Managing Multiple Airbnb Properties: Best Practices

Carter Ledwith
Apr 11
3 min read

Updated: Jun 6

Managing one vacation rental can be fun and fulfilling. Managing multiple? That’s a whole new level of hustle. Whether you’re growing your portfolio or managing homes for others, juggling several properties takes smart systems, a reliable team, and the right mindset.

At Crater Spaces, we manage boutique vacation rentals across the Pacific Northwest and San Diego, and we’ve learned a thing or two about scaling without sacrificing quality. Here’s how to keep everything running smoothly—and keep your guests (and yourself) happy.

1. Embrace the Right Tech Stack

You can’t be everywhere at once, but the right tools can make it feel like you are. Vacation rental software can automate and centralize your operations. We recommend:

Automated Messaging for timely check-in instructions, reminders, and thank-you notes.
Calendar Syncing to avoid double bookings and manage multiple platforms with ease.
Dynamic Pricing Tools that adjust nightly rates based on demand, events, and seasonality.

Some top tools worth exploring: Hospitable, OwnerRez, Beyond, and Guesty for Hosts.

2. Create Repeatable Systems

When managing more than one property, consistency is non-negotiable. Standardizing your processes ensures each guest gets the same high-quality experience:

Cleaning Checklists for turnover teams to maintain a consistent standard.
Self Check-In Tools like smart locks to streamline guest arrivals.
Inventory Systems to stay on top of restocking and replacing essentials.

3. Build a Local Dream Team

Especially if your properties span multiple cities, having dependable boots on the ground is key. For us, having go-to teams in both the PNW and San Diego is a lifesaver.

Cleaners you can trust to deliver 5-star-worthy turnovers.
Maintenance pros who show up quickly when needed.
On-the-ground coordinators or co-hosts to handle the unexpected.

4. Make Every Listing Shine

Each of your listings should stand out on its own while maintaining the level of quality your brand promises.

Professional Photos are a must—your phone won’t cut it.
Well-written Descriptions that highlight what makes each home special.
Responsive Communication and a commitment to guest satisfaction.

5. Know Your Numbers

It’s not just about revenue—it’s about profit and sustainability. Keep your finances in order:

Use accounting software (like QuickBooks) to track income and expenses.
Plan ahead for seasonal dips and maintenance.
Stay on top of lodging taxes and local compliance—we handle this for our clients so they don’t have to stress.

6. Prioritize Guest Experience

More properties shouldn’t mean less hospitality. With the right systems and team in place, you can still deliver a thoughtful, elevated experience.

Respond to guest messages quickly.
Offer local recommendations or welcome gifts when you can.
Collect feedback and use it to improve—every stay is a chance to level up.

7. Stay on Top of Local Laws

Short-term rental regulations are constantly evolving—especially in areas like San Diego or the Oregon Coast.

Know your local rules, permits, and registration requirements.
Stay updated on any changes that could impact your rental.
Work with a property manager (like us 👋) who understands local compliance inside and out.

8. Leverage Social Media and Marketing

Airbnb and Vrbo are powerful, but your brand deserves more reach.

Use Instagram and Facebook to share behind-the-scenes content, guest stories, and beautiful imagery.
Start an email list to stay connected with past guests and offer direct booking perks.
Build local partnerships with cafes, experiences, or tourism boards.

Final Thoughts

Scaling your short-term rental business is totally doable—you just need the right mix of systems, people, and passion. At Crater Spaces, we’re all about boutique, high-touch property management that doesn’t cut corners. Whether you're managing one home or ten, your guests should always feel like they’re your top priority.

Need help managing or marketing your Airbnb property? We’d love to connect.