01
Collect arrival details
Give booked guests a page to share the stay information your team needs before they arrive.
Guest coordination for villas & boutique stays
One place to plan each guest’s stay.
Arrival details, airport transport, meals and groceries can mean a lot of messages to keep track of. We build guest planners and staff tools so guests can share what they need and your team can see what needs arranging.
For owner-led villas, boutique accommodation and small property-management teams.
After the booking
From arrival details to a plan your team can follow.
02
Take service requests
Let guests request services you offer, such as transport, groceries or a chef, with the details needed to arrange them.
03
Organize the staff’s work
Give staff a place to review requests, see their status and take the next step.
04
Spot what needs attention
Show unresolved requests and failed steps so the person responsible knows what to follow up on.
We agree which services to include and which tools to connect. You can keep the reservation software that already works for you. If you also need help with direct bookings, we quote that work separately.
Built for Sweet Dreams
See how guests plan their stay.
Frank owns and operates Sweet Dreams, so this starts with work he knows firsthand. Here’s the stay planner guests use, followed by what happens when they ask for help with their stay.
1. A booked guest opens the stay planner
Staff send guests who booked through Airbnb or Vrbo a link to plan their stay. The team shares this welcome link manually; the guest’s accommodation booking stays as it is.
2. They share details and request extras
Guests enter their stay details, then request extras such as transport, meals and groceries. Relevant details carry into the service forms. Each request is submitted and tracked separately, with availability confirmed by the team.
3. The team arranges the services
Staff use separate tools to review inquiries, bookings, payments, arrivals and service requests. They accept requests and arrange delivery with the people providing each service. The team still follows up on balances and contacts guests before arrival manually.
What we build for you
A guest planner that fits how you host.
We start with one part of the stay, such as preparing for arrival. Together, we agree what guests need to tell you, which services they can request and who on your team handles each one.
Your installation can include a planner with your branding, service request forms, staff views and notifications. The written plan sets out what we’ll build and connect, how we’ll handle requests that need attention, and how we’ll check it works. Team training, operating instructions and a period to resolve issues after launch are included.
This could help if
- You have regular bookings and keep chasing the same guest details.
- Staff and service providers come to you to find out what needs doing.
- Someone on your team can help test the system and take responsibility for using it.
- The time and effort spent coordinating stays make this a problem worth solving.
We quote additional properties, complex data transfers, accounting changes and replacement reservation systems separately.
How we work together
From the first conversation to a working system.
Start with a free call about one problem. If it needs investigation, we may recommend an Operations Blueprint before building. If the work is already well defined, we can quote it directly. We agree the scope and price with you before any paid work starts.
01 · Operations Blueprint
Work out what needs to change
$1,500 USD
When discovery is needed, we map how the work happens, find the delays and repeated tasks, and recommend what to keep, connect or build. You get a written plan before committing to the build.
Usually one week once we have the people and information we need.
Talk about a plan →
Free 30-minute call
02 · Custom systems & automation
Build it with your team
Quoted for your project
We build and connect tools around your workflow. Your quote depends on the work involved, existing software and team requirements. Smaller improvements can be quoted directly. Your team helps test the system and gets training and instructions.
A four-to-six-week target, confirmed once we agree what’s included.
Discuss your project →
Free 30-minute call
03 · Ongoing support
Get help after launch
from $600 USD/month
Choose technical care to maintain your system, or managed improvement for ongoing changes and staff support. We agree the covered tools, included time and response windows before you start.
Paid separately from the build. If someone else built your system, we review it before quoting support.
Talk about support →
Free 30-minute call
Need a smaller improvement? Clearly defined fixes get their own quote. Larger systems are planned and delivered in phases.
What do I get from the Operations Blueprint?
A written plan for one part of your business, such as taking a customer from their first inquiry to a scheduled job. The fee is fixed at $1,500 USD and includes:
- A map of how the work happens today and where it gets stuck.
- The repeated tasks and decisions that still come back to you.
- Two or three starting measures, so we can compare how things work later.
- A proposed process showing who handles each step and any problems.
- Which tools to keep, connect or build.
- A written plan covering the build, what we need from you and how we’ll check it works.
You can use the plan with us or take it to another builder.
How does the Blueprint credit work?
If you book an installation within 30 days of receiving your Blueprint, we credit its fee once against the installation total. It reduces what’s left to pay.
What if I need a smaller fix or a larger system?
Each project gets a written quote based on its workflow, integrations, data migration and team requirements. Smaller improvements can be quoted directly. Larger systems are planned and delivered in stages.
What will the proposal cover?
What we’ll build, the tools it connects to, any data to move, your team’s responsibilities, training and support after launch. It also sets out payment, software rights and handover. Your accounts, data and domain stay under your control. External software costs and applicable taxes are listed separately.
What does ongoing support include?
Two plans, both paid monthly and separately from the build. They support your software and the people using it. Your team still handles customer messages, sending out staff and chasing payments unless we agree to take that on separately. Extra work and external software bills are agreed before you incur them.
Technical care · from $600 USD/month
Help keeping your system working after launch.
- Routine software maintenance
- Monitoring and recovery for the systems in your plan
- Technical help within a set support allowance
- Support hours and response times agreed up front
Managed improvement · $1,500–$2,500 USD/month
Technical care, plus time to improve how the system works for your team.
- Everything in your technical care plan
- Regular reviews of how the work is going
- An agreed amount of time for priority improvements
- Staff help and training within your plan
Tell us about a stay that took too much chasing.
Talk with Frank about the messages, requests and last-minute changes your team had to handle. We’ll look at where the work got stuck and what would make the next stay easier to manage.