How to Create a Holiday Rentals Management App

Property management software development for holiday rentals can streamline your vacation rental business by integrating property listings, bookings, payments, and guest communication into one platform. With tools like Adalo, you can build and deploy an app for web, iOS, and Android without needing separate versions for each platform. Here's what you need to know:

• Key Features to Include:
  • Property listings with photos, descriptions, and amenities.
  • Booking calendars to avoid scheduling conflicts.
  • Secure payment options with Stripe integration.
  • User dashboards for guests and hosts.
• Steps to Build the App:
  1. Set up a database for properties, bookings, and users.
  2. Design intuitive screens for property browsing, booking, and user profiles.
  3. Configure workflows to handle bookings, approvals, and cancellations.
  4. Integrate Stripe for secure payments.
  5. Publish your app across platforms.
• Adalo's Role: Adalo simplifies the process with drag-and-drop design tools, pre-made templates, and the ability to deploy a single app to web, iOS, and Android without rebuilding.

Setting Up Your Database in Adalo

Your app's database is the backbone of key features like property listings, user bookings, and payment processing. In Adalo, databases are built using Collections (groups of data) and Properties (individual data fields). Structuring your collections correctly is crucial for smooth functionality, ensuring everything from bookings to user management works seamlessly.

Building Collections for Properties, Bookings, and Users

Start by navigating to the Database tab. You'll notice a default Users collection with basic fields like Email, Password, and Full Name. To add more, click "+ Add Collection" and name it "Properties." Include fields such as:

• Title (Text)
• Description (Multiline Text)
• Price per Night (Number, formatted in USD with two decimal places)
• City/State/Country (Text)
• Gallery Images (Image List)
• Location (Location type powered by Google Maps; requires a paid Adalo plan and Google API Key)

Next, create a Bookings collection and add fields like:

• Booking ID (Text – auto-generated)
• Check In Date and Check Out Date (Date & Time, formatted as MM/DD/YYYY)
• Number of Guests (Number)
• Total Price (Number, displayed in USD with two decimals)
• Status (Text, with options like "Pending", "Confirmed", "Cancelled", "Completed")
• Payment Status (Text, e.g., "Pending", "Paid", "Refunded")
• Stripe Payment ID (Text)
• Special Requests (Multiline Text for guest notes)

To manage different user roles, add a User Type field to the Users collection (Text, with values like "Guest", "Host", or "Admin"). Additional fields might include:

• Profile Photo (Image)
• Phone Number (Text)
• Verified (True/False)
• Member Since (Date & Time – auto-generated)
• Response Rate (Number)
• Response Time (Text)

For property details, create an Amenities collection with fields like:

• Name (Text, e.g., "WiFi", "Pool", "Air Conditioning")
• Icon (Image)
• Category (Text, e.g., "Basic", "Safety", "Entertainment")

Establish relationships between collections to connect data. For example, one User (Host) can own multiple Properties, one Property can have multiple Bookings, and Properties can feature multiple Amenities. When you set relationships, Adalo automatically creates linked fields in the collections. Rename these fields (e.g., change "User" to "My Properties" or "Host") for clarity.

To further enhance your app, consider optional collections like:

• Reviews (fields for Rating, Content, relationships to Property and Guest, and Sent Date)
• Favorites (fields for User, Property, and Added Date)

Adding Sample Data for Testing

Before diving into app design, it's a good idea to load some sample data into your collections. In the Database tab, select your Properties collection, click Records, and then "+ Add Properties". Create a few sample listings with realistic details:

• A beachfront condo in Miami for $225 per night
• A mountain cabin in Aspen for $350 per night
• A downtown loft in Austin for $175 per night

Upload images for the Gallery Images field and link each property to a Host from your Users collection.

Next, create sample bookings. For instance, set a check-in date of 03/15/2026 and a check-out date of 03/20/2026. Specify the Number of Guests and calculate the Total Price (e.g., $225 × 5 nights = $1,125.00). Assign a Status like "Confirmed" or "Pending", and link each booking to both a Property and a Guest.

Finally, populate the Amenities collection with common features like "WiFi", "Free Parking", "Kitchen", "Washer/Dryer", and "Pet Friendly." Link these amenities to the appropriate sample properties. If you already have property data in a spreadsheet, save it as a CSV file and use Adalo's import feature to upload everything in bulk, or consider using Airtable as a database for more flexibility.

Once your sample data is ready, you can move on to designing your app screens and workflows to bring these collections to life.

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Designing the Main App Screens

Once your database is set up, it's time to bring your app to life by designing screens that showcase property listings and streamline booking workflows. Adalo's drag-and-drop builder makes it easy to create an intuitive and visually appealing interface. The goal? Make browsing properties simple and booking as smooth as possible.

