Breezeway Assist: An Honest Review from Real Users (2026)

A 2026 review of Breezeway Assist pulled from published Capterra, G2, and Comparent reviews. Covers the product claims (2.5-min response, 85% no-escalation), the happy users, the specific reliability complaints, and when Assist is the right fit for your ops team.

# Breezeway Assist: An Honest Review from Real Users

Breezeway Assist is the after-hours guest messaging service built into Breezeway. A team of human hospitality agents, augmented by AI, answers texts, WhatsApp messages, and Airbnb chats on your properties. Here is what the product actually does, what published user reviews say, and when it is the right call for a 100-plus property ops team.

Breezeway Assist is a real service staffed by real humans with AI assistance, built into the Breezeway platform. It handles SMS, WhatsApp, Airbnb messaging, and phone calls within operator-configured coverage windows. Breezeway's own published claims are a 2.5-minute average response, 85 percent of tasks completed without escalation, and a 30 percent lift in guest sentiment.

Operators with clean Breezeway setups and primarily after-hours use cases rate it highly in published reviews from 2025 and 2026. Teams with integration complications or with very tight urgent-response requirements tend to get more value from Assist once they have invested in onboarding and protocol documentation. Assist is designed as a human-plus-AI layer on top of a well-configured Breezeway account, not a turnkey replacement for an in-house response team.

## What Breezeway Assist Actually Is

According to Breezeway's official [Assist product page](https://www.breezeway.io/assist), the service is not pure AI automation. It is a team of hospitality professionals trained on each operator's specific properties and protocols, using AI tools to stay consistent with the operator's brand voice. Breezeway describes the setup as "real humans using AI to align and maintain your brand standards." Agents get access to property data inside Breezeway, including house rules, appliance manuals, and checklist history, and they create and assign tasks when needed rather than just replying to messages.

## What Breezeway Claims

These are the numbers Breezeway publishes on the [Assist product page](https://www.breezeway.io/assist). They are marketing claims from the vendor, not independently verified, but they set expectations for what operators are buying.

The 85 percent no-escalation number is the one to watch. It is Breezeway's most specific claim about the operational handoff: 85 percent of guest interactions Assist handles do not require operator involvement, and the remaining 15 percent do. That means for every 100 after-hours messages or calls, 15 still land back in your team's lap in some form. Operators evaluating Assist should plan their on-call roster around that 15 percent, not around the 85.

## The Positive Reviews

Happy Assist users in the published 2025 and 2026 reviews share a common profile: they are small-to-mid-market operators (12 to 60 properties), they use Assist primarily for peace-of-mind after-hours coverage, and they have clean Breezeway configurations. When the setup is right, Assist delivers exactly what they are paying for.

The signal from the positive reviews is that Assist is most valued for what it prevents: operators do not have to personally answer a text at 2:47 AM about a broken air fryer, they can set coverage for shoulder-season weekends and actually unplug, and the agent team can escalate tasks into the Breezeway queue directly rather than bouncing through email.

## What to Get Right Before Adopting

A handful of patterns show up across published reviews that point to what needs to be set up carefully before Assist can deliver its 85 percent no-escalation number. Breezeway has responded on several of these publicly, treating them as things to get right in setup rather than product flaws.

**Urgency routing.** Assist works best when your protocols clearly distinguish urgent (lockouts, safety issues, active complaints) from routine (check-in questions, appliance manual lookups). Operators who invest time upfront in writing out what counts as urgent, and how Assist should escalate each type, consistently report the smoothest experience. Teams that leave this to agent interpretation see more variance.

**Task auto-assignment tuning.** When Assist agents create tasks in Breezeway, the tasks inherit your workflow's default worker routing. If your default workers are not set cleanly at the property level, or if your Subdepartment mapping has gaps, Assist-created tasks end up with assignment gaps too. Clean up your default worker configuration before turning on Assist, not after. Our guide on [why Breezeway auto-assign fails](https://rapideyeinspections.com/blog/breezeway-auto-assign-not-working/) covers this.

**Onboarding investment.** Assist agents are trained on your specific properties and protocols. The quality of that training depends on the quality of the property data and house rules you populate in Breezeway before onboarding. Operators who complete their property data fully (house rules, appliance manuals, check-in codes, known issues) consistently get better results than those who onboard Assist against a half-populated account. Breezeway has publicly responded to feedback in this category by refining their setup process.

## When Breezeway Assist Is the Right Call

### Good fit

- You run 12 to 200 properties with primarily after-hours messaging volume

- Your Breezeway setup is already clean: property notes populated, templates running, integrations stable

- You want to offload routine guest questions, not urgent operational decisions

- You have an on-call process for the 15 percent of escalated cases

- You are willing to invest in careful onboarding and protocol documentation

### Not a fit

- You have a rough Breezeway setup, integration issues, or incomplete property data

- You expect Assist to handle complex judgment calls without operator review

- Your business depends on sub-5-minute responses for lockouts and urgent requests

- You do not have time to set up coverage windows, protocols, and escalation rules

- You want a pure AI chatbot rather than a hybrid human-AI service

## How Assist Fits in the Broader Ops Stack

Breezeway Assist is one piece of the after-hours coverage decision, not the whole stack. Mid-market operators running 100-plus properties typically combine three layers: a dedicated in-house or outsourced response team for critical issues, a messaging automation layer like [Hospitable](https://www.hospitable.com/) for routine reply patterns, and Assist for the after-hours window when the in-house team is off. For the broader context on this, see our [guide to AI tools that work with Breezeway](https://rapideyeinspections.com/blog/ai-tools-that-work-with-breezeway/).

The part of the ops stack Assist does not touch is the physical property. Assist can respond to a guest who says the kitchen is dirty, but Assist does not analyze the turnover photos that would have flagged the miss before the guest arrived. That gap is where [AI damage detection layers like RapidEye](https://rapideyeinspections.com/blog/add-ai-damage-detection-breezeway-workflow/) plug in, and together the two cover the ops workflow end to end: photo review catches the problem before the guest checks in, Assist catches the problem when the guest reports it.

## The Verdict

### A good fit for operators who invest in the setup.

Breezeway Assist is a real service with real humans and AI assistance, built specifically for Breezeway users. For operators with clean setups, complete property data, well-defined urgency protocols, and realistic expectations about the 15 percent escalation rate, it delivers measurable peace of mind. The reviews that come out positive share that profile.

The Assist experience is tightly coupled to the quality of your underlying Breezeway configuration. If your property data is complete and your escalation rules are clear, the 85 percent no-escalation number tends to hold. If not, the onboarding investment upfront is what closes the gap.

**If you are evaluating Assist:** populate every property's Breezeway data completely before onboarding, write clear urgency protocols, set the escalation rules tight, and run a 30-day parallel coverage test alongside your existing on-call. This is the pattern operators who get strong results consistently follow.

## Sources

- Breezeway. [Assist | Breezeway product page](https://www.breezeway.io/assist). Primary source for channels, staffing, 2.5-minute response claim, 85% no-escalation claim, 30% guest sentiment lift, coverage configuration.
 https://www.breezeway.io/assist

- Capterra. [Breezeway Reviews on Capterra](https://www.capterra.com/p/186514/Breezeway/). Source for positive reviewer quotes from Tony H. (March 2026, 33-listing operator in Kimberley BC) and Kristi M. (October 2025, Dispatch Manager). Full 195-review sample reviewed.
 https://www.capterra.com/p/186514/Breezeway/

- Breezeway. [Meet Breezeway Assist](https://www.breezeway.io/blog/meetbreezewayassist). Product launch context and positioning.
 https://www.breezeway.io/blog/meetbreezewayassist

- Breezeway Help Center. [Assist and Task Creation](https://help.breezeway.io/en/articles/10457055-assist-and-task-creation). How Assist agents create tasks inside Breezeway.
 https://help.breezeway.io/en/articles/10457055-assist-and-task-creation

## Related


Why Isn't Breezeway Auto-Assigning My Cleaner? (2026)

Tasks are showing up unassigned even though you set default workers. Here is the 5-step diagnostic flow, in priority order, that finds the cause. Covers the workflow toggle, property-level defaults, template overrides, Subdepartment mismatches, and the turn-event edge case.

# Why Isn't Breezeway Auto-Assigning My Cleaner?

You set up default workers. The task generated anyway but nobody is on it. Walk this 5-step diagnostic flow in order. Each check is ranked by how often it is actually the problem. The fix is almost always at step 1 or 2, but you have to verify each to know.

Breezeway auto-assigns tasks only when two conditions are both true: the Automated Workflow has the Assign Tasks to Default Workers toggle turned on, and the property has a default worker configured at either the department or template level. Per Breezeway's own documentation, "If the automatic assignment feature is turned off, all tasks will populate as unassigned."

The diagnostic below walks five checks in priority order. Roughly 70 percent of unassigned-task complaints resolve at step 1 (toggle off) or step 2 (no default worker on property). The rest are a mix of template-override conflicts, Subdepartment mismatches, and turn-event edge cases. Do not skip steps. The failure modes stack, and you may have more than one thing wrong.

## The 5-Step Diagnostic Flow

Walk this in order. Each step has a yes/no check, a fix if the answer is no, and a next-step direction if the answer is yes.

Is "Assign Tasks to Default Workers" turned ON in the Automated Workflow?

Go to Settings → Scheduling. Open the Automated Workflow that generates this task. Find the Assign Tasks to Default Workers toggle. Turn it on. Save.

This is the single toggle that controls whether the workflow assigns anyone at all. Per Breezeway's docs: "If the automatic assignment feature is turned off, all tasks will populate as unassigned." You are done. Verify on the next task that generates.

The toggle is on but tasks still appear unassigned. That means the workflow is trying to assign, but has no one to assign to. Move to step 2.

Does the property have a default worker set for this task's department?

Go to the property, click Template Modifiers, select People. Set a Department Default for the relevant department (Housekeeping, Inspection, Maintenance).

If this is a problem across many properties, email support@breezeway.io for the Default People CSV bulk upload template. Fixing 30 properties one at a time is how ops leads lose afternoons.

The property has a default worker set, but this specific task still came up unassigned. Move to step 3. A template-level override may be silently overwriting your department default.

Is there a template-level worker override that is blank or set to a different person?

On the same Template Modifiers → People screen at the property, check each template's row. If a template has its own worker field that is blank, you have two options: clear the override entirely (so the department default applies), or set a specific person for that template.

