Vacation rental glossary: hosting terms, explained.

Accessibility information describes a property's specific access features and potential barriers. Measurements, photographs and clear descriptions are more useful than an unqua…

Accessible tourism aims to make travel usable and enjoyable for people with a range of access needs. For hosts, clear factual information about entrances, bathrooms, routes and fac…

Account credit is a balance applied to eligible future charges. In Touch Stay’s referral programme, host rewards reduce future subscription invoices rather than being paid out as c…

Advance notice is the minimum time required between a new booking and arrival. It gives the host time to prepare and is different from blocked preparation time between stays.

Agoda is an online travel booking platform offering hotels, private homes and other accommodation. For a vacation rental host, it can be an additional distribution channel alongsid…

Agri-ecotourism combines farm-based visitor experiences with an emphasis on environmental care and local communities. The term describes the nature of the experience, not an automa…

An AI chatbot uses artificial intelligence to interpret messages and generate conversational responses. For vacation rentals, a property-specific chatbot can answer questions using…

An AI content assistant helps draft, rewrite or organise text. Hosts can use it to turn their own notes into guest instructions, adjust tone or shorten a message. The host remains …

An AI guidebook generator creates an initial guest guide from supplied property information or supported listing content. It provides a starting point that the host should review, …

Airbnb is a platform where hosts list accommodation and travellers book stays, including entire homes and rooms. Hosts manage their listings and reservations under Airbnb’s platfor…

Amenities are the facilities, equipment and supplies offered with a stay. Accurate descriptions should distinguish what is included, what costs extra and what has restrictions or s…

Ancillary revenue is income from products or services beyond the core accommodation charge. Examples include optional cleaning, paid parking and guest extras. Revenue should be ass…

An API integration lets software systems exchange information or request actions through a defined interface. What synchronises, in which direction and how quickly depends on the s…

Automated messaging sends messages according to a schedule or event, such as a booking confirmation or upcoming arrival. It can deliver consistent information without manually send…

Automatic translation converts guest information or messages between languages using software. For hosts, it helps make guidebooks and replies understandable to international guest…

ARI refers to the availability, prices and sellable accommodation inventory distributed between booking systems. Keeping these aligned helps guests see bookable dates and correct r…

ADR is accommodation revenue divided by the number of sold room-nights or rental-unit nights in the same period. It measures the average nightly price achieved on occupied inventor…

Average length of stay is the total number of occupied nights divided by the number of stays in the same reporting set. It helps hosts understand turnover frequency and booking pat…

AOV is the total value of a defined set of orders divided by the number of orders in that set. For guest extras, specify whether the calculation includes tax, refunds and only acce…

A back-to-back booking occurs when one stay ends and the next begins on the same day. It leaves a limited window for cleaning, checks and repairs before the next guests arrive.

Bartered services are services exchanged for other goods or services instead of a cash payment. Hosts should agree the scope and value clearly; a non-cash arrangement can still cre…

BAR generally means a property's best publicly available unrestricted rate for a given date and accommodation type. It may differ from member, advance-purchase or non-refundabl…

Blackout dates are dates excluded from a particular promotion, rate or booking arrangement. They do not necessarily mean the property is closed or unavailable at every price.

A booking confirmation records an accepted reservation and its key details, such as property, dates, guest count, price and applicable terms. It should distinguish the booking stat…

Booking conversion rate measures how many eligible visits or inquiries result in a booking. Specify the denominator, time period and attribution method before comparing results.

A booking curve shows how reservations build up as a stay date approaches. Comparing curves for similar periods helps a host understand when guests book and whether demand is arriv…

A booking engine lets guests check availability, choose dates and submit a reservation online. It commonly connects a direct booking website to reservation and payment systems.

A booking fee is a charge associated with arranging or processing a reservation. Who pays it, how it is calculated and whether it is included in the displayed total depend on the c…

Booking pace measures how quickly reservations or booked nights are accumulating for a future period. Comparing pace with an appropriate prior period can help guide pricing and mar…

The booking window, or booking lead time, is the time between making a reservation and arrival. It describes guest booking behaviour and is different from the maximum period a host…

Booking.com is an online travel platform that offers hotels, homes, apartments and other accommodation. Vacation rental operators can use it as a booking channel while managing the…

Brand voice is the consistent style and personality of a business's written communication. A recognisable voice should still make practical instructions easy to understand.

