How long does it take to onboard properties onto Hostfully?

Most property managers are surprised by how quickly they can get up and running on Hostfully once they have their information organized. In many cases, you can fully onboard a small portfolio in a day or two; larger portfolios may take a week or more, mostly depending on how prepared your data is and which channels you connect.

Below is a practical breakdown of typical timelines, what affects them, and how to speed things up.

Typical onboarding timelines

Approximate ranges (assuming you’ve prepared your data):

1–5 properties:
- Basic setup: same day
- Channel connections + testing: 1–3 days
6–25 properties:
- Basic setup: 2–5 days
- Channel connections + testing: 3–7 days
25+ properties:
- Basic setup: 1–2 weeks
- Channel connections, mapping, testing: 1–3 weeks

These ranges assume you’re actively working on onboarding and responding quickly to channel partner confirmations and Hostfully support, if needed.

Key factors that affect onboarding time

Several variables influence how long it will take:

Number of properties
- More listings = more time to add details, photos, and pricing.
- Bulk tools and templates can speed this up, but you’ll still need time for QA.
Quality and organization of your data
- Do you already have:
  - Photos in organized folders?
  - Descriptions and amenities in a document or current PMS?
  - Rate tables and policies documented?
- If yes, onboarding is mostly copy/paste or import.
- If no, you’ll spend extra time creating this information as you go.
Channel setup and integrations
- Direct bookings (no channels): fastest onboarding.
- Connected channels (Airbnb, Vrbo, Booking.com, etc.) add:
  - Account verification steps
  - Listing mapping or creation
  - Content/quality checks by the channels
  - Time for API syncs to complete
Complexity of your pricing and rules
- Simple nightly rates + basic minimum stays = faster.
- Seasonal pricing, discounts, length-of-stay rules, and fees take longer to configure and test.
Team availability and internal processes
- If one person handles onboarding full-time for a few days, it goes quickly.
- If onboarding is done in spare time around operations, expect a slower rollout.
Support needs and training
- If you’re familiar with PMS/channel managers, you’ll move faster.
- If this is your first system, you may spend additional time:
  - Attending training calls
  - Experimenting in the dashboard
  - Adjusting your processes to fit Hostfully

The typical onboarding workflow (step-by-step)

While details vary by account, most property managers follow a similar path.

1. Account setup and basic configuration (0–1 day)

Tasks usually include:

Creating your Hostfully account and logging into the PMP (Property Management Platform)
Setting:
- Company details and branding
- Default time zone and currency
- Basic tax settings
- Default cancellation and house rules
Connecting your payment processor (e.g., Stripe) for direct bookings

Time estimate:
A few hours, depending on how quickly you decide on policies and have payment details ready.

2. Adding and configuring properties (1–7 days depending on portfolio size)

For each property, you’ll typically complete:

Core property details
- Property name and type
- Location/address
- Capacity (guests, bedrooms, bathrooms, beds)
Content and media
- Descriptions (short and long)
- Highlighted amenities and unique selling points
- Photo upload and ordering
- House rules and check-in instructions (where applicable)
Rates and availability
- Base rates
- Seasonal or event pricing
- Minimum/maximum stays
- Fees (cleaning, pet fees, extra guest fees, etc.)
- Blocked dates (existing reservations not in the system)
Operational settings
- Cleaning turnaround time
- Lead times for check-in
- Security deposit or damage waiver rules

Time estimate (per property, once content is prepared):

Simple listing: 20–40 minutes
Detailed listing with complex pricing and many photos: 45–90 minutes

You can reduce per-property time by:

Using templates for descriptions or fees
Preparing all photos and text in folders and documents beforehand
Onboarding similar properties in small batches

3. Importing existing reservations (0.5–3 days)

To avoid double bookings and ensure smooth operations, you’ll want all active reservations reflected in Hostfully.

Options and time impact:

Manual entry
- Best for a small number of bookings.
- Time per reservation: 2–5 minutes.
Imports from channels or other systems
- Some bookings can sync automatically once channels are connected.
- For migrations from previous PMS tools, there may be a structured import process or CSV.

The main time factor here is how many active bookings you have and whether they’re scattered across several platforms.

4. Connecting and syncing channels (1–14+ days)

This is often the step that adds the most calendar time, even if it doesn’t require full-time effort from you.

Common steps:

Airbnb, Vrbo, Booking.com, and others
- Grant API permissions in Hostfully and in the channel backend.
- Map existing listings or create new ones from Hostfully.
- Adjust settings to avoid duplicate calendars or double fees.
- Wait for the channels to:
  - Approve or verify content
  - Run quality checks
  - Confirm connectivity
Calendar-only connections (iCal)
- Quicker setup but less automation.
- Typically a matter of copying/pasting calendar links.