Per Breezeway's documentation: "The Task Template overrides the department default." A blank template override does not fall back to the department default. It falls through to unassigned.

Template overrides look correct. Move to step 4. Subdepartment mismatches are the next candidate.

Does the default worker's Subdepartment match the template's Subdepartment?

Either move the default worker into the matching Subdepartment, or remove the Subdepartment constraint from the template, or set a new default worker who is actually in the template's Subdepartment.

Subdepartments are Breezeway's routing layer inside a department. If your template is set to the "Deep Clean Crew" Subdepartment but your default cleaner is only in the "Regular Clean Crew" Subdepartment, the auto-assignment logic sees a routing conflict and falls through.

Subdepartments align. Move to step 5. The remaining cause is the turn-event edge case.

Is the unassigned task a same-day turn, when your other checkouts are assigning fine?

You have a Checkout workflow but no Checkout (turn) workflow. Turn events are treated as a distinct event type in Breezeway's Automated Workflow engine, so they need their own rule (or the same rule set to match both event types).

Full walkthrough with the mechanism and the two fix options is in our related guide: [Why Does Breezeway Cancel My Cleaning Between Same-Day Guests?](https://rapideyeinspections.com/blog/breezeway-cancels-cleaning-same-day-turnover/)

You have worked the full diagnostic and none of the five common causes apply. File a ticket at support@breezeway.io with the specific task ID, property, template, and expected default worker. Ask them to trace the auto-scheduler log.

## Two Causes That Don't Fit the Main Flow

### The default worker was deactivated

If the person set as your default was removed from the account or had their access revoked, auto-assignment silently falls through. The property config still shows their name (Breezeway does not automatically clear the reference), but the workflow cannot assign to an inactive user. Check your Manage People list. If the named default is no longer active, that is your cause.

### The workflow is in Draft mode

Draft workflows generate tasks on the schedule without sending assignee notifications. The task may actually be assigned to the correct worker, but they never received a notification, so you see "nobody is working on this" from their side. Check the workflow's Schedule Mode. If it is Draft, flip to Commit. This is not technically an auto-assign failure, but the symptom looks identical to operators on the ground.

## When Multiple Causes Compound

The reason the diagnostic matters is that failures stack. A real pattern we see in published reviews: an operator has 120 properties, the auto-assign toggle is on, 80 properties have default workers set but 40 do not, and among the 80 that do, 15 have template-level blank overrides from a half-finished setup. The result is that auto-assign works "most of the time" and fails silently on 55 properties, which is why the complaint reads as "sometimes it works, sometimes it doesn't."

This compounding is also why one reviewer described Breezeway's auto-assignment as "clunky" and noted "automatic assigning isn't always beneficial" (Christopher S., Operations Manager, Capterra February 2025). The feature is not unreliable; the setup surface just has multiple layers where silent misconfiguration can live.

The fix at scale is auditing all three layers (workflow toggles, property defaults, template overrides) before declaring the feature broken. For the full context on how Breezeway templates and workflows interact, see our [Breezeway Templates and Triggers complete setup guide](https://rapideyeinspections.com/blog/breezeway-templates-and-triggers/).

## Sources

- Breezeway Help Center. [Adjust your Automated Workflows](https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows). Primary source for the Assign Tasks to Default Workers toggle behavior: "If the automatic assignment feature is turned off, all tasks will populate as unassigned."
 https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows

- Breezeway Help Center. [Add Default Workers to each Property](https://help.breezeway.io/en/articles/8510786-add-default-workers-to-each-property). Primary source for the Template Modifiers → People setup flow and the rule that "The Task Template overrides the department default."
 https://help.breezeway.io/en/articles/8510786-add-default-workers-to-each-property

- Breezeway Help Center. [Subdepartments](https://help.breezeway.io/en/articles/7939205-subdepartments). Subdepartment behavior and its interaction with templates.
 https://help.breezeway.io/en/articles/7939205-subdepartments

- Capterra. [Breezeway Reviews](https://www.capterra.com/p/186514/Breezeway/). Christopher S., Operations Manager, Real Estate, February 2025: "The automated reply system/Breezeway Assist is clunky and does not assign the correct teams to the correct tasks always. This may be more of an internal issue that needs clarification, but automatic assigning isn't always beneficial."
 https://www.capterra.com/p/186514/Breezeway/

## Related


How to Bulk Edit in Breezeway (Everything You Can and Can't Do) 2026

What Breezeway actually supports for bulk edits across properties, tasks, and elements. The exact menu paths, the CSV support-only upload path, and the gaps users complain about most (with real reviewer quotes).

# How to Bulk Edit in Breezeway (Everything You Can and Can't Do)

A field guide for operators managing 100-plus properties. Covers the Bulk Actions menu on the Properties page, bulk task updates, the CSV import path reserved for Breezeway support, and the specific gaps operators keep running into when they scale. Written for the operator who just tried to update 200 properties at once and found out they can't.

Breezeway does support bulk editing, but the surface is narrower than operators expect. On the Properties page, checking multiple property boxes reveals a Bulk Actions menu that lets you assign Guide Templates and apply a handful of other property-level changes. On tasks, selecting multiple tasks exposes a Bulk Actions flyout that lets you update the Subdepartment. Beyond that, bulk editing is limited: pay structures, per-property task requirements, property elements, and tag-based property selection still require either one-at-a-time edits or a CSV file that Breezeway support has to process for you.

For ops teams running 100-plus properties, the practical approach is to lean on Bulk Actions for the fields it supports, use Property Tags and Groups to batch filters for reporting, and email support@breezeway.io to request the CSV import template for the three specific categories Breezeway will batch-ingest: default people at the department level, default people at the template level, and time and rate settings.

If you manage operations for a portfolio above 50 units, the single most common complaint about Breezeway is that you cannot bulk edit everything you want to. The reviews on G2, Capterra, and Comparent from 2025 and early 2026 return to this point repeatedly. Users at mid-market portfolios say things like "you have to attach everything to the properties one at a time" and "it would be amazing to be able to select all properties under a certain tag and update them all at once." These are accurate descriptions of the platform. Breezeway's bulk edit surface is real but partial, and knowing exactly where it stops saves hours of clicking.

## What Breezeway Bulk Actions Actually Cover

Breezeway exposes Bulk Actions in two main places: the Properties page and the Scheduling page (for tasks). The feature surfaces when you check the boxes next to multiple items. Based on Breezeway's current help documentation, here is what is actually supported as of April 2026.

### What you can bulk edit

- **Assign a Guide Template** to multiple properties at once from the Properties page Bulk Actions menu

- **Update Subdepartment** on multiple tasks in a single flyout

- **Apply Property Tags** to multiple properties for later filtering

- **Commit multiple drafted tasks in a workflow** in bulk from the Scheduling page

- **Export properties, tasks, and subdepartments to CSV** with default columns for external editing

### What you can't bulk edit in the UI

- **Pay rate or pay structure** across properties or tasks (CSV via support only)

- **Default cleaner, inspector, or maintenance worker** per property (CSV via support only)

- **Per-property task requirements and checklist modifiers**

- **Property Elements** in mass quantities

- **Selecting all properties under a tag and updating them in a batch**

- **Recurring tasks that continue indefinitely** without a set end

According to [Breezeway's Guide - Multiple Templates help article](https://help.breezeway.io/en/articles/8399444-guide-multiple-templates), the template assignment flow is the most mature part of the bulk edit experience. Breezeway also recently added Save and Cancel buttons to the Bulk Edit Properties flow for extra confirmation, per their Q4 2025 product updates. That change was a response to the risk of accidentally overwriting a template across hundreds of properties, which happened enough to warrant a guardrail.

## Bulk Edit Properties: The Exact Flow

The Bulk Actions menu for properties is on the Properties page, not the Scheduling or Tasks view. This trips up new admins who try to edit from the wrong screen. The flow Breezeway documents:

- Open the Properties page
Go to the Properties section from your Breezeway dashboard. This page shows every property in your portfolio with filter options at the top.

### Open the Properties page

Go to the Properties section from your Breezeway dashboard. This page shows every property in your portfolio with filter options at the top.

- Filter down to the set you want to edit
Use the Guide Templates filter, Group filter, Tag filter, or search box to narrow the view. This matters because the checkbox selection only applies to what is visible and selected. If you have 400 properties and only want to edit 120, filter first.

### Filter down to the set you want to edit

Use the Guide Templates filter, Group filter, Tag filter, or search box to narrow the view. This matters because the checkbox selection only applies to what is visible and selected. If you have 400 properties and only want to edit 120, filter first.

- Check the boxes next to the properties you want to edit
A Bulk Actions button appears once at least one property is checked. You can also use the header checkbox to select all visible filtered properties at once.

### Check the boxes next to the properties you want to edit

A Bulk Actions button appears once at least one property is checked. You can also use the header checkbox to select all visible filtered properties at once.

- Click Bulk Actions and choose Bulk Edit Properties
From the dropdown you get a list of fields you can change. Guide Template is the most common bulk edit here, along with tag application.

### Click Bulk Actions and choose Bulk Edit Properties

From the dropdown you get a list of fields you can change. Guide Template is the most common bulk edit here, along with tag application.

- Pick the new value and confirm with Save
Breezeway added a confirmation step here after operators accidentally overwrote templates across large portfolios. Read the confirmation carefully. There is no undo for a bulk template reassignment, and if you delete a template, any property using it silently falls back to the Default Template.

### Pick the new value and confirm with Save

Breezeway added a confirmation step here after operators accidentally overwrote templates across large portfolios. Read the confirmation carefully. There is no undo for a bulk template reassignment, and if you delete a template, any property using it silently falls back to the Default Template.

## Bulk Edit Tasks: What You Can Change

Task-level bulk editing is narrower. According to Breezeway's documentation on [Subdepartments](https://help.breezeway.io/en/articles/7939205-subdepartments), the primary bulk action for tasks is Subdepartment reassignment: click one or more tasks, the Bulk Actions option appears, and a flyout lets you update the Subdepartment of the selected tasks in one shot. Subdepartments are also included in default CSV exports and in custom views, so you can audit Subdepartment assignment across the portfolio without clicking into each task.

Everything else on a task (due date, assignee, completion status, attached requirements) still typically has to be edited task-by-task. This is where ops teams at mid-market portfolios lose the most hours. If you need to shift 80 tasks to a new due date because a cleaner quit mid-week, Breezeway does not offer a native "reschedule all selected" action. The workaround operators use is covered further down.

