The secret to managing 100+ Airbnbs?
Automation.
According to Sean Rakidzich, a pioneering Airbnb host who scaled his short-term rental business to over 100 listings by automating key parts of his operation, like self-check-in, guest messaging, and even cleaning. Whether you’re managing one property or building a full-blown portfolio, automation can save you time, reduce human error, and allow you to run your business remotely.
In this guide, you’ll discover automation tools for messaging, guest check-in, dynamic pricing, and cleaning coordination—and learn how to combine them for stress-free, hands-off hosting.
What Is Airbnb Automation and Why Use It?
Airbnb automation refers to using software and systems to handle routine hosting tasks without manual effort, such as communicating with guests, managing check-ins, and organising cleaning.
Automation can help you save time, scale efficiently, reduce mistakes, and deliver a smoother guest experience. Instead of replying to every message or adjusting prices manually, your tools work for you 24/7.
Now, let’s explore the key areas of your Airbnb business that can be automated—and the best tools to use in each category.
Can You Run Airbnb Remotely?
Automation has revolutionized the management of short-term rentals, enabling you to step away from day-to-day tasks without compromising quality or control. With the right tools in place, you can manage your Airbnb business from anywhere in the world.
Here are four key areas of automation and how they enable hands-off, remote hosting:
1. Guest Communications
Managing guest communications is one of the most time-consuming tasks for Airbnb hosts, but it is also one of the easiest to automate.
Platforms like Hospitable or Lodgify can handle auto-replying to booking requests and common guest questions 24/7. This helps you maintain a high response rate and qualify for Superhost status.
While StayFi does not offer in-platform guest messaging, it supports automated communication through email and SMS marketing. Messages are triggered by guest data collected via WiFi splash pages, PMS integrations, or your direct booking site. This allows you to send check-in instructions, pre-arrival tips, local activity suggestions, and review prompts using customizable templates tailored for short-term rentals.
2. Smart Locks & Self Check-In
Tools like RemoteLock, August, or Yale integrate with Airbnb and your PMS (property management system) by:
- Granting time-sensitive access codes for each booking
- Eliminating the need to hand over keys in person
- Monitoring check-in/check-out activity from anywhere
3. Dynamic Pricing
Pricing tools like PriceLabs, Wheelhouse, or Beyond adjust your rates in real-time, allowing you to:
- Maximize revenue by adjusting prices based on demand and events
- Stay competitive without daily manual updates
4. Cleaning & Turnover Scheduling
By using apps like Turno to automate cleaning coordination, you can:
- Automatically notify cleaners after a booking is confirmed
- Sync calendars to avoid missed cleanings or double bookings
- Track cleaning status and get photo reports post-clean
These 4 essential tasks can be handled by sophisticated systems that don’t require your physical presence, allowing you to scale your portfolio seamlessly! As you take on more Airbnb properties, you will not break a sweat – and neither will this software!
What Tasks Can Be Automated on Airbnb?
You might be surprised by the number of tasks that can be automated on Airbnb. And by implementing them, you reduce manual effort throughout the entire guest lifecycle from booking to checkout.
Here’s what you can automate:
Guest Communication
Check-In & Access
Pricing
Cleaning
Airbnb Auto Reply
In a world of fast communication, there’s no reason for you to delay your response. This is especially the case when you’re doing business.
Answering guest inquiries is and will always be a part of Airbnb hosting, and a high response rate is among the Airbnb Superhost criteria.
There’s a solution to this tedious and repetitive task!
There are Airbnb messaging software such as Hostpitable (formerly known as Smartbnb), Guesty, and Lodgify.
Platform | Key Features | Pricing / Free Plan |
Hospitable | Auto-messaging tied to guest events, unified inbox, smart replies, task management | Starts at $29/month (14-day free trial) |
Guesty | Unified inbox, advanced automation with guest segments and triggers, | Starts at $16/month |
Lodgify | Unified inbox, automated responses, saved replies, newsletter campaigns | Starts at $16/month |
These platforms allow you to automate messages for each stage of the guest journey with the use of templates. The software will automatically send them out at the right event, allowing you to maintain a high response rate and Superhost status.
