Best Maintenance Schedule for Airbnbs to Avoid Downtime

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Maintenance is one of the most important aspects of running an Airbnb for first-time vacation rental owners and seasoned experts alike. Maintenance ensures that everything is operating at peak efficiency to provide the ultimate experience for guests. 

In a perfect world, Airbnbs would have scheduled maintenance where deadlines and expectations are met quickly and with little pushback. Sadly, the real world is imperfect, and for most hosts, maintenance is often reactive as you respond to problems after they occur. 

Practicing scheduled maintenance is essential, since it helps hosts anticipate the needs of the location and the guests. These maintenance scheduling tips demonstrate better use of your time and resources to avoid downtime at your Airbnb.

Develop a Regular Maintenace Inspection Schedule

The first step of any maintenance schedule is to inspect the Airbnb locations regularly. To provide satisfactory guest experiences, hosts know that everything needs to go smoothly. Whether it is the water temperature or a well-stocked linen closet, every Airbnb location needs to run efficiently. While there are many checklists for maintenance inspections, the approach followed by Airbnb Plus hosts can prepare you for your maintenance checkups. 

Check the property’s design and décor to ensure that everything is in place, functional, and attractive. Consider appliances within the home and ensure that things like cables and clutter are out of sight. Look at your locks, smoke detectors, AC, and even Wi-Fi speeds to ensure they work as advertised. Examine the supplies around the house, from the kitchen to the bedrooms, confirm that everything is well-stocked. 

When you consider everything your Airbnb offers, you can schedule maintenance inspections depending on the guests’ length of stay to guarantee a satisfactory visit.

Create Standard Operating Procedures (SOP)

Airbnbs operate in a competitive industry where success is determined by average ratings and the number of reservations made each season. While seasoned hosts know how they should act, newbies might get jitters when facing new hiccups that threaten the business. 

To avoid downtime, consider setting up a standard operating procedure (SOP) for maintenance. With SOP, you can leave instructions for every party involved in running the Airbnb location. You may even consider separate SOP for cleaners or emergency and maintenance crews to facilitate smooth operations.

As a host, understand that sometimes, you might be unable to attend to your guests and their needs directly. In such instances, an SOP helps you maintain consistency, quality, and timeliness in service delivery. The SOP contains specific details on what should be done in case of emergencies such as fire and injury and even non-emergencies such as late check-ins. 

An example of an SOP in action is the self-check-in option that ensures guests can access the property without meeting the host. Some digital maintenance assistance apps include Keycafe and, which facilitate both keyed and keyless handovers for guests and staff at any time of day.

Pay Attention to Guest Feedback

Guest feedback is a major aspect of Airbnb management since poor service is broadcasted to the world through reviews and ratings. To avoid downtimes caused by poor reviews, pay attention to guest complaints. If one customer complains about something, the chances are that another visitor will have the same issue. So, every time guests spend time in your Airbnb, pay attention to everything they give you feedback on.

One of the most common complaints from guests is air-conditioning and even leaks in the pipes. As a host, addressing these maintenance issues as they arise is good, but what shows competence is preventing their occurrence altogether.

For example, pipe leakage in the bathroom might seem like a small deal, but in some cases, the leak might make the floor slippery and even cause accidents, or create a musty odor. As a host, you need to address these types of issues as they arise. Do not delay fixing the problem. Avoid denials and take responsibility for the issue to establish trust with your guests, since no Airbnb stay is perfect.

Take Advantage of Maintenance Software

Running an Airbnb can seem like a full-time job if you don’t know what you are doing. To avoid strain when you take on too many responsibilities, try using maintenance software. Airbnb maintenance software is becoming popular as a tool for enhancing business operations. For hosts that manage more than one short-term rental, maintenance software helps automate tasks. Software capabilities take over repetitive daily tasks while reducing human error to save costs.

The most popular maintenance software brands in the market accomplish guest messaging, review creation, cleaning, and pricing management. These maintenance tools create multiple advantages for a host, including better guest communication, Airbnb ranking, and calendar syncing. Managing multiple Airbnb schedules is easier with software that helps you become a better host to your clients.  

Keep Detailed Maintenance Logs

A maintenance schedule is never complete without keeping detailed logs or records. As an Airbnb host, keeping track of all equipment and their working condition helps you respond better. Rather than base your actions on guesswork and emergencies, logs introduce data into your maintenance process. While maintenance logs might not be the most exciting aspect of Airbnb management, it’s necessary for efficiency.

When turning spaces into an Airbnb, there are various considerations, purchases, and installations. Maintenance records provide a reference point to guide you on the best ways to proceed when guests experience defects or needed repairs.

For example, maintenance logs will show the models, serial numbers, manufacturers, and warranties for your prized items. So, when you need to carry out repairs or any other activities, your maintenance logs protect you and take the guesswork out of your regular maintenance.

In Airbnb Maintenance, Always Be Prepared 

Running an Airbnb depends on the hosts’ ability to provide the ultimate vacation experience to guests. In action, this means anticipating their needs during their stay and reacting to emergent concerns. While there is no perfect maintenance schedule, these tips show that preparation is key to success. 

As a host, having schedules for repairs and inspections reduces the stress when emergencies strike. With technology like maintenance software on your side, running the perfect Airbnb is possible. In the end, remember that while mistakes are unavoidable, having a plan in place for responding effectively will make a difference for you and your guests.

About the Author Rachel Jones

Rachel Jones is an award-winning writer and editor from Oklahoma City, OK. Her work has been published on influential sites, including Entrepreneur and International Business Times. She spent several years in property management and leasing, handling short-term rentals, student housing, and community rentals. Rachel is also experienced in staging and real estate photography. With a B.A. in English in her back pocket, Rachel combines her passion for property management with her storytelling ability to offer Airbnb hosts helpful advice as they monetize their homes.