A day with Hostvana
One manager's whole day in one pass, from the operations board to the owner's numbers.
- A guest raises three problems and one reply deals with all of them.
- A reply that would cost money stops on a timer and waits for you.
- Cleans are reported and inspected, and the owner's report comes from your bank statement.
It asks before it speaks
A guest asks for money back. The assistant writes the answer, stops, and stays inside the limits you set.
- You read what it wants to send before it sends it.
- Let it go, or reject it and answer them yourself.
- The ten percent it offered is the cap you set on this property, and refunds are a rule of their own.
Universal inbox
The assistant answers messages from every booking site.
Conversation filters
Apply filters to narrow the list four ways.
- Filter by listing, booking site, time, or payment status.
- Search a property by name or address without scrolling forty-six of them.
- Filters combine, so one listing on one site with an unpaid balance is two clicks.
Booking actions from the thread
Everything you do to a booking mid-conversation, without leaving it.
Decisions are recorded
When someone on your team agrees something with a guest, the assistant keeps to it for the rest of the stay.
- It remembers what you granted, promised or refused to the guest.
- The handshake icon in the header lists every decision on this booking.
- Review the automatic decisions, or manually create or edit one.
Review replies before sending
Every reply can be reviewed before it goes out.
- Give it another minute, edit it yourself, reject it, or send it now.
- Customize the review parameters: how long the timer runs, or whether it sends on its own.
- Scheduled messages can wait in the same window too, once you switch that on.
Automatic pause when you reply
Answer a guest yourself and the assistant stands down rather than talk over you.
- The assistant waits until five minutes after your last message before it answers again.
- When it picks back up, it does not repeat what you just told the guest.
Three problems, one reply
One guest message raising three separate problems, all of them dealt with before anybody read it.
- She cannot get in, the living room is freezing, and she wants one more night.
- The door opens and the heating goes up while she is still typing.
- The extra night is offered, and only charged once she says yes.
Locked out after dark
A family outside in the dark, let in without anybody being woken up.
- It checks them against the booking before it opens anything.
- Then it explains why the keypad refused, so tomorrow is quiet too.
- The unlock is written down, with the time and who it was for.
Takes several actions at once
A guest raises several problems at once, and the assistant deals with each of them before anybody reads it.
Remote door unlock
A guest stuck outside at 9pm does not want an explanation. They want the door open.
- Only for the guest whose stay is running, and only between check-in and checkout.
- The thread keeps a line saying it happened, and who opened it.
Extends stay
The request that makes you money arrives at 11pm and goes cold by morning.
- The assistant checks the night is free, prices it and offers it while the guest is still asking.
- When the guest says yes, it books the night and charges the card already on file.
- The calendar, the total and the confirmation all move together.
Alternative listing search
One listing being full should not prevent you from making a sale.
- When one property is unavailable for part of the stay, the assistant looks across every listing you run.
- It can plan a stay across two listings with one move, and price the whole thing.
Action permissions
Actions are off by default, and can be turned on per listing.
- You switch on each action separately, from unlocking a door to taking a payment.
- A new listing starts cautious, and an established one does more.
- What it can change on a booking is itemized one by one.
Still somewhere to put them
A returning guest wants a week you do not have, for six people.
- Every property that fits is priced, and the ones gone are grayed out.
- The week is built out of two properties seven minutes apart.
- Or the version with no move at all, and it holds either one.
Teach it in your own words
Tell it what you want it to know the way you would tell a new member of staff, and it turns that into a rule it keeps.
- Write it the way you would brief a new employee, in your own words.
- Or mark it verbatim, and it goes out exactly as typed.
Rules it follows exactly
Make a rule as detailed as you need. The conditions you set are followed, never interpreted.
- One template answers every version of the question.
- The green shading is the answer this guest gets.
Template attachments
You upload a parking map, a welcome guide or a photo of the lockbox, and caption each so the assistant picks the right one.
- A file belongs to one listing, so one property's parking map never reaches another.
- The caption is what decides which file answers the question, and whether any of them does.
Tone settings
Two sliders and a row of switches, and the replies read the way your business talks.
- Sliders control how warm and how chatty the replies are.
- More settings shape how it comes across, from humour and emojis to formal address and what it does when a guest turns rude.
- It detects the natural end of a conversation instead of always answering.
Discount and refund limits
Discounts and concessions can be denied, escalated to you, or handled by rules you wrote.
- A hard cap on any discount it can offer, and rules for every scenario.
- Refunds and concessions handled separately from discounts.
Guest quality filters
Every enquiry is scored before the assistant answers it.
- The score drops on what experienced hosts watch for: a local guest, a same-day booking, an enquiry at 3am, one person taking a six-bedroom house, twenty questions in a row.
- You decide what each signal is worth and where the line sits.
- Below the line, the automations stop and you hear about it before anything goes out.
Ask it, and it does it
One assistant that knows the software, knows your portfolio, and can change the account.
- Ask how something works and it answers from the product, not a help page.
- Ask about your properties and it answers from your own data.
- Tell it to change a template and it proposes, warns, and waits for your yes.
