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Operations
Operations
67 terms
A
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C
D
E
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K
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P
Q
R
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T
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A
Accessible Property
A vacation rental property that is designed or adapted to accommodate guests with disabilities or mobility limitations.
Anti-Discrimination Policy
Rules and legal requirements ensuring vacation rental hosts do not discriminate against guests based on protected characteristics.
B
Booking Confirmation
An official acknowledgment sent to a guest confirming that their vacation rental reservation has been secured.
Booking Modification
A change made to an existing vacation rental reservation, such as adjusting dates, guest count, or property selection.
C
Cancellation Policy
The rules governing refunds and penalties when a guest cancels a confirmed reservation.
Chargeback
A payment reversal initiated by a guest's bank or credit card company, disputing a vacation rental charge.
Check-In
The process by which a guest arrives at and gains access to a vacation rental property at the start of their stay.
Check-Out
The process by which a guest departs a vacation rental property at the end of their stay.
Cleaning Checklist
A standardized list of cleaning and preparation tasks that must be completed during turnover between guest stays.
Cleaning Fee
A one-time charge added to a reservation to cover the cost of cleaning and preparing the property between guests.
Contactless Check-In
A guest arrival process that uses technology to enable property access without in-person interaction.
D
Damage Protection
Damage protection covers the cost of guest-caused property damage during a stay, either through a security deposit, host insurance, or a platform-provided guarantee.
Damage Waiver
A non-refundable fee that covers accidental guest damage, replacing the need for a traditional security deposit.
Data Privacy
The practices and regulatory requirements for collecting, storing, and processing guest personal information in vacation rentals.
Dispute Resolution
The process of handling and resolving conflicts between property managers and guests, including damage claims and refund requests.
Double Booking
When the same property is accidentally reserved by two different guests for overlapping dates.
E
Early Check-In
An option allowing guests to arrive and access the property before the standard check-in time, often offered as a paid upsell.
Extra Guest Fee
An additional nightly charge applied when the number of guests exceeds the base occupancy included in the rate.
G
Gap Night
An unbooked night between two reservations that is too short to attract a new booking.
Good Neighbor Policy
A set of community conduct rules that vacation rental guests must follow to minimize disturbance to surrounding residents.
Group Booking
A group booking is a vacation rental reservation made for a large party — typically eight or more guests — often for special occasions, reunions, or corporate retreats.
Guest Communication
All messaging and interactions between property managers and guests throughout the booking lifecycle.
Guest Journey
The complete end-to-end experience of a guest from initial property discovery through post-stay follow-up.
Guest Onboarding
Guest onboarding is the process of communicating property information, check-in instructions, and house rules to guests between booking confirmation and arrival.
Guest Registration
The legal requirement for short-term rental operators to collect, record, and in many cases report guest identity information to local authorities.
Guest Review
Written feedback and star rating left by a guest after their stay at a vacation rental property.
Guest Screening
The process of verifying guest identity and evaluating risk before confirming a reservation.
Guest Verification
Guest verification is the process of confirming a guest's identity through ID documents and platform checks before approving or completing a booking.
H
House Rules
A set of guidelines and expectations that guests must follow during their stay at a vacation rental.
Housekeeping
The cleaning, sanitation, and preparation process performed between guest stays to maintain vacation rental quality standards.
I
Inquiry
A pre-booking message from a prospective guest asking about availability, pricing, or property details before committing.
Inventory Management
The process of tracking and replenishing supplies, amenities, furnishings, and consumables across vacation rental properties.
K
Key Exchange
The traditional process of physically handing off property keys to guests upon arrival at a vacation rental.
L
Late Check-Out
An option allowing guests to depart after the standard checkout time, commonly offered as a paid upsell service.
Liability Insurance
Insurance coverage that protects vacation rental operators against claims for guest injuries, property damage, or third-party losses.
Linen Service
A professional service providing clean bed linens and towels for vacation rental turnovers, either owned or rented.
Lost and Found
The process and policy for handling personal items left behind by guests at a vacation rental property.
M
Maintenance Request
A report submitted by a guest, cleaner, or inspector documenting a needed repair or fix at a rental property.
Maintenance Schedule
A planned calendar of preventive and routine maintenance tasks to keep vacation rental properties in optimal condition.
Management Agreement
A formal contract between a property owner and a management company defining responsibilities, fees, and terms of service.
Maximum Occupancy
Maximum occupancy is the legally or contractually set limit on the number of guests permitted to stay in a rental property at any one time.
Minimum Stay
The shortest number of nights a guest must book in order to reserve a property.
N
No-Show
When a guest with a confirmed reservation fails to arrive at the property on their check-in date.
O
Occupancy Tax Reporting
The process of calculating, filing, and remitting lodging or occupancy taxes collected from short-term rental guests to the appropriate government authorities.
Owner Onboarding
The structured process of adding a new property and its owner to a vacation rental management company's portfolio.
Owner Statements
Financial reports generated for property owners showing rental income, expenses, and net payouts.
P
Payment Processing
The handling of financial transactions for booking payments, refunds, and payouts in vacation rental management.
Payout
The disbursement of rental earnings from a property management company or booking platform to the property owner or host after deducting applicable fees and expenses.
Pet Fee
A charge applied to guests who bring pets to a vacation rental property.
Property Condition Report
A documented record of a vacation rental property's state before and after each guest stay.
Property Inspection
A systematic check of a vacation rental property's condition, safety features, and amenities.
Property Staging
Property staging for vacation rentals is the process of furnishing, decorating, and styling a rental space to maximize guest appeal in listing photos and during stays.
R
Rental Day Limit
A legal restriction imposed by local governments that caps the total number of days a property can be rented as a short-term rental per year.
Rental Quote
A customized price estimate provided to a prospective guest for a specific property, dates, and guest configuration.
Request to Book
Request to book is a booking flow where guests submit a reservation request that the host must manually review and approve before the booking is confirmed.
S
Security Deposit
A refundable amount collected from guests to cover potential property damage during their stay.
Self Check-In
Self check-in allows guests to access a vacation rental property independently using a keypad, smart lock, or lockbox — without requiring the host to be present.
Short-Term Rental Insurance
Specialized insurance coverage designed to protect vacation rental properties and hosts from risks specific to short-term renting.
Short-Term Rental Permit
A government-issued authorization that grants property owners or managers the legal right to operate a short-term rental in a specific jurisdiction.
STR Compliance
The process of meeting all legal, regulatory, and tax requirements for operating a short-term rental property.
T
Task Management
A system for assigning, tracking, and coordinating operational tasks like cleaning and maintenance across properties.
Transient Occupancy Tax (TOT)
A tax levied on short-term accommodation stays, collected from guests and remitted to local government.
Trust Accounting
A legally required accounting practice in some jurisdictions that separates owner funds from management company operating funds.
Trust and Safety
Trust and safety in vacation rentals refers to the policies, tools, and verification systems that protect both guests and hosts from fraud, damage, and unsafe experiences.
Turnover
The process of preparing a vacation rental for the next guest between check-out and check-in.
W
Welcome Book
A guest-facing guide containing property instructions, house rules, local recommendations, and emergency contact information.
Z
Zoning Laws
Local government regulations that define how properties in specific geographic areas can be used, including whether short-term rentals are permitted.
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