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Airbnb Automation 101: How to Run Your Airbnb on Autopilot

January 20, 2025

Airbnb Automation 101: How to Run Your Airbnb on Autopilot

Running an Airbnb business is hard work, but it shouldn't burn you out. Are your days overloaded with guest messages, scheduling tasks, and managing bookings? Then you’re working too hard.

Automation is the #1 Airbnb cheat code. It saves you time and money and lowers your stress levels. All this while improving your guest experience and helping you grow your portfolio. And it’s not only for Airbnb experts with 20 listings. You can start automating today with this simple step-by-step guide. Let’s go!

What is Airbnb Automation?

On the Robuilt YouTube channel, I teach people how to build a dream team to run their Airbnbs like a pro. Airbnb automation is exactly that, except you’re delegating to apps and smart devices.

Automation tools can handle everything: guest messages, booking calendars, you name it. Now you can focus on creating memorable stays and hunting for your next investment.

Why You Need to Automate Your Airbnb

Save Time - Time is money. Automation tackles the admin and repetitive tasks so you can focus on scaling.
Boost Revenue - Dynamic pricing and upselling can lead to more profit with less effort. Running your Airbnb on autopilot also helps you avoid costly mistakes.
Improve Guest Experiences - Guests love instant responses and smooth check-ins.
Scale Faster - Less admin work gives you more time to grow your portfolio.
Less Stress - Say goodbye to burnout. Work-life balance, is that you?
Freedom and Flexibility - Automation lets you manage your business from anywhere. Like a beach in Costa Rica.
Data-Driven Decisions - Automation tools collect data that will help you improve your business.

Ready to put your Airbnb on autopilot? Here’s how to get started.

The Ultimate Step-by-Step Guide to Airbnb Automation

Step 1: Automate Guest Messaging

Airbnb messages are a huge time thief. The worst part is, you’re probably sending the same messages over and over.

Speed things up and automate:

Booking confirmations
Check-in instructions
Friendly follow-ups
Checkout reminders and instructions

You know your guests better than anyone. Automate messages with answers to any questions you know they like to ask. Good hosts address needs as they come. Superhosts anticipate needs.

How to Automate it:

Use Airbnb’s automated messaging tools to pre-write your messages.
You can also use a PMS (like Guesty or Hospitable) to schedule messages.

PRO TIP: Automated messages don’t have to sound robotic. Keep it personal. Add the guest’s name and spice it up with your unique personality and style.

Step 2: Streamline Check-Ins

gold Apple iPhone smartphone held at the door

Let’s be real, guests LOVE self-check-ins. You don’t have to coordinate arrival times, and guests enjoy longer check-in windows.

How to Automate It:

Install smart locks or lockboxes for keyless entry.
Use tools like RemoteLock to update access codes for each guest.
Send automated check-in instructions.

PRO TIP: Throw in some troubleshooting tips or a video in case guests face issues with the lock.

Step 3: Use Dynamic Pricing Tools

Dynamic pricing tools are magic for your Airbnb revenue. They use market data to tweak your nightly rates based on demand, local events, and the season. This is how you maximize your revenue in your sleep.

How to Automate It:

Use Airbnb’s Smart Pricing or a third-party tool like PriceLabs.
Let the tools crunch the data and set your base rate.
Always check your rates and tweak prices as you get closer to an unbooked date.

PRO TIP: Pair dynamic pricing with minimum-night limits during peak seasons for an extra profit boost.

Step 4: Send Automatic Review Reminders

Reviews are the lifeblood of your Airbnb business. But life gets in the way and guests forget about the incredible experience they had at your rental.

Using automated review reminders will double your reviews.

How to Automate It:

Automate a friendly reminder asking for a review a day or two after checkout.
Add a thank you message to leave them with good vibes.
Leave a glowing review for your guests first so they don’t leave you hanging.

PRO TIP: Be specific. Don’t ask for a review, ask for a 5-star review.

Step 5: Streamline Cleaner Schedules and Tasks

Missed turnovers guarantee bad reviews. Automation keeps your cleaning crew in sync with your bookings.

With the right tools, you can schedule cleans, track progress and sync up cleaner calendars for every booking.

How to Automate it:

Use tools like Turno to sync booking calendars with your cleaners.
Turn on notifications for checkouts and new bookings.
Add a custom cleaning to-do list or special instructions.

PRO TIP: Have a few backup cleaners on standby for emergencies.

Step 6: Manage it all with a Property Management System (PMS)

Automation isn’t possible without a reliable Property Management System (PMS). A PMS ties all your automation efforts together. It’s like a command center for bookings, messaging, pricing, and more.

Try out a few options to see which tool offers the best features based on your needs and the size of your portfolio.

How to Automate It:

Test out PMS options, I use Guesty. Other options include Hospitable, Lodgify, and Hostaway.
Start slow with basic features like pricing, bookings, and messaging.
Once you’re ready, explore advanced tools like financial reporting.

PRO TIP: If you get stuck, reach out to fellow hosts in the Host Camp community for guidance.

Step 7: Automate Upsells and Extra Services

Hotels have Airbnbs beat in upselling. With automation, you can catch up to the competition.

Upselling is offering your guests add-on services or products. Think airport transfers, spa packages, or grocery delivery. Upsells don’t just top up your revenue, they take your guest experience to the next level.

How to Automate it:

Use a platform like YourWelcome to offer extra services.
Use a PMS to track your orders.
Optional: Build an online storefront.
Send automated messages with offers and links before or after check-in.

PRO TIP: Upsells shouldn’t be an afterthought. Tailor services and products to your unique clients and location.

Step 8: Innovate with Smart Tech

turned-on charcoal Google Home Mini and smartphone

You might not be a fan of smart home devices at home, but you need them in your rental. Smart devices make managing your Airbnb from anywhere a breeze.

How to Automate It:

Use smart locks for keyless entry.
Install noise-monitoring devices to prevent loud parties and keep your neighbours happy.
Control temperatures with smart thermostats.
Switch to security cameras you can control remotely.

PRO TIP: If you want to automate like the pros, connect your smart devices to your PMS for easy control.

Step 9: Relax (Finally!)

You did it! You put in the hard work to automate your Airbnb.

Take a breath and enjoy the fruit of your labour. Relax those shoulders, unclench that jaw. Your guests love the upgrades, your calendar is fully booked, and your sanity is returning.

This is a good time to rate your automation strategy. Which tools are saving you time and increasing bookings? Which ones need tweaking? Which tools are costing you money but adding no real value?

Double down on what works and ditch what doesn’t.