Building the Home Screen and Property Listings

The home screen is where users begin their search, so it needs to be functional and user-friendly. Start by creating a new screen in Adalo. At the top, include the following:

• A location input field for entering a destination.
• Date pickers for check-in and check-out dates (formatted as MM/DD/YYYY).
• A guest counter for specifying the number of travelers.

Below the search section, add a custom list component connected to your Properties collection. Each property card should include:

• A gallery image to grab attention.
• The title and location (city and state).
• The price per night (e.g., $225.00).
• A star rating if reviews are available.

Make the entire card clickable, so tapping it takes users to the property detail screen. Above the list, include filter buttons for amenities like "WiFi", "Pool", or "Pet Friendly" to help users refine their search. Add a sticky footer with a search button that stays visible as users scroll through the results.

With the basics in place, focus on the finer details to ensure guests have all the information they need.

Designing Property Details and Booking Screens

The property detail screen is where users decide whether to book, so it should provide all the essential information in an organized layout. Start with a 300px image slider that auto-plays photos from the property's Gallery Images field. Below the slider, include:

• The title (24px, bold) and location (city, state, country).
• The average rating and total number of reviews.

Add a host section featuring the host's profile photo, name, response rate, and response time, pulled from the Users collection. Include a description of the property with a "Show more" toggle for lengthy text. Create an amenities section labeled "What this place offers", showing up to 10 amenities with icons and names. If there are more, include a "Show all" button. For location details, add a map component (requires a paid Adalo plan and Google API Key). Finally, include a "Check Availability" button that links to the booking screen.

On the booking screen, start with a property summary card showing a small image, title, location, and price for quick reference. Below that, create a form with:

• Date pickers for check-in and check-out dates.
• A number input for guests.
• A special requests field for additional notes.

Add a total price field that calculates the cost based on selected dates. Include a Confirm Booking button that creates a new record in your Bookings collection and directs users to the payment screen.

With these screens, the booking process becomes seamless, connecting users directly to your data.

Creating User Profiles and Dashboards

To enhance the user experience, develop separate dashboards for Guests and Hosts.

For guests, create a "Trips" screen with tabs for "Upcoming" and "Past" bookings. Use a custom list filtered to show bookings where the logged-in user is the guest. Display key details like the property image, title, check-in and check-out dates, booking status, and buttons for "Message Host" or "View Itinerary." Add a "Favorites" screen where users can view saved properties along with the date they were added.

For hosts, design a "Listings" screen with a custom list of properties owned by the logged-in user. Show the property image, title, status (Active/Inactive), and buttons for "Edit" and "Calendar." Include a host calendar that displays bookings with color-coded events:

• Green: Confirmed
• Yellow: Pending
• Red: Canceled
• Gray: Completed

Set check-in dates as event start times and check-out dates as event end times, so hosts can easily track their availability.

Both guests and hosts should have access to a messaging screen. Format messages with sent messages right-aligned in a distinct color and received messages left-aligned in white. Make the messaging interface accessible from key screens, such as the property details page, booking confirmation screen, and user dashboard, so communication between guests and hosts is always within reach.

Setting Up Booking Logic and User Permissions

Once your app screens are designed, it’s time to set up the backend workflows that handle bookings and manage user access.

Configuring Actions and Workflows

Start by setting up the booking submission workflow on your booking screen. When a user clicks the "Confirm Booking" button, it should create a new record in your Bookings collection. This record should link the booking to both the current property and the logged-in user. Make sure to capture key details such as:

• Check-in Date and Check-out Date (formatted as MM/DD/YYYY)
• Number of Guests
• Total Price (calculated using your pricing formula)
• Status (default to "Pending")
• Payment Status (default to "Pending")

After the record is created, direct users to the payment screen for the next step in the process.

For hosts, add functionality to manage bookings with "Approve" and "Cancel Booking" buttons. These buttons should only be visible when the logged-in user is the host of the property. The "Approve" button updates the booking’s Status field from "Pending" to "Confirmed", while the "Cancel Booking" button changes it to "Cancelled."

To avoid double-bookings, include a validation step that checks the requested booking dates against existing confirmed bookings. If there’s an overlap, display an error message and disable the "Confirm Booking" button. This ensures no two guests can book the same property for conflicting dates.

With these workflows in place, you can move on to setting up role-based views and permissions for a seamless user experience.

Setting Up Role-Based Permissions

Use the User Type field in your Users collection to control access and visibility across the app. For example:

• On the guest dashboard, filter the "Trips" list to display only bookings where the Booked By field matches the logged-in user.
• On the host dashboard, filter the "Listings" screen to show properties where the Host field matches the logged-in user.