Portfolio status board
Open this section to know what today looks like without opening a single conversation.
- Who is arriving, who is leaving, and which listings have both today.
- What is clean, what is not, and who cleaned it last.
Portfolio assistant
A help chat that answers questions and takes actions on your listings.
- "What is available for one day tomorrow that accepts pets" answers from your own calendar.
- Then tell it to book one, and it works out the dates, the guest, and the price.
- It shows you what it is about to do, and nothing happens until you confirm it.
Smart locks from the portfolio assistant
Ask about any lock in plain words, and have it lock or unlock a door once you confirm.
- Battery, whether each lock is online, and when each door was last locked.
Listing overview
Hover any listing to see the details you and your guests ask for most.
Every property on one grid
The whole portfolio on one timeline, and what any set of dates is worth.
- Every booking on every property, in one place.
- Ask what a set of dates is worth and it checks all of them at once.
- Tick the ones worth offering and the set goes over as one message.
Multi-listing calendar
See what is free, what is sold and what is being cleaned, across every listing at once.
- Zoom out to a year or in to a single week, and anywhere in between.
- Zoomed out it becomes a pricing heat map: the darker the day, the higher the rate.
Drag-and-drop booking
The grid is not just a view of the calendar. You book, block and move stays directly on it.
- Drag an edge to move a checkout, and the change syncs back to the booking site.
- Block a stretch off, or pin a note on it like an owner stay.
Availability and pricing check
Check what a stay is worth across the portfolio without leaving the conversation.
- Check availability and nightly rates across every listing for a date range.
- Sort by price or by how many it sleeps.
- Press Create Booking and the stay you found becomes a reservation.
Guest options
Select the listings a guest might want for their dates, and send them all in one message.
- Every available listing for those dates is priced. The ones already gone are grayed out and cannot be picked.
- Select the ones worth offering and the button counts them.
- Copy Options prices the set for the site the guest is on and puts it on the clipboard.
Multi-stay planner
A guest wants two weeks from tomorrow and no one listing has it. Rather than turn the booking away, split it.
- Choose which listings to consider, and how many times the guest is willing to move.
- Every workable combination comes back, sorted by price or by fewest moves.
- Take one and every leg is priced and booked together, as a single booking.
Reservation details
One place for everything about a reservation, apart from the conversation itself.
- Any change you make to the reservation is pushed back to the booking sites.
- The money, the people, the door and the work it has raised are each their own tab.
- Tasks are the jobs raised against a property. Any on this stay carry a count on their own tab.
Earnings on each booking
The stay from the guest's side and from yours: what they paid, and what you keep.
- The guest's payment, the taxes and the booking site's fee, each on its own line, down to what you keep.
- It says who remits the tax, you or the booking site.
- Nothing on the invoice changes: the breakdown is worked out from it.
Listing access
Everything about how this guest gets in, in one place.
- Each reservation gets its own door code, and you can override it when one guest needs a different one.
- Backup codes are loaded months ahead for locks with no wifi, and a lockbox is the last resort.
- Early check-in and late checkout are granted from the same tab.
A fully automated turnover
A whole turnover, from the guest leaving to the next one getting their code.
- The cleaner lets herself in with her own code, and that starts the clean.
- What she cannot fix becomes somebody else’s job, due today.
- What is running low becomes an order, split by shop, waiting on your yes.
The cleaner’s opinion counts
What your cleaner thinks of a guest reaches the decision to take them again.
- They fill the report on their phone. No app, no login, nothing to learn.
- At the end they say how the guest left the place.
- A bad one flags that guest, and your own calls still stand.
Cleaning reports rate the guest
A form on a link that works on any phone, and what comes back is a permanent record of how each guest left the place.
- A checklist they work through as they go, with photos where you asked for them.
- What they say is running low is what reorders the supplies.
- The rating stays on the guest, so you know who is worth taking again.
Inspection reports rate the cleaner
An inspector checks the clean, and the score follows the cleaner rather than the booking.
- Scores build into a ranking over time, so your weakest cleaners are the ones checked most often.
- Below three stars the clean is sent back, without anybody having to chase it.
Maintenance tasks
You hear about the rusted patio furniture from your own team, not from the next guest.
Cleaner ratings
One score per cleaner, built from two places.
- What your inspectors scored them on.
- And how the next guest rated the cleanliness after them, without anyone being asked.
- The score decides who is inspected next, and it is the record you reach for when somebody has to go.
Supplies order themselves
What runs low becomes a purchase order per supplier, Amazon or Walmart, waiting on your yes.
- The submission shows who reported what, with their note and the counts.
- The list to buy, each item against the store that carries it.
- Approve and it opens the basket at Amazon or Walmart, or raises a task for a runner.
Staff roles
Everyone who touches your properties, with what they can see and do scoped to the listings they work on.
- Add someone to a role and they inherit what that role can reach.
- Managers, owners and accountants sign in. Cleaners, inspectors and tradespeople are scheduled instead.
Individual logins
Everyone signs in as themselves, and sees the part of the business that is theirs.
- Pick the sections a person can reach when you invite them.
