Streamline Your Operations: Mastering Vacation Rental Management Software

December 6, 2023 Nicky. M
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Vacation rentals are becoming increasingly popular as they offer travellers a more authentic and cosy experience than traditional hotels. What is a vacation rental? A vacation rental is the renting out of a property that is furnished, for leisure. Examples of popular vacation rentals include houses, apartments, chalets and villas. This allows guests to enjoy self-catering amenities, living areas and even private pools!


Let’s take a look at some of the reasons why vacation rentals have gained traction in the recent decade:


  • The release of an array of digital platforms (AirBnB, HomeAway, VRBO) that provide a user-friendly booking journey.
  • Vacation rentals offer unique experiences and authentic local experiences for travellers looking for a memorable trip.
  • The amenities of a vacation rental allow a homely feel while on holiday
  • Group bookings can often find a vacation rental that is more cost-effective than traditional hotels
  • The personal touch of host & guest relationships offers personalised travel tips and special pre-stay customisations


If you manage vacation rentals, you know how important it is to have good vacation rental management software to save you time and help keep your calendar full. This blog post will look at the top eight benefits of using hotel management software for your vacation rental business.


What is Vacation Rental Management Software?

Vacation rental self-catering kitchen

Vacation rental software management helps you to streamline your operations with useful digital tools. You can help save time and money on your vacation rental with the right tools. How Does Vacation Rental Management Software Work? Vacation rental management software operates different aspects of a rental business.


For instance, one program tracks guest reservations and stays, and another distributes your vacation rental listings across major booking sites. To avoid complicated tech stacks, look for an all-in-one vacation rental management system that does all of the above and much more.


Essential vacation rental management software for your business


The best vacation rental management software will be an all-in-one tech solution. In the crowded world of property management solutions, tools, apps, and software, you only need three essential programs that can manage A-Z of your property operations, including:


  • Reservations or property management system (PMS)
  • Channel management software
  • Booking engine with an integrated payment gateway


RoomRaccoon is an all-in-one property management system with multiple modules and core systems such as an integrated booking engine, channel manager, and payment gateway. This and so much more with hotel front desk software!




8 Benefits of Using a Property Management System (PMS) for Vacation Rentals


1. Improved efficiency and productivity

Woman using computer and plan for productivity


Time is money. That’s why this is perhaps one of the most important benefits that you can get from using a property management system (PMS). A PMS helps to consolidate and automate many of the administrative tasks that come with being a property owner or manager, including:


  • Tracking reservations and stays
  • Producing folios
  • Communicating with guests
  • Processing payments
  • Reporting and insights


A property management system is a calendar view dashboard showing instant snapshots of your bookings. The RoomRaccoon PMS is colour-coded according to the reservation status: confirmed booking, checked-in, checked-in online, checked-out, and blocked.


By blocking rooms, you can also decide when to accept guests and for how long they can stay, which means you can easily accommodate last-minute bookings or longer stays. Click a reservation for quick access to guest registration and booking details. From here, you can generate folios, register guests, send emails, payment requests, and much more.


2. Boost revenue with upsells and dynamic pricing

Woman enjoying breakfast at vacation rental


Investing in vacation rental management software that helps your business grow is essential. As a seasonal business, you want to maximise the amount of revenue your rentals generate year-round. Luckily with RoomRacccoon, upselling is easy and fun!


Maximising revenue means adopting a dynamic pricing strategy that focuses on your occupancy levels and current demand. While it may sound like a lot of work, you can easily manage your rates with a yield manager that automates this process.


Our integrated revenue management tool ensures that your rooms are competitively priced and strategically positioned in the market. The system empowers you to dynamically adjust room rates through automated yield management rules, taking into account factors such as time period, room price, competitor rates, and availability.


This proactive approach not only maximises your Revenue Per Available Room (RevPAR) but also ensures that guests are presented with compelling offers at the right time, creating a win-win situation for both property owners and guests. By utilising our vacation rental management system, you not only optimise your pricing strategy but also contribute to an enhanced guest experience through thoughtful and timely pricing adjustments.


But that’s not all – brace yourself for increased revenue opportunities even before your guests set foot in their vacation haven. Thanks to RaccoonUpsell, our automated upselling service menu, you can effortlessly generate additional revenue by offering room upgrades and extra services.


This not only boosts your property’s revenue per available room (RevPAR) but also adds a special touch to your guests’ experience, making their stay even more memorable. For instance, if you manage rustic cabins in the mountains, you could automatically upsell a firewood and smores kit during online check-in. Think about what your guests would like. Package it, advertise it, and watch your revenue rise!


“Hotels are designed for tourists, but vacation rentals are designed for travelers.” -Travel vlogger, Jo Franco


3. Keep your rentals in pristine condition

Clean and organised vacation rental room


A vacation rental that is kept clean and pristine will help you earn more positive reviews. But keeping your property in tip-top shape can be a challenge. Especially as a vacation renter with plenty to do and multiple properties. That’s where a PMS with an integrated housekeeping module comes in.


Say goodbye to the chaos of scattered hotel operations and welcome the era of seamless collaboration with the magic touch of hotel housekeeping software! Introducing the tool that organises and adds efficiency to your daily hotel hustle, RaccoonHousekeeping. With this software, you can wave your wand (metaphorically, of course) and effortlessly assign tasks, keep a watchful eye on room statuses, and streamline communication with your entire team.


It’s like having a housekeeping wiz turning your hotel into a well-oiled and super-clean machine. So, let the software do the heavy lifting while you focus on providing your guests with an incredible experience! RaccoonHousekeeping makes managing your housekeeping and maintenance team easy with mobile room allocation and real-time room status updates.