Airbnb Guest Check-In Automation
Airbnb self-check-in is a heaven-sent to both hosts and guests. Hosts no longer have to be physically present on their property, and guests never have to wait by the front door.
With smart tools like locks, digital guidebooks, and video tours, you can make your entire check-in process seamless, secure, and fully remote, including:
- More flexible arrival times for guests
- No risk of lost keys or lockouts
- No more repetitive questions
- Enhanced guest experience without in-person contact
Digital Guidebooks
Platforms like Touch Stay and Hostfully let you create beautiful, mobile-friendly guidebooks for your guests. Guidebooks are not just for house rules. They can include recommended restaurants, nearby tourist attractions, and various upsell opportunities like airport pick-up or pre-arrival grocery delivery, allowing you to increase your revenue.
Video Tour Best Practices
Video tours are an excellent way to ensure your guests have a smooth arrival and set the tone for a great stay. Recording a video tour of your property allows you to showcase your space and explain key features before your guests even arrive. With StayFi, you can then add the video to your automated pre-arrival message or your storefront.
Airbnb Dynamic Pricing
Setting the Airbnb nightly rate has always been a head-scratching moment for a lot of hosts.
Why?
Understanding the current Airbnb demand in your area is crucial for finding the right balance between making a profit and getting bookings.
This is where Airbnb’s dynamic pricing comes into play. Dynamic pricing tools automatically adjust your rates through three strategic approaches:
- Market-Based: Uses regional demand data and booking trends
- Competitor-Based: Tracks what similar nearby listings are charging
- Hybrid Strategy: Combines both for smarter, more adaptive pricing
These tools also allow you to set a minimum price floor during the low season to protect your bottom line and avoid underpricing your listing when demand dips.
Airbnb software companies such as PriceLabs and Wheelhouse can help you optimize revenue without sacrificing occupancy. However, many veteran Airbnb hosts prefer Airbtics, where they can see an in-depth look at Airbnb statistics in their area.
How do you know which software is right for you? Let’s take a look at them side-by-side:
Tool | Starting Cost | Data Sources | Integrations |
PriceLabs | $19.99/month per listing | Market demand, competitor data | Airbnb, VRBO, Hospitable, more |
Wheelhouse | $19 per listing per month, or 1% of revenue with a minimum monthly fee. | Real-time market trends, competitor pricing | Airbnb, Guesty, Hostfully, etc. |
Airbtics | Free version available, Pro plans from $29/month | Historical + real-time Airbnb data | Not a pricing tool, but integrates with pricing strategy decisions |
Airbnb Cleaning Automation
No, you do not need a robotic vacuum for this! The real power of cleaning automation comes from combining professional cleaners with smart systems that manage scheduling and communication automatically.
Here’s how to automate your Airbnb cleaning in 3 simple steps:
Step 1: Assign Reliable Cleaners
Instead of micromanaging turnover logistics, let software like Turno assign cleaners for you. They will help you find vetted cleaners in your area and send you a notification every time a cleaner starts and finishes their work. They’ll keep you informed that your Airbnb is squeaky clean and ready for its next guest!
Step 2: Sync Calendars for Automatic Scheduling
Cleaning apps like Hospitable and Smoobu sync directly with your Airbnb calendar, meaning no more back-and-forth texts. These apps instantly update turnover tasks as new bookings come in or change.
Step 3: Verify Completion with Notifications & Photos
Most cleaning tools provide confirmation and even photo proof when the job is done. For example, Turno sends push notifications when cleaning begins and ends, and cleaners can upload images, leave notes, and check off tasks using a shared checklist.
