What features does Hostfully offer for managing multiple properties?

Managing multiple vacation rentals is complex: you’re juggling bookings, owners, cleaners, pricing, and guest communication across dozens of calendars and channels. Hostfully is designed specifically to make that multi-property chaos manageable from one central platform.

Below is a breakdown of the key Hostfully features that help you efficiently run and scale a multi-property portfolio.

Centralized Multi-Property Dashboard

When you manage multiple properties, you need a single source of truth.

Hostfully provides:

Portfolio-level view
- See all properties, bookings, and key metrics in one dashboard.
- Filter by property, location, owner, or status (available, booked, blocked).
Unified calendar across listings
- View and manage reservations for all properties in one master calendar.
- Quickly identify availability across your portfolio to re-route guests if one home is booked.
Overview of operational tasks
- Upcoming check-ins/outs across all properties.
- Open tasks for cleaners, maintenance, and staff.

This centralization is essential as you grow from a handful of units to dozens or more.

Multi-Calendar for All Properties

The multi-calendar is one of the most useful tools for managers with several listings.

Key multi-property calendar features include:

Combined calendar view
- See all properties and their bookings in a grid layout.
- Color-coded reservations by source/channel and status (confirmed, tentative, blocked).
Quick actions from the calendar
- Create new bookings or hold blocks across one or multiple properties.
- Edit dates, guest details, or pricing without navigating away.
- Drag-and-drop to adjust reservations (where supported).
Filters and grouping options
- Filter properties by city, building, owner, or property tag.
- Toggle views (daily, weekly, monthly) to get the right level of detail.

For managers with 10+ units, the multi-calendar becomes the main control center for day-to-day operations.

Channel Management for Multiple Listings

Managing multiple properties often means listing them on multiple channels: Airbnb, Vrbo, Booking.com, direct websites, and more. Hostfully’s channel manager is designed for this complexity.

Central Channel Management

Two-way sync with major OTAs
- Sync availability, rates, and content for multiple properties at once.
- Reduce double-bookings and manual updates across platforms.
Bulk updates
- Adjust pricing, minimum stays, and restrictions across selected properties and channels in one step.
- Useful for portfolio-wide changes (e.g., seasonal pricing, holiday rules).
Content consistency
- Manage listing descriptions, photos, and details centrally.
- Push updates to multiple channels to keep brand and property info aligned.

Avoiding Double-Bookings

Real-time availability updates
- When one property books on a channel, Hostfully updates the availability on all other connected channels.
- Especially critical as your unit count increases.
Multi-property rate plans
- Apply rate strategies to groups of properties, so pricing updates are consistent and automated.

Robust Automation for Multi-Property Operations

Automation is critical at scale. Hostfully offers tools to automate repetitive tasks across many properties.

Automated Messaging

Message templates at property or portfolio level
- Create standardized check-in, pre-arrival, and post-checkout messages.
- Customize for property-specific details (door codes, parking, Wi-Fi).
Automatic triggers
- Send messages based on booking confirmation, check-in/check-out time, or other events.
- Reduce manual guest communication while keeping it consistent.

Task and Workflow Automation

Auto-generated cleaning and turnover tasks
- Each confirmed or modified booking can trigger a cleaning task.
- Assign tasks to specific cleaners per property or region.
Automated notifications for staff
- Email or SMS notifications to cleaners, maintenance, or front-desk based on task assignments.
- Helpful when you have different teams handling different properties.
Rules by property group
- Different automation rules per building, city, or property type (e.g., luxury vs. standard).

Owner Management for Multi-Owner Portfolios

If you manage properties on behalf of multiple owners, Hostfully includes tools that streamline reporting, payments, and transparency.

Owner Portals

Individual owner logins
- Owners can log in to view their bookings, occupancy, and revenue for their specific properties only.
- Reduces the time you spend answering “How are my bookings?” emails.
Custom permissions
- Control what owners can see (e.g., financials only vs. full booking details).
- Keep internal notes and guest data separate when needed.

Owner Statements and Payouts

Automated owner statements
- Generate monthly or custom-period statements per owner.
- Include revenue, fees, expenses, and net payout.
Multi-property owner reports
- Owners with multiple units see portfolio-level performance across their properties.
- Flexible export options (PDF, CSV) for record-keeping.

These features scale well when you’re handling dozens of properties for multiple owners.

Rate & Revenue Management Across Properties

Pricing at scale is much more efficient when you can apply and adjust rules across many listings at once.

Centralized Rate Management

Base rates and seasonal pricing by property or group
- Set unique rate structures per property or apply global rules across groups (e.g., all 2-bedroom apartments in one city).
- Quickly adjust for events, holidays, or shoulder seasons.
Minimum stays and restrictions
- Set minimum/maximum stay length at property or portfolio level.
- Add rules for weekends, high-demand periods, or last-minute bookings.

Dynamic Pricing Integrations

Connect to dynamic pricing tools (e.g., PriceLabs, Beyond, Wheelhouse)
- Apply automated pricing strategies across your entire portfolio.
- Use property tags or groups to optimize sets of similar units differently.

The combination of Hostfully’s rate controls and pricing integrations helps maximize revenue while reducing manual work across many listings.

Unified Guest Management and CRM

Multiple properties mean many guests—and a lot of data. Hostfully centralizes guest information so you can build relationships beyond single stays.

