Airbnb host checklist: set up listings the right way

Having a plan for setting up your Airbnb account is essential to get the most out of your listings. But what if you’ve missed or overlooked some features that can bring value? In this article, we want to share some checklists and season them with some industry experts advice on how to set up your Airbnb account for maximum performance and productivity. So let’s get started!

Time to become a pro host?

Before all the DO checklists let’s briefly catch up with this simple DON’T checklist. As an Airbnb property manager you should NOT:

1. Keep unclear or inaccurate financial records.
2. Include hidden fees for both guests and property owners as part of your management services.
3. Ignore guest complaints or maintenance issues.
4. Rarely visit the property.
5. Not know how everything in the house works.
6. Fail to communicate effectively with owners and co-hosts.
7. Lack knowledge of local laws and regulations.

We will break down some of these statements in the further read.

Official Airbnb set up checklist

Airbnb offers a quick Getting Started checklist for professional businesses explaining how to set up a new Airbnb account. Let’s kick things off based on that:

1. Use professional email address

Use a professional email to sign up for a new Airbnb account (usually @owndomain.com).

If you don’t have one, you can get it by registering the Your.Rentals direct booking website.

2. Profile name, logo, and description

Use your company name and logo or main account owner’s name and personal image to set up your business profile. In a host description be yourself, this way you can attract like-minded guests.

3. Account verification

Verify your business account to comply with regulations. Missing or inaccurate information may impede your account access or delay payouts.

It’s typically necessary to share your legal name, address, phone number as well as additional contact details.

Take an identity verification with your photo and ID and get a Verified badge.

Airbnb account verification step

4. Add payout method

Add a preferred payment method and a payout schedule. Airbnb supports: bank transfers, PayPal, Payoneer debit cards, Fast Pay, or Western Union.

Remember to update expired cards on time.

If you rent out properties in different tax jurisdictions (countries), you can set a multi-account with Your.Rentals allowing you to set payout methods unique for each country.

Pro tips on Airbnb money management

As a property manager, keep accurate financial records for each property. Track all revenue and expenses, while ensuring a clear, simple paper trail for all financial transactions. 

To simplify management of your rental properties, create a dedicated bank account per property for all booking platform transactions.

Each month, the property manager must reconcile the account, set all expenses and management fees, before transferring the remaining balance to the property owner’s account. 

By keeping clean books, property managers can ensure that they are providing their clients with accurate and transparent financial information.

5. Tax information 

Provide taxpayer information if applicable. As a host, you must collect from your guests: 

• local tax (if applicable in your location)
• Value Added Tax (VAT), especially in the EU. 

Tips on local laws

Property managers must know and adhere to the regulations governing short-term rentals in their area.

• Make sure that each property meets all health and safety requirements.
• If you are located in the EU or rent out properties in the EU, be prepared to provide the ‘reportable seller’ information according to the DAC7 EU directive.
• Stay up-to-date on local regulations, thus helping homeowners protect from legal or financial liabilities. 

At Your.Rentals we regularly hold webinars about the EU tax legislation. Here is the recording and PDF guide on Spanish laws for vacation rental owners to simplify filing your taxes.

6. API-connection

Set up API-connected software if using a property management system or channel manager.

API settings in one of the vacation rental PMS systems

With Your.Rentals you don’t need to care about API. Our software ‘talks’ to all platforms like Airbnb or Booking.com, and account creation is free.

If you plan to grow your Airbnb fast, establish software early. Doing research beforehand and setting up the right systems is far better than scrambling to find better ways from routine. This covers monitoring, scheduling, and property management software.

7. Listing title, amenities, photos 

Write compelling listing titles, include all amenities, and upload high-quality photos. 

Photos along with reviews rank as #1 factor affecting booking conversion rates.

If you plan to rent out Airbnb rooms, make sure to add a Host description covering your personality and maybe giving some value to guests.

Airbnb rooms host description

Come back to this step whenever you have a new amenity, or new images.

If you plan to work via channel manager, make sure you fill in all possible amenities. With Your.Rentals you can update channel specific settings on a granular level. That gives a boost to your listing’s visibility.

Edit OTA specific amenities and settings (possible with Your.Rentals channel manager)

8. Maximize listings’ availability

Publish up to 30 listings, ensuring 20+ nights availability in the next 3 months (Airbnb requirement). 

We recommend leaving maximum availability on your listings. You can later adjust the demand by tweaking seasonal rates. Instead of blocking dates, try setting seasonal prices higher or lower depending on the demand. 

