The Properties module is the foundation of HostHive. Here you manage your entire property portfolio—adding properties, tracking their status, organizing photos and amenities, and keeping important information accessible to your team.
The Properties page displays all properties in your portfolio. Click Properties in the sidebar to access it.
In Grid view, each card shows:
| Element | Description |
|---|---|
| Property Image | Main photo or building placeholder |
| Occupancy Badge | Color-coded status indicator |
| Property Name | The name you assigned |
| Location | City and state |
| Bedrooms/Bathrooms | Quick reference counts |
| Status | Color | Meaning |
|---|---|---|
| Ready | Green | Clean and prepared for guests |
| Occupied | Blue | Guests currently staying |
| Service Required | Orange | Needs cleaning or maintenance |
| Pending | Gray | Status awaiting confirmation |
Click any property card or row to open its detail page.
You need Admin, Manager, or higher permissions to add properties.
Enter a descriptive Property Name (e.g., "Beach House Retreat" or "Downtown Loft - Unit 5A").
Option A - Address Search (Recommended)
Option B - Manual Entry
Fill in: Street Address, Address Line 2 (optional), City, State, ZIP Code, Country
| Field | Required | Notes |
|---|---|---|
| Bedrooms | Yes | Whole numbers (0+) |
| Bathrooms | Yes | Supports half-baths (1.5, 2.5) |
| Square Feet | Yes | Total interior area |
Select from your company's amenity list or type to create new ones. Use the "Quick select" grid for common amenities like Pool, WiFi, or Parking.
Click Create Property. After creation, you'll be prompted to set up calendar integration (optional).
For fast occupancy changes without opening the full edit dialog:
| Field | Notes |
|---|---|
| Property Name | 1-255 characters |
| Address fields | All address components |
| Bedrooms/Bathrooms/Sqft | Property specifications |
| Property Status | Active or Inactive |
| Occupancy Status | Ready, Occupied, Service Required, Pending |
| Amenities | Multi-select from company list |
| Setting | Where to Change |
|---|---|
| Property Images | Settings tab > Image Manager |
| Property Groups | Settings tab > Group Settings |
| Calendar Integrations | Settings tab |
| Notes & Documents | More menu on property page |
HostHive uses two status types:
Controls whether the property is actively managed.
| Status | Meaning | Effect |
|---|---|---|
| Active | Property is managed | Appears in lists, can be scheduled |
| Inactive | Property is paused | Hidden from default views, preserves history |
Reflects the current physical state for scheduling purposes.
| Status | When to Use |
|---|---|
| Ready | After cleaning is complete, property is guest-ready |
| Occupied | Guest is currently staying |
| Service Required | After checkout, needs cleaning or maintenance |
| Pending | Status uncertain or awaiting confirmation |
Ready → Occupied → Service Required → Ready
(check-in) (checkout) (after cleaning)
Some status changes happen automatically:
When you open a property, you'll see several tabs:
The main view showing:
View all service appointments for this property:
Upcoming Appointments
Past Appointments
View guest reservations imported from booking platforms (Airbnb, VRBO, etc.) or added manually. This helps you understand occupancy patterns and coordinate services around guest stays.
Requires finance permissions
Track income and expenses for the property:
Click View Income or View Expenses to see individual transactions.
Access notes and documents through the More menu (three dots) in the property header:
Manage connected smart devices for your property:
If you've connected your Seam account, your property's thermostats appear here. For each thermostat you can:
Stay Protection prevents HVAC damage by monitoring thermostat settings while guests are present. When enabled:
To enable Stay Protection:
What happens during a guest stay:
| Scenario | Action |
|---|---|
| Guest sets AC to 62°F (below comfort minimum) | Wait 15 minutes, then adjust to 68°F |
| Guest sets heat to 80°F (above comfort maximum) | Wait 15 minutes, then adjust to 75°F |
| Guest sets AC to 55°F (safety violation) | Immediately adjust to 60°F |
You'll see a notification like: "Beach House: Guest set AC to 62°F. Adjusted to 68°F."
Property images help your team identify properties and document their condition.
The default image appears in property lists, calendar events, and reports.
Amenities are property features like pools, WiFi, or parking.
Your company maintains a master list of amenities in Settings. All properties can select from this list.
Type an amenity name in the search field. If it doesn't exist, click Add "[name]" to create it and add it to the property simultaneously.
| Category | Examples |
|---|---|
| Comfort | Air Conditioning, Heating, Fireplace |
| Recreation | Pool, Hot Tub, Gym, Beach Access |
| Technology | WiFi, Smart TV, Keyless Entry |
| Practical | Parking, Washer/Dryer, Pet Friendly |
| Views | Mountain View, Ocean View, Balcony |
Groups let you organize properties that share common characteristics and inherit shared settings.
Each group can store settings that all member properties inherit:
| Setting Type | Examples |
|---|---|
| Door Access Code | Building entry codes |
| Gate Access Code | Community gate codes |
| URL Link | Property management portals |
| Password | WiFi passwords, alarm codes |
If a property belongs to groups with settings, you'll see a Group Settings card on the Overview tab. Settings display with:
Create and configure groups in Settings > Groups:
Store important property information directly in HostHive.
| Feature | Notes | Documents |
|---|---|---|
| Format | Text entries | Uploaded files |
| Best for | Quick info, instructions, codes | Contracts, permits, manuals |
| Expiration | No | Optional |
Useful note content:
Common documents:
Set expiration dates on time-sensitive documents. Expired documents show a red "Expired" badge so you know to replace them.
Schedule regular maintenance independent of guest bookings—pool cleaning, lawn care, pest control, etc.
Recurring services appear as colored dots on the calendar. A legend shows which color represents which service.
From the property's Appointments tab > Recurring Services:
Track recurring service costs by linking transactions in the Finance module. HostHive can suggest matches based on amount, vendor, and date patterns.
Every property has a unique QR code for quick appointment check-in.
When cleaners scan the QR code, they're taken directly to a check-in page where they can start their appointment with one tap. Time tracking starts automatically.
Good locations:
Avoid:
When you no longer manage a property, you have two options.
Set the property to Inactive to preserve all data while hiding it from active views.
Archived properties:
Permanently remove the property and all associated data.
Warning: Deletion is permanent. All appointments, service reports, notes, documents, images, and transactions linked to this property are deleted.
| Data Type | What Happens |
|---|---|
| Property record | Completely removed |
| Images | Deleted from storage |
| Appointments | All deleted |
| Service reports | All deleted |
| Notes & documents | All deleted |
| Transactions | Links removed |
| Group assignments | Property removed from groups |
Archive first. If you're certain you won't need the data, you can delete later. Export any data you need before deleting.
Track repairs and upkeep with maintenance requests. Find Maintenance in your sidebar (wrench icon).
See all requests across your properties with:
Click New Request and fill in:
Required:
Optional:
You can attach photos right when you create a request—no need to go back and add them later.
Photo limits:
Check Repeat this request for regular upkeep:
Check if filters are active. Click "All Status" and clear the search field. If still empty, you need to add properties.
Clear any active filters and refresh the page. Check if the property was created with Inactive status.
You may not have edit permissions. Contact your administrator.
Refresh the page. If the issue persists, images may not have uploaded correctly—try re-uploading.
Verify the property is assigned to a group in Settings, and that the group has settings configured.
You need finance permissions. Contact your administrator.