose cleaner
- Glass cleaner
- Disinfectant wipes or spray
- Broom and dustpan
- Mop and bucket
- Vacuum cleaner
- Toilet cleaner and brush
- Sponges and scrub brushes
Bathroom Supplies
- Extra toilet paper
- Toilet brush and plunger
- Hairdryer
- Bath mats
- Shower curtain liner and hooks
- Toiletries
- First aid kit
- Tissue boxes
Living Room
- Wi-Fi
- Smart TV or cable
- Streaming services
- Books or magazines
- Board games and puzzles
- Bluetooth speaker
- Extra charging cables
- Guidebooks
Safety & Security
- Smoke detectors
- Carbon monoxide detectors
- Fire extinguisher
- First aid kit
- Flashlights
- Emergency contact numbers
- Smart lock
Bedroom Amenities
- Bedside tables and lamps
- Alarm clock or phone charger station
- Closet or wardrobe
- Luggage rack
- Blackout curtains or blinds
- Full-length mirror
Outdoor & Patio
- Bedside tables and lamps
- Alarm clock or phone charger station
- Closet or wardrobe
- Luggage rack
- Blackout curtains or blinds
- Full-length mirror
Laundry Supplies
- Laundry detergent
- Fabric softener
- Stain remover
- Laundry basket or hamper
- Dryer sheets
4. Find a Reliable Tradesman
Finding a reliable tradesman, like a plumber or electrician, can be like searching for treasure. But don’t worry; it’s easier than it sounds, and you don’t need to be there yourself. A great place to start is by using websites and apps designed to help you find local professionals.
Websites like HomeAdvisor, Thumbtack, and Angi are like treasure maps. These platforms have lists of local handymen and contractors with verified reviews from other homeowners and hosts. You can browse through profiles, and check ratings, and review feedback before contacting them—it’s like getting a sneak peek at the treasure.
Also, don’t forget to ask around. You can save time by getting tradesmen’s contacts from other Airbnb hosts who have already worked with them.
When vetting tradesmen, ask about their availability and whether they’re comfortable handling emergencies. You can also check if they have experience working with short-term rental properties. Some tradesmen even offer 24/7 services, which is a huge plus when something goes wrong in the middle of the night and you’re not there to help.
It’s a good idea to build a list of trusted professionals for different types of repairs. Once you’ve worked with a tradesman you trust, keep their contact info handy. Note down this list and make sure to have it accessible,
- Backup cleaning services
- Plumber
- Handyman
- Electrician
- HVAC repair services
- Landscaping services
- Pest control
5. Guest Communication & Support
How do you communicate with your guests remotely? The answer is simple: clear and detailed information. Start by offering clear and comprehensive information about your:
- Property
- Check-in & check-out procedures
- Parking instructions
- Emergency contacts
- Neighborhood safety guidelines
- Pet policies
- House rules and local recommendations
This minimizes the need for guests to reach out with basic questions. You can even include a link to your Airbnb house manual for easy access.
Personalization goes a long way. Customize your messages and address the guest by name. A little personal touch, like addressing any specific requests or concerns, makes guests feel valued and builds a positive relationship. Hospitable is a great tool to help manage this communication efficiently.
Be proactive. Handle common questions and issues upfront in your welcoming message. Start by creating templates for the most frequent communications; welcoming guests, providing check-in instructions, and answering FAQs.
Here are some common messages you’ll need to send to every guest:
- Booking Confirmation Message
- Pre-Check-in Message (1–2 days before check-in)
- Check-in Day Message
- Welcome Message (shortly after check-in)
- Mid-Stay Check-in (for longer stays)
- Day-Before Check-out Reminder
- Post Check-out Message
- Review Reminder Message
- Follow-up Message for Repeat Guests
Even in text, maintain a friendly tone. Your tone can convey warmth and hospitality, making your guests feel at home. A friendly greeting or a message asking if they need anything shows them you care.
Midway through their stay, send a check-in message to make sure everything is going perfectly. This lets guests know you’re available to help if needed and shows you’re attentive to their experience.
To make things even easier, automated messages. Using Host Tools, you can use Quick Replies (like ChatGPT-powered responses) for pre-written messages. Schedule these automated messages to be sent at the best times.
Or, optimize the booking process by turning on the Instant Book feature on Airbnb. With this guests can book your property instantly without waiting for your approval.
We understand guest communication is not that easy, and you know the real importance is consistent guest support. To help you at STR Assistance, we have virtual assistants who give 24/7 guest support to make each of your guests happy face every time.
6. Implement Smart Home Technology
If you’re managing your Airbnb remotely, smart home technology is the way to go. It’s super convenient because you can control everything from your phone or computer. Here’s a simple checklist of smart devices that can make your life easier:
Smart Thermostats
With a smart thermostat, you can adjust the temperature from anywhere. Make sure your guests are comfortable without being there. Set it to a cozy level before they arrive, and save energy when no one’s around.
Smart Lighting
Smart lighting lets you control the lights from your phone. You can set timers or turn them on just before your guests check-in. It’s a great way to make your property feel welcoming and keep things running smoothly.