## The CSV Bulk Upload Path (Support Only)

Breezeway does have a CSV bulk upload feature, but it is not self-service. Per [Breezeway's Bulk Uploads help article](https://help.breezeway.io/en/articles/8694484-bulk-uploads), the Support team will process CSV uploads for three specific categories:

- **Default People at the Department Level.** Bulk-assign default cleaners, inspectors, or maintenance workers across your entire portfolio by department.

- **Default People at the Template Level.** Bulk-assign default workers when a specific template triggers.

- **Time and Rate.** Bulk-update time estimates or pay rates (Piece or Hourly) at the template level.

To use it, email support@breezeway.io and ask for the CSV template for the category you need. Breezeway sends back a spreadsheet with the required columns, you fill it in, send it back, and their team processes the upload on their end. Operators who have used this path report the turnaround is usually a few business days.

Two rules to know before you try:

- **Names must match Manage People exactly.** If the cleaner is entered as "Maria G." in Manage People, your CSV has to say "Maria G." character-for-character. A mismatch silently drops the assignment.

- **Multiple users go in one cell, comma-separated.** Do not split them into separate columns.

- **You need Property IDs and Template IDs.** Export your properties and templates first to pull the IDs, then paste them into the CSV.

### For per-property task edits: use the CSV loop

If you need to bulk-edit something the UI does not support (pay rate per template, default workers across a tag, time estimates), the operator-tested loop is: export the relevant CSV from Breezeway, edit externally in your spreadsheet tool of choice, email support to process the changed file. The turnaround is slower than a click but much faster than editing 300 properties one at a time.

## The Gaps Operators Complain About Most

Running through 2025 and 2026 reviews on [G2](https://www.g2.com/products/breezeway/reviews), [Capterra](https://www.capterra.com/p/186514/Breezeway/), and [Comparent](https://www.comparent.com), the same bulk edit gaps come up across operators at very different portfolio sizes. The frequency with which independent reviewers surface the same issue is the clearest signal of what Breezeway still has not fixed.

Three patterns recur across these reviews:

- **Tag-based bulk edit.** Operators build out tag systems to group properties (by market, by owner, by tier) and then cannot use the tag as the basis for a bulk update. The workaround is to filter by tag in the Properties page, select all visible properties, then run Bulk Actions. That works for the fields Bulk Actions covers; it fails for everything else.

- **Elements in mass quantities.** Property Elements (appliances, fixtures, furniture items with attached photos, model numbers, and maintenance history) are one of Breezeway's strongest features for mid-market operators. But there is no native way to bulk-edit elements across properties. If you replaced every dishwasher in 40 properties with a new model, you update 40 Element records one at a time.

- **Recurring tasks with no end date.** Breezeway's automated workflows are reservation-triggered (checkout, check-in, turn). There is no native "every 90 days, forever" trigger. Operators who need truly indefinite recurring tasks (quarterly deep cleans, annual HVAC service) usually layer a calendar reminder workflow outside Breezeway or build a manual task on a recurring schedule they reset each year.

## Bulk Edit Support Matrix

The quick reference for what is supported, what requires support, and what is not available at all.

| Edit type | Self-service UI | CSV via support | Not supported |
| --- | --- | --- | --- |
| Assign Guide Template to many properties | Yes | — | — |
| Apply Property Tags to many properties | Yes | — | — |
| Update Subdepartment on many tasks | Yes | — | — |
| Commit multiple drafted workflow tasks | Yes | — | — |
| Default cleaner/inspector per property | Partial | Yes | — |
| Pay rate (Piece or Hourly) at template level | No | Yes | — |
| Default People at department level | No | Yes | — |
| Reschedule multiple tasks to a new date | Drag-and-drop on schedule view only | — | No native bulk reschedule |
| Bulk edit Property Elements | No | Not in support-covered categories | One-at-a-time only |
| Select by tag, apply arbitrary field update | Only Bulk Actions-supported fields | — | Not for most fields |
| Recurring indefinite tasks | No | No | Not supported natively |

## Three Operator-Tested Workarounds

### Tag-first, then bulk action

Before you build any bulk edit workflow, invest an afternoon in a good tag schema. Tag by market, by owner, by service tier, by property size. The tag filter on the Properties page is the closest thing to "select by tag and bulk edit" Breezeway offers. You still only get the fields Bulk Actions supports, but the filter saves the scrolling.

### Template consolidation for pay and worker assignment

If you find yourself editing default workers across many properties, consolidate templates. The CSV bulk upload that Breezeway support will process targets the template level, not the property level. Fewer, better-defined templates means one CSV edit propagates to many properties. Operators at 200-plus units often run 8 to 15 templates rather than 50 near-duplicates.

### Export, edit in a spreadsheet, email support

For the scenarios that the UI does not cover, the export-edit-support loop is the operator-tested path. Export the relevant data via the default CSV, edit the file, email support@breezeway.io with a clear subject line (e.g., *Bulk update: Default People at Template Level for 42 templates*). Include the spreadsheet as an attachment. Turnaround varies but is typically a few business days and is meaningfully faster than one-at-a-time edits.

## Where This Fits in the Broader Photo Review Problem

The bulk edit gap matters most when you are trying to scale operations review across a mid-market portfolio. Breezeway's photo documentation is the best in class and the reason most professional operators use it. The downside is that once the photos are in the platform, reviewing them does not scale. Breezeway does not analyze photos for damage or missing items natively. At 200 units running two turnovers a week each, you are ingesting 16,000 to 24,000 photos a month. No ops team can manually review that. For a deeper look at this gap, see our reference on [how to review turnover photos at scale](https://rapideyeinspections.com/blog/how-to-review-turnover-photos-at-scale/) and [the hidden cost of missed damage](https://rapideyeinspections.com/blog/hidden-cost-missed-damage-short-term-rentals/).

This is the layer where [RapidEye plugs directly into Breezeway](https://rapideyeinspections.com/blog/add-ai-damage-detection-breezeway-workflow/), analyzing the turnover photos already uploaded through whatever templates you have configured and flagging damage, missing items, and cleanliness failures. No workflow change for cleaners, no bulk edit required. If you are a Breezeway user hitting the photo review wall at scale, this is the companion layer that closes the gap.

### See RapidEye running on your Breezeway photos

Book a 15-minute demo. We run the analysis on your actual turnover photos from Breezeway and show you what your team missed.

## Sources

- Breezeway Help Center. [Guide - Multiple Templates](https://help.breezeway.io/en/articles/8399444-guide-multiple-templates). Bulk Edit Properties flow for assigning Guide Templates, filter options, Save/Cancel confirmation added in Q4 2025.
 https://help.breezeway.io/en/articles/8399444-guide-multiple-templates

- Breezeway Help Center. [Bulk Uploads](https://help.breezeway.io/en/articles/8694484-bulk-uploads). The three categories Breezeway support will process via CSV: Default People at Department Level, Default People at Template Level, Time & Rate.
 https://help.breezeway.io/en/articles/8694484-bulk-uploads

- Breezeway Help Center. [Subdepartments](https://help.breezeway.io/en/articles/7939205-subdepartments). Bulk Actions flyout for updating task Subdepartment, CSV export coverage.
 https://help.breezeway.io/en/articles/7939205-subdepartments

- Breezeway. [Q4 2025 Breezeway Product Updates](https://www.breezeway.io/blog/q4-2025-breezeway-product-updates). Save/Cancel buttons added to the Bulk Edit Properties confirmation step.
 https://www.breezeway.io/blog/q4-2025-breezeway-product-updates

- Capterra. [Breezeway Reviews, Capterra](https://www.capterra.com/p/186514/Breezeway/). User quotes from Janelle M., Nikolai K., Avery D., Sara S., spanning 2025 and 2026, on bulk edit gaps.
 https://www.capterra.com/p/186514/Breezeway/

## Related


Why Does Breezeway Cancel My Cleaning Between Same-Day Guests? (2026)

Breezeway keeps sending cleaning cancellation notifications on your back-to-back turnovers even though the guests are different people. Here is the exact mechanism (dynamic scheduling + Checkout turn events) and the two-minute fix.

# Why Does Breezeway Cancel My Cleaning Between Same-Day Guests?

You built a Checkout workflow, it applied to your reservations, and then Breezeway starts sending cancellation notifications on your same-day turnovers even though the incoming guest is a completely different person. Here is exactly what is happening and the two-minute fix.

Breezeway is not confused about the guests. It is doing what dynamic scheduling tells it to do. When a new reservation syncs in from your PMS with a check-in date equal to the current guest's checkout date, Breezeway's Extension handler removes the Checkout workflow and adds a Turn workflow in its place. If you only built a Checkout workflow rule and not a Checkout (turn) rule, the Turn workflow has no template behind it, so the cancellation fires and no replacement task gets scheduled. You see the cancellation, never see the replacement, and assume Breezeway is broken.

The fix is to build a Checkout (turn) workflow that mirrors your Checkout rule, or combine both event types into a single rule. Either way takes under five minutes.

## What Is Actually Happening

Breezeway's Automated Workflow engine treats four event types as distinct: **Checkout**, **Check-in**, **Checkout (turn)**, and **Check-in (turn)**. A "turn" event fires only when a guest checks out on the same day another guest checks in. Per [Breezeway's Automated Workflows help article](https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows), these events are tracked separately and you typically need separate workflow rules for each.

On top of that, Breezeway has a dynamic scheduling layer that adjusts tasks automatically when reservations change. Its documented Extension behavior, per the same help article, is explicit: *"Remove checkout workflow; add turn workflow."* That is the line of logic that triggers your cancellation notification.

So the sequence on a typical same-day turnover is:

- **First guest checks in.** Breezeway applies your Checkout workflow for their checkout day. The cleaner gets the task.

- **A new reservation syncs in** from your PMS with a check-in date equal to the first guest's checkout date.

- **Dynamic scheduling detects the adjacency** and fires the Extension handler.

- **Breezeway removes the original Checkout workflow.** You get the cancellation notification.

- **Breezeway tries to add a Turn workflow** in its place. With no configured Checkout (turn) template, nothing gets scheduled. Silent gap.

The guests' names are irrelevant to this logic. Breezeway is pattern-matching on reservation date adjacency, not on guest identity. This is why you see the same problem every time regardless of which guests are involved.

