Manage your rentals at every level like a pro

Notion, ClickUp, and Monday are blank canvases. They can do almost anything, which means you have to build everything yourself: every page, template, and workflow, from scratch. RentalMind comes pre-built for short-term rental operations, so property pages, SOPs, task templates, maintenance tracking, and the AI assistant are ready and tuned for rental management on day one. Instead of spending months designing a system, you drop in your properties and start running. It’s the difference between buying a pile of lumber and moving into a house that’s already built for how you work.

Think about who does the work. Knowledge is for getting everything out of your head and into one place your whole team can search: property details, SOPs, policies, vendor contacts. Operations adds the doing, so your team gets assigned tasks, property launch checklists, maintenance, and claims tracking. Autonomy is where the software starts running procedures for you. Most rental managers with a team land on Operations. If you’re still the one doing everything yourself, start with Knowledge and grow into Operations.

As many as you want, on every plan. We don’t charge per user, because charging you for adding your own VA is a great way to make sure you never document anything. Invite your team, your cleaners, your maintenance people, your co-hosts. With our built-in user permissions you control exactly what each of them can see and search.

It’s coming, and it’s our top integration priority. A direct connection is in active development with the HostBuddy team, so your property details, policies, and Q&A stay in sync automatically and their AI always answers guests with current information. Until that ships, you can export your property knowledge from RentalMind and load it into HostBuddy as a markdown file.

No, and you shouldn’t want it to. RentalMind is your knowledge and operations layer, not a booking engine. Your PMS keeps handling calendars, rates, and reservations. RentalMind organizes everything your team needs to know and do, so it’s searchable and answerable instead of scattered across spreadsheets, text threads, and your own memory. The two work side by side, and connecting them is on our roadmap.

We’ve made it very easy. Export your Notion workspace, drop the file into our importer tool, and pick what you want to bring: properties, contacts, projects, tasks. The AI reads through everything and files it where it belongs. It handles spreadsheets, Excel, Word docs, PDFs, Markdown, and plain text, and you can drop a whole folder or a Notion .zip without unzipping it first. Google Drive folders and SOP libraries go through the same importer. Up to 4,000 files and 1 GB per upload, 80 MB per file. If you’d rather not do it alone, add Guided Setup and we’ll get on a call and do the whole import together.

Your 14-day free trial unlocks every feature on the plan you choose: your whole team, projects, tasks, maintenance management, and the Macaw AI assistant. Add your full property count, invite everyone, and try it for real before you’re billed.

We require a card so you can experience the full product without an artificial cap. We never charge during the 14-day trial, and you can cancel any time before day 15.

On day 15 you’re billed for the plan you chose at signup, at that plan’s price. Everything you built during the trial stays: your properties, SOPs, documents, and team. If you started on a lower tier, the higher-tier features simply lock, and we’ll show you exactly what you’d keep by upgrading, so you can decide with full information. Cancel any time before day 15 and you’re never charged.

Each plan starts with a flat base rate that covers your first 3 properties. After that, you add a per-property rate that drops as your portfolio grows, so the more doors you manage, the less you pay per door. You’re billed for the number of properties you sign up with, and you can raise your property count any time in Settings as you take on more. Quarterly billing saves you 15% and annual saves 25%.

At 100 properties and up, you’re in Enterprise territory. We’ll build custom pricing around your portfolio, with volume rates and hands-on onboarding for an operation your size. Reach out and we’ll tailor a plan that fits.

Yes. If you downgrade, you stay on your current plan, at your current price and features, until the end of your billing cycle. The lower price and features then kick in at your next renewal, so nothing changes mid-cycle. Cancelling works the same way: you keep full access through the end of the period you’ve already paid for. No long-term contract either way.

Early 2027, and it keeps growing through the year. Autonomy is where your documented SOPs become procedures the software can actually run, with your team reviewing rather than executing, plus the scorecards and goal tracking you need once you’re leading instead of doing. You don’t need to wait for it to get value today, and you can move up whenever you’re ready.

An optional, one-time onboarding add-on. A RentalMind coach gets on scheduled calls with you, runs your import live so your properties, contacts, and SOPs land where they belong, helps you configure the parts specific to your business, and trains your team on how to actually use it. You are never doing the migration alone and wondering if you did it right.

The import itself takes minutes, not weeks. Our AI importer reads your Notion export, Google Drive folders, or spreadsheets and files everything into place. From there, most rental managers spend a couple of weeks filling in the details only they know and getting their team comfortable. Add Guided Setup and a coach does the import with you and trains your team at the end.

Yes. Every workspace is completely isolated, with its own properties, knowledge, team, and billing. Being part of two workspaces never mixes their data. Two-factor authentication is available on every account, sensitive financial details are walled off from AI search, and permissions control who sees what down to the individual property. Your business information is yours, and it stays that way.

You decide, on every plan. RentalMind has user permissions built in, so you control exactly who on your team, and which property owners, can see which properties and information. Your cleaner in one market sees that market. Your bookkeeper sees what you point them at. Everyone only sees what you’ve given them access to.