Home
Talkora Docora ResortSteward
Custom Development Consulting AI Discovery Days
Insights Partners Contact
Apps ResortSteward

ResortSteward

Resort Operations, Simplified.

An operations-first web application that unifies bookings, payments, automated guest communications, task management, scheduling, staff coordination, and analytics for resorts with cottages and rentable resources.

The Challenge

The Problem

Small resorts with multiple cottage and resource types face significant operational challenges: coordinating bookings across diverse resources, managing staff tasks tied to guest arrivals and departures, maintaining visibility into operational hotspots, keeping guests informed at every step — confirmations, payment reminders, check-in details, receipts, and follow-ups that add up to dozens of manual emails per booking — and meeting growing guest expectations for self-service booking, modifications, and online payments. Existing solutions are either overly complex enterprise systems, simplistic booking widgets that ignore operational needs, or platforms built for Airbnb and VRBO-style vacation rentals that take 3–15% of every booking and still don’t address the realities of running a multi-resource resort.

Architecture

Three Integrated Portals

A unified platform with purpose-built interfaces for every stakeholder.

Guest Portal

Guest-facing interface for browsing resources with photo galleries, checking real-time availability and live pricing, submitting booking and modification requests, making online payments, and leaving reviews. Guests authenticate via passwordless magic links.

Management Portal

Comprehensive dashboard for operations, interactive calendars, pricing, payment processing, guest reviews, analytics and forecasting, automation engine, and system configuration. The operational heart of the system.

Staff Portal (PWA)

Installable progressive web app with PIN-based authentication, mobile-optimized task management, checklist tracking, photo capture, in-app notifications, and offline access with automatic sync.

Why ResortSteward

Key Differentiators

Operations-first design

Built around staff workflows, not just booking capture. Designed for both permanent and seasonal or casual staff.

Automated guest communications

Built-in emails keep guests informed at every stage — confirmations, hold notices, payment receipts, check-in details, and post-stay follow-ups — ready to go on day one.

Flexible booking modes

Owners can configure bookings as request-based for personal interaction with guests, or as automatically confirmed when availability exists. Guests can submit modification requests directly from the portal.

Event-driven automation

Ten automation triggers spanning booking and operational lifecycle, generating tasks, emails, and in-app notifications based on configurable conditions.

Multi-provider payment processing

Integrated with Helcim, Stripe, and Square for online guest checkout, in-person terminal charges, and automated receipt emails.

Fully customizable

Resources, tasks, pricing, season rollover, blackout dates, configurable hold windows, and guest messages are all 100% configurable to match how your resort actually operates.

Features

Core Capabilities

A comprehensive feature set designed for real-world resort operations.

Booking Management

Configurable booking modes — request-based for personal touch or instant confirmation
Multi-resource bookings and resource bundles with automatic bundle discounts
Full lifecycle: Requested → Held → Confirmed → Checked In → Checked Out
Configurable hold window with automatic expiration and concurrent request arbitration
Cross-season stays with automatic pro-rated pricing
Add-ons, stackable discounts, loyalty pricing, and per-guest surcharges
Guest modification requests — date changes, late checkouts, party size changes from the portal
PDF booking confirmations

Payment Processing

Integrated with Helcim, Stripe, and Square — or fully manual if you prefer offline payments
Guest self-service online checkout via hosted payment pages
In-person terminal and card-reader charges
Partial and full refund support with audit trail
Automatic payment receipt emails
Complete payment history per booking with collection rate tracking
Financial exports in XLSX, CSV, QuickBooks (IIF), and FreshBooks formats

Resource Management

Fully configurable resource types (Cottages, Boats, Kayaks, Docks, etc.)
Custom attributes per resource type with filterable fields
Seasonal pricing with daily, weekly, and bi-weekly rates and per-guest surcharges
Buffer windows between bookings and blackout periods (global, per-type, per-resource)
Annual season rollover with pricing carried forward automatically
Resource history timeline (bookings, tasks, audit events)
Photo galleries and document attachments per resource