- Scope them to the listings they handle, and the rest of the portfolio stays invisible.
- An owner lands on their own statement. A cleaner lands on their own list of cleans.
Main Task board
You drag cards between columns you name yourself, and assign each one to a person or a listing.
- The same work, read five different ways, on the tabs at the top.
Turnover-scheduled tasks
Work on a listing waits for the gap between stays, unless it is urgent. Nobody picks the date.
Timekeeping and payables
Hours are counted against the work itself and paid from the same place. No second system to keep in step.
- Each person's unpaid hours and what that costs at their rate.
- Mark Paid records the run, and time logged afterwards becomes the next amount owed.
Guest ledger
Someone who booked three of your listings across two booking sites is one person here.
- How often they have stayed, and every one of those stays behind the number.
- Search the lot by name, email or phone.
Guest profile
A CRM for your guests: , every stay, every review, every score and every note in one place.
Guest standing
Marking a guest is not a note to yourself. It changes what happens next.
- A guest's standing decides whether they are marketed to and whether their review goes out.
- Automatic rules can raise a standing but never overwrite one you set yourself.
Direct-booking follow-up
Your best guests get an offer to come back direct, making you more money.
- It goes by email, or by text where the guest has consented to it.
Booking platform information
Enter your listing information once. It is published to every booking site you sell on.
- You enter the address, the type of place and how many it sleeps.
- You list what is nearby for the sites to use and guests to read.
Per-platform pricing
Put a site up by the commission it charges, so it does not come out of your margin.
- You set a multiplier per listing and per booking site in one table.
- Quotes and price checks use the multiplier for whichever site you are quoting.
Listing photos
Import your photos straight from your previous PMS, then order and caption them once for every channel.
The hardware runs itself
A code for every guest, and sound and air watched around the clock.
- Each guest gets their own code, and it changes when the booking does.
- Noise, smoking and vaping, alarms, somebody tampering with the sensor.
- No microphone and no camera anywhere in it.
Smart locks
Each guest gets their own code for their own dates, and it is updated when the reservation changes.
Thermostat automation
The temperature is handled for you, from the calendar and from what the guest asks.
Noise and smoking alerts
Sound levels and air quality are watched around the clock, with a stricter limit during quiet hours.
- Warn the guest, alert your team, or both.
- Smoking and vaping are detected by air analysis.
- No microphone and no camera anywhere in the listing, so guest privacy is not in question.
Increase revenue through upsells
Your assistant turns what a guest already wants into money, without asking you first.
- Early check-in is quoted, paid for, and the door opens on it.
- Late checkout and the extras you write yourself run on rules you set once.
- An extra night is priced and offered, and nothing is charged until the guest agrees.
Early check-in
Your assistant helps you capture extra revenue through early check-in.
- The guest asks on the morning of arrival and gets a price, with how to pay it.
- They pay on the booking site and say so. The upsell is recorded and the lock is set.
Payment schedule
Take a deposit now and the rest later, or the whole amount up front, per listing.
- Connect your own Stripe or Authorize.net account, whichever you already use.
- Set what proportion is taken at booking, and the balance is collected as the stay approaches.
- A guest can settle the balance early from a link, if they would rather.
Text and WhatsApp messaging
You manage every conversation in one place, and replies go back on the channel the guest started.
Month end, without the week
The bank statement goes in and the owner’s payout comes out.
- Lines match themselves to the bookings and bills they belong to.
- The profit and loss builds out of it, property by property.
- And the payout, with why it is not the same number as the profit.
Your whole portfolio, before you pick anything
Open Money and the figures are for everything you manage.
- Gross revenue for everything you manage, and what an average property earns.
- Cleaning and taxes are already out, so it is nearer what you keep than a bookings total.
Bank statement import
Import the month's statement and every deposit is matched to the reservation that produced it.
- Each deposit is tied to a real booking, so income is evidence rather than an estimate.
- What it cannot match, it shows you, instead of quietly rounding it away.
Profit and loss
Built from the statement rather than from what the booking sites claim, so it is cash that month.
- Income, commission, taxes, card fees and expenses, per listing or pooled.
- This is what the owner statement is then published from.
Owner statements
Publish a finished document an owner can read without calling you about it.
- The statement shows the profit and loss, the payout, and how one became the other.
- Charts are drawn from the same figures, so an owner sees the shape of the month without reading a table.
Expected deposits
The other reports do not answer when a booking actually pays you.
- A month laid out by the day each payment is expected, and what is still outstanding.
- Read it by booking when you are chasing one, or by deposit when you are checking the bank.
White-label branding
Your brand, colors and logo appear everywhere your team and your owners look. Compare the menu, or , and the board, or .
- Your colors carry through the board, the chips and the buttons.
- Owners and staff sign in to your business rather than to a supplier.
Data and privacy
Take what the account holds whenever you want it, and decide who else may look.
- One switch decides whether Hostvana support may open your account at all.
Migration and compatibility
Hostvana publishes to the booking sites itself, and still talks to whatever you run today.
- Your listings go out to the sites from here. There is no second channel manager to pay for.
- It also reads the system you are on today, so you move across at your own pace.