Broom clean usually means swept and free of loose debris, rather than professionally cleaned or sanitised. Its meaning can depend on an agreement, so specific checkout expectations…

Calendar sync shares booking or blocked-date information between systems. Capabilities and update frequency vary: an iCal feed commonly shares calendar events, while an API connect…

A cancellation policy sets out what happens when a reservation is cancelled, including deadlines and any refund conditions. Applicable laws, platform rules and exceptional-circumst…

Changeover days are the days when guests can arrive or depart under a property's booking rules. Some rentals allow changes every day; others limit them during particular season…

A channel manager distributes booking information such as availability and rates across connected sales channels. It reduces manual updates, but the information exchanged and speed…

A chargeback is a card-payment dispute handled through the cardholder's bank and the payment system. It differs from a refund issued by the merchant, and the merchant may need …

Check-in instructions explain when and how guests can enter the property. They should cover the correct entrance, access method and what to do if something does not work, with sens…

Checkout instructions explain the departure time and any reasonable steps guests should take before leaving. Clear expectations help guests plan and help the team prepare for the n…

A cleaning fee is a charge towards preparing the property for a stay. It is distinct from optional cleaning during the visit and should be explained as part of the booking's to…

Closed to arrival is a booking restriction that prevents a stay from starting on a specified date. It does not necessarily stop an existing stay from continuing through that date.

A co-host helps the main host manage a property. Responsibilities may include communication, check-ins or coordinating cleaners, depending on the agreement and platform permissions…

Commission is a fee calculated as a share of a sale or booking value. Booking platforms, agents and managers may use different calculation bases, so the contract should specify whi…

Contact collection gathers guest contact details for a stated purpose, such as arrival communication. Receiving an email address for a booking does not automatically authorise unre…

Contactless check-in allows arrival formalities or access without a face-to-face handover. It may combine online forms with a lockbox, keypad or other access method; it does not au…

A content gap is information guests need that is missing, unclear or hard to find. Repeated searches and unanswered questions can reveal which guidebook sections need attention.

Cosmetic upgrades change the appearance or finish of a property without a major structural alteration. Their value depends on the property's condition, guest needs and the cost…

Cross-selling offers an additional product or service alongside the main purchase. In hospitality it is often grouped under “upsells”, although an upgrade and a complementary extra…

CRM describes the systems and practices used to organise customer relationships and interactions. For rental businesses, it may hold guest contact details, communication history an…

A damage waiver is an agreement limiting a guest's responsibility for specified damage, usually subject to a fee, limits and exclusions. It is different from a refundable secur…

Data minimisation means collecting and retaining only the personal information needed for a defined purpose. It encourages hosts to question unnecessary fields and limit access and…

Demand forecasting estimates future booking demand using information such as historical reservations, booking pace, seasonality and local events. Hosts use forecasts to plan rates …

Depth of inventory describes how much accommodation a business can offer, often within a specific property type or market. It helps managers assess whether they can serve demand fo…

A digital concierge gives guests digital access to information, recommendations or service requests. It may be a guidebook, messaging service or assistant; the term does not automa…

A digital guidebook is an online resource containing practical stay information and local recommendations. Guests usually access it through a shared link, making it a convenient pl…

A direct booking is made with the accommodation provider rather than through an intermediary marketplace. It can avoid OTA commission, although payment processing, website and mark…

Dynamic pricing adjusts accommodation rates as conditions change, such as demand, seasonality or remaining availability. It can be managed manually or with software and should oper…

Early check-in is approved access before the standard arrival time. It may be free or a paid extra and depends on the property being ready; a request is not the same as confirmatio…

Ecotourism focuses on responsible travel in natural environments, with attention to conservation and local people. A rural location alone does not establish that an accommodation o…

An electronic lock uses an electronic mechanism to control access, for example through a keypad or card. It is not necessarily internet-connected or remotely managed.

