How to Handle Multiple Properties on Online Travel Agency Websites: A Comprehensive Guide

Managing multiple properties on Online Travel Agency (OTA) websites can be a challenging task, especially for experienced investors in the serviced accommodation sector. With the right strategies and tools, however, you can streamline your operations, save time, and maximise your revenue. This comprehensive guide will walk you through the best practices for handling multiple properties on OTAs, covering everything from linking calendars to using dynamic pricing tools and hiring virtual assistants.

The Importance of Efficient Property Management on OTAs

Efficient management of multiple properties on OTAs is crucial for maximising occupancy rates and revenue. A disorganised approach can lead to double bookings, inconsistent pricing, and poor guest experiences. By leveraging technology and adopting best practices, you can ensure your properties are well-managed and appealing to potential guests.

Linking Calendars on OTAs Using the “iCal” Calendar Link

One of the first steps in managing multiple properties is ensuring your calendars are synchronised across all platforms. The iCal calendar link is a powerful tool for this purpose.

Benefits of iCal Integration

1. 1. Avoid Double Bookings: By syncing calendars across OTAs, you can prevent double bookings, which can harm your reputation and lead to cancellations.

1. 1. Real-Time Updates: iCal integration ensures real-time updates of your availability, so guests can always see the most accurate information.

1. 1. Ease of Management: Managing multiple calendars manually is time-consuming and prone to errors. iCal streamlines this process, saving you time and hassle.

How to Set Up iCal Integration

1. 1. Generate iCal Links: Most OTAs, including Airbnb and Booking.com, allow you to generate an iCal link for your property’s calendar.

1. 1. Import/Export Links: Import the iCal link into your calendar management system or other OTA platforms to ensure they all reflect the same availability.

1. 1. Regular Updates: Regularly check and update the iCal links to ensure continuous synchronisation across platforms.

The Great Use of Channel Managers

Channel managers are essential tools for investors handling multiple properties. They centralise your property management, allowing you to manage all your listings from a single platform.

Advantages of Using a Channel Manager

1. 1. Centralised Management: Manage all your OTA listings from one platform, simplifying the process and reducing the likelihood of errors.

1. 1. Automated Updates: Channel managers automatically update availability, pricing, and bookings across all connected OTAs.

1. 1. Increased Exposure: With a channel manager, you can easily list your properties on multiple OTAs, increasing your exposure to potential guests.

1. 1. Time Savings: By automating many tasks, channel managers save you significant time, allowing you to focus on other aspects of your business.

Popular Channel Managers

• • Smoobu: Known for its user-friendly interface and comprehensive features, Smoobu is a favourite among property managers.

• • Guesty: Offers advanced automation tools and integrates with numerous OTAs, making it ideal for managing multiple properties.

• • Lodgify: Provides a complete property management solution, including a website builder, booking engine, and channel manager.

Using Dynamic Pricing Tools

Dynamic pricing tools are invaluable for setting competitive prices based on market demand and other factors. These tools help you maximise your revenue by adjusting prices in real-time.

Benefits of Dynamic Pricing

1. 1. Maximise Revenue: Dynamic pricing tools adjust your rates based on demand, ensuring you always charge the optimal price.

1. 1. Stay Competitive: Keep up with competitors by automatically adjusting your prices to reflect market conditions.

1. 1. Save Time: Eliminate the need for manual price adjustments, saving you time and effort.

Recommended Dynamic Pricing Tools

• • PriceLabs: Offers customisable pricing strategies and real-time market data to help you set optimal rates.

• • Beyond Pricing: Uses data-driven insights to adjust prices dynamically and boost your revenue.

• • Wheelhouse: Provides in-depth analytics and personalised pricing recommendations based on your property’s performance and market trends.

Hiring Staff or Virtual Assistants

As your portfolio grows, managing multiple properties can become overwhelming. Hiring staff or virtual assistants can help you handle the increased workload.

Benefits of Hiring Staff or Virtual Assistants

1. 1. Delegation: Offload routine tasks such as guest communications, check-ins, and maintenance to free up your time.

1. 1. Scalability: Hiring additional help allows you to scale your business more effectively without compromising service quality.

1. 1. Expertise: Skilled staff or virtual assistants can bring expertise in areas such as marketing, guest relations, and property management.

Tips for Hiring

1. 1. Define Roles: Clearly outline the roles and responsibilities you need help with, whether it’s cleaning, maintenance, or guest communication.

1. 1. Vet Candidates: Carefully vet candidates to ensure they have the necessary skills and experience.

1. 1. Training: Provide comprehensive training to ensure your staff or virtual assistants understand your standards and procedures.

Scheduling Messaging and Reviews to Automate Check-Ins

Automating guest communications can enhance their experience while saving you time. Scheduled messaging and review requests can streamline the check-in process and ensure guests receive timely information.

Benefits of Automating Messaging and Reviews

1. 1. Consistency: Automated messages ensure consistent communication with guests, providing them with all the necessary information.

1. 1. Timeliness: Schedule messages to be sent at optimal times, such as pre-arrival, post-check-in, and post-stay.

1. 1. Improved Reviews: Prompt guests to leave reviews at the right time, increasing the likelihood of receiving positive feedback.

How to Automate Messaging

1. 1. Template Messages: Create template messages for common scenarios, such as check-in instructions, welcome messages, and checkout reminders.

1. 1. Scheduling Tools: Use scheduling tools provided by OTAs or channel managers to automate the sending of these messages.

1. 1. Personalisation: Personalise messages where possible to make guests feel valued and appreciated.

Clear and Precise Instructions for Check-In

Providing clear and precise check-in instructions is crucial for a smooth guest arrival. Confusing or inadequate instructions can lead to frustration and negative reviews.

Key Elements of Effective Check-In Instructions

1. 1. Step-by-Step Guide: Provide a detailed, step-by-step guide for accessing the property. Include information on parking, entrance codes, and key locations.

1. 1. Visual Aids: Use photos or videos to illustrate key steps, making it easier for guests to follow the instructions.

1. 1. Contact Information: Include your contact details in case guests encounter any issues during check-in.

1. 1. Local Tips: Offer local tips and recommendations to help guests feel at home and explore the area.

Additional Tips for Managing Multiple Properties

1. 1. Regular Maintenance: Ensure all properties are regularly maintained to keep them in top condition and avoid unexpected issues.

1. 1. Guest Feedback: Actively seek and act on guest feedback to continually improve your properties and services.

1. 1. Legal Compliance: Stay up-to-date with local regulations and ensure all your properties comply with legal requirements.

Conclusion: Streamlining Property Management on OTAs

Managing multiple properties on OTAs can be complex, but with the right tools and strategies, you can streamline your operations and maximise your revenue. From synchronising calendars with iCal links to using dynamic pricing tools and hiring virtual assistants, each step is crucial for efficient property management. By adopting these best practices, you can ensure a smooth and enjoyable experience for your guests, leading to positive reviews and repeat bookings.

Are you ready to take your property management to the next level? Implement these strategies today and see the difference they can make. For more expert tips and resources on managing serviced accommodation, subscribe to our database and join our community of successful property investors! 🌟

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