## The Two-Minute Fix

You have two options. Both prevent the cancellations going forward. Pick whichever fits your templating setup.

### Build a parallel Checkout (turn) workflow

Go to Settings → Scheduling. Duplicate your existing Checkout workflow rule. On the copy, change the Event Type from **Checkout** to **Checkout (turn)**. Leave everything else identical (same template, same filters, same timing). Save.

Every same-day turnover now has its cleaning template applied by the Turn rule. Use this option if you might eventually want a different template for turns (for example a faster quick-turn template versus a longer standard checkout template).

### Combine both events in one workflow

Open your existing Checkout workflow. In the "Schedule These Tasks" section, add a second event: **Checkout (turn)**. Assign the same template to the second event. Save.

Single rule now covers both standard checkouts and same-day turnovers. Use this option if you want the exact same template behavior on both event types. Lighter-weight than Option 1 because you only maintain one workflow.

## If You Are Still Seeing Cancellations After the Fix

Three other edge cases can produce the same symptom. Check these in order:

- **Your Checkout workflow has a filter that excludes the incoming guest.** Common example: your rule filters by Stay Length "2 or more nights," and the incoming turn guest has a one-night stay. The new Turn workflow fires but gets filtered out. Check the Stay Length and Guest Type filters on both your Checkout and Checkout (turn) rules.

- **The new workflow is in Draft mode.** Draft mode creates tasks on the schedule without notifying workers. If you just built the Checkout (turn) rule and left the schedule mode as Draft, the cleaner task is there but silent. Flip it to Commit.

- **Your PMS is not syncing the turn reservation reliably.** Some PMS integrations delay turn reservation syncs, which can cause the Extension handler to fire before the full data arrives. Check your PMS sync log and verify the reservation is actually in Breezeway at the time the cancellation happens.

If none of those apply, email support@breezeway.io with the specific reservation IDs and dates. Their team can trace the auto-scheduler log and tell you exactly which rule fired and why.

## Why This Is Not a Bug

The Extension handler in dynamic scheduling solves a real problem: when a guest actually does extend their stay, the checkout task scheduled for Tuesday needs to move to Wednesday without the operator having to manually reschedule. Without the handler, you would have ghost tasks cluttering the schedule and sending false notifications to cleaners every time a reservation shifts.

The cost of the feature is the edge case this page covers. When a PMS sync creates a data pattern that looks like an extension (adjacent dates, same property) but is actually two separate reservations, the Extension handler fires and removes a task that should have stayed. The fix lives on the operator side: configure both Checkout and Checkout (turn) rules, and the system handles the rest.

For the full mental model of how templates, workflows, and triggers connect in Breezeway, including the four event types and the full dynamic scheduling table, see the [Breezeway Templates and Triggers complete setup guide](https://rapideyeinspections.com/blog/breezeway-templates-and-triggers/).

## Sources

- Breezeway Help Center. [Adjust your Automated Workflows](https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows). Primary source for the four event types (Checkout, Check-in, Checkout turn, Check-in turn), dynamic scheduling behavior, and the explicit Extension handler rule: "Remove checkout workflow; add turn workflow."
 https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows

- Breezeway Help Center. [Guide - Multiple Templates](https://help.breezeway.io/en/articles/8399444-guide-multiple-templates). Template-to-property assignment and default fallback behavior.
 https://help.breezeway.io/en/articles/8399444-guide-multiple-templates

## Related


Why Did Breezeway Charge Me for a Property I Already Removed? (2026)

Breezeway's per-property billing is driven by your PMS sync, which means a listing in your PMS shows up on your Breezeway invoice even if you have stopped managing it. Here is how the model works, a clean cooperative email to Breezeway support, and the realistic timeline for updating your roster.

# Why Did Breezeway Charge Me for a Property I Already Removed?

Breezeway's per-property billing is driven by your connected PMS, which means a listing that is still in your PMS shows up on your Breezeway invoice even if you have stopped managing it. Here is how the model works, a clean email to Breezeway support for updating your roster, and the realistic timeline to keep in mind.

Breezeway's monthly bill equals the number of properties in your account multiplied by your per-property rate. Your property count is pulled from your connected PMS (Guesty, Hostaway, Streamline, Track, Barefoot, and others), which means if a property is still in your PMS, it is on your Breezeway invoice. To remove a property from your Breezeway roster, send a short email to **support@breezeway.io** with the property name, address or Property ID, and the effective date.

The clean habit is to treat your PMS roster as the source of truth and reconcile it with Breezeway before each billing cycle. Most "surprise charge" situations trace back to a test listing or an offboarded property still sitting in the PMS.

## How Breezeway's Per-Property Billing Works

Breezeway's pricing, per their [published pricing page](https://www.breezeway.io/breezeway-pricing), is per property per month. For portfolios of 4 or fewer, the rate is $19.99 per property per month. For portfolios of 5 or more, pricing is custom and usually negotiated with your customer success manager.

Your property count is synced automatically from your PMS. This is deliberate: for operators running hundreds of properties, manually adding each new listing to Breezeway would be unworkable. Instead, Breezeway watches the PMS sync. When a listing is added to your PMS and meets the sync criteria, it joins your Breezeway roster automatically. No manual add step. This is the same model most per-property vacation rental tools use.

The tradeoff is that your Breezeway invoice follows your PMS roster. Test listings, sunset properties, duplicate entries, and properties you added for an onboarding evaluation all count. Keeping a clean PMS roster is the single highest-leverage habit for keeping your Breezeway bill predictable.

## The Email That Gets Processed Fastest

Breezeway's billing team handles property roster updates manually so the audit trail stays clean across every connected PMS. A short, specific email is the fastest path. The format below is what a support agent needs to process the request in a single pass.

Two small details that help support move fast. First, include the Property ID or full address (not just the nickname). That lets the agent find the listing in their system without an extra round-trip. Second, explicitly asking which billing cycle reflects the change gives you a clean answer to pass to your accounting team.

## Timing: When the Update Takes Effect

This follows the standard SaaS billing pattern, which is good to know before your accounting team asks. The short version: send the email, expect a few business days for processing, and the property comes off your next billing cycle. The current cycle you are in has already posted.

### You email support with the roster update

Use the template above. Include Property IDs or addresses and today's date as the effective removal date.

### Support processes and confirms

Expect an acknowledgment within a few business days. The agent verifies the properties in your account, updates the billing side, and replies with confirmation of the effective date.

### Final charge reflects the old roster

Per the standard SaaS billing structure (covered in Breezeway's [terms of service](https://www.breezeway.io/terms)), the current cycle you are in has already posted and is not prorated. This is consistent with nearly every per-property SaaS tool in the category.

### New roster reflected on your invoice

Your next monthly invoice shows the lower property count. If anything looks off, reply to the same support thread with the invoice number so the history stays in one place.

## How to Keep Your Roster Clean

### A simple monthly habit

- **Your PMS roster is the source of truth for your Breezeway bill.** Run a reconciliation before each billing cycle. Pull your PMS property list, compare to what you are actually managing, and flag anything that should not be on either.

- **When a management contract ends, remove the property from your PMS and email Breezeway the same day.** Treating both as one task keeps your roster clean and avoids the "I forgot about that property" surprise.

- **Check your first invoice after any PMS integration change.** Switching between PMS platforms or consolidating integrations can shift how properties map. The first bill after any change is worth a careful read.

- **Set a calendar reminder 5 days before your Breezeway billing date.** That is your buffer for any roster updates you want to take effect before the next cycle posts. Five days is a comfortable processing window.

## For Larger Portfolios

If you are running 200-plus properties and your roster changes frequently, it is worth asking your customer success manager about best practices for keeping the PMS sync clean. Breezeway also offers a CSV bulk upload path through their support team for larger adjustments, which is covered in our guide to [bulk editing in Breezeway](https://rapideyeinspections.com/blog/breezeway-bulk-edit/).

Property roster hygiene is one of those ops tasks that sounds trivial until you scale. A clean audit cadence saves your accounting team hours every month and keeps your ops data aligned with your billing data.

## Sources

- Breezeway. [Breezeway Pricing](https://www.breezeway.io/breezeway-pricing). Per-property monthly billing structure. $19.99 per property per month for 4-or-fewer portfolios; custom pricing for 5 or more.
 https://www.breezeway.io/breezeway-pricing

- Breezeway. [Terms of Service](https://www.breezeway.io/terms). Standard SaaS billing terms including cycle-based billing and the contact-support cancellation flow.
 https://www.breezeway.io/terms

## Related


Why Does Breezeway Keep Logging Me Out of the Mobile App? (2026)

The Breezeway mobile app keeps signing you out and it happens right when a vendor calls. Here is the fastest-to-slowest troubleshooting ladder, what is actually causing it, and when it is actually Breezeway's fault.

# Why Does Breezeway Keep Logging Me Out of the Mobile App?

It always happens at the worst time. A vendor is on the phone, you open Breezeway to look up the property code, and the app is asking you to sign in again. Here is the fastest-to-slowest fix ladder, and an honest assessment of when this is actually Breezeway's fault versus your device's.

In most reported cases this is not a Breezeway-specific bug. The Breezeway mobile app uses standard session-based authentication, which means a small token on your device keeps you logged in. That token gets cleared any time the device's auth storage gets refreshed: OS updates, storage-pressure cleanup on older devices, iCloud Keychain or Google Password Manager being off, aggressive privacy settings, or a stale app install. Work through the fix ladder below in order. Most cases resolve at rung 1 or rung 2.

The one pattern where this is actually Breezeway's fault: if multiple team members on the same device model are all getting kicked out at the same time, and you can reproduce it on a freshly reinstalled app, that is worth a support ticket. Single-user cases almost always trace back to the device.

## The Fix Ladder (Fastest First)

Work down this list in order. Do not skip rungs. Each fix resolves a different underlying cause, and the earlier ones are both faster and more common.

### Update the Breezeway app to the latest version

Open the App Store or Google Play, search for Breezeway, and check for an update. Breezeway has shipped at least one sign-out-related bug fix in their Messaging app per their release notes, and other auth-adjacent fixes are common in minor releases. If you are more than one version behind, this alone resolves most logout complaints.

### Confirm Keychain or Password Manager is enabled

**iOS:** Settings → Apple Account → iCloud → Passwords. Make sure iCloud Keychain is on and Breezeway credentials are saved.

