7 steps to take before launching a new property for your vacation rental business

Escapia and Breezeway team up to provide helpful tips for adding units to your portfolio, plus a handy checklist to speed up the process!

Illustration of a person gesturing to a house listed on a digital market

When you onboard a new property to you unit portfolio, it’s an exciting opportunity to scale your property management business and strengthen owner relationships. However, it’s important to utilize careful planning and execution to ensure operational efficiency, regulatory compliance, and guest experience across your management company. If you’re onboarding a new unit to your portfolio, Escapia and Beyond are here to help - follow these seven essential steps and download our FREE new Property Onboarding Checklist to set your new property up for success.

1. Align expectations with the owner

The owner’s input is valuable when establishing the rules and details surrounding their unit. Establish guidelines and be transparent around things like revenue goals, maintenance responsibilities, and guest policies - some owners prefer premium pricing and low occupancy, while others may prioritize maximum occupancy rate! Aligning on these goals up front minimize future miscommunication and establishes a working relationship.

  • Need to make sure the owner has regular reporting? Escapia’s Owners Portal is great for communicating the need to know information and daily performance they want!

2. Ensure compliance and gather documentation

Your vacation rental property management business is involved in numerous legal and regulatory jurisdictions. Make sure that the new onboarded unit meets all local zoning, safety, and short-term rental regulations and requirements. Make sure you have access to documents like permits, relevant insurance, tax registration, and rental agreements to protect your business and the unit owner. 

Make sure that the property has the appropriate insurance for short-term rentals, as some homes may not be covered under that instance, so validate with the insurance provider! Also, be cognizant of fire and safety regulations by installing smoke and carbon monoxide detectors, ensuring quick access to fire extinguishers, and checking emergency exit routes. Some local regulations may vary on topics like pool gates or handrails, so keep local regulations on hand at your business.

 

3. Prepare the property for guests

When guests arrive, a well-prepared property can enhance their first impressions! After onboarding a unit, conduct a deep inspection and address maintenance issues while investing in good furniture and amenities. Integrate the unit into your regular vacation rental cleaning and restocking processes to maintain a high standard of service for incoming guests.

Before listing, walk through the property as if you were a guest visiting for the first time and be sure to spot any necessary repairs or out of date aspects of the unit. Small details can matter the most - like decor, paint, and linens - so consider investing in upgrading the guest experience. It’s also a great time to consider integrating smart vacation rental technology like keyless entry and smart thermostats to streamline operations and improve security.

Finally, stock up on some extra essential amenities to accommodate your guests' needs. You never know when the extra high-quality toiletries, blankets, or pillows may need to be used, and thoughtful touches like local guidebooks and welcome baskets can add the personal touch to your unit.

  • Need to streamline your vacation rental housekeeping and cleaning processes? Escapia’s mobile-friendly Housekeeping Dashboard can streamline your housekeeping processes for easy coordination on the go

4. Set up efficient property operations

Your properties depend on streamlined operations and optimized routines. Using a property operations tool like Breezeway with Escapia’s integration can help you automatically schedule cleanings, manage routine maintenance tasks, and conduct property inspections. You’ll also be able to implement a digital checklist to ensure all pre-arrival preparations are done consistently and efficiently!

When onboarding a new property, be sure to include them in your standard operating procedures for turnovers, including a detailed cleaning checklist, restocking guidelines, and maintenance checklists. Lightbulbs, toiletries, appliances - all are worth checking before each guest visit, and issue reporting systems can help prevent negative guest experiences.

 

5. Optimize listing and marketing strategies

After establishing the physical processes for the new unit, it’s important to create a compelling listing backed by a strong marketing strategy. Take professional photos of the unit, craft a detailed and engaging description, and highlight unique selling points! Optimize that listing for SEO and distribute it across multiple booking platforms to increase visibility while attracting your ideal guests.

Don’t stick to listing on one channel - make sure you utilize the broad environment of digital listing options like Vrbo, Airbnb, and your direct booking website, as well as niche OTAs like Ski.com or Hometogo. Promote the new unit on social media and collaborate with local influencers and business connections to increase awareness of the new listing!

  • Escapia can help you maximize visibility and optimize bookings through our direct vacation rental Channel Manager, offering no distribution fees on popular OTAs like Vrbo. Additionally, we offer EscapiaConnect - a channel manager option that further expands your reach across OTAs like Airbnb, Booking.com, and more!

6. Enhance guest communication and experience

Your guests' experience starts before they even arrive. Make sure you’re welcoming them to the unit and automating any pre-arrival instructions, check-in details, and post-stay follow-ups for reviews. You can support your guests’ needs by offering personalized local recommendations, detailed house instructions, and proactive messaging support during their stay at the unit.

Automation can be a powerful tool in this process. Sending a welcome message with check-in and access details 24 hours before arrival, mid-stay check-in messages to check on supplies, and post-stay review requests can all keep guest satisfaction with host communication high!

  • Escapia’s Communications Hub can help you automate and streamline your guests’ stay through text and email with date or interaction triggers, and the ability to add photos or attachments means you can express the maximum detail possible!

7. Conduct a final review and launch the property

Before your listing goes live, make a final walkthrough to meet your business’ standard of perfection. Test appliances, smart technology, and everyday things like amenities or supplies. If you’re confident it’s ready, launch the new property and keep an eye on initial guest feedback. Address feedback as it comes in and keep those guests happy for a winning addition to your unit portfolio!

Successfully onboarding a new property

This checklist should belong to one of many within your business to establish the foundation for success. You can ensure each new rental is optimized for performance, compliance, and guest satisfaction.

With Breezeway’s operational tools and Escapia’s powerful PMS integration, you can efficiently manage the launch process while optimizing performance. 

To make the process even easier, download our FREE New Property Onboarding Checklist and take the guesswork out of launching your next property!

 

About Breezeway

Breezeway’s award-winning operations and guest experience platform helps thousands of rental managers increase operational efficiency, eliminate manual work, and boost service revenue. With our mobile app, tailored checklists, and automated workflows, managers have confidence every property is guest-ready. Guest communication has never been easier with our Messaging, Guide, and Assist products. Powering over 48M property care tasks, Breezeway’s purpose-built solution drives team efficiency, reduces manual labor, and enhances employee satisfaction with our integrated Payments solution.