Emergency information explains how guests can reach appropriate help and identify the property in an urgent situation. It should include accurate local contacts, the property addre…

Expedia is an online travel booking brand within Expedia Group, offering accommodation and other travel services. It is distinct from Vrbo, another brand in the group. Hosts should…

First response time measures how long it takes to acknowledge or answer a new guest inquiry. It is different from resolution time, which measures how long the issue takes to settle…

A fixer-upper is a property needing substantial repair or renovation. Its suitability as a rental depends on the cost, time and permissions needed to make it safe, functional and r…

An FAQ groups clear answers to questions guests commonly ask. It should reflect real guest needs and be maintained when property details or policies change.

Glamping combines an outdoor setting with accommodation and facilities beyond a basic camping pitch. Comfort levels vary, so listings should explain heating, bathrooms, cooking fac…

Gross booking revenue is the value of bookings before specified deductions such as commissions or operating expenses. Reporting conventions differ, so state whether taxes, fees, ca…

Group registration collects individual guest details for people sharing a stay. In Touch Stay, a lead guest can share a group link so others provide their own information.

Guest analytics examines guest interactions, such as guide views, searches, questions and feedback, to identify useful patterns. Each metric needs a clear definition, and a view sh…

Guest communication is the exchange of information between a host or team and guests before, during and after a stay. Effective communication gives people the right information at …

Guest data is information relating to guests and their stays, such as contact details, reservation records and preferences. It should be handled for clear purposes with appropriate…

Guest experience is the overall impression formed through interactions with a property and its team before, during and after a stay. Accurate expectations, clear information and re…

Guest experience software supports the information, communication and service interactions surrounding a stay. It can include guidebooks, messaging, registration, feedback and extr…

Guest feedback is information guests share about their experience, privately or publicly. It can identify problems during a stay and reveal improvements for future visits.

A guest invitation shares guidebook access with a guest or stay. It can carry stay-specific context; its access rules depend on the tool and configuration.

The guest journey is the sequence of stages a guest goes through, from discovering and booking accommodation to departure and follow-up. Different information and support are usefu…

Guest registration collects the details needed to prepare for or record a stay. The required information depends on the property's process and local rules. It is distinct from …

Guest screening is a process for checking a booking against legitimate requirements, such as identity, occupancy or agreed house rules. It should follow applicable law and platform…

Guest sentiment analysis estimates the tone of guest messages or feedback, such as positive, neutral or frustrated. It helps hosts identify conversations and recurring issues worth…

A guest store is a digital place where guests can browse and request or buy extras for their stay. Offers should show price, availability and fulfilment conditions, including wheth…

A guest support handoff transfers a question or issue from an automated assistant to the host or team. It should give the guest a clear way to reach a person and preserve relevant …

A guest timeline organises information or tasks around stages of a stay, such as preparation, arrival and departure. Accurate stay dates help keep the displayed information relevan…

Guidebook defaults are starting settings inherited by new guides. They help establish consistent setup; they are distinct from shared content that updates wherever it is used.

Guidebook engagement describes how guests interact with a guide, such as opening it, viewing topics or following links. Engagement helps show what attracts attention, but does not …

Guidebook tags are labels used to organise guides or select groups for shared content. Their effect depends on the platform’s tagging rules.

A guidebook widget is a compact display or interactive element for a specific task, such as finding Wi-Fi details, checking transport or opening a local recommendation.

An HOA is an organisation that manages certain shared interests and rules in a residential community. Its governing documents may restrict rentals or impose operational requirement…

HomeToGo is a vacation rental marketplace bringing together accommodation from multiple providers. A rental may be supplied through a partner or another listing arrangement, so hos…

Host damage protection is a platform programme that may reimburse eligible guest-caused damage under its terms. It is distinct from liability insurance and does not cover every los…

Houfy is a direct-booking marketplace for vacation rentals, helping travellers find properties and connect with hosts. Hosts should review its current listing, payment and connecti…

A house manual explains how a property works, including appliances, heating, Wi-Fi, waste and access equipment. It usually focuses on practical property use, while a wider guideboo…

House rules set expectations for using the property, such as smoking, visitors, pets and noise. They should be clear, available at the relevant booking stage and consistent with ap…

An iCal feed shares calendar events in a standard format. Rental platforms often use it to import booked or blocked dates. It typically does not exchange the full pricing and reser…

Identity verification checks whether a person is who they claim to be, using a defined process. It is not a guarantee of future behaviour and should be proportionate, secure and co…

An inquiry is a prospective guest's question about a property or stay. It is not a confirmed reservation and does not necessarily hold dates.