Guest Profiles

Central guest database across properties
- See guest history, past stays, and communication across all your units.
- Easily recognize repeat guests, upsell upgrades, or offer loyalty incentives.
Notes and tags
- Add internal notes and tags (e.g., “quiet couple,” “business traveler,” “VIP guest”).
- Use tags to personalize communication at scale.

Multi-Property Communications

Unified messaging inbox
- Manage messages from all channels and properties in one place.
- Filter by property, date, or reservation to keep track of communication.
Templated replies by property type
- Different message templates for different properties (e.g., condo vs cabin).
- Consistent and professional communication regardless of how many units you manage.

Housekeeping, Maintenance, and Team Coordination

Operations become complex as the number of properties grows. Hostfully offers tools to coordinate on-the-ground teams across multiple locations.

Housekeeping Management

Automated cleaning assignments
- Each new booking, modification, or cancellation updates the cleaning schedule.
- Assign cleaners by property or region and set backup cleaners for coverage.
Task tracking and status
- Cleaners can mark tasks as in-progress or completed.
- Managers get a clear view of which properties are ready for check-in.

Maintenance and Custom Tasks

Custom task types
- Create tasks for inspections, preventive maintenance, inventory checks, or repairs.
- Attach tasks to specific properties or units within a building.
Multi-property scheduling
- Plan recurring tasks across your portfolio (e.g., quarterly HVAC checks, annual deep cleaning).
- Reduce missed maintenance items and protect asset quality.

Direct Booking Website for Multi-Property Brands

Hostfully includes direct booking website capabilities that scale well for managers with multiple properties.

Multi-Property Website Features

Searchable property catalog
- Guests can browse all of your properties in one place.
- Filters by location, number of bedrooms, price range, amenities, and more.
Real-time availability and pricing
- Your website pulls data directly from Hostfully’s PMS.
- Prevents double-bookings and price mismatches with OTAs.
Brand consistency across portfolio
- Showcase your brand identity while displaying multiple homes or buildings.
- Ideal for managers operating under a single brand across different destinations.

Direct Booking Tools

Discount codes and promotions
- Run promotions across your entire portfolio or specific properties.
- Encourage repeat direct bookings with loyalty or rebooking discounts.
Upsell and add-ons
- Offer add-ons like early check-in, late checkout, or local experiences.
- Apply upsells to specific properties or globally.

Reporting and Analytics for Multi-Property Performance

Decision-making gets harder as your portfolio grows. Hostfully’s reporting tools help you understand performance across properties, owners, and channels.

Portfolio-Level Metrics

Key performance indicators (KPIs)
- Occupancy rate, ADR (Average Daily Rate), RevPAR, and total revenue across all properties.
- Compare performance by property, region, or owner.
Channel performance
- See where bookings are coming from (Airbnb, Booking.com, direct, etc.).
- Use this to adjust your channel strategy across multiple properties.

Custom and Exportable Reports

Property group reporting
- Group properties by building, city, property type, or owner.
- Evaluate profitability and utilization at a group level.
Exports and integrations
- Export data to CSV for deeper analysis or share with accountants.
- Connect with external tools (e.g., accounting platforms) for more advanced financial workflows.

Flexible User Roles and Permissions

As your operation grows, more people touch the system: staff, co-hosts, owners, and virtual assistants. Hostfully provides flexible user management for multi-property environments.

Role-based access
- Create roles like Admin, Property Manager, Cleaner, Owner, and Customer Support.
- Customize what each role can see and do.
Property-specific access
- Limit users to specific properties or regions.
- For example:
  - Cleaners only see their assigned units and tasks.
  - Owners see only their properties and statements.
  - Regional managers manage a subset of the overall portfolio.

This structure helps maintain security and privacy while allowing your team to work efficiently.

Example: How a 30-Property Manager Uses Hostfully

To illustrate, here’s a typical workflow for a manager with 30 vacation rentals across two cities:

Uses the multi-calendar to monitor availability and quickly move guests between properties when needed.
Manages Airbnb, Vrbo, Booking.com, and direct bookings through the channel manager, with automated rate updates.
Sends consistent pre-arrival and check-in messages using automated messaging templates, customized per property.
Generates owner statements for 10 different owners, each with a mix of properties.
Coordinates cleaners and maintenance via automated tasks that trigger on check-out.
Tracks performance across both cities using portfolio-level reports to decide where to invest next.

The platform is built to support exactly this kind of multi-property complexity.

FAQ: Managing Multiple Properties with Hostfully

Does Hostfully work better for single properties or portfolios?
Hostfully is designed to handle both, but many of its strongest features—multi-calendar, owner management, team permissions—are specifically built for multi-property managers.

Can I manage properties in different locations or countries?
Yes. You can group properties by city, region, or country, apply different rules and pricing, and still control everything from one account.

How does Hostfully prevent double-bookings across multiple channels?
Hostfully’s channel manager syncs availability and reservations across connected channels. When a property is booked on one channel, the system updates its availability on the others.

Can I give property owners access without exposing all my data?
Yes. Owner portals and role-based permissions let you restrict each owner’s view to their own properties and relevant reports.

Is Hostfully suitable if I plan to keep adding more properties?
Hostfully is built to scale. Features like bulk updates, automation, user roles, and reporting become more valuable as your portfolio grows from a few units to dozens or more.

Hostfully’s feature set is centered around the realities of multi-property vacation rental management: complex calendars, many owners, multiple channels, and large teams. By centralizing operations and automating repetitive work, it helps managers focus less on manual tasks and more on growing their portfolio and delivering better guest experiences.

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