Serviced Apartments Management System
Serviced-apartment operators with short- and medium-term stays.
Unit readiness, reservations, guest stays, housekeeping, and maintenance in a tight daily operating cycle.
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?
Every apartment is a card reflecting its live status: “Ready” when it is clean, checked, and awaiting a guest; “Reserved” the moment a booking on it is confirmed; and “Occupied” throughout the guest's stay, with their requests and notes recorded on the card. At check-out it moves to “Housekeeping”, where the room-attendant team takes it over and fully re-prepares it; if a fault appears, it moves to “Maintenance” until fixed; then “Inspection”, where the operations supervisor checks the unit — cleanliness, inventory, and safety — before returning it to “Ready” for booking again.
Chat is the operations room: a fault report from a guest, a stay-extension request, a late-housekeeping alert — instant coordination between reception, housekeeping, and maintenance. Dues posts each stay's revenue, extra-service charges, and operating expenses of consumables and laundry, so each unit's income and operating cost are visible — the number on which the operator builds pricing decisions.
Reception manages the “Reserved” and “Occupied” cards: confirming bookings, recording check-in and check-out, and collecting charges; housekeeping takes the “Housekeeping” card and closes it after preparation is complete against the checklist; and the maintenance technician handles “Maintenance” cards and documents the repair on them. The operations supervisor certifies every unit in “Inspection” and allows no return to booking before it passes the check — so an incomplete apartment never reaches a guest.
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.
Operations Supervisor
Inspects every unit in “Inspection” before returning it to Ready, watches the whole board to keep the cycle fast, and approves guest compensation decisions when faults occur.
Reception
Manages bookings and check-in/check-out in “Reserved” and “Occupied”, receives guest requests and routes them to the right people, and posts charges in Dues.
Housekeeping
Takes over “Housekeeping” cards and performs full preparation against a unified checklist — cleaning, sanitizing, and restocking — and closes the card when complete.
Maintenance Technician
Handles “Maintenance” cards from minor faults to periodic ones, documents what was repaired on the card, and alerts the supervisor to recurring faults in a particular unit.
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
- Dues — Internal money with strict privacy — dues, advances, and expenses
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