In booking systems, inventory is the accommodation available to sell, such as units or rooms by date. In housekeeping, the same word can refer to physical stock; the context should…

Issue reporting gives guests a way to tell the host about a problem. A useful process captures enough detail to act, routes the report to the right person and explains how urgent h…

Journey mapping lays out the steps and interactions a guest encounters across a stay. It helps teams identify missing information, avoid duplicated messages and assign responsibili…

A key drop box is a container designed for returning keys without a face-to-face handover. Some systems also support authorised collection, but that function should not be assumed …

Key exchange is the process of giving guests access to physical keys and arranging their return. It may involve a person, a collection point or secure key-storage equipment.

Keyless entry lets guests unlock an entrance without a traditional metal key, for example using a code, card or mobile credential. Its security depends on configuration and access …

Last-minute availability is accommodation still available shortly before arrival. Hosts can review price, stay restrictions and operational readiness rather than assume every gap n…

Late checkout is approved departure after the standard checkout time. It may be complimentary or a paid extra, depending on availability and the host's policy. It should be con…

The lead guest is the main contact for a stay or travelling party. They may coordinate group registration; their role does not mean they have supplied every traveller’s required in…

A listing is the published description of accommodation on a booking platform or website. Its photos, amenities, rules and availability should accurately represent what guests can …

A live guest preview shows how guidebook edits appear to the reader while the host works. It helps check clarity and layout before sharing the guide.

Local recommendations are suggestions for nearby places, services and activities relevant to guests. They are most useful when they include practical context and are kept up to dat…

A lockbox stores a physical key behind a lock, commonly opened with a code. It can support self-check-in, provided guests have clear directions and the host manages code changes an…

Low season is a period of relatively weak visitor demand in a particular market. It can affect pricing, staffing and the availability of local services.

Marketing consent is permission for specified promotional communication where consent is required. It is separate from providing contact details to manage a stay. Hosts need to fol…

A message template is reusable wording for a common communication. Templates can include fields for guest or booking details, but should be reviewed so the final message fits the a…

Mid-stay cleaning is housekeeping provided while guests are occupying the property. It may be included or optional, with timing, price and scope agreed in advance.

A mid-term rental generally serves stays lasting several weeks or months, between short holidays and longer residential tenancies. There is no universal duration threshold; local r…

A minimum rate is the lowest price a host allows under a pricing rule or system setting. It is a pricing control, not proof that a booking will be profitable after all costs.

Minimum stay is the fewest nights allowed for a reservation under a property's booking rules. It may vary by date, arrival day or rate plan.

A multi-calendar displays availability and bookings for multiple properties in one view. It helps teams review occupancy and gaps, but it does not by itself guarantee that external…

A multilingual guidebook makes stay information available in more than one language. Translated instructions should preserve important facts, measurements and meaning, with a clear…

NOI is property operating income minus operating expenses, including property taxes where applicable. It excludes financing costs, income tax, depreciation and capital improvements…

A non-refundable rate is a price offered with restrictive refund conditions if the guest cancels. Payment timing is a separate condition, and platform exceptions or applicable law …

An occupancy limit is the maximum number of people allowed under the relevant booking, property or regulatory conditions. Sleeping capacity and legally permitted occupancy are not …

Occupancy rate is sold nights divided by available nights for the same inventory and period, multiplied by 100. State how blocked nights are treated so comparisons use the same den…

Offline access allows previously saved content to be viewed without an internet connection. Availability depends on what was downloaded or cached; live chat, payments and external …

Online check-in lets guests complete some arrival steps digitally, such as submitting required details or reviewing stay information. It does not necessarily unlock the property or…

An OTA is an online intermediary through which travellers find and book accommodation or other travel services. Airbnb, Vrbo and Booking.com are commonly grouped within this distri…

Operating expenses are the recurring costs of running a property, such as cleaning, utilities, routine repairs, management and applicable property taxes. They are distinguished fro…

Operations are the recurring tasks needed to run a rental business, including guest support, housekeeping, maintenance and coordinating arrivals. Good operations connect each task …

An orphan night is an isolated unbooked night between reservations or blocks. Similar gaps can span several nights and may be difficult to sell under normal minimum-stay rules.

