5 Common Challenges of Co-Owning a Vacation Property (And How to Solve Them)
Co-owning a vacation property with family or friends can be wonderful—but it comes with unique challenges. Here are the most common issues and proven solutions.
1. Booking Conflicts and Double-Bookings
The Problem
Two families show up the same weekend because someone forgot to update the shared Google Calendar. Or worse, an informal text message saying "I think I have that weekend" creates confusion about who actually has priority.
The Solution
Implement a formal booking request and approval system. When someone wants to use the property, they submit a request. An administrator (or administrators on rotation) approves or declines based on established rules.
- •All booking requests are visible to everyone
- •Only approved bookings appear as confirmed on the calendar
- •Email notifications keep everyone informed
- •Historical records show who requested what and when
2. Unequal Usage Creates Resentment
The Problem
One sibling uses the beach house every other weekend while another barely visits. Everyone pays equal maintenance costs, but usage is dramatically different. This breeds resentment and damages family relationships.
The Solution
Set annual usage quotas for each co-owner. Everyone gets a fair allocation of days per year, tracked automatically by the system.
- •Each co-owner gets X days per year (e.g., 30 days for equal ownership)
- •Usage is tracked automatically with each booking
- •Everyone can see who has used how many days
- •Prevents anyone from monopolizing the property
- •Transparency removes accusations of unfairness
3. Scattered Information Across Email and Text
The Problem
Where is the plumber's number? Who knows the WiFi password? What are the house rules about pets? Critical information lives in a three-year-old email thread that nobody can find.
The Solution
Centralize everything in one accessible platform that everyone can reference 24/7.
- •Contact directory for all vendors and service providers
- •Property blog for house rules, WiFi codes, local recommendations
- •Photo gallery to show where circuit breakers are located
- •Searchable content means no more digging through messages
- •New co-owners get instant access to all historical information
4. Maintenance Coordination Chaos
The Problem
The HVAC filter needs changing quarterly, gutters need cleaning twice a year, and someone should check on the property during winter. But nobody knows who's responsible, when it was last done, or how to do it.
The Solution
Use a shared to-do list with assignments and recurring tasks.
- •Create recurring tasks for seasonal maintenance
- •Assign tasks to specific co-owners
- •Email notifications remind people when tasks are due
- •Document procedures in blog posts with photos or videos
- •Track completion history for accountability
5. Unclear Governance and Decision-Making
The Problem
Who decides if the kitchen should be renovated? Can one co-owner bring a pet without asking? What happens if someone wants to sell their share? Without clear governance, conflicts arise.
The Solution
Establish clear roles and document policies in writing.
- •Assign administrators who have decision-making authority
- •Document house rules in a property blog post
- •Create a blog post with governance procedures
- •Use role-based permissions (Admin vs. Member vs. Guest)
- •Keep all policy discussions and decisions documented
The Common Thread: Systems Over Chaos
Notice the pattern? Every solution involves creating a system rather than relying on informal communication. Co-ownership works beautifully when there are clear processes, transparency, and a single source of truth.
The families and groups that thrive with shared vacation properties are those who invest time upfront in establishing:
- •Formal booking systems with approval workflows
- •Usage tracking and quota management
- •Centralized information repositories
- •Clear governance and decision-making processes
OurSharedPlace provides all these systems in one professional platform, making it easy to avoid these common pitfalls and focus on enjoying your shared property together.