Running one vacation rental is a lot. Managing two or more? That’s a whole different ballgame. Between guest communication, turnovers, lawn care, pool service, and making sure the Wi-Fi password is updated in every welcome packet, the details add up fast.

So I’m throwing this question out to the short-term rental (STR) and vacation rental community:

What system are you using to keep track of all your home details?

Here’s what I’m talking about specifically:

• 🔐 Lockbox location and codes
• 🧹 Cleaning and maintenance schedules
• 📶 Wi-Fi passwords and smart home logins
• 🌿 Lawn and pool company contacts
• 🔧 Preferred vendors for HVAC, plumbing, etc.
• 📝 Property-specific notes, quirks, and how-to’s

Do you keep everything in:

• A Google Sheet?
• A shared Notion or Airtable doc?
• A full-blown property management software (PMS)?
• A custom app or database?
• Or… are you still scrolling through texts and screenshots to find what you need?

And another big question:
Do you give your Virtual Assistant access to this system so they can support guests or vendors after hours?
If so, how do you manage privacy, permissions, and updates?

We’re exploring new ways to streamline operations and create better visibility across our portfolio, especially as we scale. But we want to hear what’s actually working for real hosts in the field—not just what software companies are selling.

Drop a comment or DM—whether you’ve got a rock-solid system or you’re still building the plane as you fly it. Let’s swap strategies and help each other tighten up our backend game.