Smart Security Cameras
Install smart security cameras around the outside of your property. You can keep an eye on things without invading guests’ privacy. It’s just for safety, so let your guests know you have them.
Smart Smoke and Carbon Monoxide Detectors
Smart smoke and carbon monoxide detectors are a must. They will alert you right away if something goes wrong, even when you are not there. It keeps your property safe and your guests secure.
Smart Sensors (Motion, Water Leak)
With smart sensors for things like motion or water leaks, you will know immediately if anything goes wrong. Whether it’s detecting movement outside or spotting a water leak in the kitchen, you can react fast.
Smart Irrigation Systems (for Outdoor Areas)
If you have a garden or lawn, smart irrigation systems can water everything automatically. No more worrying about the plants getting enough water while you’re away.
Remote-Controlled Garage Doors
If your property has a garage, remote-controlled garage doors can make it easy for your guests to park their cars. You can open and close the garage door with your phone, even if you’re not on-site.
7. Ensure Airbnb Guests Don’t Break the Rules
How do you ensure guests don’t misuse the property? Here is how you can keep everything in check.
Clear House Rules
Set clear house rules and make them strict. Include rules like no parties or events, and clearly outline the consequences for breaking them. Make sure guests agree to these rules before confirming their booking. This way, everyone knows what’s expected of them.
Welcome Guidebook
When guests arrive, greet them with an informative guidebook. This will not only enhance their experience but also help remind them of your rules and expectations for the property.
Security Deposit
Consider asking for a security deposit. This gives guests an incentive to take care of your property and follow the rules. If anything gets damaged, the deposit can help cover the costs.
Screen Guests
Don’t hesitate to screen guests before accepting a booking. Ask questions, and make sure they have verified their profile with a government-issued ID. Look for guests with positive reviews. This helps ensure you’re hosting responsible individuals.
Identity Verification Tools
Use identity verification tools offered by Airbnb to make sure your guests are who they say they are.
Noise Monitoring
Use noise monitoring tools to keep an eye on noise levels at your property. This can alert you if there is a disturbance.
8. Security Measures to You for Airbnb
When managing your Airbnb remotely you must stay alert with security, not just for your guests, but for the property as well. Here is how you can start.
Security Cameras Outside Your Property: Consider installing a security camera outside your property. This doesn’t mean spying on your guests, but it helps ensure the safety of the property when no one is around. It’s important to let your guests know about the cameras upfront.
Smart Locks: We’ve already talked about smart locks, but they’re also great for security. They give you control over who enters your property and when. You can lock or unlock the door remotely, monitor entry times, and provide access codes that expire after check-out.
Security System with Sensors: Want to go the extra mile? Consider setting up a security system with sensors on doors and windows. These sensors can alert you if something is wrong, like an unexpected opening of a door or window. However, make sure all sensors and surveillance devices are outside the property. As this can violate privacy.
Good Lighting Around Your Property: Proper lighting around your property not only helps guests find their way at night but also keeps unwanted visitors away. Well-lit areas are less attractive to potential burglars, and they help make your space feel safe and welcoming.
Electronic Window Locks and Security Beams: You can also consider electronic window locks for added security, as well as security beams around the perimeter of your property. These systems can detect movement and alert you to any potential threats.
8. Set the Dynamic Pricing
Wondering if your property is priced right? Here’s a golden tip: ditch the manual pricing.
The best way to price your Airbnb is by using a dynamic pricing tool such as PriceLabs, Beyond Pricing or Wheelhouse. These smart tools automatically adjust your rates based on demand, competition, and other factors. This is just like how hotels and airlines do. This helps you stay competitive and attract guests while making sure you are not leaving money on the table.
Manually setting your prices can be a hassle and it is nearly impossible to keep up with constant market changes. Dynamic pricing tools handle all the heavy lifting for you, ensuring your property is priced just right for each season, event, or special occasion. It is one of the most reasonable and effective tools for hosts when it comes to pricing.
Follow these tips,
- Keep your prices competitive all year
- Take advantage of busy times
- Fill your calendar during slow periods
- Save time by not adjusting prices manually
9. Managing Finances & Bookkeeping
Managing Airbnb finances remotely becomes super easy with accounting softwares. Tools like QuickBooks or Xero help you track your income and expenses automatically. You can see exactly how much you’re making. Also, track your spending without doing everything by hand.
For taxes and legal requirements, it’s important to stay on top of your local rules. Software like TaxJar can help you keep track of taxes for your Airbnb. But if you are unsure, it is better to consult with a tax expert who understands short-term rental laws.
However, to keep an eye on your occupancy rates and revenue trends, you can use Airbnb’s analytics or tools like AirDNA. These show how often your place is booked and how much you are making. You can use this info to update your listing.
10. Find the Right Local Co-Host
Finding the right local co-host is one of the most important steps when managing your Airbnb remotely. You want someone with experience in short-term rental management. They need to understand the ins and outs of Airbnb hosting. Look for co-hosts with good reviews from other property owners or use platforms like Airbnb’s co-host search tool.