9. House rules for guests

Clearly state house rules that guests must agree to when booking. Share your expectations on things like smoking rules and pet permissions. Your house rules is a guest filter that will show up on the listing. 

10. Cancellation policies

Choose a recommended cancellation policy (most popular on Airbnb are moderate, flexible and strict).  Consider new types of policies like ‘Firm’ or policies paired with Non-refundable like ‘Flexible of Non-refundable’. 

If you want more bookings, you may choose to pivot towards a less restrictive policy (e.g. Flexible) in high season since guests typically change plans more often. This trade-off between volume and quality must be considered for each listing.

Cancellation policies on Airbnb

11. Set Airbnb fees

Aim for predictable and competitive prices. Platform-wise you can select your fee structure:

• Split-fee – a fee charged by Airbnb that is divided between the host and the guest.
• Host-only fee – separate from any fees charged to the guest and is withheld by Airbnb before the host receives their payout. 

The split-fee is common, it makes 3% service fee for most hosts, while the host-only fee varies around 14-16% depending on the cancellation policy (for Strict a host pays more) and the length of stay (for the monthly stays fee is lower). 

Also consider factors like VAT charges (20-25% in EU).

Pro tips of Airbnb fee management

• Consider turning off most fees except for the cleaning fee, pet fee, and possibly extra guest fees. 
• Guests prefer fewer fees to make the cost appear more reasonable. 
• Incorporate any additional fees into your nightly rate, except for cleaning, pet, and maybe extra guest fees. 
• Charge a competitive cleaning fee based on similar listings in your area. 

After the Airbnb Summer 2023 Release it is now possible to compare similar prices for properties in your area right in the Airbnb price editing mode.

Airbnb Compare similar listings feature

12. Track performance (Pro)

Use the performance dashboard under the Insights menu to track and compare your listings’ performance in the past 12 months, including upcoming bookings.

You can identify your top-performing listings and compare them to similar ones in your area. Performance metrics are available for conversion, occupancy and rates, quality, earnings, and overall hosting progress. 

Performance insights for Airbnb hosts

13. Airbnb marketing page (Pro)

If you manage more than 6 listings, you can create a dedicated Airbnb pro marketing page to showcase and share your listings anywhere on the internet (Facebook, Twitter, etc.). 

Remember, this is NOT a direct booking page, since all payments would go through Airbnb. One thing you could do instead to save 15% on Airbnb commission is to sign up with Your.Rentals for free and get your direct booking widget or even the full website launched.

But don’t dismiss the Airbnb marketing pages too quickly. If you have multiple listings and are using a single channel, this could be a valuable addition to your marketing strategy.

Airbnb pro marketing page to help hosts promote their listings outside airbnb.com

14. Collaboration (Pro)

There are various types of collaborations on Airbnb, all with varying access levels. Choose the collaboration method that best suits your current stage: 

• Superhosts are hosts who meet certain program requirements and can track their status through the host dashboard. 
• Co-hosts – are trusted individuals, like a family member or hired help, assisting you with managing the listing and guests. 
• Primary hosts can add up to 10 co-hosts per listing and have the flexibility to remove or be removed as a co-host. 
• Hosting teams, on the other hand, typically involve a business or group of people managing rentals on behalf of the owner or renter. 
• Host Assist provides a collection of third-party apps (available in selected locations only) that can help hosts streamline their hosting experience. Contact the Airbnb support to find out if you’re eligible.

Realise the value of your time. Don’t waste time on tasks that could be better delegated or outsourced. 

Don’t try to save money by doing things yourself that could be done faster and more efficiently by someone else. For example, instead of trying to sew a canopy for a broken umbrella, buy a new one or a replacement canopy.

Checklist for the booking process

This is how the booking happens on Airbnb: 

1. Guest accepts terms

To book your listing a guest must start with accepting both Airbnb’s Terms of Service and your house rules.

2. Property is booked

Guests make reservations and pay to Airbnb, and a host receives an email notification from Airbnb. Monitor transaction status in your Airbnb account.

By utilising a channel manager like Your.Rentals, you can synchronise the booking status across all your channels.

3. Reservation changes (optional)

If either a host or guest does not confirm a reservation (declines or doesn’t respond), the reservation remains unchanged. If they accept, the details are updated. 

Host cancellations can result in fees, blocked calendar dates, and penalties.

Price changes are charged or refunded accordingly. If payment isn’t charged within 48 hours, it is automatically declined. 