4. Control bookings in one central place

Woman controlling vacation rental bookings while holding baby


Managing a vacation rental can be stressful. You may find that your rental is a second hustle and sometimes plays second fiddle. With vacation rental property management software, your efforts can be streamlined and easy to organise. Ensure that you’re elevating the guest experience while RoomRaccon wrangles reservations.


Imagine having all your reservations at your fingertips – that’s what our easy-view calendar dashboard is all about! With a quick glance, get an instant snapshot of all your reservations neatly laid out in a user-friendly calendar. No more headaches – just simple “drag and drop” to move or upgrade room reservations.


keep your stress levels at bay with RoomRaccoon’s colour-coded reservations that reflect real-time status updates. It’s like having a magic wand for reservation management – making your life simpler and your calendar more colourful! Even better? Making group bookings for your vacation rental just got easier with our feature, Room Allotment.


This tool is crafted to simplify things for vacation rental owners, especially when dealing with travel agents, corporate groups, and event planners. Setting up a group booking is a breeze. The tool is flexible, letting you allocate rooms based on the needs of different travel group types. Think of Room Allotment as your helpful assistant for managing group bookings and taking away the hassle of group travel.


5. Manage pre-stay to post-stay digitally

Person typing on laptop with white background


Managing your guest’s experience at your hotel is paramount. Reputation is everything in the accommodation industry, and you’ll want to earn every star of your property’s rating. With RoomRaccoon, you can unlock a world of convenience and efficiency with our vacation rental management system, offering a host of benefits to both property managers and guests alike. The Online Check-In & Check-Out feature simplifies the guest registration and departure process.


With this tool, you can effortlessly collect essential guest information, such as passport details, flight numbers, and dietary preferences, during the Online Check-In. Not only does it save time and reduce paperwork, but it also enhances the overall guest experience. Guests are invited to settle outstanding charges through a quick and user-friendly Online Check-Out, ensuring a frictionless departure.


Throughout your guest’s stay, you can always stay in touch and on the pulse with RoomRaccoon’s emails from pre- to post-stay. It’s imperative to remember that effective email marketing becomes a powerful tool for creating lasting relationships. Our system ensures seamless communication throughout the entire customer journey.


From automatic confirmation emails that keep guests well-informed to customised post-stay follow-ups, you can effortlessly engage with your guests at every touchpoint. This enhances their overall experience and fosters a sense of connection with your property.


6. Show your vacation rental’s best side

Beautiful countryside vacation rental room view


With a saturated travel market and accommodation around every corner, your hotel needs to stand out online. How can you do this? You need to make sure that all of your marketing is in order – specifically, your property’s dedicated booking engine. Your hotel booking engine is the final piece of the vacation rental puzzle. Where guests decide on whether to splurge or save on a room, and whether or not to include add-ons in their cart. So if your booking engine ever needed to sell a dream holiday – now is the time!


We also have some incredible upgrades to help guests click that ‘book’ button directly. The Raccoon Price Checker emerges as a powerful tool to boost direct bookings for vacation rentals. By spotlighting your direct booking rates, this price comparison tool provides potential guests with a transparent view of your active rates across popular booking channels like, Expedia, Agoda, and Airbnb. This transparency builds trust and assures guests that when they book directly with you, they are accessing your best deal.


Have you got more than one vacation rental to manage? RoomRaccoon, has got you covered with our multi-property booking engine. View all your properties neatly displayed on one page, accessible through a handy dropdown menu. It lets you showcase and manage availability for multiple properties from a single screen.


This means you can maximise bookings across your entire portfolio without the hassle of jumping between different hotel reservation software. It’s all about convenience and efficiency, making sure your properties are easily accessible and ready to welcome guests with open arms.


7. Market your vacation rentals on major sales channels

Vacation rental distribution meeting


A great way to ensure a constant flow of bookings is to list your rentals on the most popular sales channels like, Expedia, and Airbnb. However, managing several extranets is tricky and time-consuming. It also means limiting the number of rentals each channel can sell.


The solution? You can easily manage your distribution from a single platform with powerful vacation rental software like a channel manager that keeps your calendar synched to avoid overbookings. Channel management software uses pooled inventory to distribute your rentals across multiple channels and make real-time updates when you receive a booking.


“Travel doesn’t need to be this thing that’s just for vacation; it can be a way of life.” -Travel vlogger, Jo Franco


8. Elevate the guest experience

Guest enjoying unique experience at waterfall

An essential benefit of using property management software to manage your vacation rental is that you can control the quality of the guest experience and build relationships with guests. Booking engines have become a mandatory part of any vacation rental website — as more than 40% of all bookings are made online these days.


Integrating a booking engine into your vacation rental website means that you’ll enjoy commission-free direct bookings and be able to offer more personalisation. You’ll be able to send out branded booking confirmation emails and upsell more add-ons directly through the booking engine. A booking engine also stores guest details in the PMS for post-departure marketing.


Invest in Vacation Rental Management Software


Renting out vacation rentals can be a great way to earn extra income, but it can also be a lot of hard work. Vacation rental management software can help relieve some of the stress of managing your rentals. Hotel management software helps by automating tasks and providing tools to help you keep track of everything. Interested in getting started? You can take a look at our pricing page for an accurate quote!


Here’s a quick recap of the benefits of using hotel booking software (AKA vacation rental software):

  • Automating tasks such as listing your rental, taking payments, and sending confirmations to guests
  • Having all of your rental information in one place, makes it easy to track and manage folios and payments
  • Access to powerful tools for marketing your rental, upselling extras to guests, and communicating with guests
  • The peace of mind that comes with knowing your rentals are being managed effectively and efficiently



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Nicky. M

Nicky is RoomRaccoon's Senior Content Manager, combining a love for travel with a practical approach to improving hotel performance through tech and insightful tips. Join her journey where travel, hospitality, and technology meet.

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