Context
A historic luxury villa near Rome received booking requests from four channels — website, online store, rental portals, email — and followed them from memory, across inboxes and scattered sheets.
Villa Elena — Booking & Administration System
From first inquiry to final balance: one file per client
Objective
Follow every reservation from first contact to final balance without losing a detail — contract, payments, legal duties and guest communication in a single flow.
Results
In daily use in production, with the villa's real booking history imported.
Solution
Every inquiry — whether it arrives from the website form, the online store, a rental portal or plain email — becomes a single client file that follows the reservation from first contact to final balance.
Inside each file: the full conversation history, a contract generated automatically and signed remotely, card payments with a schedule of due dates and automatic reminders, and the guest registration required by law — all in one flow.
Around the files, the system keeps the villa’s daily machine running: automatic replies and follow-ups, a queue of notifications, availability calendars kept in sync across every channel, a private area for each client, and a full-screen administrative command centre for the office.