Date changes are subject to the listing’s cancellation policy. Only one request can be sent to a guest at a time, and mistakes can be cancelled and resent. 

Additional considerations include using the same admin host account, no double bookings, and limitations on guest modifications. 

4. Security deposit claims (optional)

Initiate security deposit claims promptly through the Airbnb Resolution Center if necessary.

Bear in mind that hosts aren’t allowed to directly charge guests through Airbnb resolution centre or outside the Airbnb platform. 

5. Airbnb payout

Airbnb pays money for the booking on the payout date, usually within 24 hours of guests’ arrival.

With Your.Rentals some hosts can opt-in to the 7 days advance payouts.

Checklist for the guest arrival

As a property manager you should make regular visits to the properties you manage to keep a personal control of what’s going on. It will help you catch potential problems early, and prevent more costly repairs down the line. 

This is a list for STR hosts before guests arrive at the property:

1. Equipment & monitoring: Double-check that all appliances, lights, and amenities are in working order. Check if smoke and noise detectors are enabled, fire extinguishers and first aid kits are working. 
2. Access instructions: write down detailed access instructions and clear property directions. No key codes or lockbox combinations forgotten!
3. Welcome materials: a welcome package for guests may include house rules, emergency contacts, Wi-Fi passwords, garbage handling and any special instructions for using swimming pools, common areas, etc. As a bonus add a list of nearby attractions, restaurants, shops, and other points of interest. 
4. Property walkthrough: before guests arrive check if all areas are clean, beds are made, and towels are provided. Basic supplies like toiletries, toilet paper, and cleaning products are stocked.
5. Upon guest arrival: be available or have a co-host to assist guests with any questions or issues upon arrival. Be online with your Airbnb messenger to respond promptly.
6. Check-in follow-up: Contact guests shortly after their arrival. Be personal and show some empathy. You can use a text template like this: 

“Hi [Guest Name], 

I hope your journey went smoothly. Just wanted to check in and see how everything is going. Let me know if I can do anything for you, please don’t hesitate to ask.”

Airbnb cleaning checklist

Here’s a handy checklist that can allow you to manage your short-term rental remotely.

1. Linens: Give all your sheets and pillowcases a quick once over for any rips or stains – including those waterproof encasements. Sort everything out by size and give any stained encasements a good wash or bleach.
2. Cleaning team: Drop a line to your cleaning team to check for repairs or replacements. See if there are any ways their work can be made faster or cheaper and gather feedback on operations.
3. Pillows: Verify that each person has two pillows and these are the pillows you bought. Replace all the pillows that are old or missing.
4. Kitchen: Take the full kitchen inventory, restock as needed, and give the cabinets a good wipe down. Double-check everything you have with your inventory list.
5. Bathroom: Inspect for any issues with plumbing, including leaks and mould. Check the inventory of bathroom supplies and confirm towels are adequately stocked.
6. Technology: all devices, including Wi-Fi router, cables, and smart home systems, are operating well.
7. Appliances: Check all appliances, such as the fridge, dishwasher, and stove, to make sure they are in good working condition.
8. Safety: Test smoke and noise detectors and swap out the batteries. Check if you have fire extinguishers and they’re within easy reach.
9. Outdoor areas: Inspect outdoor areas for damage and debris, check if all outdoor furniture is clean and well-maintained.
10. Property exterior: Take a walk around the property, inspecting the roof, gutters, and windows for any issues. Look out for signs of pests or rodents.

Add more specific items for your property to this checklist.

Plan for potential contingencies in advance. It’s a great idea to maintain a shared collaborative notebook and keep your partners in the loop.

Conclusion

Instead of a typical summary, here’s a practical self-checklist to enhance your short-term rental success:

• Be confident in your house: Know all is working and the service is great. Don’t worry if not every guest loves your property. You’ve put effort into making it comfortable and enjoyable, so trust that guests will appreciate it.
• Set up systems early: Take the time to establish effective systems and processes early on. This includes personnel training, scheduling, monitoring, smart locks and choosing the property management software to streamline operations.
• Value your time: Delegate tasks that can be done by others. Don’t hesitate to invest in replacements or professional services when it saves you time and effort.
• Attend to guest needs: Check in with guests after their arrival to offer assistance and answer any questions. Strike a balance between being available and respecting their privacy.
• Believe in yourself: Have confidence in your abilities as a host. Trust that you have created a great experience for your guests and let go of unnecessary anxiety.
• Plan for future growth: Work on building a system that will help you grow the number of your rental properties. Your.Rentals is always there to help