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The property runs 24/7. The back office doesn't.

Hotels, multifamily, short-term rentals, group homes, and the managers who run them share one back office: inbound guest and tenant messages that never stop, bookings and leasing inquiries that go cold if nobody answers, work orders chased by phone, and owner reporting assembled by hand at month end. None of it scales by hiring, and all of it is routine work an agent can take on.

Map your own processSee an example result
Covers
Hotels & lodging, Rental property owners & managers, Group home & residential care management
Closest result
Not a property operator yet: the closest thing we have running is an inbox that answers routine questions and hands the rest to a person. See what it did

How this business usually runs

Filling the space, running it, and reporting on it to the people who own it.

  1. ProspectEnquires through a portal, a phone call or a walk-in
  2. Guests and tenantsReport issues at any hour, through any channel
  3. Fill the spaceEnquiry, tour, application, screening, agreementLeasing and front desk. Email, PMS
  4. Run the propertyIssues logged, triaged, assigned, done and verifiedProperty management. PMS, Text, Email
  5. Report to ownersClose the month, build statements, distribute, pay outFinance. Accounting, Excel
  6. Owners and investorsReceive statements and distributions
  7. Manage the ownerOwner requests, statements and reviews, the management renewalProperty manager. PMS, Spreadsheet

Click a step marked with a plus to see the work inside it.

How a property runs: a 7-step process. Steps in order: Prospect, Guests and tenants, Fill the space, Run the property, Report to owners, Owners and investors, Manage the owner. 1 rework loop returns work to an earlier step.enquirysigned agreementrequestsand issuesincome and costsstatementsand payoutsongoing ownerreorder ·next requestProspectEnquires through a portal, aphone call or a walk-inGuests and tenantsReport issues at any hour,through any channelFill the spaceEnquiry, tour, application,screening, agreementLeasing and front deskEmail · PMSRun the propertyIssues logged, triaged,assigned, done and veri…Property managementPMS · Text · EmailReport to ownersClose the month, buildstatements, distribute, p…FinanceAccounting · ExcelOwners and investorsReceive statements anddistributionsManage the ownerOwner requests,statements and reviews…Property managerPMS · Spreadsheet

No timings, on purpose: how long each step takes is the one number that's genuinely yours.

Where the drag usually lives.

  • Guest & tenant communication

    Answering the questions that arrive at every hour, in every channel, and escalating the ones that actually need a person.

  • Booking & leasing intake

    Qualifying inquiries, checking availability, and getting a real response out before the lead goes cold.

  • Maintenance & work orders

    Turning a reported problem into a dispatched, tracked, and closed work order without three phone calls.

  • Owner & investor reporting

    Assembling performance reporting from what already happened, instead of rebuilding it by hand every month.

Agents we'd build for this work.

Each one is a blueprint: scoped against this process and built during an engagement. None has been built for a client yet. What has been built is on Results.

  • Blueprint, not built yetSales: intake

    Inbound inquiry to qualified lead

    An agent responds to inbound inquiries around the clock, qualifies them against your availability and criteria, and hands your team the ones worth a call.

    The gap between an enquiry arriving and anyone being free to answer it.

  • Blueprint, not built yetOperations: maintenance

    Work order intake & dispatch

    A reported issue gets classified, matched to the right vendor or tech, dispatched, and tracked to close — with the resident or guest kept updated.

    Between someone reporting a problem and a tech actually being on site.

  • Blueprint, not built yetLeasing: screening

    Application intake and screening

    Collects what an application needs, chases the documents that are missing, runs the third-party checks, and hands over a file somebody can decide on.

    Between an application starting and anybody being able to decide on it.

Which of these fits your process is what the questions work out. Map your own process, or see what they gave back to a made-up apartment operator.

The other 6 blueprints for hospitality & real estate
  • Billing narrative assembly The month-end assembly that currently happens from memory on the 30th.
  • Asset data and preventative maintenance Around the equipment, before the thing that stops it.
  • Quote follow-up and loss reasons Between the quote going out and somebody deciding.
  • Account health and demand signals Across the accounts you already have, between one request and the next.
  • Listing and price positioning Between a unit being ready to let and it actually being let.
  • Cover and skills scheduling Between the work landing and the right person being on it.

What we've actually built.

Not a property operator yet: the closest thing we have running is an inbox that answers routine questions and hands the rest to a person.

Running since July 2026

A support inbox that answers itself — and knows when not to

A small direct-to-consumer brand selling through Shopify. The client isn't named; that's theirs to give.

  • 698 emailssorted in seven weeks. 652 were bulk mail or not customer service, and were filed without the owner seeing them. No email failed to process.Measured: Production event log, read-only query, 4 August – 20 September 2026
  • 27 of 46real customer emails answered by the agent on its own. The other 19 went to the owner: 18 handed over, one refund he approved.Measured: Production event log, read-only query, 4 August – 20 September 2026
  • Under 5 minfrom a customer's email arriving to the agent's reply going out — for every one of the 27. Half were answered within two and a half minutes; the slowest took 4m32s.Measured: Mailbox timestamps, arrival against sent reply, read-only check, 4 August – 20 September 2026
  • 12 July 2026live in production since, and still polling when this was writtenMeasured: Deployment record; agent heartbeat, 20 September 2026
  • 30 of 30on the pre-launch test suite, including three prompt-injection attemptsMeasured: Eval report, mock emails, before launch, 29 June 2026
  • 2 bugsfound by a manual audit of the live inbox, both fixed the same dayMeasured: Incident notes and the two fix commits, 27 July 2026
Read the full write-up, including what hasn't been measured yet

Who this covers.

  • Hotels & lodging

    After-hours guest messaging, booking and modification requests, housekeeping and maintenance dispatch, and the front-desk questions that arrive when the desk is one person.

  • Rental property owners & managers

    Leasing inquiries and tour scheduling, application and screening intake, tenant maintenance requests, and owner statements assembled by hand at month end.

  • Group home & residential care management

    Resident records and incident reporting, staff scheduling and shift coverage, state licensing and compliance documentation, and keeping families updated.

Why off-the-shelf tools miss here.

  • Your process

    Every property runs its own way — a different PMS, different vendors, different escalation rules, and a front desk that improvises the rest.

  • Your data

    Reservations, leases, work orders, and owner statements sit in separate systems that were never designed to talk to each other.

  • Your people

    Your on-site staff knows which complaint needs a manager and which vendor actually shows up. None of that is written down anywhere.

An assistant that can't see the PMS, the work orders, or the ledger is just another inbox.

The staffing math

  • 65%of surveyed hotels report staffing shortages
  • 71%still had unfilled openings despite actively recruiting
  • 38%name housekeeping as the hardest role to fill; front desk follows at 26%
Sources:
  • American Hotel & Lodging Association with Hireology — survey of 282 hoteliers, fielded Dec 6, 2024 – Jan 3, 2025

How we'd start.

The same way in every industry: a 30-minute call, then exploring your process with the people who run it, shaping a solution together and one proposal, before anything is built. How an engagement runs, step by step.

What happens to your data

  • Runs in your cloud; only answers reach Claude
  • Your logins, your permissions
  • Read-only to start
  • Every question is logged

Hiring isn't closing the gap: 71% of the hotels surveyed still had openings despite actively recruiting. The work that can be handed off is the after-hours message, the intake form and the work order, which is what your people are doing instead of being on the floor.

Source: American Hotel & Lodging Association with Hireology, survey of 282 hoteliers, 2025

Next: which process costs you most?

You'd be talking to Robert Dopart directly: the person accountable for the build, not a salesperson.

Book a callrobert@aidaea.com