For property managers and villa rentals · Gibraltar to Marbella
Every property, every booking, every guest message in one place.
Bring enquiries, bookings, guest communication, cleaning and maintenance into one system that works alongside the software you already use.
Fewer messages to chase. Less coordination. A better stay for the guest.
We work with your existing systems where possible, connecting the tools and automating the repetitive work around them.
Built and run by Hayley in Sotogrande · English and Spanish
The same questions, every single changeover.
A guest messages at eleven at night asking about the wifi. The cleaner needs to know whether the late checkout was agreed. An owner wants to know how the property performed last month.
None of it is difficult on its own. It is the volume, and the fact that every piece arrives through a different channel and lands with whoever happens to be holding the phone.
Before
Held together by your team
- Guest questions at all hours
- Changeovers coordinated by message
- Owner updates written by hand
- Maintenance tracked in someone’s head
- Supplier bookings arranged ad hoc
After
Held together by the system
- Routine questions answered around the clock
- Changeover tasks created from the booking
- Owner reporting prepared for you
- Maintenance on a schedule with reminders
- Guest requests captured and passed on
Built around how property managers on this coast actually work.
From first enquiry to the owner’s statement
The whole stay, in one place your team can see.
We connect your enquiries, bookings, guest communication and the work around each changeover, and automate the routine steps in between.
- 01
Enquiry
Enquiries from your website, portals, email and WhatsApp arrive in one place.
- 02
Booking
Confirmation, payment details and the information you need from the guest, collected once.
- 03
Before arrival
Directions, access details, house information and arrival times sent at the right moment.
- 04
During the stay
Routine questions answered, requests captured and passed to the right person.
- 05
Checkout
Departure information sent, changeover tasks created, cleaning and linen scheduled.
- 06
Owners and reporting
Statements, performance summaries and the updates owners keep asking for.
Every operation runs differently. We shape the workflows around yours rather than expecting you to change how you work.
The repetitive part
What we can simplify or automate.
Two sides of the same job. One looks after the guest. The other looks after the property and the people who clean, fix and report on it. Not all of this will apply to your operation.
Guests and bookings
- Capture enquiries from your website, portals, email and WhatsApp
- Create and update guest records automatically
- Send booking confirmations and payment reminders
- Collect guest details, arrival times and special requests
- Send directions, access information and house guides
- Answer routine guest questions around the clock
- Pass requests that need a person to the right team member
- Send checkout information and request reviews
Operations, team and owners
- Create changeover tasks from each booking
- Assign cleaning, linen and pool jobs to the right team
- Track which jobs are done without chasing
- Schedule recurring maintenance and safety checks
- Log issues reported by guests or cleaners
- Notify the team when something needs attention
- Prepare owner statements and performance summaries
- Keep property information in one place for everyone
We work alongside your booking system and channel manager rather than replacing them. What we can connect to depends on the software you use and what it allows, which we check on the first call.
A service you can take on its own
Villa Concierge: your guests’ questions, answered around the clock.
Villa Concierge is our managed guest service for luxury villas, apartments and penthouses. Each property gets its own concierge on WhatsApp, answering routine questions at any hour, in the guest’s language.
Anything that needs a person is passed to the right member of your team, with the whole conversation attached.
Built and managed for you
- Built around your real property information
- Written in your tone of voice
- Tested before any guest uses it
- Kept up to date as the property changes
- Monitored, with a regular summary of conversations and escalations
For your guests and your team
- Help before arrival, during the stay and at checkout
- Local recommendations and concierge requests
- Fewer routine messages reaching your team
- Full conversation history, handed over with context
Concierge requests such as restaurants, transfers, chefs and boats are arranged through our partner network, which creates a revenue opportunity for you. A portfolio Management Hub covering reporting, maintenance, tasks and an optional voice line is available separately.
Before we build anything
It fits around your operation, not the other way round.
We start by understanding how your properties are run, what systems your team already uses and where enquiries, changeovers and owner reporting take up unnecessary time.
Where your existing systems work well, we keep them. We look at what can be connected, what can be simplified and where the biggest difference is.
- 01Understand your operation
We look at your properties, the systems you use and where the time goes.
- 02Design and build
We connect what you already have and build what is missing.
- 03Test and refine
We test every process before a guest sees it.
- 04Get your team running
We show your team how to use the parts relevant to them.
- 05Ongoing support
We maintain and adapt the setup as your portfolio changes.
Start here
Let’s start with a conversation.
Tell us how your properties, bookings, guest messages and owner reporting work today, and where the time goes.
We’ll help you identify what could be connected, simplified or automated, and what it would take to build it around your operation.