Why Airbnbs should switch to Protobuzz
Give guests seamless entry, cut down support calls, and keep an audit trail for every stay with calendar-based access and expiring links.
Better guest experience, fewer tickets
Most guest complaints start at the door. Protobuzz removes the “call the host” step by providing expiring links that open the buzzer and log the event. If guests still need help, multi-number routing ensures someone answers.
This also protects your listing score: fewer late check-ins, fewer negative reviews, and clearer evidence when you need to resolve a dispute with the platform or your insurer.
It also shortens housekeeping slack. When cleaners and maintenance teams have predictable access windows, turnovers finish on time and you avoid “room not ready” complaints that tank guest satisfaction scores.
Hosts with multiple listings feel the difference fastest. Instead of juggling dozens of door codes and one-off instructions, you run a single access playbook that adapts to each reservation automatically.
What guests actually see
Your welcome message now includes a simple link: guests tap it, the buzzer rings, and the door releases. No app download, no waiting for a concierge. If a flight is delayed, the link still works until checkout—then it expires automatically.
For higher-touch stays, you can still offer a backup route: Protobuzz rings both host and co-host at once if someone prefers to call. The call is logged, so you know who helped and when.
Top benefits for hosts and co-hosts
Fewer late-night support calls
Guests use self-check-in links that expire at checkout, so you are not waking up to buzz them in when flights are delayed.
Cleaner audit trails
Every entry is logged—who triggered it, when, and for which reservation—helping with dispute resolution and insurance claims.
Calendar-driven access
Sync booking calendars so access auto-activates at check-in and closes at checkout, even if reservations shift.
Separation of roles
Give cleaners, maintenance, and owners distinct access paths with time-bound rules, so guest links stay secure.
Multi-number routing
If guests still call, ring both host and co-host simultaneously, reducing missed check-ins and negative reviews.
Roll it out in under an hour
You do not need new hardware to get started. Layer Protobuzz on your existing intercom, connect your calendar, and send updated check-in instructions to guests and cleaners.
While you are there, standardize your access language. Add two screenshots of the buzzer flow, a reminder that links expire at checkout, and a note about the backup call route. This prevents frantic messages at midnight.
If you manage remote teams, turn on notifications for every entry during the first week. You will see exactly when guests arrive, how often they use the backup call, and whether cleaners are sticking to their windows.
4-step rollout plan
Connect your calendar
Link Airbnb/VRBO via a synced calendar so Protobuzz mirrors stay lengths and updates automatically on reservation changes.
Customize guest messaging
Add screenshots of the buzzer flow to your welcome message. Include a backup phone route and remind guests links expire at checkout.
Set vendor schedules
Create recurring access for cleaners and maintenance windows that do not overlap with guest stays. Log everything for accountability.
Pilot on one listing
Test the flow on a single unit for a week, then expand to the rest of your portfolio once you validate messaging and timing.
Keep scaling
Operating across multiple buildings? Pair this playbook with our short-term rental buzzer SOP to standardize processes across your portfolio.
As you expand, add a quarterly review: export access logs, confirm your co-host roster, rotate any persistent codes, and refresh your welcome message. These small hygiene steps keep your access program trustworthy for guests and owners alike.
If you ever need to show due diligence to an HOA or insurer, pair the logs with our access control compliance checklist so stakeholders see you have a repeatable, auditable process.
Track a few simple metrics each month: check-in success rate, support tickets per stay, and cleaner on-time rate. If any dip, adjust link timing, backup routing, or cleaner windows until you are back above target. Treat access like any other part of your operations playbook.
For portfolio hosts, keep a master SOP that lists escalation numbers, calendar tags, and messaging templates by property type. Standardization protects your response rate and simplifies onboarding for new co-hosts or cleaners.
If you cater to business travelers or VIPs, add a white-glove option: pre-arrival alerts to hosts or concierge, plus a fallback self-check-in link. This dual path keeps high-touch guests happy without sacrificing automation.
Month-one checklist
In your first month on Protobuzz, run a weekly test: trigger a guest link, confirm co-host call routing, and review the activity log. Note any late approvals or missed calls and adjust windows accordingly.
Update your house manual with screenshots of the approval screen and a short FAQ for guests. Clear visuals reduce arrival questions and keep your response rate strong.
Share wins with owners: fewer late-night calls, faster check-ins, and clearer audit trails. Quick results build trust and make it easier to standardize Protobuzz across more listings.
Keep the momentum in month two and beyond
Standardize messaging across channels—Airbnb, direct booking, and corporate travel portals—so guests get the same instructions everywhere. Consistency drops support volume and protects response metrics as you scale.
Run a monthly access hygiene sweep: rotate any lingering codes, refresh screenshots in your welcome packs, and prune stale guest links. Small habits keep the system trustworthy for owners and guests.
Keep a scoreboard for owners: check-in success rate, time-to-approval, and escalations handled. Sharing concrete wins makes it easier to secure budget for signage or additional entrances later.
Quarterly tune-up for portfolios
Pick one week each quarter to rotate any persistent codes, refresh screenshots in welcome packs, and verify calendar syncs. If a building shows more missed arrivals, adjust its window timing and signage first.
Keep a single change log across listings so co-hosts and owners see what changed and why. When you add a new property, clone the latest playbook instead of starting from scratch.
Share a short win report with owners: fewer late-night calls, faster check-ins, and cleaner audit trails. Highlighting ROI keeps stakeholders invested in ongoing automation and signage updates.