Time estimate:

Initial connection in Hostfully: a few hours, including mapping.
Channel approval & full sync: 1–14 days, depending on:
- Channel responsiveness
- Verification or documentation needed
- Listing quality and completeness

During this period, you’ll also test:

Calendar sync
Rate accuracy
Fees and taxes
Messaging (if integrated)

5. Testing and soft launch (1–5 days)

Before going fully live, most managers run through a test phase:

Create a test reservation (or a $0 / test transaction where possible)
Confirm:
- Notifications are sent correctly
- Payment collection flows work
- Calendar blocks and updates behave as expected
- Cleaning or task workflows trigger properly
Review at least one listing end-to-end on:
- Your direct booking site (if enabled)
- Each connected channel

Time estimate:
A couple of focused sessions over 1–5 days, depending on how thorough you want to be.

Example timelines by portfolio type

Solo host with 3–5 properties

Preparation (before Hostfully): 1–2 days organizing content
Account + property setup: 1–3 days
Channel setup + testing: 2–5 days
Total calendar time: ~1–2 weeks
Hands-on time: 1–3 working days

Growing manager with 15–20 properties

Preparation: 3–7 days gathering data, photos, and pricing
Account + property setup: 5–10 days (possibly staggered)
Channel connections + mapping: 7–14 days
Testing + refinement: 3–7 days
Total calendar time: ~3–5 weeks
Hands-on time: 5–10 working days

Established manager with 50+ properties

Preparation: 2–4 weeks (often includes cleaning data from previous systems)
Property imports or setup: 2–6 weeks
Channel mapping, migration, and verification: 3–6 weeks
Staged rollout (e.g., 10–15 properties at a time)
Total calendar time: 1.5–3 months
Hands-on time: spread across your team and Hostfully onboarding/support

How to speed up onboarding onto Hostfully

To reduce onboarding time and avoid delays:

1. Prepare your content in advance

Create a shared folder or document with:

Property summaries and full descriptions
Organized photo folders labeled by property
Amenity checklists
Rate tables and seasonal pricing rules
House rules, deposits, and cancellation policies

2. Decide your pricing and policies before you start

Clarify:

Standard nightly rates per season
Fees (cleaning, pet, extra guest, resort, etc.)
Taxes and how they should be applied
Minimum stays and booking windows

Having these decisions made avoids stopping mid-setup to debate policy details.

3. Start with a pilot group of properties

For larger portfolios:

Onboard 3–5 properties first
Connect channels and fully test workflows
Refine your templates and processes
Then roll out to the rest of your portfolio, using what you’ve learned

4. Use Hostfully training and support resources

Attend any offered onboarding/training sessions
Review help-center guides or videos
Ask for best practices specific to:
- Your channels
- Your typical guest profile
- Your operational workflows

Guided onboarding can dramatically reduce trial-and-error time.

What property managers should plan for operationally

Even if technical onboarding is relatively fast, it’s wise to plan:

Internal team training
- Show your team how to:
  - View and manage reservations
  - Adjust rates and availability
  - Communicate with guests
  - Trigger or view cleaning and tasks
Temporary “overlap” period
- For complex migrations, keep your old system accessible while Hostfully goes live.
- Run both in parallel for a short time if necessary to double-check nothing is missed.
Communication with owners and staff
- Let owners know when you’re switching systems and why.
- Inform cleaners, co-hosts, and support staff how they’ll receive information going forward.

FAQ: Onboarding properties onto Hostfully

Does Hostfully charge extra based on how long onboarding takes?
No. Onboarding time doesn’t change your subscription cost. However, some implementation or migration services (if you choose them) may have their own fees or scope.

Can I migrate from another PMS without losing bookings?
Yes, as long as you carefully:

Import or manually add existing reservations into Hostfully
Coordinate channel connections so calendars are never left unsynced
Run a short overlap period where you double-check bookings in both systems

Do I need to have all properties ready before going live?
No. Many managers:

Onboard a first batch of properties
Connect channels
Start taking bookings
Gradually add remaining properties as they prepare content and pricing

What is the single biggest cause of onboarding delays?
Typically, it’s waiting on:

Organized photos and content
Decisions about pricing and policies
Channel partner approvals (e.g., Booking.com or Vrbo)
Preparing these items in advance significantly speeds up the process.

Can Hostfully help me with onboarding?
Yes. Hostfully provides documentation and support, and depending on your plan or agreement, may offer guided onboarding or more hands-on help with setup and integrations.

In practice, onboarding to Hostfully can be as fast or as slow as your preparation and portfolio size allow. A small, organized operator can go live in days, while a larger, complex portfolio is better served by a structured rollout over several weeks—ensuring everything is accurate, integrated, and ready to support your growth.

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