⬇ Download the House Standards template (.md) · Printable version

Kit: Airbnb/Vrbo turnovers on time, the way each host wants it

Combines Kit 1 (calendar sync + automatic turnover scheduling) and Kit 2 (per-host checklists + photo proof). Draft v0.1, researched 2026-10-16. Items marked [UNVERIFIED] must be tested before you publish.

Who this is for

Small residential cleaning companies (1–15 cleaners) that do a lot of short-term-rental turnovers for several hosts, book through a general scheduler like Acuity Scheduling, and get paid mostly by Venmo or check. Your problems: checkouts and check-ins that are close together, last-minute bookings and cancellations, and hosts who each want the house left their own way.

1. What Acuity can and can't do (researched)

• Acuity's two-way sync works with Google, iCloud and Outlook/Office 365/Exchange/Outlook.com calendars. Events on those calendars can block time in Acuity, but only if "block off time" is turned on. (Acuity help: Syncing your calendar)
• Events marked "Free" don't sync, and all-day events usually don't block time either. They need specific start and end times. (Acuity troubleshooting)
• Acuity's one-way sync only sends events out. Nothing comes back into Acuity from it. (Acuity one-way sync)
• Acuity's "Airbnb integration" lists your services as Airbnb offerings for guests to book. It does not read a host's reservation calendar, so it doesn't help with turnovers. (Acuity + Airbnb)
• What this means for you: Acuity can't read a host's Airbnb or Vrbo iCal link directly. Airbnb's calendar export most likely shows stays as all-day events [UNVERIFIED: test with a real link]. If so, even putting that feed into Google Calendar first won't block time in Acuity. You need an automation step in between, or a tool built for turnovers.
• Zapier has an Acuity app with triggers (new, canceled and rescheduled appointments) and actions including Add Blocked Off Time, Add or Update Client and an API Request (Beta) step. (Zapier: Acuity) Zapier's help page doesn't list a "Create Appointment" action [UNVERIFIED].
• Hosts can get their iCal link in Airbnb from the listing's Availability settings, under "Export calendar" (hostcare guide, a vendor). Airbnb's feed refreshes on a delay, reported at about 3 hours (SparkleClean, not confirmed by Airbnb) [UNVERIFIED]. Vrbo has a similar export [UNVERIFIED].

2. Decision guide: stay on Acuity with add-ons, or switch?

Add-ons compared (prices as each vendor shows them, checked 2026-10-16): | Tool | Reads Airbnb/Vrbo calendars | Per-property checklists + photo proof | Price | Who usually pays | |---|---|---|---|---| | Turno | Yes (built for this) | Yes. Time-stamped photos, can require a photo before an item is checked off | $0 for 1 property or Turno marketplace cleaners only; $10/property/mo when you bring your own cleaners to 2+ properties (pricing) | Usually the host's account. Pricing is charged per host property. | | Properly | Airbnb plus iCal, with direct links to some property-management systems on Pro | Yes. A task can't be marked done without a photo, works offline | From $12.99/property/mo; optional $5 inspection reviewed by experts and AI (pricing) | Host or manager | | Breezeway | Yes | Checklists in 12+ languages, inspections | From $19.99/unit/mo | Property managers, likely more than a small company needs | | ResortCleaning | Connects to property-management systems; iCal not confirmed [UNVERIFIED] | Custom inspections, cleaner grading | $5/property/mo, $20 minimum | The cleaning company | | maid.co | Not confirmed [UNVERIFIED] | Required items and photos, PDF photo report sent to the client | Not checked | The cleaning company | | CompanyCam | No | Checklist items can require a photo, with reference photos | Not checked | The cleaning company | | hostcare | Yes, iCal from any platform | Photo checks, cleaners get texts and don't need an app | $19–79/mo for 1–25 properties (vendor blog) [UNVERIFIED on pricing page] | Host |

Tip: Turno and Properly are mostly paid for by hosts. If a host already uses one, ask them to invite you as their cleaner. You get their calendar and checklist without paying. [UNVERIFIED: how cleaner-side accounts work and what they cost. Check with each vendor.]

3. Step-by-step setup (Option A: stay on Acuity)

1. Gather each host's iCal link, one per listing. Ask the host to open Airbnb → the listing → Availability → Export calendar, and do the same in Vrbo. Store the links in a "Hosts" sheet with one row per property.
2. Create one Acuity appointment type per property, e.g. "Turnover – Maple St (Host: Kim)". Set the standard cleaning length plus your buffer (see section 6).
3. Build a Zap for each property: iCal "new event" (the trigger) → Formatter (turn the reservation's end date into checkout time plus your clean window) → Acuity Add Blocked Off Time with the note "TURNOVER – confirm," then a text or email alert to the office. Book the actual appointment from that block by hand. Alternatively, try Acuity's API Request step to create the appointment directly [UNVERIFIED].
4. Build a second Zap for changes: when a reservation is cancelled or changes dates, send the office an alert. Remove or move the block by hand [UNVERIFIED: whether Zapier's iCal trigger sees changes].
5. Run a daily 2-minute check at the same time each day: compare tomorrow's Acuity schedule against each host's Airbnb or Vrbo calendar. Keep doing this during your first month at least, since feeds can lag.
6. Set up photo proof: either (a) make a shared album per property and save photos with a name like "Address – date – room," or (b) build the host's checklist in a photo checklist app that requires photos.
7. Fill out the House Standards sheet (host-standards-template.md) with each host, and get them to approve it in writing by text or email.
8. Send the host a done report at the end of each turnover: arrival and finish times, the photos, and any issues or restock needs.

