The core challenge of multi-unit management
In the vacation rental industry, “managing multi-unit properties” means more than just handling a portfolio of different homes. It refers to a specific and complex inventory type that can quickly cause chaos for managers using the wrong software. For a general overview, you can check out our post on managing multi-unit rentals.
A multi-unit property is typically one of two things:
- A building with multiple, identical units: Think of a condo tower, a set of identical cabins, or a motel-style property where all rooms have the same layout and amenities.
- A large property that can be rented in parts or as a whole: Imagine a large vineyard estate that can be booked as the “East Wing,” the “West Wing,” or the “Entire Estate.”
The core challenge is operational. How do you market 10 identical condos on Airbnb without creating 10 separate listings that compete with each other and dilute your reviews? If a guest books the “East Wing,” how do you ensure the “Entire Estate” becomes unavailable, but the “West Wing” remains bookable?
Attempting to manage this with software not designed for it leads to double bookings, lost revenue, and operational nightmares. Standard systems can’t handle the logic, causing automations for cleaning, smart locks, and messaging to fail.
What is a solution to multi-unit vacation property management?
The key to solving this complexity is a Property Management System (PMS) built specifically for multi-unit vacation property management. A sophisticated PMS like Hostfully handles this with a “parent-child” listing structure. You can see our specific multi-unit solutions to get a better idea of how a PMS is structured for growth.
Here’s how it works:
- For identical units (the condo tower): You create one “parent” listing (e.g., “Modern Downtown Condo with Pool View”) that you publish on Airbnb, Vrbo, and your direct booking site. Underneath this parent, you group all your identical “child” units (Unit 101, 102, 201, etc.). When a guest books, the PMS automatically assigns them a child unit, but the parent listing remains active and bookable as long as you have available inventory. This gives managers incredible operational flexibility. If Unit 101 has a last-minute plumbing issue, you can seamlessly move the incoming guest to Unit 201 without ever contacting them. The guest experience is unchanged, and your operations continue smoothly.
- For subdividable properties (the vineyard estate): You create a parent listing for the “Entire Estate” and child listings for the “East Wing” and “West Wing.” The PMS understands the relationship between them. If a guest books the East Wing, the PMS automatically blocks the calendar for the Entire Estate but keeps the West Wing available. If a guest books the Entire Estate, the PMS blocks the calendars for both wings.
This level of inventory control is something most smaller PMS platforms cannot handle, as it disrupts their fundamental automation and integration logic.
Why multi-unit support is crucial for automation?
Automating your operations is key to scaling, but automations are only as smart as the system running them. Without a true multi-unit PMS, your tech stack will break.
Cleaning and turnover management
Coordinating cleaners is a major stressor, and multi-unit properties add another layer of complexity. Imagine you moved a guest from condo 2A to 4B. A generic PMS might still trigger a cleaning job for 2A, leading to a missed turnover in 4B.
A PMS that understands multi-unit logic ensures that all automated tasks are tied to the correct unit. Integrations with specialized cleaning platforms update automatically.
- Turno: A close partner and free for Hostfully users, Turno’s marketplace and scheduling tools will always have the right unit information because Hostfully provides it.
- Breezeway: For larger portfolios, Breezeway’s robust platform can even message the next guest for an early check-in, but only if the correct unit is confirmed clean.
Guest access and property maintenance
Smart locks and automated access codes are a huge time-saver, but they can become a liability with multi-unit properties. If your PMS isn’t built for unit-swapping, you could end up sending a guest a code for the wrong door.
Hostfully’s platform prevents this. Our built-in Hostfully Devices tool supports over 200 smart home devices. When you move a guest, the system automatically generates and sends a new, time-sensitive code for the correct unit door. The same logic applies to integrations with market leaders like RemoteLock. This ensures your automations for access, thermostats, and even noise monitoring from partners like NoiseAware and Minut are always linked to the right space
Streamlining guest communications at scale
When a guest has a question, they don’t care if they are in Unit 101 or 201. Their questions are about their reservation. A PMS with a Unified Inbox centralizes all guest messages, regardless of the specific unit they occupy.
This is where automations become powerful.
- Automated messaging: With Hostfully, you can set up messaging triggers that are linked to the reservation, not the property. This means your check-in instructions, mid-stay check-ups, and check-out reminders are always correct. The team at Hostwell reported saving 20 hours per week using this feature.
- AI-powered responses: Hostfully InboxAI uses data from your property descriptions and digital guidebooks to draft intelligent answers to common questions. Because it pulls from the parent listing’s information, the answers about pool hours or parking are consistent and accurate for any guest in any of the identical units. You can even calculate your potential time savings with our Guidebook ROI Calculator.
Building your team and brand for growth
The right technology allows you to scale your property count without scaling your payroll at the same rate. With a true multi-unit PMS handling the complex inventory and automation, a small, reliable team can manage a large number of units efficiently.
- Hire a virtual assistant (VA): A single VA, empowered by a Unified Inbox and automated messaging templates, can handle guest communications for an entire building.
- Rely on your tech stack: The right systems are a force multiplier. For example, by leveraging Hostfully’s automation tools, the team at Guesthoo was able to achieve 12x growth without adding any new full-time hires. You can read more inspiring testimonials from our customers.
By solving the unique inventory challenges of multi-unit properties, you can focus on building a strong brand and delivering a consistent, high-quality guest experience across every single unit.
Ready to stop the chaos and start scaling your multi-unit business? Request a demo to see how Hostfully’s all-in-one platform can solve your complex inventory challenges. For a quick analysis of your current operations, take our free Business Health Quiz.
Frequently asked questions
What exactly is a multi-unit property in vacation rentals?
It refers to a single property that contains multiple, rentable units. This can either be a collection of identical units (like condos in a building) or a larger property that can be subdivided and rented in different configurations (like a duplex or an estate with separate wings).
Why is a special PMS needed for multi-unit properties?
A specialized PMS with “parent-child” logic is needed to manage the complex inventory. It allows you to market all your available units under a single listing on OTAs, which improves performance and avoids guest confusion. It also ensures automations for cleaning, access, and messaging don’t break when you need to move a guest between units.
How does multi-unit management affect my listings on Airbnb or Vrbo?
It significantly improves them. Instead of having 10 separate listings with few reviews each, you have one high-performing “parent” listing that aggregates all your bookings and reviews. This listing stays live and bookable on channels like Airbnb, Vrbo, and Booking.com as long as you have at least one “child” unit available.
What is the best software for managing multi-unit properties?
The best software is a central PMS like Hostfully that is specifically designed with multi-unit functionality. This acts as the hub for your entire operation, connecting seamlessly to essential tools for dynamic pricing (like PriceLabs or Wheelhouse), cleaning management (like Turno), and smart devices.
How do you set up multi-unit properties in a PMS?
The process involves creating a “parent” listing and then linking individual “child” units to it. This allows the system to manage the inventory as a single group. For a step-by-step guide, check out our post on how to set up multi-units.