Overbooking occurs when confirmed reservations exceed the accommodation available for the same dates. For an individual vacation rental, overlapping bookings create a fulfilment pr…

Over-improvement means spending on a property beyond what its market or business case is likely to support. A more expensive upgrade does not automatically produce a matching incre…

An owner portal gives property owners access to information supplied by their manager, such as reservations, statements or maintenance updates. The information visible depends on t…

An owner's closet is a storage area reserved for the owner or team rather than guests. It is commonly locked and used for personal belongings, spare stock or operational equipm…

A payment gateway securely passes payment information between a checkout and payment-processing services. It is part of a wider payment flow; using one does not mean funds are imme…

Peak season is a period of relatively strong demand in a destination. It may be driven by weather, holidays or recurring events, and does not remove the need to monitor actual book…

Personalisation adapts information or service to a guest's relevant needs or stay details. Useful personalisation can be simple and should rely on appropriate, accurate informa…

A pet-friendly rental accepts pets under stated conditions, which may cover numbers, size, areas of access or charges. Pet rules should be clear and distinguished from any separate…

A point of interest is a named location that may be useful to guests, such as a restaurant, station or attraction. A guidebook can add practical context beyond a map marker.

Pre-arrival communication is information shared between booking and arrival to help guests prepare. It commonly covers directions, parking, access arrangements and what to bring, t…

PTBA is a vendor-dependent booking setting describing a required interval before arrival. In some systems it means advance booking notice; in others preparation settings block time…

Preparation time is the interval reserved for getting a property ready between departures and arrivals. Depending on the system, it may be managed through operational schedules or …

Preventive maintenance is scheduled work intended to reduce breakdowns and keep equipment functioning. It complements repairs made after a problem occurs.

A property is the physical accommodation asset being hosted or managed. It may contain one or several bookable units, so property counts and sellable-unit counts are not always the…

A property knowledge base is the maintained collection of instructions, policies and local information a team uses to support guests. It can supply a guidebook or guest assistant, …

Property management is the work of overseeing a property on behalf of an owner or business. For vacation rentals, it can include bookings, guest support, housekeeping, maintenance …

A PMS is software used to organise accommodation operations such as reservations, availability, guest records and reporting. Features differ, and some businesses connect specialist…

A QR code is a scannable graphic that can open a link or other encoded information. In guest accommodation, it offers a quick route to a guidebook; a readable alternative link is u…

Quiet hours are specified times when guests are expected to limit noise. They should be communicated clearly and reflect any applicable building or local rules, rather than imply n…

A rate plan combines a price with conditions such as cancellation terms, meal inclusions or minimum stay. Two prices for the same dates may therefore represent different offers.

A referral programme rewards eligible recommendations that meet stated conditions. Touch Stay offers host-to-host and guest referral routes, with rewards tied to a referred host be…

Release days is a context-dependent distribution term. It can refer to a deadline when unconfirmed allocated accommodation is returned to general sale. Some systems use similar lan…

A rental agreement sets out the terms between the accommodation provider and guest, including dates, payment, occupancy and use of the property. Its requirements and enforceability…

Rental yield expresses rental income as a percentage of property value or purchase cost. Gross yield uses income before expenses; net yield deducts specified expenses. State the ca…

A repeat booking is a new reservation from a guest who has stayed before. It can arrive directly or through a booking platform and should not be confused with an extension of the c…

A reservation records accommodation held or booked for specified guests and dates. Systems may distinguish pending, tentative, confirmed and cancelled statuses, so the status matte…

Revenue management uses demand, pricing, availability and distribution information to improve commercial performance. It considers the value of bookings and their costs, rather tha…

RevPAR is accommodation revenue divided by available room-nights for a period, or ADR multiplied by occupancy expressed as a decimal. For whole-property rentals, use a consistent r…

Review management involves monitoring public reviews, responding appropriately and using feedback to improve service. Review requests should be fair and comply with each platform&#…

Scheduled messaging sends a prepared message at a specified time or relative to a stay event. It is a form of automated messaging and needs to account for changed or cancelled rese…

SEO is the work of making website content understandable and discoverable in organic search. For hosts, that includes useful property information, accessible pages and accurate loc…

A security deposit is money collected or authorised to cover eligible losses under agreed terms. Collection, deductions and release conditions depend on law and platform rules. A c…

