Mastering Remote Management of Out-of-State Airbnb Properties

If you’ve ever thought about owning your own vacation home, chances are you have looked into how to offer your property for rent on sites like Airbnb. This is how we originally got started in the short-term rental business – we owned a lake house and decided we wanted to lower the cost of ownership by listing it on Airbnb and VRBO.

Mastering the art of remotely managing Airbnb properties from a distance can seem daunting. However, with the right planning and execution, it can definitely be done effectively. In fact, this can be one of the best ways to make money with short-term rentals. We’ve been managing our own short-term rentals from out of state for over 10 years, and we generally go to the property at least one time before the season starts to make sure everything is in order.

If you’re considering or are already managing properties in different states, here’s our proven guide to help you navigate this process effectively.

1. Find Reliable Cleaning Personnel

Your cleaning team is your frontline defense in maintaining the quality of your property. They not only ensure that the space is spotless for incoming guests but also serve as your eyes and ears on the ground. Once you find a good cleaning person, make sure you treat them really well and hang on to them, they are the key to managing your Airbnb remotely.

First and foremost, your cleaning person will clean the home and prepare it for the next guest. You need to make sure they not only clean the home well, but doing little things to stage it can really make a big difference. In addition, they will also be in charge of reporting any damage or issues to you, since they are going through the entire home to clean it in between guests. A really good cleaning person will notify you when inventory is low, things are broken, or if there is just something that needs your attention.

2. Establish Maintenance Connections

The next thing you’ll want to make sure and get in order is your list of folks to do different types of maintenance work at the property. Ideally you can meet them in person the first time they come to do something, but that’s not always necessary. Finding a local handyman for quick repairs and regular maintenance is great, but you can also avoid a lot of things by doing preventative maintenance. 

We also suggest that you evaluate the items inside your vacation rental to see if it will stand up to the test of time against guest use. Guests can be hard on things, so making sure you have the right things in the house that will not break or cause issues will save you from lots of expensive calls to vendors to come fix things at the home.

3. Prepare Spare Essentials

Guests need supplies when they come to your property, but if you leave something out and available to them they will be sure to use it. For example, if you leave out extra rolls of toilet paper, you can be almost sure it will be gone by the time they check out.

In order to provide the items that guests need but still have some control, we recommend you set up a secure area within your property that can only be accessed if necessary. We suggest using a locked cabinet or a smart keypad lock so you can keep these items secure while allowing guests access when necessary. This area can have extra things like spare remotes, batteries, or light bulbs. 

4. Provide Clear Instructions

Try to anticipate guests’ needs by offering detailed instructions for anything that may be confusing—they often center around technology. Operating the TV, streaming services or high-tech appliances may need extra instructions. Be sure to create step-by-step instructions and basic troubleshooting tips for these items to prevent guests from needing to ask you directly (or needing someone to go to the property to assist).

You can list the instructions out on a sign, or choose to create a QR code and post it nearby for quick access to instructions. You can use this to provide links to videos, written instructions, or to give guests a quick way to connect to your Wi-Fi.

5. Screen Guests Effectively

It’s really important to make sure you are getting the best quality guests at your short-term rental property. The better the guests you host, the fewer problems you will have. Screening guests, especially first-time Airbnb users or guests who don’t have any previous trips or host feedback, is really important. Use your nightly rates and occupancy limits strategically as tools for filtering potential guests. Clear communication is key—ensure guests read and agree to your house rules before finalizing bookings.

6. Implement Smart Technology Solutions

Invest in smart devices to help you control and monitor your short-term rental. These devices range from smart locks to thermostats & water valves – most things in your property can be switched to smart-devices.

We suggest you install a smart lock on at least one entry door to provide easy and controlled access to your property. You should consider having multiple smart locks on different entries for redundancy and backup entry methods. We suggest the Yale Assure 2 lock with a backup physical key. Always keep a backup physical key in a secure lockbox on-site to mitigate risks associated with technology failures.

Automation of these smart devices can dramatically reduce your workload. It allows you to minimize the reliance on local labor and ensures consistency in operations. Key areas to automate include:

• Access Codes: Use dynamic lock codes for security
• Water Systems: Turn your water on and off based on your rental calendar
• Climate Control: Adjust the temperature automatically, ensuring guest comfort and energy savings
• Lighting: Utilize smart switches and plugs to create a welcoming environment for guests upon arrival

You’ll need to use a tool like Rental Home Automator to sync these devices to your rental calendar and always ensure they are adjusted properly for guest occupancy and vacancy.

By implementing these strategies and being prepared for the occasional challenging guest, managing out-of-state Airbnb properties can become a streamlined and profitable venture. With the combination of reliable local support, smart technology, and effective communication, you can successfully oversee your properties from anywhere—even from across the country. Your experience and careful planning can lead to a thriving short-term rental and satisfied guests, regardless of where you’re physically located.