Here’s a sample automated message you can set up to send to your cleaner:
“Hi [Cleaner Name], just a heads-up that a guest checks out at 11 AM on [Date]. Please use the attached checklist, and feel free to send photos when you’re done. Thanks!”
Guest Marketing Automation with StayFi
While tools like Hospitable, Turno, and PriceLabs handle day-to-day operations, StayFi focuses on what happens after the stay with essential features to boost guest engagement and increase repeat bookings. Tools like StayFi offer powerful capabilities in:
- Email Marketing: Set up automated campaigns and post-stay follow-ups using over 100 pre-built templates.
- SMS Campaigns: Deliver personalized messages with 98%+ open rates for check-ins, reminders, or review requests.
- Guest CRM: Automatically collect and centralize guest data via WiFi splash pages and PMS integrations.
- Review Automation: Prompt guests to leave reviews on platforms like TripAdvisor, Google, or Facebook after their stay.
These marketing features ensure you stay top-of-mind with guests even after checkout, boosting your direct bookings over time.
However, note that before sending text messages, ensure your guests opt-in either through WiFi login portals or booking forms. Failure to do so can violate regulations like the TCPA (U.S.) or GDPR (EU).
Tools like Twilio, which powers StayFi’s backend, help ensure message delivery and compliance, but the responsibility for opt-in lies with you as the host.
Want to grow your repeat Airbnb bookings automatically?
CRM
StayFi eliminates data fragmentation by automatically transferring guest information from your Property Management System (PMS), WiFi login, and direct booking website into a centralized CRM (Customer Relationship Management) system.
This seamless integration creates a unified data hub that powers personalized, targeted marketing campaigns—helping you build stronger guest relationships and increase repeat bookings without manual data entry.
Email Marketing
Partnered with Campaign Monitor, StayFi’s email marketing tool allows effortless creation of compelling emails using over 100 pre-built templates, providing you with ready-to-send newsletter campaigns and email automations.
According to MailerLite’s 2024 industry benchmarks, hospitality emails average a 43.7% open rate and a 1.13% click rate. This compares to the overall median rates of 42.4% for opens and 2.0% for clicks across all industries.
When to Use a Virtual Assistant vs. Automation
Hiring an Airbnb virtual assistant can save you 100s of hours. While Airbnb automation can handle repetitive tasks, a real person can offer another layer of benefits.
For starters, a human virtual assistant can establish a stronger rapport with guests. They can better understand guest concerns and respond in a more empathetic manner.
For example, they can:
- Handle VIP guests or guests with accessibility or dietary needs
- Resolve disputes or damage claims through Airbnb support
- Follow up on delayed payments or ID verifications
- Manage multiple listings across different platforms
- Coordinate with cleaners, handymen, or contractors
Here’s a helpful task chart to support you in deciding when to hire a VA and when to use automation software:
Task Type | Best Fit |
Automated guest messages | Automation |
Responding to guest complaints | Virtual Assistant |
Sending cleaning reminders | Automation |
Coordinating repairs | Virtual Assistant |
Dynamic pricing | Automation |
Resolving Airbnb disputes | Virtual Assistant |
You can hire VAs on various platforms, such as:
- Upwork
- Otivr
- Fiverr
Common Mistakes to Avoid When Automating Your Airbnb with Tools and Software
Using automation software for Airbnb can save time and streamline operations, but only when you set it up correctly. Here are the most common mistakes to avoid:
1. Using Cold or Generic Message Templates
Automation should still feel human, so avoid robotic, copy-paste messages that lack warmth or personalization.
Instead, use guest names, refer to their trip details, and maintain a friendly, helpful tone in every automated message.
2. No Human Backup for Emergencies
While automation software is game-changing, it can’t handle every situation, especially emergencies or emotionally charged guest issues. So always ensure you have a virtual assistant or local contact ready to jump in when needed.
