A group trip has one booking, one deposit and six memories of what happened. When a host mentions a stain or a missing item after checkout, the group chat turns into a search: who saw it, when, and did anyone take a photo? A shared record avoids all of that.
One record, not six camera rolls
In a group, everyone notices different things, and everyone keeps their photos to themselves. The person who booked is the one the host contacts, and they rarely have the full picture. Agree on arrival that anything anyone notices goes in one shared place.
Split the arrival check
Arrival is chaotic with a group, so share it out: one person takes the kitchen, one the bathrooms, one the bedrooms, one the outside. Ten minutes later the whole place is checked, and every note says who found it and when.
During the stay
When something breaks, whoever was there adds it straight away, with a line about what happened. Nobody has to confess to the group chat, and the person who booked does not have to chase anyone for details.
At checkout
Do a quick last walk-through together and add anything new. The group leaves with one clear record of the stay, and the person who booked can share it with the host if anything comes up.