Property Managers Using Buildium, AppFolio or Hostaway — Here's How a VA Fits Right In
Most property managers have already made the leap to platforms like Buildium, AppFolio, or Hostaway. But tech alone doesn’t solve the chaos. These tools only deliver value when someone is actively inside them — updating records, logging work orders, syncing calendars, and handling follow-ups. That’s the catch. Most teams don’t have the time or discipline to use them properly.
That’s where virtual assistants come in. A trained VA for property managers works inside the systems you already use — not around them. No new software. No added complexity. Just real support where it counts.
The Tool Is Only Half the System
- Buildium, AppFolio, and Hostaway are loaded with features — but most PMs barely scratch the surface.
- Updates get skipped. Tasks go unlogged. Inquiries pile up.
- Internal teams are stretched. Admins forget to close tickets. Leasing agents leave units marked “occupied” long after move-outs.
- It’s not a tool issue. It’s a consistency issue.
Without daily use, these platforms don’t work the way they should. They become cluttered dashboards full of stale data and missed follow-ups.
What Virtual Assistants Actually Do in These Platforms
A virtual assistant for property management doesn’t just “help” — they run your software stack with you.
In Buildium:
- Tracks maintenance tickets and marks them complete after vendor follow-up.
- Uploads lease agreements and renewal notices.
- Posts payment entries and late fee notices.
- Updates tenant contact details after move-ins or renewals.
In AppFolio:
- Responds to incoming tenant messages using message center or email templates.
- Updates unit availability, uploads listing descriptions and media.
- Creates recurring calendar events for inspections or lease expirations.
- Logs owner notes and syncs financial reports.
In Hostaway:
- Manages automated messaging across Airbnb, Booking, and Vrbo.
- Syncs calendars, resolves double-bookings, flags blocked dates.
- Uploads guest reviews and sends thank-you notes.
- Manages price rule updates and OTA settings.
This is all done using your existing login and workflows — no workarounds, no extra software.
👉 See how our VAs handle this daily →
How Smart PMs Set It Up
Hiring a property management VA doesn’t mean giving up control. It means tightening your systems.
- Grant platform access with limited permissions.
- Share screen recordings showing how you currently do key tasks.
- Let the VA shadow and document the process into a repeatable SOP.
- Set expectations for login frequency, reporting style, and red-flag alerts.
Most PMs start with daily check-ins, then shift to weekly once confidence grows. The VA becomes a behind-the-scenes operator — keeping your stack clean and current.
The Impact: Tools Finally Start Delivering ROI
- No more guessing which tickets are open.
- Guest responses get logged — and followed up on — every time.
- Move-ins and move-outs are properly tracked.
- Owners receive clean monthly reports, not “working drafts.”
You get to focus on growth and relationships. Your VA takes care of the clicks, updates, and reminders.
Takeaways: How to Start Smoothly
- Start small: one platform, 2-3 recurring tasks.
- Record short videos of your current workflow.
- Choose a VA provider who already works with PM software.
- Expect 1-2 weeks of training and adjustment.
- Create a feedback loop — daily updates for the first month.
Once you see your dashboards running like they should, you won’t go back.
You’ve already paid for the tech. You just need the team to run it. Smart PMs don’t switch platforms. They bring in trained virtual assistants who make the most of what’s already there.
If your Buildium, AppFolio, or Hostaway feels like a burden — it doesn’t have to. A good VA turns your software into the operational engine it was meant to be.
Don’t change systems. Change the way you use them.
👉 Book a Free Strategy Call and See How a VA Can Support Your Existing Tools