To refine the user experience further, apply conditional visibility to buttons and features based on roles:

• The "Book Property" button should only be visible to guests (when the logged-in user's User Type equals "Guest").
• The "Edit Property" and "Manage Bookings" buttons should only be visible to hosts (when the logged-in user's User Type equals "Host").

For the host calendar, configure it to display events from the bookings linked to the current property. Use the Check-in Date as the start time and the Check-out Date as the end time. Add color-coding to the events for better organization: green for "Confirmed", yellow for "Pending", red for "Cancelled", and gray for "Completed."

Finally, ensure that guests can browse and book properties but cannot edit them. Similarly, hosts should be able to manage their own listings and approve or cancel bookings, but they shouldn’t have access to other hosts’ data. This keeps the app secure and user-friendly for everyone.

Adding Payment Processing and Publishing Your App

Once your booking workflows and permissions are set, it’s time to handle real transactions and make your app available to users.

Integrating Stripe for Payments

To start accepting payments, install the Stripe Payment component from the Adalo Marketplace. Connect it to your app using your Stripe API keys. In your Bookings collection, add a new field called Stripe Payment ID (Text type) to store unique transaction identifiers.

Next, link a Stripe Payment action to your Confirm Booking button. This action should connect to the Bookings collection and use the Total Price field to set the payment amount. Specify USD as the currency and include a receipt email address so customers get confirmation emails and you can track transactions in your Stripe Dashboard.

When a payment is successful, update the Payment Status field to "Paid" and save the Stripe Payment ID from the transaction. For clarity, add a Charge Description like "Stay at [Property Name]" so customers can easily recognize the charge on their statements.

Before going live, enable Test Mode in Stripe and use their test card (4242 4242 4242 4242 with any future expiration date) to verify your payment flow. For instance, try booking a $150.00 reservation for a 3-night stay. Confirm that the payment updates the booking record correctly, with a test payment ID and a "Paid" status. Once everything works as expected, switch to your live Stripe API keys to start processing real payments.

With payments fully integrated, you’re ready to publish your app.

Publishing to Web, iOS, and Android

Adalo simplifies deployment by allowing you to build your app once and publish it across Web, iOS, and Android platforms.

For the web version, go to the Settings tab and navigate to the Domain section. You can either use a free Adalo subdomain or connect a custom domain (typically costing $10–$45 per year). When you’re ready, click the Publish button in your editing dashboard to make your app live. Adalo’s manual publishing feature lets you continue editing without affecting the live app until you’re ready to roll out updates.

To publish on iOS, you’ll need an Apple Developer account, which costs $99 per year. Prepare platform-specific assets, then use Adalo’s Publish panel to download your app file and submit it through App Store Connect. Apple’s review process usually takes 1–2 business days, and you can use TestFlight for beta testing before your official launch.

For Android, set up a Google Play Developer account with a one-time fee of $25. You’ll also need to provide required assets and a privacy policy URL. Google’s review process, which uses machine learning, is generally faster than Apple’s and can take anywhere from a few hours to a couple of days.

Platform	Setup Cost	Recurring Cost	Requirement	Typical Review Time
Web	Free	$10–$45/year	Custom domain URL	Instant
iOS	$99	$99/year	1024×1024px app icon	1–2 business days
Android	$25	None	Unique package name	Few hours to days

Once your app is live, use Adalo Analytics to monitor performance. You can track which screens are most visited and identify any issues users encounter. Publishing on both the Apple App Store and Google Play Store gives your app access to over 1 billion monthly visitors.

Testing and Scaling Your App

Testing User Flows and Fixing Issues

Thoroughly testing your app's workflows is essential to catch any bugs that could impact users. Adalo's Staging Preview is a great tool for testing your app across different devices. Pay close attention to critical processes like the booking flow - make sure every button takes users to the right page and that all data displays correctly.

Don't forget to test all user roles - Guest, Host, and Admin. Each role should have the right permissions and access. To simulate real-world scenarios, populate your Properties, Bookings, and Users collections with sample data. Test edge cases like same-day bookings, cancellations with refunds, and overlapping dates to ensure your calendar logic holds up.

For example, in 2023, a simulation involving over 50 bookings uncovered a bug in the Host Calendar's color-coding for canceled events. Fixing the conditional formatting solved the issue, ensuring 100% accuracy for 200 listings. Use Adalo's data inspector to verify that fields update correctly after user actions. Document any issues you find, including the specific conditions that trigger them, so you can address them efficiently.

Once you've ironed out these issues, it's time to focus on integrating external data and preparing your app for scaling.

Connecting External Data and Scaling for Production

After validating your app's data flows, no-code API builders and other external integrations can help you handle increased user demand. Adalo's Marketplace offers components like Maps, Calendar, and Stripe to enhance your app's functionality. You can also set up Zapier workflows to automate tasks - like sending email confirmations for new bookings, SMS reminders 24 hours before check-in, or syncing booking dates to Google Calendar.