**Android:** Settings → Google → Autofill with Google. Confirm autofill is on and Breezeway is saved.

If the device cannot save the login state, the app cannot restore your session after the token expires. Turning these services on is usually the fix.

### Check for aggressive privacy or storage settings

Some devices are configured to clear app data when inactive for long periods or when storage gets tight. Check for "Offload Unused Apps" on iOS (Settings → App Store) or "Smart Storage" on Android. Both will silently wipe Breezeway's local state, forcing a fresh login next time you open the app.

Also disable any third-party "app cleaner" utilities. They routinely clear auth tokens without asking.

### Uninstall and reinstall the Breezeway app

A clean reinstall clears any corrupted local state that updates cannot reach. Delete the app fully from your device, restart the device, then reinstall Breezeway and sign in fresh. If the issue was caused by a partial app update or a corrupted session database, this clears it.

Expect to sign back in once. If the reinstall resolves it, you are done. If the logouts return within a few days, escalate.

### Email Breezeway support with specifics

If the issue persists after a clean reinstall, this is worth a support ticket. Email support@breezeway.io with:

Exact device model and OS version. Exact Breezeway app version. Date of first occurrence. Rough frequency (every few hours, once a day, on every app open). Whether anyone else on the team with the same device model sees the same thing.

The device-model correlation is what Breezeway support needs to tell whether this is a real app bug or a device issue. Include it or you will get a generic reply.

## What Won't Fix It

### Don't bother with these

- **Changing your Breezeway password.** Frequent logouts are a session storage issue, not a credential issue. Changing the password will actually log you out of every device and force fresh logins, which is the opposite of what you want.

- **Clearing the app's cache without reinstalling.** On most mobile platforms, "clear cache" does not touch the auth token database. It only clears images and temporary files. It is a half-fix that makes you feel like you did something without resolving the session issue.

- **Installing a third-party password manager to "fix" Breezeway.** Breezeway is fine with standard iCloud Keychain and Google Password Manager. Adding 1Password or LastPass does not solve session persistence; it just adds another layer of autofill.

- **Toggling airplane mode.** This is a myth for fixing session issues. Airplane mode resets your network connection, not your auth state.

## When It Actually Is Breezeway's Fault

Three specific patterns indicate a real Breezeway-side bug rather than a device issue:

**Same-device-model pattern.** Multiple team members on the same device and OS version are all getting logged out at similar frequency. That is a reproducibility signal support can actually trace.

**Post-release onset.** The logouts started exactly after a Breezeway app update. Check the release notes. If the update touched authentication or session handling, you may have caught a regression. Downgrade is not an option on the app stores, so the only remedy is filing a detailed ticket so Breezeway can ship a fix.

**Logout-then-login-fails loop.** You get logged out, you enter correct credentials, and the app either rejects them or logs you right back out. That indicates server-side session handling problems. This is worth a support ticket immediately.

Outside these three patterns, treat it as a device issue and work the ladder. For context on the broader pattern of Breezeway's mobile app performance complaints, see [our Breezeway Assist review](https://rapideyeinspections.com/blog/breezeway-assist-review/) which aggregates related reliability concerns from published reviews.

## Sources

- Capterra. [Breezeway Reviews](https://www.capterra.com/p/186514/Breezeway/). Katherine W. (Guest Experience Coordinator, March 2026): "The app is constantly logging me out and requiring signing in." Primary reviewer signal for this issue.
 https://www.capterra.com/p/186514/Breezeway/

- Breezeway Help Center. [Complete Tasks in the Mobile App](https://help.breezeway.io/en/articles/8314160-complete-tasks-in-the-mobile-app). Confirmation that the mobile app uses the same credentials as the web dashboard (single-session model).
 https://help.breezeway.io/en/articles/8314160-complete-tasks-in-the-mobile-app

- Apple App Store. [Breezeway: Property Care](https://apps.apple.com/us/app/breezeway-property-care/id1266431363). App Store listing. Reviews do not surface frequent logouts as a widespread pattern, which is part of the assessment that this is mostly a device-side issue.
 https://apps.apple.com/us/app/breezeway-property-care/id1266431363

## Related


Breezeway Templates and Triggers: The Complete Setup Guide (2026)

How Breezeway templates, Automated Workflows, and triggers actually work. Covers the mental model (template vs workflow), the 60-day scheduling window, Draft vs Commit mode, dynamic scheduling behavior, the critical Checkout vs Checkout (turn) distinction, and the common setup mistakes operators make.

# Breezeway Templates and Triggers: The Complete Setup Guide

The mental model behind Breezeway templates and Automated Workflows, plus the specific traps (Checkout vs Checkout turn, Draft vs Commit, dynamic scheduling, Elements categorization) that operators run into when they scale. Written for the ops lead who just inherited a messy Breezeway setup and needs to understand what is doing what.

Breezeway separates the "what" from the "when." A template defines what work needs to happen (checklist items, required photos, time estimate, pay rate, Subdepartment). An Automated Workflow is a rule that tells Breezeway when to apply that template to which reservations. Workflows are reservation-triggered (check-in, checkout, turn) and can schedule tasks up to 60 days before or after the event.

Most setup failures come from four specific misunderstandings: confusing Checkout with Checkout (turn), leaving workflows in Draft mode when you meant Commit, not understanding how dynamic scheduling handles reservation changes, and expecting recurring indefinite tasks (quarterly, annual) to work like reservation triggers. This guide walks through each one.

## The Mental Model: Template vs Workflow vs Trigger

Before you build anything, get the three concepts straight. They are often referred to interchangeably in conversation but they are distinct objects in Breezeway.

A template is reused across many workflows. A workflow can fire multiple templates. The relationship is many-to-many. If you find yourself building one workflow per template, you are probably building too many workflows. Consolidate.

## Setting Up Your First Template

According to [Breezeway's checklist documentation](https://help.breezeway.io/en/articles/8258488-customize-your-checklists), templates can be based on a Housekeeping or Inspection checklist and are fully customizable. The build process is more involved than the UI suggests, because the decisions you make in the template propagate to every task it generates.

- Choose the template type (Housekeeping or Inspection)
Housekeeping templates are for cleaning tasks. Inspection templates are for walkthrough tasks where the completion criterion is verification, not physical work. Both support photos, checklist items, and notes. Pick the one that matches the task's intent. You can layer an Inspection template after a Housekeeping template in the same workflow.

### Choose the template type (Housekeeping or Inspection)

Housekeeping templates are for cleaning tasks. Inspection templates are for walkthrough tasks where the completion criterion is verification, not physical work. Both support photos, checklist items, and notes. Pick the one that matches the task's intent. You can layer an Inspection template after a Housekeeping template in the same workflow.

- Build the checklist items
Each item can be a required completion, an optional note, or a photo requirement. Photo requirements are the ones that matter most for damage detection and [post-turnover review at scale](https://rapideyeinspections.com/blog/how-to-review-turnover-photos-at-scale/). Err on the side of more required photos rather than fewer: the incremental cost to the cleaner is small and the downstream value is large.

### Build the checklist items

Each item can be a required completion, an optional note, or a photo requirement. Photo requirements are the ones that matter most for damage detection and [post-turnover review at scale](https://rapideyeinspections.com/blog/how-to-review-turnover-photos-at-scale/). Err on the side of more required photos rather than fewer: the incremental cost to the cleaner is small and the downstream value is large.

- Set the Subdepartment
Subdepartments tie templates to specific teams. A template with Subdepartment "Deep Clean Crew" will only assign to workers in that Subdepartment by default. Per Breezeway's [Subdepartments documentation](https://help.breezeway.io/en/articles/7939205-subdepartments), when you schedule a template the Subdepartment is automatically added, which keeps assignment routing clean.

### Set the Subdepartment

Subdepartments tie templates to specific teams. A template with Subdepartment "Deep Clean Crew" will only assign to workers in that Subdepartment by default. Per Breezeway's [Subdepartments documentation](https://help.breezeway.io/en/articles/7939205-subdepartments), when you schedule a template the Subdepartment is automatically added, which keeps assignment routing clean.

- Configure time estimate and pay structure
Time estimates drive scheduling gaps between back-to-back work. Pay structure can be Piece (per-task) or Hourly. Getting pay wrong here means every future task generated from this template also has the wrong pay. This is one of the values that [cannot be bulk-edited in the UI](https://rapideyeinspections.com/blog/breezeway-bulk-edit/) and requires a CSV via Breezeway support to fix across many templates.

### Configure time estimate and pay structure

Time estimates drive scheduling gaps between back-to-back work. Pay structure can be Piece (per-task) or Hourly. Getting pay wrong here means every future task generated from this template also has the wrong pay. This is one of the values that [cannot be bulk-edited in the UI](https://rapideyeinspections.com/blog/breezeway-bulk-edit/) and requires a CSV via Breezeway support to fix across many templates.

- Assign default workers at the template level (optional)
You can set default cleaners, inspectors, or maintenance workers at the template level. When the Automated Workflow has "Assign Tasks to Default Workers" enabled, those workers get auto-assigned. This is the cleanest way to handle consistent worker routing.

### Assign default workers at the template level (optional)

You can set default cleaners, inspectors, or maintenance workers at the template level. When the Automated Workflow has "Assign Tasks to Default Workers" enabled, those workers get auto-assigned. This is the cleanest way to handle consistent worker routing.

## Building an Automated Workflow

Automated Workflows live on the Scheduling page. Per [Breezeway's Automated Workflows documentation](https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows), they are the layer that connects reservation events to templates. The workflow has four major configuration sections:

### 1. Scheduling Days Ahead

### Setting: Scheduling Days Ahead

Controls how far forward Breezeway looks for reservation events each day. A 30 setting means the scheduler looks 30 days out and creates tasks for any matching reservation it finds in that window.

**Trap:** If you set this to 7 days and a guest books a reservation 45 days out, no task will be scheduled for their stay until the reservation is within the 7-day window. Most operators at scale set this to 30 or 60 days.

### 2. Draft vs Commit Mode

### Setting: Schedule Mode (Draft or Commit)

**Draft mode:** Tasks appear on the schedule but workers receive no assignment notifications until you manually commit them. Good for reviewing a new workflow before it fires live.

**Commit mode:** Tasks are created and workers are notified immediately. The normal production mode.

**Trap:** Operators sometimes build a new workflow in Draft mode to test it, then forget to flip it to Commit. The tasks show up in the schedule, cleaners never receive them, and the property is unclean on check-in day.