Task Management

Event-driven task generation (check-out triggers cleaning, etc.)
Task templates with checklists and role-based assignment
Recurring scheduling (daily, weekly, biweekly, monthly) and usage-based triggers
Vacancy-aware task conditions
Photo documentation on task completion
Printable task sheets for seasonal staff
Calendar integration with drag-and-drop scheduling
Operational alerts: hotspot detection, daily digest emails, workload forecasting

Guest Portal

Passwordless magic link authentication
Resource browsing with photo galleries, attribute filtering, and live pricing
Online payment with transparent price breakdowns (seasonal rates, add-ons, discounts, taxes)
Booking history, documents, and communication in one place
Submit modification requests (date changes, late checkout, party size, add-ons)
Leave reviews after checkout with per-resource ratings
Automatic duplicate guest detection and merging with 30-day undo

Guest Reviews

Post-checkout reviews with 5-star ratings and per-resource comments
Auto-generated display names for guest privacy
Approval workflow with manager responses and featured review curation
Featured reviews displayed on the guest-facing landing page

Staff Portal

PIN-based authentication for housekeeping, maintenance, and front desk staff
Installable Progressive Web App with offline access and automatic sync
Mobile-optimized task list with role-based filtering
Task claiming, checklist progress tracking, and photo capture
In-app notifications for task assignments, overdue alerts, and schedule changes

Communications & Automation

Built-in guest email lifecycle — confirmations, hold notices, payment receipts, modification responses, and magic link login sent automatically
4 customizable email templates with rich text editor and 19+ dynamic variables: pre-arrival info, welcome, checkout reminder, and post-stay thank-you with review invitation
Document attachments on automated emails (cottage rules, boat waivers, etc.)
10 automation triggers spanning the booking and operational lifecycle
Configurable actions: create tasks, send emails, send in-app notifications
Condition-based rules (filter by resource type, booking value, vacancy windows)
Email delivery tracking with retry and audit trail
Role-based notification routing and operational digests (hotspot alerts, daily task sheets)

Analytics & Forecasting

Eight dashboard tabs: Occupancy, Bookings, Payments, Utilization, Revenue, Guests, Operations, Forecast
Resource utilization heatmaps and RevPAN (revenue per available night) per resource
Guest segmentation with automatic and custom tagging
Forward-looking forecasting: occupancy projections, booking pace, revenue, and seasonal demand
Period-over-period comparison with configurable date presets
Financial exports to XLSX, CSV, QuickBooks, and FreshBooks with formatted sheets and charts

Calendar & Scheduling

Interactive booking calendar with drag-to-reschedule
Resource-grouped views (day, week, month, timeline)
Color-coded booking statuses at a glance
Blackout period and task overlays
Quick actions directly from calendar events (confirm, check-in, check-out, cancel)

Administration

Role-based access control (Administrator, Manager, Front Desk, Housekeeping, Maintenance)
Comprehensive audit log with before/after snapshots, searchable viewer, and Excel export
Resort branding (logo, favicon, tagline)
Contextual help on every management page
Encrypted credential storage for payment gateway API keys
Configurable display timezone, tax rates, currency, and hold windows
Preview

Screenshots

Management Dashboard
Management Dashboard
Resource Calendar
Resource Calendar
Guest Booking Calendar
Guest Booking Calendar
Add-On Rentals
Add-On Rentals
Analytics Dashboard
Analytics Dashboard
Email Templates
Email Templates
Guest Review Response
Guest Review Response
Resource Type Editor
Resource Type Editor
Task Template Editor
Task Template Editor
Automation Rules
Automation Rules
Staff Task List (Mobile)
Staff Task List (Mobile)
Staff Task Detail (Mobile)
Staff Task Detail (Mobile)

Interested in ResortSteward for your property?

Get in Touch
Back to Apps