What Are the Smartest Ways to Simplify Daily Hosting Tasks?

[Steven2003]

Hey fellow hosts, Lately, I’ve been thinking a lot about how much time we spend on small but repetitive hosting tasks — from coordinating cleaning schedules to tracking check-in details and guest preferences. It feels like every little thing adds up! I was wondering, what tools or strategies do you all use to simplify daily hosting routines? For example: Do you use any automation tools for guest communication or reminders? How do you track cleaning or maintenance schedules? Any tips for managing repeat guests or last-minute bookings smoothly? I’m trying to make my hosting process more efficient while keeping things personal and stress-free for guests. Would love to hear what’s been working for you — even small hacks can make a big difference! Thanks in advance for sharing your experiences 🙌

[Joe771]

@Steven2003 @We use automated messaging for when a guest books, a week before they arrive, day of arrival, the night before checking out. As for cleaning coordination we use a third party app like resortcleaning and turno. I hope this help. If you need more information let me know. 

[Helen3]

Hi @Steven2003 

That's a little confusing you mention being a host but your profile shows you as only being a guest who joined Airbnb this month. 

Do you have another profile with your listing. 

[Elisa]

Hi @Steven2003 😊, 

Thank you for bringing up this topic here, it’s really interesting.

How long have you been hosting?

I’m tagging a few hosts to see what advice they can give you on this: @Doan39, @Gregory781, @Michele-and-Dana0, @David11470, @Kirti18 and @Kwabena9.
Thank you in advance, everyone!

[Gregory781]

Hi @Steven2003

We’ve found that hosting runs much smoother when you combine technology with clear processes. We use automated messages for check-in, checkout, and thank-you notes to keep communication personal yet efficient. All bookings and tasks are organized in shared calendars, and our team follows a checklist for maintenance and restocking to ensure everything is ready for guests. We also track guest preferences to personalize repeat visits and keep backup supplies on hand for last-minute bookings. These practices help us deliver a seamless experience while keeping daily operations manageable.

[Michele-and-Dana0 · Accepted solution]

Hi @Steven2003,

We have 1 vacation rental and it's a tiny house (250 sq ft) so we don't need to coordinate or track cleaning / maintenance schedules (I do all that myself). We don't track check-in details and guest preferences - I put everything I need to know in a Google Keep Note so I have it with me on my phone. We do hand write welcome notes but again, it's just 1 note per stay so not a lot to coodinate.

We do use Quick Replies and they're very handy. We don't send check-out emails, but we do send welcome (check-in) and mid-stay check-in emails but we don't use the automated send feature for guest communication. I'd automate those 2 emails if I could, but the send timing options and tags are too limited for us.

We do have a few checkout requests but we keep them in the House Manual and keep a printed copy in the house. There are really only a couple tasks and most people do them. 

All that said, I can see using Google Sheets and their taks tables to keep track of everything you mentioned. If you have Google sheets, try clicking Insert, Prebuilt Tables and then take a look at Project Tasks and Project Resources. The headings and drop down options are super easy to edit and then the Google sheet file is easily shareable. You can even protect any range of cells you want (if you want to prevent people from deleing formulas and other data).

I hope that helps!

Cheers,

Dana

[Steven2003]

Hi there — thanks for opening this topic! Simplifying daily hosting tasks is so important for maintaining a smooth guest experience.

A few ideas that have helped me:

Automate cleaning / maintenance reminders using calendar tools or Zapier integrations.

Keep a shared spreadsheet or Google Sheet (or simple web-tool) for tracking recurring tasks like check-ins, turnovers, or guest preferences.

Use message templates with placeholders (name, arrival time, house rules) to reduce typing and maintain consistency.

If you’re open to external tools, embedding a mini tool (e.g. a scheduler or cost–calculator) within your guest guide or host website can save time and reduce errors.

Have you considered grouping tasks by priority each morning? It helps me stay focused when I review my to-dos checklist with time-blocks.

Would you like me to share a simple tool ** or template I use (Sheets-based or mini web-tool style)?

**[Link removed in line with the Community Center Guidelines]

[Steven2003]

Hi buddy,

Ah, good topic! Simplifying daily hosting tasks is a must. I recently tried a few small tools in my hosting routine that ended up saving me so much time. Here’s what helped me:

I use Google Sheets with reminders for check-in/check-out tasks. When a booking comes in, I’ve got a template that populates guest name, date, and notes, so I just hit “check-in” button and it’s ready.

I created a mini-dashboard in Excel/Google Sheets that shows upcoming bookings, cleaning schedule, and maintenance alerts. Helps me see tasks due today / tomorrow at a glance.

I set up message templates in Airbnb app for common replies (arrival instructions, early check-out, WiFi info, house rules). Once templates are ready, response time improves a lot.

I even embedded a mini cost-calculator (https://gratuitycalc-uae.com/) on my host info page (via my site) so guests or cleaners can quickly calculate extra-charges (cleaning fees based on duration, etc.). Saved me from doing that manually every time!

If you like, I can share a Google Sheets template / simple tool setup that’s helped me man

age all this.