### 3. Conditions (Filtering)

### Setting: Filter the workflow to specific reservations

Three filter categories. All are optional; no filter means the workflow applies to everything.

**Guest Type:** "Guest Reservations," "Host Reservations," or both. Owner stays are typically filtered out of the main housekeeping workflow with their own separate rule.

**Stay Length:** Filter by reservation duration. Common setup: "1-2 nights" triggers a quick-turn template, "3-7 nights" the standard, "8-plus" a deep template.

**Properties:** "All Properties," specific **Groups**, or **Tags**. Multi-select is supported. This is how you route different templates to different property tiers (standard vs luxury, city vs mountain, etc.).

### 4. Schedule These Tasks

### Setting: Event type, timing, and templates

**Event Type:** Checkout, Check-in, Checkout (turn), or Check-in (turn).

**Timing:** Same day through 60 days before or after the event. You can trigger a pre-arrival walkthrough 3 days before check-in, or a post-stay deep inspection 7 days after checkout.

**Templates:** Select one or more from the dropdown. Multiple templates on a single event mean they all fire (a Housekeeping + an Inspection together, for example).

### Building for Checkout but forgetting Checkout (turn)

Breezeway distinguishes standard Checkouts (where there is a gap before the next arrival) from Checkout (turn) events (same-day turnovers where a guest checks out and another checks in the same day). They are separate event types.

If your workflow fires on Checkout but not Checkout (turn), every same-day turnover in your portfolio will not get the template applied. The task never generates, the cleaner never shows up, the incoming guest checks into a dirty property. Worse, dynamic scheduling will actively cancel your already-scheduled cleanings when the next guest syncs in.

**Rule of thumb:** for every housekeeping workflow, build a parallel rule for the (turn) variant. Or combine them into a single workflow that matches both event types. For a walkthrough of the cancellation symptom specifically, see [Why Does Breezeway Cancel My Cleaning Between Same-Day Guests?](https://rapideyeinspections.com/blog/breezeway-cancels-cleaning-same-day-turnover/).

## Dynamic Scheduling: What Happens When Reservations Change

One of the least-documented parts of Breezeway's Automated Workflows is what happens when a reservation shifts mid-cycle. Per Breezeway's help center, dynamic scheduling handles four scenarios automatically when enabled:

| Reservation change | What Breezeway does |
| --- | --- |
| **Extension (guest stays longer)** | Removes the original checkout workflow; adds a turn workflow if the new dates align with another reservation. Assignees keep their tasks where possible. |
| **Shortening (guest leaves early)** | Adjusts due dates forward; preserves existing assignees. Already-committed task changes trigger automatic notifications to the worker. |
| **Cancellation** | Removes the workflow entirely. If the task was already committed, the assignee gets alerted that it is canceled. |
| **New reservation inside an existing window** | Reschedules tasks based on the reservation event that is found. Admins and Supervisors with "Reservation Update" notifications enabled get alerted. |

The trap here is that dynamic scheduling is an opt-in toggle. If it is off, a reservation change does not update the existing tasks. You end up with a cleaner scheduled for Tuesday when the guest actually extended through Wednesday, or a task still on the schedule for a canceled booking. For operators running more than 50 properties, dynamic scheduling should almost always be on.

## Common Setup Mistakes at Scale

Based on published reviews from operators at 100-plus property portfolios, these are the mistakes that surface repeatedly.

### Too many near-duplicate templates

Operators at 300+ units often accumulate 40 or more templates as they onboard new property tiers, markets, and owner preferences. Most of them are near-duplicates that differ by one or two checklist items or a different default worker.

**Fix:** consolidate to 8 to 15 well-defined templates. Use Subdepartments and Property Tags to route within a smaller template count. Template sprawl makes every downstream problem worse, especially bulk editing.

### Auto-assign enabled with messy default worker data

The "Assign Tasks to Default Workers" toggle only works well if default worker assignments are clean across properties. If 30 percent of your properties have no default cleaner set, the auto-assign toggle silently drops those tasks into the unassigned pool.

**Fix:** audit default workers via the [Default Workers page](https://help.breezeway.io/en/articles/8510786-add-default-workers-to-each-property) before enabling the toggle. For portfolios above 100 units, ask Breezeway support for the Default People CSV upload template to fix assignments in bulk.

### Expecting a Breezeway trigger for "every 90 days"

There is no native recurring-indefinite trigger. Workflows only fire on reservation events. Operators who need quarterly deep cleans or annual HVAC service often set up a recurring workflow with the "same day" or "1 day before" check-in timing, which fires when a guest arrives, not on a calendar schedule.

**Fix:** for truly calendar-based recurring work, use Property Tags to mark homes due for service and run a scheduled review. Or layer a calendar reminder outside Breezeway. Do not try to fake recurring with reservation triggers.

### Not accounting for Elements auto-categorization

Breezeway's Elements feature (appliances, fixtures, furniture with attached photos and model numbers) auto-categorizes new additions. Operators at scale report items falling into "Interior" when they want "Mechanical," or vice versa. Once miscategorized, reporting by category gets noisy.

**Fix:** audit Elements after any onboarding batch. Manually recategorize before the data gets tangled. There is currently no bulk recategorization path.

### Task chains that don't exist

There is no native "when this task closes, trigger this next task" feature. Operators want chains like: *mattress cleaned by vendor → housekeeping to remake bed*. Breezeway's workflows trigger on reservation events, not on other task events.

**Fix:** the practical workaround is to schedule both tasks on the same workflow with different time offsets (mattress at 9 AM, bed remake at 11 AM) and accept that if the first task runs late, the second still starts on schedule. The cleaner way to do this is with a PMS-side automation that fires a new Breezeway task via API when the first completes, but that requires custom integration work.

## What Templates Do Not Do (And What Fills the Gap)

Templates are the engine for work assignment. They do not review the work that gets done. Every photo a cleaner uploads through a template sits in Breezeway waiting for a human to look at it, and at mid-market scale most of those photos never get reviewed. A 200-unit portfolio running two turnovers per property per week at 30 photos per turnover generates 12,000 photos a week. No ops team reviews 12,000 photos a week.

This is the companion layer RapidEye fills for Breezeway users. RapidEye [plugs directly into Breezeway](https://rapideyeinspections.com/blog/add-ai-damage-detection-breezeway-workflow/), analyzing the turnover photos your templates already collect and flagging damage, missing items, and cleanliness failures against a [learned per-property baseline](https://rapideyeinspections.com/blog/ai-baseline-comparison-catches-what-inspections-miss/). No template change required. No cleaner workflow change. The photos your templates are already collecting start getting analyzed instead of piling up.

### See RapidEye running on your Breezeway photos

Book a 15-minute demo. We run the analysis on your actual turnover photos from Breezeway and show you what your team missed.

## Sources

- Breezeway Help Center. [Adjust your Automated Workflows](https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows). Primary source for Scheduling Days Ahead (up to 60 days), Draft vs Commit mode, Assign Tasks to Default Workers toggle, dynamic scheduling, Conditions (Guest Type, Stay Length, Properties by Group/Tag), and event types (Checkout, Check-in, Checkout turn, Check-in turn).
 https://help.breezeway.io/en/articles/8224895-adjust-your-automated-workflows

- Breezeway Help Center. [Guide - Multiple Templates](https://help.breezeway.io/en/articles/8399444-guide-multiple-templates). Primary source for template assignment, single-template-per-property rule, Default Template fallback, and template deletion behavior.
 https://help.breezeway.io/en/articles/8399444-guide-multiple-templates

- Breezeway Help Center. [Customize your Checklists](https://help.breezeway.io/en/articles/8258488-customize-your-checklists). Template types (Housekeeping, Inspection), customization options, photo requirements.
 https://help.breezeway.io/en/articles/8258488-customize-your-checklists

- Breezeway Help Center. [Subdepartments](https://help.breezeway.io/en/articles/7939205-subdepartments). How Subdepartments associate with templates and auto-add on scheduling.
 https://help.breezeway.io/en/articles/7939205-subdepartments

- Breezeway Help Center. [Add Default Workers to each Property](https://help.breezeway.io/en/articles/8510786-add-default-workers-to-each-property). Default worker assignment at property level and template level.
 https://help.breezeway.io/en/articles/8510786-add-default-workers-to-each-property

- Breezeway Help Center. [Release Notes November 2025](https://help.breezeway.io/en/articles/12732899-release-notes-november-2025). Expanded workflow filters, 60-day before/after trigger window (up from 5 days), multi-select Group, Building, and Tag filters.
 https://help.breezeway.io/en/articles/12732899-release-notes-november-2025

- Capterra. [Breezeway Reviews](https://www.capterra.com/p/186514/Breezeway/). Reviewer quotes from Jennifer S., Nichole C., Mitchell H., covering template setup difficulty, recurring task gap, and Elements auto-categorization.
 https://www.capterra.com/p/186514/Breezeway/

## Related


How I Built RapidEye's Launch Video With Claude

I'm not a motion designer. I built every scene in our launch video in one extended session with Claude Code. Six scenes, eleven iterations, the one-line fix that unlocked everything.

# How I built RapidEye's launch video with Claude.

I'm not a motion designer. I built every scene in our launch video in one extended session with Claude Code. Here's every scene, the actual prompts I used, the versions that didn't work, and the one-line code change that fixed the motion across the entire project.

The hero animation from our landing page, exported to a 4K video file. The first scene we built. Everything else followed from this one working.

I needed motion graphics for a launch video. I'm working in After Effects, but instead of building each scene there, I gave Claude a different job: **design each scene as a tiny webpage**, then a small script captures every frame and exports a 4K transparent video file ready to drop into the AE timeline.

Claude wrote 100% of the code. I gave creative direction, dialed sliders in the browser to find the look, and said "render it" when something felt right. The whole thing came together in a long session over two days. This post walks through the scenes, the iterations, and the moment everything almost broke.

## 01Photos falling like dropped balls

### Same scene, four densities.

"30 photos at the top that fall down like you just dropped a bunch of balls. It's in 2D, of course."

Different cuts of the launch video needed different visual densities. Instead of building four versions, Claude wrote one scene with a slider for photo count, gravity, rotation drift, and horizontal wobble. I rendered it four times: 8, 30, 80, and 200. Same physics, different feelings.

