The 5 Systems Every Burnt-Out Airbnb Host Needs to Get Their Time Back
Hey sister, if you’ve grown enough to be busy, but you haven’t set up the essential systems for your Airbnb or short-term rental to handle the volume, then we need to have a heart-to-heart.
Remember when you bought your first property? That rush of excitement when the first booking notification dinged on your phone? It felt like magic. But fast forward to today – maybe you have four, six, or ten units – and that magic is gone. Nowhere to be found. It’s been replaced by exhaustion.
You are waking up to texts from guests, juggling cleaner schedules on a messy spreadsheet, and constantly worrying that you forgot to send a door code. You’re making money, sure, but you’re paying for it with your sanity. This is what I call the “Mid-Stage Trap.”
Here is the hard truth: You cannot scale a business on hustle alone. You need to stop being the firefighter and start being the CEO. To do that, you need to implement systems that work for you, even while you sleep.
Why You Need Systems for Your Airbnb or Short-Term Rental Business Now
If you’re feeling burnt out, it’s not because you aren’t working hard enough. It’s because you are working too hard on the wrong things. A recent study by Asana found that knowledge workers spend 60% of their time on “work about work” – coordinating, communicating, and searching for information – rather than skilled work. For a host, that’s deadly.
Implementing essential short-term rental systems allows you to reclaim your time. It moves you from “reactive” to “proactive.” Here are the five non-negotiable systems – and the specific tools I recommend – to install in your business immediately.
1. The Automated Communication System: OwnerRez or Hostfully
If you are manually typing “Check-in is at 4 PM” for every single guest, you are wasting hours of your life. Your first system must be a robust communication flow and Property Management Software (PMS).
Some of my favorites are OwnerRez and Hostfully.
You need a scheduled message sequence that triggers automatically upon booking, three days before arrival, the morning of check-in, and the day of check-out. Property Management software like OwnerRez or Hostfully act as your central command, handling these messages and syncing your calendars so you don’t have to. When your guests have all the info they need before they even ask, they feel taken care of, and your phone stops buzzing at dinner time.
2. The Dynamic Pricing System: PriceLabs
Are you still manually adjusting rates based on a gut feeling or a quick glance at your neighbor’s calendar? Stop it. That is a recipe for leaving money on the table and adding unnecessary stress to your plate.
PriceLabs is the industry leader for a reason. This system analyzes market supply and demand in real-time. It raises your rates when a big concert comes to town and lowers them just enough to fill gaps during the slow season. This is one of the most critical essential short-term rental systems because it directly impacts your bottom line without you lifting a finger.
3. The Turnover & Operations System: Turno
The number one cause of host burnout? Cleaning coordination. The “did the cleaner show up?” anxiety is real.
You need Turno (formerly TurnoverBnB). This system automatically pushes bookings from your calendar directly to your cleaning team’s phones. They get notified the second a booking is made or modified. Even better? It allows them to submit photo checklists after every clean, so you know the job is done right before the guest arrives. No more frantic text messages. No more wondering if the towels were washed.
4. The Access & Entry System: Schlage
I still see hosts meeting guests to hand over keys. Sister, we have to stop this. Your time is worth more than being a glorified doorman.
Your access system should be seamless. The Schlage Encode lock is an absolute powerhouse when it comes to automating door codes, and it integrates with many property management systems so you can generate unique codes for every guest. This provides security for your property and flexibility for your guests – and it means you can run your business from a beach in Mexico if you want to.
5. The Guest Education System: Touch Stay
How many times have you been asked, “What’s the WiFi password?” or “How do I use the coffee maker?”
If you answer the same question more than twice, you need a system for it. Touch Stay is the digital guidebook solution that acts as your cloning device. It explains the thermostat, the hot tub, the local trash pickup rules, and your favorite brunch spots. By providing this information upfront in a professional, digital format, you empower your guests to help themselves.
Implementing Essential Short-Term Rental Systems for Freedom
You built this business to create freedom, not a job you can’t quit. By putting these five systems in place using these powerful tools, you stop trading your time for money. You start building an asset that can run without you.
It’s time to dry those tears, boss up, and let the systems do the heavy lifting. You deserve a business that loves you back.
Ready for More Direction?
Building these systems is the first step, but knowing exactly how to tailor them to your specific portfolio and goals is where the real growth happens. You don’t have to navigate the transition from “tired host” to “empowered CEO” alone.
If you want high-level direction and a roadmap on how to use and apply these tools to build a life of freedom, I invite you to join the STR Success Accelerator.
Let’s stop guessing and start growing. You’ve got this!
