Best Tools for Managing Your Vacation Rental Team Remotely

Running a vacation rental business is non-stop. Whether you're juggling bookings, managing turnovers, or keeping guests happy—your remote team is the backbone of it all. But without the right tools, things can fall apart fast.

From cleaners to virtual assistants to maintenance crews, staying connected and on the same page is key. Here’s a roundup of the best tools to manage your vacation rental team remotely—plus tips to keep operations smooth and stress-free.

1. Start with a Solid Property Management System (PMS)

Your PMS is mission control. It pulls together your bookings, guest messages, team tasks, and calendars in one place.

Best options:

• Guesty – Great for growing businesses; includes automation, task management, and unified messaging.

• Hostaway – Seamless integrations and helpful features for managing cleaning and team tasks.

• Streamline – Packed with features and ideal for larger portfolios.

Quick Tip:
Set up automatic triggers (like sending a cleaning task after checkout) to save time and avoid miscommunication.

2. Use Task Management Tools to Stay Organized

Know who’s doing what—and when. A clear task list keeps everything moving.

Top picks:

• Asana – Perfect for assigning jobs and tracking long-term projects.

• Trello – Easy drag-and-drop boards for cleanings, guest prep, and team onboarding.

• ClickUp – Combines tasks, docs, and time tracking in one platform.

Quick Tip:
Create templates for repeat tasks like “Pre-Arrival Prep” or “Mid-Stay Cleanings” to save time and keep things consistent.

3. Keep Communication Clear and Fast

When you’re managing a remote vacation rental team, good communication isn’t optional—it’s essential.

Try these tools:

• Slack – Create channels for different teams (e.g., Housekeeping, Maintenance, Urgent Issues).

• WhatsApp Business – Ideal for real-time chats with cleaners or local vendors.

• Zoom or Google Meet – For team check-ins and quick training sessions.

Quick Tip:
Set clear response time expectations (like replying within 10 minutes during work hours) to keep things moving.

4. Simplify Cleaning & Maintenance Scheduling

It’s hard to manage cleanings and repairs if you can’t track them. These tools make it easy.

Best options:

• Turno (TurnoverBnB) – Automates cleaner scheduling, payments, and syncs with most PMS platforms.

• Breezeway – Built for vacation rentals with smart inspection and task features.

• Properly – Use visual checklists and before/after photos to maintain quality.

Quick Tip:
Photo verification is your best friend when you’re managing properties from afar.

5. Track Time and Performance for Remote Staff

If you're working with VAs or freelancers, time tracking helps you understand where the hours go.

Top choices:

• Hubstaff – Offers time tracking, activity levels, and optional GPS tracking.

• Toggl Track – Clean, easy-to-use for tracking tasks and projects.

• Clockify – Great free option for tracking hours across your team.

Quick Tip:
Use weekly reports to spot productivity gaps or areas to streamline.

6. Keep Docs and SOPs in One Place

When your team is spread out, centralizing your processes keeps everyone aligned.

Top tools:

• Google Workspace – Share SOPs, spreadsheets, and training docs easily.

• Notion – Build a full team knowledge base and task tracker in one.

• Dropbox or OneDrive – Great for sharing larger files, especially photos or videos.

Quick Tip:
Create a “Team Handbook” with must-knows like emergency protocols, check-in procedures, and role expectations.

Final Thoughts: Smart Tools Make Remote Teamwork Work

Managing a vacation rental team remotely doesn’t have to be chaotic. With the right tech stack, you can stay organized, keep your team accountable, and make things run like clockwork.

Start small. Try out a couple of tools, get feedback from your team, and adjust as needed. Tech should support your business—not complicate it.

Need Help Building a Remote Team for Your Vacation Rentals?

At DelegatedOps, we specialize in virtual staffing for short-term rental businesses. Whether you need a rockstar VA, guest support, or back-office help—we’ve got you covered.

Let us help you grow your vacation rental business without the micromanaging.