Managing one vacation rental can feel like a full-time job. Now imagine managing twenty. Or one hundred. With that growth comes complexity: Guest communication, appropriate pricing, cleaning schedule management, and so much more coming with that. Without the right structure, scaling too quickly can lead to operational breakdown.
The good news? Managing multiple vacation rentals efficiently is entirely possible. In this guide, we provide you the operational tips and tools to scale your STR game without sacrificing quality.
1. Let’s get started with organising!
Start by creating a single source of truth. Whether you use a property management system (PMS) like Guesty, Hostaway, or even a structured master spreadsheet, everything (calendars, owner details, cleaner contacts, lock codes, utility accounts, maintenance history) should live in one central system. Scattered information across WhatsApp threads, emails, and random notebooks will break your operations when you try to scale.
Once centralised, organise your portfolio in a way that reflects how you actually operate. Instead of viewing 200 properties as 200 individual tasks, cluster them into manageable groups based on geography and similarity. This makes scheduling cleaners, inspections, and maintenance far more efficient.
For example:
Next, standardise the essentials. Create a simple operational backbone that covers:
- A master property register (with codes, appliance models, warranty dates, owner details)
- A standard cleaning checklist used across all properties
- A maintenance escalation flow (Cleaner → Cluster Lead → Contractor)
- Automated but monitored guest messaging
- A weekly occupancy and revenue snapshot
Finally, build a weekly “control hour.” This is non-negotiable. Block one hour where you review occupancy gaps, pending maintenance tickets, guest complaints, and cleaner performance across clusters. Hundreds of properties could go to failure because small issues go unchecked for too long.
Technically, organisation at scale isn’t about fancy software. It’s about visibility, ownership, and routine. Once everything has a place, a person responsible, and a process attached to it, managing hundreds of vacation rentals becomes structured rather than overwhelming.
2. Maintain consistent practices
Although this was mentioned in the section above, it’s so important that it deserves deeper attention. Organisation creates structure but consistency protects it. These practices help remove out wherever possible so your team makes fewer decisions and fewer mistakes.
Here’s what that looks like in reality:
- One universal cleaning checklist across all similar property types (with minor adjustments for size). Cleaners should never guess what “standard” means.
- Identical restocking rules (e.g., always 2 toilet rolls per bathroom, same brand of soap, same linen folding style).
- Fixed communication timelines (booking confirmation immediately, check-in instructions 24–48 hours prior, review request 24 hours after checkout).
- Clear issue reporting format (photo + description + urgency level - no vague messages like “tap not working properly”).
- Standardised pricing review schedule (weekly or bi-weekly, not random adjustments)
Also, consistency protects your brand reputation across platforms like Airbnb and Vrbo. Guests may stay in different properties under your management, so the experience should feel familiar, reliable, and predictable in a good way.
3. Invest in smart home devices
Start with access control. Smart locks allow you to generate time-sensitive codes, avoid key handovers, and track entry logs. This reduces lost key incidents and eliminates urgent late-night lockouts.
Then layer in devices that prevent costly damage and complaints:
- Smart thermostats (control energy use remotely and prevent extreme settings)
- Noise monitoring devices (alert you before neighbour complaints escalate)
- Water leak sensors (early detection prevents expensive repairs)
- Smart smoke alarms (real-time alerts for safety compliance)
- Smart plugs (monitor power-heavy appliances)
Focus on return on investment. A $150 leak sensor that prevents one major water damage claim has already paid for itself.
4. Set up routine maintenance for your vacation rentals
Reactive repairs are the silent killers of Airbnb profitability. A broken air conditioner during a Queensland heatwave isn't just a repair bill; it’s a potential refund and a one-star review. Instead of reacting to complaints, create preventive cycles:
- Quarterly HVAC servicing
- Bi-annual deep plumbing inspection
- Annual electrical safety checks
- Monthly property walk-throughs (even if brief)
- Seasonal pest control
Even smaller recurring tasks matter:
- Replacing batteries proactively
- Checking grout and silicone before mould forms
- Tightening loose handles and fixtures
- Testing Wi-Fi speed regularly
5. Master the art of screening guests
While most travelers are respectful, problematic guests represent a high-impact risk. A single unauthorized party can result in thousands of dollars in damage and local council complaints. Screening is your first line of defense in protecting your investment and maintaining your short-term rental management reputation.
Always review a guest’s history and previous host feedback. Where permitted, require ID verification and clear communication regarding your house rules before confirming a booking. Spending five minutes vetting a guest is significantly cheaper than dealing with the aftermath of a poorly matched booking.
6. Build your own professional team
You cannot effectively manage dozens of units while also being the person who fixes the leaky tap or handles every turnover. To scale sustainably, you need a reliable team of cleaners, handymen, and maintenance technicians who understand the specific demands of short-term rentals.
Build an internal or semi-outsourced rapid response team and keep their emergency contact details in a centralised digital folder. Having a trusted team ensures that if a pipe bursts at 10 PM on a Friday, you have a professional ready to go, protecting the guest experience and your peace of mind.
7. Consider a property management company
If the operational side of hosting becomes overwhelming, a professional property management company might be the solution. These firms handle everything from cleaning coordination and guest communication to marketing and review management.
The trade-off is typically a profit-share model, but for many, the operational relief is worth the percentage. It is a strategic decision: do you want to be a hands-on manager or a high-level investor? For those looking to grow, it is worth exploring tips for busy hosts of holiday rentals to see if professional management or better automation is your best next step.
How Beyond can help manage your vacation rentals effectively
Manually adjusting prices across a growing portfolio is time-consuming, reactive, and often leads to missed revenue. Beyond provides a dynamic pricing solution designed to help hosts and property managers grow bookings by using real-time market data.
Rather than guessing what your nightly rate should be, Beyond analyzes local competition, seasonality trends, and demand signals to automatically optimize your pricing. This ensures you avoid underpricing during peak events like the Australian Open or overpricing during the winter low season. By automating the pricing process, you save hours of manual work every week while increasing your Average Daily Rate (ADR) and overall booking value.
Try Beyond today: Get started.
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