Complete Boutique Hotel System
A hotel of twenty to eighty rooms with front-desk, service, and maintenance teams on successive shifts.
The entire hotel day on one board: today’s arrivals, occupancy, guest service, departures, and the night audit.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
The hotel day starts in the “Today’s Arrivals” column: cards for expected guests with their booking numbers, special requests, and arrival times. Front desk prepares the rooms and moves the card to “In-House” the moment the key is handed over. Throughout the stay, guest requests pass through “Service” — extra cleaning, maintenance, or amenities — and at departure the card moves to “Departure & Cleaning” where the room is inspected and made ready for sale again. The whole day closes in “Night Audit” by reconciling actual occupancy with bookings and revenue.
Chat is the thread between shifts: the morning-to-evening handover passes through it with a summary of open cases, and urgent guest requests are coordinated instantly between front desk, service, and maintenance. Announcements are management’s voice to the crew: front-desk policy circulars, alerts about upcoming large group bookings, and guest reviews that need the whole team to pause and act.
Dues privately manages shift expenses and cash floats: every shift receives a float and logs its expenses and urgent purchases for guests, and its numbers are settled in “Night Audit” without paper ledgers, so the manager knows which shift spent what and when.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Hotel Manager
Reviews “Night Audit” every morning, approves circulars in Announcements, and follows guest reviews and recurring complaints until resolved.
Shift Supervisors
Distribute work across front desk, service, and maintenance on their shifts, and watch card movement between columns so guest requests never get stuck.
Front Desk Agents
Manage “Today’s Arrivals”, “In-House”, and departures, and log guests’ special requests on cards the moment they come in — never relying on memory.
Room Service Team
Executes “Service” and “Departure & Cleaning” cards to readiness standards, and reports in Chat any damage or missing items in rooms the moment they are found.
Maintenance Technician
Picks up fault reports from “Service” cards and documents repairs on them, escalating anything needing an outside contractor to the shift supervisor without delay.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Hotel System»
From today our hotel day runs through here: today’s arrivals are cards, guest requests are cards, and shift handovers happen in Chat with a summary of open cases. Management circulars are published in Announcements only. Start by logging today’s expected arrivals now.
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