If your app needs to handle high volumes of data, tools like DreamFactory can help. DreamFactory generates REST APIs for external databases like PostgreSQL or MySQL, allowing you to scale beyond Adalo's built-in limits. This is especially useful if you’re using a separate CRM system for guest communications or syncing data with enterprise property management systems. Plus, DreamFactory offers role-based access control and API logging, making it a solid choice for apps managing thousands of users.

To ensure smooth performance, use Adalo Analytics to track popular screens and identify where users drop off. If property searches take longer than 2 seconds, consider optimizing your database indexing or simplifying on-screen logic. You can also speed things up by optimizing images, limiting list items (e.g., showing only 10 amenities), and breaking down complex screens into smaller, more manageable sections. As your Properties and Bookings collections grow, consider archiving old completed bookings to keep your active data lean and your queries running efficiently.

Conclusion

Creating a holiday rentals management app with Adalo becomes much simpler when you tackle it step by step. By setting up a solid database and designing an easy-to-use interface, you've laid the groundwork for a functional app. From there, you’ve fine-tuned essential processes like booking workflows, role-based permissions, and payment handling in USD through Stripe integration.

Adalo's drag-and-drop tools make it easy to customize and launch your app across web, iOS, and Android without needing separate builds for each platform. Plus, its built-in analytics let you track property views and user activity, giving you the insights needed to make data-driven updates as your app evolves. After testing your app with sample data and ironing out any issues, you can expand its capabilities using Marketplace components or integrations like Zapier for automation and DreamFactory for advanced database connections.

Since Adalo connects the frontend, backend, and database for you, you can focus on tailoring the app to your needs instead of worrying about infrastructure. Whether you're using one of the best real estate management apps to handle a handful of properties or scaling to thousands, Adalo equips you with tools to meet growing demand - like optimizing images, limiting list items, or linking external data sources.

Once your app is polished and ready, you can confidently manage bookings, process payments, and engage with guests. Start small with sample data to ensure everything runs smoothly, then go live knowing your app is ready to handle real-world operations - all without writing a single line of code.

FAQs

How can I make sure payments are secure in my holiday rentals app?

To keep payments secure in your holiday rentals app, here are some essential steps to follow:

• Choose a reliable payment provider: Opt for a PCI-DSS-compliant gateway, such as Stripe, to handle transactions. This ensures sensitive card information never directly interacts with your app's servers.
• Use HTTPS: Protect all data during transmission by enabling SSL/TLS for your app and API endpoints. Encryption will safeguard payment details from being intercepted.
• Rely on tokenization: Instead of storing raw card details, save only payment tokens in your database. Your payment provider will securely manage the actual payment processing.
• Strengthen user account security: Enforce strong password requirements and enable multi-factor authentication (MFA) for admin accounts to block unauthorized access.
• Encrypt sensitive data: Secure personal details like guest emails or addresses by using encrypted fields, adding an extra layer of protection.

By implementing these measures, you can create a secure and trustworthy app that aligns with U.S. standards, such as displaying prices in USD and using the MM/DD/YYYY date format.

What makes Adalo a great choice for building a holiday rentals management app?

Adalo lets you build fully functional mobile or web apps without touching a single line of code. Thanks to its drag-and-drop interface, you can design screens, set up databases, and add actions in just a few minutes. This makes it a practical choice for small businesses and entrepreneurs who want to save both time and money.

With Adalo, you have the flexibility to tailor your app to fit your brand and business needs. You can start with one of their pre-designed templates or create everything from scratch. Add your own colors, logos, and features to make the app uniquely yours. Plus, Adalo allows seamless integration with external tools like QuickBooks or Zapier, making tasks like payment processing, booking management, and customer communication more efficient.

When your app is complete, Adalo streamlines the publishing process. It guides you through testing and submitting your app to the App Store and Google Play. This all-in-one platform lets you focus on growing your holiday rental business while leaving the technical details to Adalo.

How can I manage user roles and permissions in my holiday rentals app?

To manage user roles and permissions in your holiday rentals app, start by adding a Role field to your User database collection. Assign roles like Admin, Host, and Guest to define different access levels. Then use collection permissions to set rules for actions like viewing, creating, editing, or deleting data. For instance, Admins might have full access, Hosts could manage only their own listings, and Guests might have read-only access.

You can also fine-tune what each role can see or do by applying conditions. Use features like "Only When" or visibility rules tied to a user's role to ensure they interact with the app appropriately. For example, Hosts might have access to an "Edit Property" button, while Guests wouldn’t see it at all.

Lastly, test your app using accounts for each role to make sure permissions and visibility settings work exactly as intended.

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