How to manage Airbnb remotely: A practical guide for hosts

Managing an Airbnb from a distance can be challenging. Even when you’re not physically present, you’re still responsible for the guest experience and keeping the property in good shape.

The good news is that remote hosting is more doable than ever. Smart tools and simple systems make it possible to stay on top of bookings even if you’re halfway across the world.

This guide covers how to manage your Airbnb remotely, from automating check-ins to handling local regulations.

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What are the benefits of setting up a remote Airbnb management system?

Managing an Airbnb remotely can be both efficient and profitable. With the right tools and setup, you can stay in control of daily operations without needing to be on-site. It’ll let you spend less time on logistics and more time growing your business.

Here are some of the biggest advantages of building a strong remote management system:

• Run the property from anywhere: Smart locks and automation tools let you manage bookings and guest communication without being there in person
• Lower operating costs: Full-service management companies often charge 15–25% of revenue.¹ By using affordable software and a network of local vendors, you keep more of each booking while still covering essential tasks like cleaning and maintenance
• Faster response times: Automation tools take care of booking confirmations and reply to common questions without delay. Guests get the information they need quickly, which helps boost review scores
• Consistent guest experience: Remote tools help standardize each stay. With self-check-in and automated systems, guests know exactly what to expect. Service quality stays the same, even as you add more listings
• Real-time data and reporting: Hosting platforms often include dashboards that show your occupancy, rates, and guest feedback. With better visibility, it becomes easier to update pricing and fill calendar gaps
• Easier to scale a portfolio: When one listing runs on automated workflows, adding a second or third is mostly about duplicating settings and hiring new cleaners. Growth depends less on your availability and more on repeatable systems
• Built-in business resilience: If travel plans or family obligations keep you away, the property still runs. Redundancy in vendors and cloud-based tools reduces the risk of cancellations or bad reviews due to unexpected events

A solid remote setup helps you turn Airbnb into a scalable, flexible business.

Top tips to manage Airbnb remotely

Running an Airbnb remotely starts with building a setup that keeps things moving when you’re not around. With the right tools and local help, you can stay on top of bookings, respond to guests quickly, and keep your property in great shape.

These tips can help you set up a system that’s dependable and easy to manage.

Choose a reliable Airbnb management software

The right software keeps everything organized, from bookings to guest communication.

Look for a tool that lets you:

• Automate guest messaging and review requests
• Sync calendars across platforms like Airbnb, Vrbo, and Booking.com
• Assign and track cleaning or maintenance tasks

Some tools also include performance dashboards to help you monitor income, occupancy, and guest satisfaction.

Popular options include:

• Hospitable: Known for guest messaging automation
• Guesty for hosts: Designed for individual property owners
• Hostaway: Scalable for multiple listings

Choose based on your needs and how many properties you manage.

Implement proper security measures

Security matters when you’re not there to check on the property yourself. Smart home technology can help.

Consider:

• Smart locks that let you assign new codes to each guest
• Video doorbells to monitor arrivals and exits
• Noise sensors that alert you if things get too loud

You won’t need to be physically present, but you’ll still have visibility and peace of mind. Just make sure to follow privacy guidelines and let guests know what’s in use.

Offer self-check-in to guests

Self-check-in is now expected by many travelers, especially those arriving late or from overseas.

To set this up:

• Install a smart lock or secure lockbox
• Send access instructions ahead of time
• Include photos or video walkthroughs if needed

Airbnb allows you to mark listings as “self-check-in,” which can make them more appealing and easier to book. It reduces your reliance on third parties or local key handoffs, making the process smoother for everyone.

Create a clear and helpful welcome guide

When guests know where to look and how things work, they’re less likely to message you with questions.

A strong welcome guide includes:

• Wi-Fi details and emergency contacts
• Appliance instructions
• House rules and check-out steps
• Recommendations for food, transport, and local attractions

You can print a copy for the home or use digital tools like Touch Stay or Hostfully to create mobile-friendly versions.

Clear guides help guests feel cared for, even if you’re not nearby.

Stay informed on local laws and regulations

Airbnb rules vary across states, and they change often.

Before listing or expanding, check:

• Whether you need a permit, license, or registration
• What local taxes you need to collect and report
• Any limits on how many nights per year you can rent

Some cities also require hosts to live locally or use an authorized agent. Failure to comply can result in fines or removal from platforms.

To stay updated:

• Sign up for alerts from your city’s website
• Join host forums or the Airbnb Community Center
• Set calendar reminders to review laws every few months

Keeping up with local policies helps you avoid setbacks and keeps your hosting business running smoothly.

Keep control, wherever you are

You don’t need to live next door to run a successful Airbnb.

With clear systems and dependable support, you can stay organized and deliver a great experience from anywhere.

Cross-border payments don’t need to be complicated either: Wise gives you the tools to manage payouts and vendor costs in multiple currencies, without hidden fees.^*

Keep your focus on the guest experience and what makes your listing stand out. Let the systems do the rest.

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Sources

1. Airdna – How much do property managers charge for Airbnbs