Tools Every Virtual Co-Host Should Use

If you’re thinking about stepping into co-hosting, you’re not alone. It’s one of the best ways to help short-term rental owners while also earning income remotely. Virtual co-hosts take care of the details behind the scenes, from guest communication to calendar syncing and even cleaning coordination. But to do all that smoothly, you need the right tools. This article will walk you through everything you need to make virtual co-hosting a success.

Let’s talk about the tools you absolutely can’t do without.

How to Start Strong with co hosting on airbnb

Before we dive into the tools, it’s important to understand that co-hosting on Airbnb is about building trust and offering consistent, professional help to property owners. Whether you’re working with one listing or ten, your main goal is to create a seamless experience for guests and hosts alike.

To do that, you’ll need tools that help you:

• Communicate fast
• Automate daily tasks
• Track performance
• Keep everything organized

You don’t need to be a tech expert. You just need to know which tools are most helpful and easy to use.

Messaging and Guest Communication Tools

1. Hospitable (formerly Smartbnb)

Hospitable is one of the best messaging tools out there. It automatically replies to guest messages, sends check-in info, and follows up after check-out. It saves you hours of writing the same replies again and again.

2. Airbnb’s Built-In Messaging

Don’t underestimate Airbnb’s own messaging platform. It’s simple but works well. You can schedule messages like welcome notes or reminders, and it keeps all conversations in one place.

3. WhatsApp or Telegram

Some guests prefer to chat outside Airbnb. These messaging apps are useful for sharing location pins, quick updates, or handling urgent requests.

Tip: Keep responses fast and friendly. Guests feel more taken care of when replies come in minutes, not hours.

Calendar and Booking Management

4. iGMS

iGMS lets you manage bookings across multiple platforms like Airbnb, Vrbo, and Booking.com. It updates your calendar in real-time, avoiding double bookings and mix-ups.

5. Google Calendar

If you’re just starting out, syncing your Airbnb bookings with Google Calendar helps you stay on top of your schedule. You can color-code tasks like cleaning or guest check-ins to stay organized.

6. OwnerRez

This one is ideal for managing multiple listings or working with several hosts. It gives you full control of calendars, channel syncing, and even payment processing.

Cleaning and Turnover Management

7. TurnoverBnB

TurnoverBnB connects directly to your booking calendar and automatically schedules cleanings. It also lets you hire and manage cleaners, set deadlines, and track progress through photos and checklists.

8. Properly

This app lets you create cleaning checklists using real photos from the property. Cleaners know exactly how everything should look before guests arrive.

9. Breezeway

Breezeway is great if you need a little more than just cleaning. It helps with inspections, property maintenance, and task assignments, all in one app.

Pro Tip: Clear communication with cleaners avoids last-minute surprises and keeps reviews high.

Pricing and Revenue Tools

10. PriceLabs

PriceLabs automatically adjusts your nightly rates based on demand, season, and local events. It helps maximize income without constant manual changes.

11. Wheelhouse

Similar to PriceLabs, Wheelhouse offers smart pricing strategies, analytics, and custom rules. It’s great for analyzing performance and fine-tuning your pricing over time.

Keep in mind: Dynamic pricing tools help you earn more, especially in high-demand seasons or weekends.

Also Check: List Stacking – Smartest Real Estate Strategy for Better Conversions

Guest Experience & Reviews

12. Touch Stay

This digital guidebook platform lets you create customized guides for each property. Guests get info on check-in, local tips, Wi-Fi passwords, and more—all in one shareable link.

13. Guesty for Hosts

This mobile app version of Guesty helps you manage reviews, respond to messages, and send scheduled messages. It’s a great option if you want something mobile-friendly and easy to manage on the go.

Happy guests = great reviews. These tools make sure guests feel welcome, informed, and well cared for.

Team Collaboration and Task Management

14. Slack or Microsoft Teams

If you have a small team or work with multiple property owners, you’ll need a way to stay in touch. Slack or Teams let you create channels for each property, chat with cleaners, and share files.

15. Trello or Asana

These are free task boards where you can assign jobs, set deadlines, and track progress. Use it to manage repair issues, guest complaints, or upcoming turnovers.

16. Notion

Notion combines docs, tasks, and wikis in one place. You can create a shared workspace to store key info for each listing, like entry codes, host preferences, and contacts.

Financial Tracking and Invoicing

17. QuickBooks Self-Employed

This app makes it easy to track your income, expenses, and taxes. You can connect your bank account, categorize expenses, and send invoices—all from your phone.

18. Wave

Wave is a free accounting tool perfect for beginners. It helps with invoicing, receipt tracking, and managing payments from property owners.

19. PayPal or Wise

These platforms make it easy to receive international payments or split earnings with co-host partners. Both are widely trusted and user-friendly.

File Sharing and Password Management

20. Google Drive or Dropbox

You’ll need a secure place to store and share photos, invoices, contracts, and guidebooks. Both platforms offer easy sharing and file backups.

21. LastPass

Handling different Airbnb accounts or cleaner logins? LastPass helps store and share passwords safely so you’re not sending sensitive info over text or email.

Bonus Tips to Stay Ahead

• Automate as much as you can. The more tasks you can set and forget, the more listings you can handle.

• Stay mobile. Use apps that work well on your phone so you’re never tied to a desk.

• Keep learning. Platforms like Airbnb update their features often. Staying informed helps you stay competitive.

• Communication is key. Whether it’s a guest or a host, fast and clear replies build trust and loyalty.

Final Thoughts

Being a virtual co-host is an excellent way to work remotely while earning income by supporting short-term rental owners. However, managing everything efficiently requires the right tools. At Staybnb, we utilize advanced solutions for messaging, calendar syncing, pricing, and cleaning management handling the heavy lifting so you can focus on delivering an exceptional guest experience.

Whether you’re just getting started or scaling your business, try out the tools listed here to make your work smoother, faster, and more professional. Test a few, see what fits your style, and grow from there.