3. Automating Too Much, Too Soon
It’s tempting to automate everything at once, but rushing implementation can lead to errors and missed details. Instead, start with one or two categories (like messaging and pricing), monitor performance, and only once you’re comfortable using them, expand from there.
Automation and Airbnb’s Terms of Service: What Hosts Should Know
Before implementing any Airbnb automation tool, review Airbnb’s official policies to make sure your new setup is compliant with their rules. It’s particularly crucial to ensure that:
- Automated messaging still meets Airbnb’s communication standards and respects guest privacy.
- Third-party platforms, such as PMS tools or virtual assistants, comply with Airbnb’s terms.
- Smart lock for Airbnb integrations maintains guest safety and protects personal information.
Note that Airbnb’s policies are subject to change. Therefore, always refer to the Airbnb Help Center for the most up-to-date guidance on using automation tools.
How to Measure the ROI of Airbnb Automation Tools
One of the main reasons hosts decide to invest in software for Airbnb is to increase their profits, so it’s crucial to make sure the tools you use are profitable. You can quickly calculate your return on investment (ROI) using this simple formula:
(Time saved per month × your hourly rate) – Monthly tool cost = Net ROI
Here’s an example using Hospitable for automated messaging:
- Saves 10 hours a month
- Your estimated hourly rate: $30/hour
- Tool cost: $40/month
ROI = (10 × $30) – $40 = $300 – $40 = $260 net gain per month
Your Airbnb Automation Toolkit
- Messaging Automation: PMS like Hospitable and iGMS
- Dynamic Pricing: PriceLabs, Wheelhouse
- Smart Check-In: August Smart Lock, RemoteLock
- Cleaning Coordination: Turno, Smoobu
- Marketing Automation: StayFi (Email & SMS campaigns)
Ready to automate your Airbnb like a pro?
FAQs
What’s the best Airbnb automation software for new hosts?
The best Airbnb automation software for beginners is one that balances ease of use with robust features. Tools like Hospitable and Smoobu are perfect for new hosts getting started, as they offer simple setup, intuitive dashboards, and essential automation for messaging, pricing, and cleaning.
Can I automate cleaning and still ensure quality?
Absolutely! Airbnb cleaning software, like Turno, auto-schedules cleaners while keeping you in control of quality. Cleaners upload photos, complete custom checklists, and can be rated after each job.
How do I build a full Airbnb automation stack that runs my business?
To build a full Airbnb automation stack, combine tools for messaging (Hospitable), dynamic pricing (PriceLabs), smart locks for check-in, a digital guidebook (Hostfully), and email/text marketing (StayFi). These Airbnb automation tools work together to streamline your entire guest journey.
Can automation help me qualify for Superhost status?
Yes, automated Airbnb hosting software helps you respond faster, reduce errors, and deliver a smoother guest experience. With tools handling messages, check-ins, and cleanings, you’re more likely to earn 5-star reviews and maintain the response rate needed to qualify for Superhost status.
Is there an all-in-one Airbnb host software that handles everything?
Yes, Airbnb host software like iGMS, Guesty, or Hostaway offer centralized automation for messaging, pricing, cleaning, and more. All-in-one platforms simplify management, while modular stacks provide more flexibility.
How do I compare Airbnb automation software options effectively?
To compare options effectively, create a feature matrix or comparison table to compare key attributes, such as pricing, integrations, mobile apps, and customer support. This will help you find the best Airbnb software for your needs.
Can automation replace a human virtual assistant?
Partially. While Airbnb automations can streamline around 80% of routine tasks, complex issues like emergencies still require a human touch. Because of this, the vast majority of hosts combine automation tools with a virtual assistant.
What should I avoid when setting up Airbnb automation?
Avoid using a generic message tone, having no backup for failed check-ins, and over-relying on pricing tools. These pitfalls can harm guest experience and revenue. Understanding how Airbnb automation works will help you strike a balance between technology and human oversight, thereby achieving the best results.
