How Vacation Rental License Streamlines Client Operations

A Smarter Way to Serve Vacation Rental Clients

Vacation Rental License is a service-focused real-estate company dedicated to helping property owners navigate the complex regulatory landscape of short-term rental licensing in the United States. They offer an easy, streamlined way to get a hotel license or vacation rental license for Airbnb, Vrbo and others home rental sites.

But managing clients from different jurisdictions with a global, remote team is not an easy organizational task for Vacation Rental License. Founder Guy Benhanan originally used the project management software Basecamp to coordinate with clients, but faced limitations with file organization, notifying clients, and overall task visibility. Clients were also not actively engaging with the Basecamp portal, limiting its usefulness.

Internally, the team wanted to stay aligned on document statuses and ensure timely communication with clients. The need for a comprehensive and transparent client portal management tool to streamline workflows, enhance client interactions, and centralize communication became critical — and that’s where Copilot came in.

“Copilot is one of the best things that happened in our team,” said Shey Lagnason, the Licensing Team Supervisor. “We now have a central place for client communication that allows for transparency, so clients can view updates and also track progress in realtime.”

Enhanced Operational Efficiency with an All-in-One Customer Portal

Guy had previously seen the value of Copilot in his roles at a previous company, and brought it to Vacation Rental License to enhance the company’s operational efficiency. His team quickly adopted it for its versatility and user-friendly design.

”I love how it makes everything streamlined and in one place, because we're dealing with city, county and state to get any sort of license for our clients,” Guy explained. “This ends up being a lot of paperwork, a lot of tedious and meticulous things going on. So it's good to have one source of truth.”

With Copilot, the company now hosts a centralized portal where clients looking for vacation rental licenses can:

- Upload necessary home information documents directly into shared folders

- E-sign documents and contracts in the same portal

- Receive notifications about tasks or required actions to follow up

- Track the progress of their licensing applications

This dramatically improved visibility and responsiveness. Clients embraced the intuitive layout, while the internal team reduced time spent tracking document statuses or waiting on updates from others.

Copilot’s modular platform also enabled Guy to set up a custom AI automation in Copilot using the AI automation tool n8n integrated on Copilot. This AI automation reads updates from the team’s Monday.com task management board (also integrated with Copilot) and thens sends automatic status messages sent to clients through Copilot. This seamless communication loop saves time, reduces manual follow-ups, and enhances client satisfaction.

Better Processes, Happier Clients, and a More Efficient Team

As the team looks forward to upcoming license renewals, their use of Copilot has significantly reduced internal communication overhead and increased operational clarity. The team no longer needs to chase down colleagues for updates, as Copilot offers a single source of truth for all client-facing interactions. Clients appreciate the self-service capabilities, centralized document access, and timely updates delivered through Copilot.

Accessing prior client records and facilitating renewals has become simpler and more reliable. The Vacation Rental License team can quickly reference previous communications and documents, accelerating turnaround times and improving service delivery.

The team’s satisfaction with Copilot is evident in their continued investment in building automations around it. The value Copilot delivers — combining transparency, ease of use, and integration flexibility— has become a cornerstone of Vacation Rental License’s digital operations.