The trick was treating every numeric value as a slider. I could tune size, drop spread, and gravity in the browser without touching code, then just say "render it at 30."

## 02Floating up from the bottom

### Three versions to find the right feel.

"Three or four turnover photos floating up from the bottom of the screen, hovering at the bottom half, then floating back down. Two seconds. Should feel like bubbles rising."

The first version used a standard ease-out curve. Mathematically smooth. Visually wrong. I told Claude the photos "stop too much at the top." We tried a heavier ease. Better, but the peak still felt frozen for a moment.

Then I asked for "a tiny bit of movement at the top so it's smooth." Claude added a half-sine wave layered on top of the ease, so the photos keep drifting through the moment they'd otherwise stop. **We named the effect "buoyant"** and ended up reusing it across most of the scenes that followed.

### The bug that broke everything until I told Claude to plot the curve.

I asked Claude to use the same buoyant motion on the integrations panel (next scene). It looked great on entry. The exit had a "pause then snap" feel that I couldn't shake. Claude tried five different intuitive fixes. None of them worked. I sent this:

"I think the best way for you to do this is to somehow show yourself the position over time. If you can graph the position over time, you'll see that in the intro it's smooth, in the exit it's not."

Fifteen minutes later, Claude had built a debug overlay that plotted the velocity curve in real time. The bug was visible in 30 seconds: velocity went to **zero for sixteen percent of the duration**, in the middle. The fix was changing one variable in one line.

The bob's wave was scoped to just the rise phase instead of the full rise+fall. Stretching it across the whole lifetime made the velocity curve continuous. Bob spans the entire lifetime, not just the entrance.

## 03Integration partners scrolling in

### Same scene, before and after the fix.

"A panel showing RapidEye plugs into Guesty, Breezeway, Streamline, Boom. Logos slide in from the sides. Center stays open for the headline."

This is the scene where the bug above was hiding. V2 was iteration two of the panel: cards entered cleanly, then sat still for a beat before snapping out. V5 has the one-line fix from the callout above. Watch the exit on V2 versus V5.

The other thing this scene unlocked: **per-logo scale sliders**. Brand logos come with wildly inconsistent built-in padding (Breezeway is huge, others are tiny). Claude exposed a separate scale slider for each logo. I tuned them in 60 seconds without ever reloading the page.

## 04The flood

### "Things get missed."

"We need it so fast that, before the last one even finishes getting there, the others are starting to go. Right now there's a stop in the middle."

The "things get missed" beat in the launch video. Forty turnover photos with alert badges, popping up across the whole screen, then disappearing fast enough that there's never a moment where everything is just sitting there.

The trick: the exit wave starts *before* the entrance wave finishes. Each photo's exit reads its current state — could still be mid-entrance — and shrinks from there. No jumps. No "all stopped" moment in the middle.

## 05Search bar to call-to-action

### The closing scene of the video.

"A search bar appears, types out rapideyeinspections.com, then morphs into a Book a Demo button. Five seconds."

I wanted the search bar to dissolve into the CTA, not just disappear. After a couple of false starts (the first version had the bar shrinking in place, which felt abrupt), this version slides the bar off-screen left while the button fades up.

The button itself replicates the .hero-cta style from our landing page exactly: same brand-blue background, same hover ring glow, same 200ms transition. People who've been on the site recognize it without knowing why.

## Putting it together

Each scene exported as a transparent ProRes 4444 file ready to drop into After Effects. I added titles, scored it, and that became the launch video. The whole point of the pipeline was that I never had to keyframe anything in AE. The motion was Claude's job. AE was just a compositor.

The biggest lesson from the session, the one that will outlive this video: **when something visual or temporal isn't working, don't reason about it — measure it.** Claude spent an hour guessing at the integrations bug. Sam spent thirty seconds reading a velocity plot. Build the feedback loop before you build the thing.

### Want to use Claude Code yourself?

We've put together a series of guides for vacation rental operators on connecting Claude to the tools you already use — OwnerRez, Hospitable, Seam, Breezeway, and more.

## Related


We mapped 432 California vacation rental management companies from the VRMA directory: the largest operators, top-5 concentration (22%), dominant software, and what the data means. Primary-source figures, cleaned.

# California Vacation Rental Management Companies: The 2026 Market in Numbers

We pulled every California member of the national vacation rental managers’ association and ranked the market by the numbers: how many companies, who manages the most units, how concentrated it is, and what software runs it.

**California is home to 432 VRMA-member vacation rental management companies**, of which 175 disclosed a unit count totaling 8,536 managed units. The market is best described as large, fragmented, and split across micro-regions.

The largest reporting operator is **Grand Welcome** at roughly 475 units. The top five reporting operators control about 22 percent of all units disclosed, the most common property management system among members is Streamline, and the median member company was founded around 2013.

## 01California at a glance

VRMA member companies headquartered in California, March 2026.

## 02The largest operators

Ranked by self-reported units managed. Figures are disclosed by the operators themselves.

| # | Operator | Units (self-reported) |
| --- | --- | --- |
| 1 | Grand WelcomeTorrance | 475 |
| 2 | Rentl IncSan Francisco | 380 |
| 3 | The Maimon GroupLos Angeles | 360 |
| 4 | Destination Big BearBig Bear Lake | 350 |
| 5 | Big Bear VacationsBig Bear Lake | 280 |
| 6 | Big Bear Cool CabinsBig Bear Lake | 251 |
| 7 | STAY GIA LLCLOS ANGELES | 240 |
| 8 | Tahoe GetawaysTruckee | 237 |
| 9 | Tahoe Truckee Vacation PropertiesTRUCKEE | 230 |
| 10 | Tahoe Keys ResortSouth Lake Tahoe | 160 |

## 03How concentrated is the market?

The five largest reporting operators control about **22 percent** of every unit disclosed by California members. That is unusually fragmented, the mark of a market with no dominant operator.

## 04What software runs the market

Most-named property management systems among California members.

According to the VRMA directory, the unit-heavy incumbents in California still lean on Streamline and legacy HomeAway/Escapia systems, the same generational pattern we documented across the whole industry in [the PMS market analysis](https://rapideyeinspections.com/blog/vacation-rental-pms-generational-shift/).

## 05What the data says

California is a large, highly fragmented market with no dominant operator. According to the VRMA public member directory (compiled March 2026), 432 California companies are members, the second-most of any state, yet the top five reporting operators hold only about 22 percent of disclosed units. After excluding two outliers (see below), the largest reporting operator is Grand Welcome at roughly 475 units.

The inventory clusters in mountain markets (Big Bear, Lake Tahoe), the desert (Palm Springs and the Coachella Valley), the San Diego coast, and wine country, rather than in the largest metros, where short-term rental rules are tightest. The median California member was founded around 2013.

## 06Compare other states

Figures come from RapidEye's analysis of the **VRMA (Vacation Rental Management Association) public member directory**, compiled March 2026. Counts cover companies that list a California headquarters. Unit counts are **self-reported**; only 175 of 432 California members disclosed one, so the 8,536-unit total is a floor, not a census of every short-term rental in the state.

We de-duplicated companies that appear under multiple brand spellings (keeping the higher figure) and excluded entries whose self-reported totals reflect national franchise networks, timeshare or HOA portfolios, or brands since acquired and folded into a national operator. In California, the largest excluded entry was VRI Americas (5,500 self-reported units), a timeshare and resort-management firm.

## 07Sources

- VRMA (Vacation Rental Management Association) — Public Member Directory, compiled March 2026 (primary data set).https://www.vrma.org/search/newsearch.asp

- RapidEye — The Largest Short-Term Rental Management Companies (2026).https://rapideyeinspections.com/blog/largest-short-term-rental-management-companies/

- RapidEye — The Vacation Rental PMS Market Just Flipped: 40 Years in One Chart.https://rapideyeinspections.com/blog/vacation-rental-pms-generational-shift/

## 08Frequently asked

### How many vacation rental management companies are in California?

According to the VRMA public member directory compiled in March 2026, California has 432 member vacation rental management companies. Of those, 175 disclosed a unit count, together reporting 8,536 managed units.

### Who is the largest vacation rental management company in California?

Based on self-reported figures in the VRMA directory, the largest reporting operator in California is Grand Welcome with approximately 475 units. The five largest reporting operators together account for about 22 percent of all units disclosed by California members.

### What property management software do California vacation rental companies use?

Among California members that named a property management system, Streamline is the most common, consistent with the broader pattern in which Streamline and legacy HomeAway/Escapia systems still run most unit-heavy incumbents.


AI already outperforms human inspectors at photo review. But it can't smell mildew or test a hot tub. Here's what AI replaces, what it can't, and what the hybrid model looks like at 200+ units.

# Can AI Replace Vacation Rental Property Inspectors?

Your inspector drives 45 minutes to check a property, spends 20 minutes inside, and still misses the cracked tile behind the bathroom door. Meanwhile, 60 photos from the last turnover sit unreviewed in Breezeway. Something is broken about how inspections work at scale.

**Not fully. But AI already does the part inspectors are worst at.** Human inspectors are physically limited to 6-10 properties per day, and according to CAPE Analytics, traditional visual inspections miss 70% of property issues that AI identifies from imagery. In a trial with a 500+ unit property manager, RapidEye's AI analyzed over 1.5 million turnover photos and found an average of 4 missed damages per property that both the cleaning team and in-person inspector had overlooked. The future is hybrid: AI reviews every photo from every turnover automatically, and human inspectors focus on the physical checks AI cannot do.

## The inspector math at 200 units

According to [Breezeway](https://www.breezeway.io/blog/the-value-of-vacation-rental-inspectors), an inspector can handle 1 to 12 properties per day depending on property size and geography. Twelve is the ceiling for studio condos in a single building with zero drive time. For spread-out single-family homes, it drops to 1-2. A realistic average for a mixed portfolio is 6-10.

Run the numbers for a 200-unit portfolio at 60% occupancy:

That is a quarter-million dollars a year for a system that still misses things. According to [Opago's data from 7,000+ London properties](https://www.opago.co/blog/5-kpis-that-short-term-rental-ceos-track---and-the-1-they-almost-always-miss), the industry average ops failure rate is 12.5%, meaning 1 in 8 turnovers has a measurable operational issue. That includes late cleans, missed maintenance, missing inventory, and damages that slipped through inspection.