For Option B, ask the host whether they already use Turno, Properly or Breezeway. If they do, ask to be invited as their cleaner and copy their checklist into your standards sheet. If not, run a test on 1–2 properties first.

4. Per-host house standards

Use host-standards-template.md. Fill out one per property and review it every 6 months, or after any complaint. Store the latest copy where cleaners can open it on their phones.

5. Checklist + photo-proof template (per turnover)

Property: ______  Date: ______  Cleaner(s): ______
Checkout: __:__  Next check-in: __:__  Arrived: __:__  Finished: __:__
[ ] Arrival photo: entry plus any damage/mess (BEFORE touching anything)
[ ] Kitchen: counters, sink, appliances, dishes put away  📷 wide shot
[ ] Bathrooms: toilet, shower, mirror, towels staged per host  📷 each bath
[ ] Bedrooms: beds made per host's style, linens swapped  📷 each bed
[ ] Living areas: staged per the host's reference photo  📷 matching angle
[ ] Restock: per host list (TP, soap, coffee, etc.); note what's low  📷 supply shelf
[ ] Trash out, thermostat/locks/lights per host  📷 thermostat + lock
[ ] Damage/lost items logged  📷 close-up + wide
[ ] Final walkthrough: one photo per room from the doorway
Issues / restock needed: ____________________

Photo rules: take each photo from the same angle as the host's reference photo. Use the timestamp the phone or app records. Never delete a photo. If something was damaged, photograph it before cleaning.

6. Deadline/buffer rule

• Window = next check-in time − checkout time.
• Standard clean time = your average for that property over the last 3–5 cleans. Use your best estimate until you have those.
• Rule: schedule only if Window ≥ Standard clean time + travel + a buffer of at least 30 minutes, or 25% of the clean time if that's more. The buffer is our suggestion; adjust it to your experience.
• If that doesn't fit, it's a tight turnover. Send 2 cleaners, or ask the host for an earlier checkout or later check-in when the booking first appears, not that day.
• Late-risk check: at 50% of the window, the lead cleaner texts the office "on track" or "at risk." If they're at risk and the remaining work is more than the remaining time minus the buffer, contact the host.

7. Late-risk escalation texts (send early, be specific)

Heads-up (as soon as the risk is known):

Hi [Host], it's [Name] from [Company] at [Property]. Guests left [late / with extra cleanup: short detail, photos attached]. We're on it and currently expect to finish at [time], which is [X] minutes past [check-in time]. Options: (1) we add a second cleaner and aim for [time], (2) you push check-in to [time], or (3) we prioritize [beds/bathrooms/kitchen] first and finish the rest after a quick guest check-in. Which do you prefer?

Update:

Update from [Property]: [rooms done]; finishing [remaining]. New ETA [time]. Photos so far attached.

Done:

[Property] is ready as of [time]. Photos attached. Notes: [restock / damage / lost & found].

Never text a time you're not confident about. Give a later ETA and beat it.

8. Tracking Venmo and check payments

• Keep one "Turnovers ledger" sheet: Date | Property | Host | Amount | Invoice # | Paid? | Method (Venmo/check) | Venmo note or check # | Date received.
• Ask hosts to put the invoice number or "address + date" in the Venmo note, which makes matching easy.
• Every Friday: filter "Paid? = No" and send one friendly reminder per host covering every turnover still unpaid.
• Look into whether a Venmo business profile makes sense: Venmo's terms are different for personal and business payments [UNVERIFIED: check Venmo's current terms and fees]. For tax questions, talk to your accountant.
• Acuity can take card payments. Offer it to hosts who prefer it, but don't force it.

9. Pre-launch test list

• [ ] Make a test reservation (or use a real upcoming one). Confirm the Zap creates a block at the right time, adjusted for time zone.
• [ ] Cancel or change the dates. Confirm the alert fires, and check how long it took.
• [ ] Add a same-day booking. Confirm someone notices within your daily check.
• [ ] Check for an all-day vs. timed event problem: does the block appear in Acuity?
• [ ] Run a mock tight turnover through the buffer rule. Does it get flagged?
• [ ] Have a cleaner fill out the checklist on their phone with weak signal. Do the photos upload?
• [ ] Send the host a sample done report. Does it match their standards sheet?
• [ ] Send yourself the late-risk text. Is it clear in 10 seconds?
• [ ] Add a test row to the ledger, then mark it paid with a Venmo note.

10. Common pitfalls

• Trusting the calendar feed as if it updates instantly. It refreshes on a delay. Keep the daily check.
• All-day events silently not blocking time in Acuity.
• One appointment type for every host. Clean lengths and standards differ, so set one per property.
• Standards that live in a text thread. Put them in the standards sheet, with photos.
• Taking photos after you've fixed the damage. Then you have no proof.
• Telling the host about a delay at check-in time. By then it's too late, so warn them at the halfway point.
• Paying for a turnover tool the host already pays for. Ask the host first.
• Zaps quietly turning off because of an error or a paused account. Check Zapier's task history every week. Zapier's pricing and task limits weren't checked for this kit [UNVERIFIED].