Our Toolbox for Streamlined Operations

Today, I’m sharing the key tools we use to manage our vacation rentals. We created a setup with tech tools that automates most things in a way that still feels personal.

If you prefer watching instead of reading, Rod (my husband) recorded a video walkthrough of these tools some time ago:


​🎥 Watch on YouTube

(He recently handed the YouTube channel over to me, and I’ll be posting more videos there in the future. Consider subscribing 🙏 if you want to follow along.)

Tools we use:

Property Management System (PMS)
Tool Used: Hostaway
📍 As I work with different hosts, I’ve seen many PMS platforms designed for smaller property portfolios. Most PMS platforms offer similar core features—the differences often lie in the integrations they support and the small details that can have a big impact on your operations. Two that I consistently recommend are Hostaway and Guesty.

For our own rentals, we use Hostaway as our operational hub. It allows us to manage bookings, block dates, adjust availability, and pause automated guest messages—all from an app. It connects seamlessly with our other tools and gives our team access to upcoming stays and guest notes.

Dynamic Pricing
Tool Used: PriceLabs
📍 Why we use it: With PriceLabs, we’ve set up rule-based pricing that adapts to demand, seasonality, and booking windows. Its Market Dashboard is also a great tool for running competitor analysis and tracking trends in our area.

Guest Email Collection
Tool Used: StayFi
📍 Why we use it: Airbnb and VRBO don’t give us guest emails—but with StayFi, guests connect to WiFi by entering their email. It helps us grow our marketing list.

Automated Access Codes
Tool Used: RemoteLock
📍 Why we use it: RemoteLock generates a unique entry code for each reservation and sends it directly to Hostaway. It removes the need for manual communication and keeps check-ins seamless and secure.

Smart Door Lock Setup
Tool Used: Yale Lock + August Module
📍 Why we use it: With this combo, guests can check in using their custom code—no app downloads or physical keys required. It’s fast, easy, and intuitive.

Property Security
Tool Used: Ring Cameras (outdoor only)
📍 Why we use it: These give us visibility into property activity without disturbing the guest experience.

Accounting
Tool Used: QuickBooks
📍 Why we use it: QuickBooks gives us clean records, better insights, and makes end-of-year accounting much easier.

Tools Worth Exploring

Noise Monitoring
💡 Minut – Monitors decibel levels without recording audio. Great for preventing parties while respecting guest privacy.

Arrival Automation
💡 Operto – Automates lighting and temperature settings before guests arrive and provides digital guestbooks to elevate the stay.

These tools helped us create a system that supports both the business and the experience.

The end goal isn’t to be more robotic.
It’s to make the human part feel more meaningful.

There are plenty more tools to explore. I’ll dive into them in future editions.

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