Self-catering accommodation provides facilities for guests to prepare their own meals. The level of kitchen equipment varies, so a listing should describe what is actually availabl…

Self-check-in lets guests enter the accommodation without an in-person key handover at arrival. It requires clear instructions, a suitable access method and a way to get help if en…

Service recovery is how a team responds when something goes wrong during a guest's experience. It includes acknowledging the problem, taking practical action and checking wheth…

A serviced apartment is furnished accommodation offered with some hospitality services, such as housekeeping or reception support. Service frequency and inclusions vary and should …

Shared guidebook content is information reused across several guides while allowing property-specific details to remain separate. It can reduce repeated editing, provided changes a…

In message templates, a short code is a placeholder replaced with a saved value, such as a guest name or arrival date. The term here describes template fields, not short telephone …

Short-term rental insurance is cover designed for specified risks associated with paid guest stays. It may include property or liability cover, but eligibility, exclusions and limi…

A short-term rental permit or licence is an authorisation required by some authorities to operate guest accommodation. Requirements may include registration, inspections or renewal…

A short-term rental provides accommodation for temporary stays rather than a long residential tenancy. The legal duration threshold and permitted use vary by location, so the label…

Shoulder season is the period between a destination's busiest and quietest travel seasons. Demand, prices and conditions depend on the location; favourable weather or low price…

A smart lock is an electronic lock with connected features such as remote management, scheduled credentials or access records. Supported functions and offline behaviour depend on t…

An SOP documents how a recurring task should be carried out consistently. It should explain the steps, quality standard and what to do when something goes wrong.

A stay extension adds nights to an existing visit, subject to availability and updated booking arrangements. It differs from late checkout, which extends departure time rather than…

Stock control tracks consumable supplies and replacement items so the team knows what is available and when to reorder. It is different from accommodation inventory in a booking sy…

Superhost is Airbnb's recognition programme for hosts who meet its service criteria. It is a platform-specific status, not a general certification of every property or a guaran…

Sustainable tourism considers travel's environmental, social and economic effects over time. Hosts can support it through specific practices and honest information rather than …

Task management organises work by recording what needs doing, who owns it and its status. In rentals, tasks may come from planned housekeeping, maintenance schedules or guest-repor…

Total price is the full amount payable for a defined booking or purchase, including the applicable compulsory charges on the stated basis. Optional extras should be identified sepa…

A turn-key vacation rental is marketed as ready to operate, usually with furnishings and essential systems in place. The label does not replace checks on condition, permissions, co…

In rental operations, turnover is the process of preparing a property after one stay and before the next. It can include cleaning, linen changes, replenishment, inspections and con…

Underbooking is an informal term for bookings below a property's target or expected demand. It describes a result rather than a single cause; pricing, visibility, restrictions …

A unified inbox brings messages from supported channels into one workspace. Coverage depends on the connected channels, and teams still need clear responsibility for replies and fo…

Upsell conversion rate measures the share of a defined audience that completes a specified extras-purchase action. Identify the audience and whether orders are requested, accepted …

In vacation rental usage, upselling commonly means offering optional paid upgrades or extras that add to a stay. Strictly, selling an additional product is cross-selling, while an …

Vacancy rate is the share of available accommodation nights that remain unsold during a period. With the same inventory basis, it equals 100% minus occupancy rate.

A vacation rental is accommodation, such as a house or apartment, offered for temporary stays. It may be professionally managed or hosted by an owner, and local rules determine the…

Vrbo is an Expedia Group vacation rental booking brand. It connects travellers with holiday accommodation and serves as a distribution channel for rental owners and managers. Hosts…

A webhook sends an event notification from one system to another when something happens. Unlike a scheduled check for updates, it is triggered by an event; delivery failures still …

A welcome book brings together information guests need about their accommodation and surroundings. It may be printed or digital and can include contact details, house instructions …

Workflow automation uses software to carry out a sequence of tasks when defined conditions are met. It may use fixed rules, AI or both; automation alone does not imply artificial i…

Yield management aims to earn more from limited, perishable accommodation inventory by adjusting price and booking conditions as demand changes. Revenue management is broader and c…

Zoning regulations govern permitted land and property uses within an area. They may affect whether and how short-term accommodation can operate, alongside licensing, building and o…