How to manage your holiday home remotely

Do you own a holiday home far from where you live? Perhaps it is by the beach, or somewhere you only visit  in winter or on special occasions. Or perhaps you want to invest in this growing sector without travelling to the country’s main tourist destinations.

Today, managing a holiday apartment from a distance is   possible. The holiday rental sector has evolved considerably in recent years, with tools and services that make remote management possible from your own living room.

One option is to work with a company specialising in full holiday apartment management, based near your property. These businesses have expanded and offer different services for different owners’ needs.

Alehost offers remote rental management and full property management where it has local coverage. The contracted service should specify listings, prices, communication and on-site tasks such as cleaning, maintenance and arrivals.

If you prefer to manage the apartment yourself, here are ideas and tools you can use to make its day-to-day management easier from a distance:

Automate check-in and check-out

Many options let you welcome guests without handing over keys in person, from automatic locks opened with a code supplied before arrival to smart doors operated with the guest’s phone.

Any system can fail at the last moment, so keep a backup plan that provides a quick solution and prevents a poor start to the stay.

You can arrange advance registration through a secure channel, collecting the information required for traveller reporting. Restrict access and do not routinely request ID or passport copies: recording details is not the same as retaining an image of the document.

Hire professional cleaning and maintenance services

Because you will not be present between stays to inspect the property after departure and clean before the next arrival, a professional cleaning service can be a practical option.

Specialist cleaning companies work with hotels, apartments and holiday homes. A successful property may have frequent changeovers, which can support income but leave only a few hours to complete tasks and prepare an immaculate home for the next guests.

As with cleaning, you need a maintenance team near the property that can respond to unexpected issues or incidents affecting guests.

Responding to and resolving guest complaints promptly improves satisfaction with you and the accommodation, encouraging recommendations and future visits.

Put safety first

Consider security systems that help you respond to theft, natural hazards or unauthorised entry at your holiday home.

For these and other reasons, it is important to insure the property. An intruder alarm that alerts you directly may be worth considering.

If you advertise on Airbnb, indoor security cameras are prohibited even when switched off. Outdoor cameras must meet the platform’s location and disclosure conditions as well as data protection rules. Surveillance is not a substitute for appropriate guest support.

Communicate with guests

Being far away, and perhaps never meeting your guests, does not mean they should feel neglected.

Guest communication is essential to being a good host, especially remotely. Contact guests before, during and after the stay. Show that, although you are not physically nearby, they can turn to you with questions, incidents or problems.

Provide useful information

Although technology can automate arrival, it cannot replace people 100%.

Provide clear information about the accommodation, Wi-Fi access, appliances, house rules, departure times and channels for reporting issues. Add recommendations for favourite places, cultural events, nearby landmarks and public transport.

Keep improving

Read guests’ comments about you and the property, respond to both positive and negative feedback, and above all learn from them. Experience is the best teacher when aiming to be a 10-out-of-10 host.

What you can resolve remotely and what needs local support

• Remotely: calendars, pricing, arrival information, enquiries and supplier coordination.
• Locally: cleaning, replenishment, damage inspections, repairs and emergency access.
• Through a shared procedure: who responds, within what timeframe and with what authority to approve spending or resolve an issue.

Test emergency access and provide an alternative contact in case the lock, connection or guest’s phone fails. Automation needs human backup.

References: Airbnb’s camera policy and the AEPD’s position on document copies in accommodation.

With Alehost’s remote rental management, we handle marketing and online guest support while you organise on-site operations. If you need full management, check coverage at your location.