The Challenge: Disconnected Systems, Manual Mayhem
Before partnering with JahaSoft, Stayably managed its growing portfolio of premium residential properties through a tangled web of spreadsheets, messaging apps, and memory-based tasks. This led to:
Communication Silos: Guest queries on WhatsApp were often missed or required manual re-entry into a separate task list.
Operational Blind Spots: Managers lacked a real-time, unified view of check-ins, check-outs, and ongoing maintenance issues.
Inefficient Workflows: Reporting a simple issue, like a malfunctioning appliance, was a multi-step process prone to delays.
Scalability Barriers: Manual booking management and lead tracking were unsustainable for a business poised for growth.
They needed a single, intelligent platform to unify their operations, automate communication, and provide data-driven insights.
The JahaSoft Solution: An All-in-One AI Command Center
JahaSoft Ltd. designed and developed a bespoke, end-to-end property management system from the ground up. This wasn’t just a dashboard; it was a fully integrated operational ecosystem, powered by a sophisticated Python AI engine and deeply connected to WhatsApp.
Here’s a breakdown of the core modules we built, as seen in the dashboards:
1. The Intelligent Operations Dashboard
The homepage provides an immediate pulse on daily operations.
Daily Summary: A clear snapshot of the day’s Check-Ins (3), Check-Outs (3), and Stayovers (8).
One-Click Actions: Managers can process check-ins and check-outs directly from the list, with statuses like
(sec)for pending and(checked Out)for completed actions.Report Generation: A dedicated “Download report” feature allows for easy data export and analysis.
2. Comprehensive Bookings Management
A centralized hub for all booking activity (216 total, as shown).
Advanced Filtering: Filter bookings by status, unit, guest name, and date ranges for precise control.
Complete Booking Profile: Each booking displays all critical info: Guest Name, Unit, Dates, Number of Guests, Contact Number, and Security Deposit.
Streamlined Creation: The “New Booking” button and dedicated “Add Booking” form make it simple to manually enter or modify reservations.
3. Automated WhatsApp AI & Issues Management
This is the crown jewel of the system’s automation. We transformed WhatsApp from a simple chat app into an intelligent command interface.
AI-Powered Ticket Creation: When a guest messages a problem (e.g., “Can u plz send gas cylinder” or “the RO isn’t dispensing water”), our Python AI engine automatically:
Parses the natural language message.
Identifies the booking based on the phone number.
Creates a ticket in the “Issues Management” module with all relevant details (Guest, Booking ID, Message).
Tags the Status (e.g., OK for resolved), allowing managers to track resolution progress from the dashboard.
4. Systematic Damage & Resolution Tracking
A dedicated module to manage post-checkout reports.
Audit Trail: Tracks every damage report with a timestamp, guest info, and resolution status ([RESOLVED] or [Open]).
Accountability: The “Resolved At” column provides clear accountability and helps analyze resolution times.
Proactive Management: The “New Report” function allows for manual logging, ensuring all incidents are tracked.
5. Centralized Units & User Management
A single source of truth for all property and personnel data.
Unit Database: Stores all vital unit information—from address and access codes to the assigned Property Manager and Guest Relation (GR) contact.
Role-Based Access Control (RBAC): The “Settings” module allows for precise user management, assigning roles like “Super Admin,” “Admin,” and “Property Manager” to control platform access.
6. Smart Lead Capture & Pricing Tools
Modules designed to drive growth and streamline sales.
Leads Management: Automatically captures and organizes estimate submissions with detailed customer requirements (bedrooms, budget, location).
Price Calculator: A built-in tool to create detailed price breakdowns and send them directly to potential guests via WhatsApp with a single click.
7. Proactive Guest Communication
The “Messages” module houses automated, trigger-based message templates.
Lifecycle Messaging: Automated messages for Welcome, Check-in Details, Checkout Reminders, and Damage Reports ensure consistent, timely communication without manual effort.
The Result: A Transformed, Future-Proof Operation
By implementing JahaSoft’s automated ecosystem, Stayably achieved remarkable results:
80% Reduction in Manual Coordination: Automating issue logging from WhatsApp alone saved hours of daily administrative work.
60% Faster Response Time: AI-driven ticket creation ensures guest issues are instantly logged and assigned, leading to quicker resolutions.
Complete Operational Visibility: Managers now have a single dashboard to control everything from daily operations to financial tracking and sales leads.
Enhanced Scalability: The structured, automated system allows Stayably to manage a rapidly growing number of properties and bookings without proportional increases in administrative overhead.
Conclusion
For Stayably, the goal was to replace chaotic, manual processes with a streamlined, intelligent, and unified system. JahaSoft Ltd. delivered a future-proof platform that acts as the central nervous system for their entire business. By leveraging a custom Python AI core, deep WhatsApp integration, and a suite of purpose-built modules, we transformed property management from a reactive task into a proactive, data-driven advantage.
Our system uses a custom Python AI engine with Natural Language Processing (NLP). When a message arrives from a known guest number, the AI analyzes the text to identify the core request or problem, automatically fetches the guest’s active booking, and creates a pre-filled ticket in the Issues Management module, all without human intervention.
Absolutely. As shown in the “Units Management” and “Settings” screens, the platform is built for multi-property operations. You can assign different units to specific Property Managers, and the system’s RBAC ensures each user only sees and manages what they are authorized to.
Yes. The “Bookings Management” module includes fields for Security Deposit tracking. The system is designed to provide a full financial overview alongside operational data, and it can be integrated with secure payment gateways for processing.
Yes, completely. The “Messages” module allows admins to easily edit all automated message templates for Welcome, Check-in, Check-out, and more, ensuring the communication aligns with your brand’s voice.
JahaSoft provides comprehensive ongoing support, including technical maintenance, user training, and feature updates. We partner with our clients to ensure the platform continues to evolve and meet their growing business needs.