Or you can ask for references and check their past work. By this, you can know the skills you need. Once you have found a few good options, have a chat about what you expect from them, their responsibilities, and how you will handle payment. Share your preferred way of managing tasks like guest communication, emergency handling, and routine maintenance.
Most importantly the co-host should be comfortable using Airbnb’s tools. So, you stay in control even when you’re not there.
Hire Your Co-Host From STR Assistance
From Bookings to Cleanings and Guest Communication, We Manage It All for Seamless Operations.
11. Recommendations for Remote Airbnb Property Management Tools
Lets make your Airbnb business management easier by recommending some useful tools that we have been using for years. Choose tools that you find comfortable and budget-friendly for yourself.
Channel Management Tools: Hostaway, Lodgify, Smoobu for syncing listings across platforms.
Guest Communication Tools: Hospitable, Guestline, Guesty for automating guest messages and communication.
Maintenance Tools: TurnoverBnB, Properly, Cleanify for managing cleaning and turnover schedules.
Pricing Tools: PriceLabs, Beyond Pricing, Wheelhouse for adjusting pricing based on demand and market trends.
Booking Management Tools: iGMS, Tokeet, BookingSync for managing reservations and guest interactions. These tools help you to get more booking on Airbnb.
Keyless Entry Tools: August Smart Lock, Lockly, RemoteLock for providing remote access to properties.
12. Monitoring Your Airbnb Performance
You are managing all the Airbnb managerial tasks day after day. But do you know if things are working properly or not? To know this you need to regularly monitor your Airbnb performance, where you start with your guests’ reviews.
Guest reviews are one of the best ways to understand what’s working and what isn’t. Read through them regularly to see if there are any complaints or positive feedback. You should respond to guest reviews regularly. This helps you make changes where needed.
Next move on and keep track of your bookings and occupancy rate. How often is your property booked? If it’s not as busy as you’d like, consider adjusting your pricing or updating your listing photos and descriptions.
Do not forget about your response rate and response time are important metrics that Airbnb tracks. The faster you respond to guest inquiries, the more likely you are to get booked. Make sure you’re quick with your replies.
Lastly, for your convenience Airbnb has analytics tools that let you see important stats like your conversion rate, the average length of stay, and guest demographics. These tools help you understand your property’s performance.
Hire a Short-Term Rental VA From STR Assistance
Why You Should Work With STR Assistance?
- Your dedicated Airbnb virtual assistant for professional Airbnb management
- Dynamic pricing strategies to boost revenue and occupancy rates.
- 24/7 support for this 24-hour active rental platform
- Stay ahead of the latest Airbnb trends.
Managing your Airbnb remotely is absolutely possible. All you need is to stay active throughout the day and handle everything like a one-person army—organizing cleaners, communicating with guests, confirming bookings, and managing finances. If this sounds overwhelming and is affecting your personal life, let STR Assistance be your partner. Get an Airbnb virtual assistant from us to lighten the load.
What sets us apart is our extensive experience in helping Airbnb hosts. Our Airbnb virtual assistant team manages over 100,000 guest stays annually, ensuring everything runs smoothly, from check-ins to cleaning and dynamic pricing optimization. Our clients are grateful, as seen in our reviews because we make managing a short-term rental business effortlessly.
You can delegate a few tasks to us, whether it’s guest communication or listing management, or you can hand over all your Airbnb managerial duties while you enjoy the rental profits stress-free.
Still, Have a Question to Manage Your Airbnb Remotely?
You don’t always need an agency. If you’re comfortable handling guest communication, cleaning schedules, and pricing, you can do it on your own. But if you’re short on time, an agency can help you manage everything, like guest support and bookings.
Adjusting your Airbnb pricing is simple. Use dynamic pricing tools, like Airbnb’s Smart Pricing, to automatically adjust based on demand. You can also manually set your prices based on season, local events, or how booked your calendar is.
It’s a good idea to have Airbnb’s Host Guarantee for damage protection. But also consider getting short-term rental insurance for extra coverage on things like property damage or liability.
Messaging is your best friend when managing Airbnb remotely. Use the Airbnb app, Whatsapp or other communication tool to send quick messages about check-in details, house rules, or any questions they might have. You can also set automated messages for smoother communication.
An STR Virtual Assistant (VA) can be a best option for Airbnb property owners, especially those trying to manage their rentals remotely but struggling to stay on top of everything. Our services are tailored to support such property owners by handling key operational tasks, ensuring seamless property management even from a distance. From responding to guest messages promptly, managing reservations, coordinating check-ins and check-outs, to updating availability calendars, we take care of time-consuming tasks so you can focus on growing your business. With our assistance, you can ensure your Airbnb runs smoothly and guests have a great experience without the stress of constant management.
Hire Your Short-Term Rental VA
From Bookings to Cleanings and Guest Communication, We Manage It All for Seamless Operations.
STR Assistance Team
We are a dedicated team of virtual assistants specializing in managing and optimizing short-term rental properties. With a passion for simplifying the lives of property owners, our team brings years of expertise in guest communication, pricing optimization, cleaning coordination, and overall property management across multiple rental platforms like Airbnb, Vrbo, and Booking.com.
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