The best operators get that number below 5%. But nobody gets it to zero with humans alone. Inspectors fatigue. Research on visual inspection tasks shows accuracy degrades over time as mental demand accumulates, with repetitive inspection driving attentiveness down and error rates up. Your inspector's tenth walkthrough of the day is not the same quality as the first.

## Where AI already wins

The question is not whether AI sees better than a human in a single room. A good inspector with fresh eyes will notice things a camera might not capture. The question is whether AI performs better across your entire portfolio, across every turnover, across every week.

According to [CAPE Analytics](https://capeanalytics.com/resources/automated-property-condition-report/), "existing human-driven, visual inspections miss 70% of property issues identified by the [AI-powered] aPCR." That finding is from property condition assessments in insurance and real estate, but the mechanism applies directly to vacation rentals: humans cannot maintain attention across hundreds of photos.

- 6-10 properties per day (physical limit)

- Accuracy degrades with fatigue over the day

- Cannot remember property baselines across months

- Reviews maybe 10-20% of turnover photos

- $55K/year per inspector + vehicle + benefits

- Unlimited properties per day (no physical limit)

- Same accuracy on photo 1 and photo 10,000

- Compares every photo against a learned baseline

- Reviews 100% of turnover photos automatically

- Fraction of the cost of a single inspector

According to [RapidEye](https://rapideyeinspections.com) trial data from a 500+ unit property manager, AI analysis of over 1.5 million historical turnover photos found an average of 4 missed damages per property. These were damages that both the cleaning team and the in-person inspector had already signed off on.

## What AI still cannot do

AI inspection works by analyzing photos. That is its strength and its constraint. Some of the most important inspection checks are not visual.

#### Smell

Mildew in the bathroom, pet odor in carpet, stale air from a broken HVAC. A photo of a clean-looking room does not capture this.

#### Touch

Sticky countertops, damp towels that were folded wet, a wobbly railing on a deck. These fail the hand test, not the eye test.

#### Function

Does the hot tub heat? Does the TV remote work? Does the deadbolt actually lock? Testing requires a person on site.

#### Judgment

Is this scratch normal wear or chargeable damage? Does this stain warrant a deep clean? Ambiguity requires a human decision-maker.

These are real constraints, and they are why "fully replace" is not the right framing. The question is not AI vs. inspectors. It is: what should each one do?

## The hybrid model that actually works

The operators with the lowest ops failure rates in 2026 are not choosing between AI and inspectors. They are splitting the inspection job into what each does best.

According to [Breezeway's 2025 State of Work Report](https://www.prweb.com/releases/breezeways-state-of-work-report-rising-complexity-in-hospitality-operations-and-what-teams-really-think-about-ai-302552293.html), 85.8% of operators agree that technology makes their jobs easier, and only 3.6% fear AI will replace their role. The industry is not worried about replacement. It is already moving toward augmentation.

Here is what the hybrid model looks like in practice:

### Cleaners upload photos to Breezeway (or Guesty, Streamline, etc.)

No behavior change. The team already does this. 40-100 photos per turnover, depending on checklist length.

### AI reviews every photo against the property baseline

Flags new damage, missing items, cleanliness failures. Runs automatically with no manual trigger. Covers 100% of turnovers.

### AI routes only flagged properties to the inspector queue

Instead of visiting every property, the inspector visits only those where AI found something. The inspector's daily list shrinks from 8 properties to 2-3.

### Inspector handles physical checks on flagged properties

Smell test, appliance function, tactile issues, ambiguous damage calls. The inspector's job becomes higher-value: less driving, more judgment.

### Spot-check clean properties at a 10-20% sample rate

Random physical inspections on properties AI cleared, to validate the AI and catch anything the photos did not show.

The result: **100% of turnovers get visual inspection (via AI), and your inspector headcount drops from 4-5 to 1-2.** The remaining inspectors are doing higher-skill work: verifying AI flags, running physical checks, making judgment calls. It is a better job.

## The damage claim math

Inspection quality directly drives damage recovery. According to [Avada Properties' analysis of 20,000+ bookings in the Smoky Mountains](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/), the average damage claim approval rate is 56.75% on Airbnb and 68.29% on Vrbo. The claims that get denied are overwhelmingly denied for documentation failures: no baseline photos, no timestamps, no proof the damage happened during a specific guest's stay.

AI baseline comparison solves this structurally. Every turnover photo is compared against the property's known clean state. When damage appears, the system has the before photo, the after photo, and the timestamp. That is exactly what Airbnb and Vrbo require for claim approval.

For a 200-unit portfolio, improving your claim approval rate from 57% to 75% on even a handful of additional claims per year represents thousands of dollars in recovered revenue that would otherwise be absorbed as a cost of doing business.

## Who is building this in 2026

The AI inspection category for vacation rentals is small but growing. The tools that actually perform AI damage detection from turnover photos, as opposed to noise monitoring, guest screening, or task management:

### RapidEye

Founded by two Carnegie Mellon researchers with patented inspection technology. [RapidEye](https://rapideyeinspections.com) integrates natively with Breezeway, Guesty, and Streamline PropertyCare. Uses baseline comparison to detect damage, missing items, and cleanliness failures from the photos teams are already uploading. The only tool in this category built specifically for the STR turnover workflow. Won second place at CMU's McGinnis Venture Competition (March 2026).

### Paraspot

An older alternative focused on tenant self-inspection workflows for long-term rentals. Integrations are LTR-focused: Buildium, AppFolio, RentManager, Rentvine, Propertyware, Arthur. Does not integrate with the professional STR stack (Breezeway, Guesty, Hostaway, Streamline).

### ItemWise AI

Standalone tool for solo hosts and smaller operators. Works without PMS integration, which makes it accessible but limits its value for professional operations teams that run everything through their PMS.

The category is early. Most operators have not yet evaluated AI inspection tools. According to Breezeway's 2025 State of Work Report, only 3.6% of operators fear AI will replace their role, but 85.8% agree technology makes their jobs easier. The demand is there. The category is catching up.

## The bottom line

AI does not replace inspectors. It replaces the part of the inspector's job that was already failing: reviewing hundreds of photos manually, remembering what each property looked like last month, maintaining consistent standards across 200 properties on a Tuesday afternoon.

What changes is the inspector's role. Instead of being a generalist who drives around checking everything, the inspector becomes a specialist who handles the physical, tactile, judgment-heavy work that AI cannot do. That is a smaller team doing harder, higher-value work.

The companies with the lowest ops failure rates in 2026 will be the ones that stopped asking "AI or inspectors?" and started asking "which tasks for which system?"

## Sources

- [Operations 101: The Value of Vacation Rental Inspectors](https://www.breezeway.io/blog/the-value-of-vacation-rental-inspectors) - Breezeway
 https://www.breezeway.io/blog/the-value-of-vacation-rental-inspectors

- [Quality Control Inspector: Average Salary & Pay Trends 2026](https://www.glassdoor.com/Salaries/quality-control-inspector-salary-SRCH_KO0,25.htm) - Glassdoor
 https://www.glassdoor.com/Salaries/quality-control-inspector-salary-SRCH_KO0,25.htm

- [5 KPIs That Short-Term Rental CEOs Track - And the 1 They Almost Always Miss](https://www.opago.co/blog/5-kpis-that-short-term-rental-ceos-track---and-the-1-they-almost-always-miss) - Opago
 https://www.opago.co/blog/5-kpis-that-short-term-rental-ceos-track---and-the-1-they-almost-always-miss

- [CAPE Analytics Launches AI-Powered, Instantly Available, Automated Property Condition Report](https://capeanalytics.com/resources/automated-property-condition-report/) - CAPE Analytics
 https://capeanalytics.com/resources/automated-property-condition-report/

- [Breezeway's State of Work Report: Rising Complexity in Hospitality Operations and What Teams Really Think About AI](https://www.prweb.com/releases/breezeways-state-of-work-report-rising-complexity-in-hospitality-operations-and-what-teams-really-think-about-ai-302552293.html) - PRWeb / Breezeway
 https://www.prweb.com/releases/breezeways-state-of-work-report-rising-complexity-in-hospitality-operations-and-what-teams-really-think-about-ai-302552293.html

- [Shining Light on Airbnb & Vrbo Damage Claims: Avada's In-Depth Analysis of 20,000+ Bookings in The Smoky Mountains](https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/) - Avada Properties
 https://avadaproperties.com/airbnb-vrbo-damage-claims-statistics-and-assumptions/

- [Evaluation of Human Factors on Visual Inspection Skills: A Statistical Approach](https://journals.sagepub.com/doi/10.1177/15589250221128115) - SAGE Journals (Ramzan et al., 2022)
 https://journals.sagepub.com/doi/10.1177/15589250221128115

## Related reading


Can ChatGPT Access My Hostaway Data?

Yes, on your terms and read-only. You create a Hostaway API key, run an MCP server or custom GPT Action, and ChatGPT only sees the data your tools expose.

# Can ChatGPT access my Hostaway data?

**Yes, on your terms and read-only.** You create a Hostaway Public API key, run a small MCP server (or expose the API as a custom GPT Action), and ChatGPT only sees the data your tools choose to expose, such as listings and reservations. It cannot change anything unless you deliberately add write tools.

ChatGPT added Model Context Protocol support in September 2025 and connects to remote MCP servers over HTTP, so the path is to host the Hostaway MCP server (or wire the Public API into a custom GPT). You decide which endpoints the server wraps, which is what keeps access scoped: if the server only exposes read tools, that's all ChatGPT can ever do.

Your credentials live in the server's environment, not in the chat, and a read-only server never sends a write request to Hostaway. That combination, your own key plus read-only tools, is what makes connecting safe.

The full guide shows how to build the read-only server and exactly which tools it exposes.

## Related

- [Can you connect Hostaway to ChatGPT?](https://rapideyeinspections.com/blog/can-you-connect-hostaway-to-chatgpt/)

- [Can you connect Hostaway to Claude?](https://rapideyeinspections.com/blog/can-you-connect-hostaway-to-claude/)

- [Can you connect Hostaway to Gemini?](https://rapideyeinspections.com/blog/can-you-connect-hostaway-to-gemini/)

- [How do I use AI with Hostaway?](https://rapideyeinspections.com/blog/how-to-use-ai-with-hostaway/)

- [Does Hostaway have an MCP server?](https://rapideyeinspections.com/blog/does-hostaway-have-an-mcp-server/)