Why
There are a lot of conversations and only spot checks. Every missed guest question is a lost booking or a weaker review.
Speed
Real answers take hours
The first "please wait, we are checking" comes quickly, but the actual answer arrives 3 to 26 hours later, or never.Accuracy
Answers miss the question
Skipped questions, the wrong yoga studio, nothing about stairs or access with a baby.Control
Management cannot see the picture
No summary of what is pending, what was promised and not done, where a guest is unhappy.Real case: a 25-night enquiry
Apartment ECH-003 at Eco Club House, Ubud. A guest with a baby, a month in Ubud and a daily yoga course. Conversation in Guesty, Bali time. Names hidden.
How it works today
15.10 16:48 · GuestHello,
I'm interested in your place would love to know if there is easy access to your property as I have a baby with me.
Also do you have an oven in your property?
Also how far are you by walking by car and by bike to Radiantly alive yoga. I will be going there every day for yoga course.
Would love to know why you don't have any reviews yet are you a new home?
Also would you have the option to give a discount as we stay for long term?
15.10 17:14 · PM companyThank you for reaching out
Kindly please wait we are still checking about your inquiry ☺️
6 h 12 min of silence
15.10 23:26 · GuestDo you have answers ?
16.10 00:05 · PM companyHello,
Thank you for your questions!
* Access: There is a small street leading from the main road to our property, approximately 30 meters away.
* Oven: we do not have an oven in the property.
* Yoga: Alchemy Yoga is located very close to our property, only about 100 meters away.
* Reviews: As our property is newly listed, we have not received any reviews yet.
Please feel free to reach out if you have any other questions. We'll be happy to help!
16.10 01:12 · GuestI would like to know specifically how far is Radiantly Alive you from your home seem like google maps isn't clear.
16.10 01:13 · PM companyOne moment
Let us check
16.10 01:34 · PM companyIt's about 10 minutes by car🙏🏻
16.10 01:35 · GuestIs there a possibility for you to give a discount on your property? As we are planning on staying long term. About 26 days.
16.10 01:36 · PM companyOne moment, let us check 🙏🏻
7 days of silence
23.10 18:22 · PM companyThe maximum discount has been applied already, current price is the best we can offer 🙏
What went wrong
- The first real answer came after 7 h 17 min, and only after the guest asked "Do you have answers?".
- The discount question was skipped in the first reply, so the guest had to ask again.
- The guest asked about Radiantly Alive and got an answer about Alchemy Yoga.
- The distance answer was only "10 minutes by car". Nothing on walking or scooter. Google: 2.1 km, 29 minutes on foot.
- The guest mentioned a baby. Nobody said whether a stroller fits the lane or whether there are stairs.
- The discount question was answered after 7 days, with a no. 25 nights, almost all of November, were lost.
How it works with Jarvis
The manager asks Jarvis: "Draft a reply". A few seconds later a draft based on the knowledge base is ready:
✦ Jarvis draft · for the manager to review
Hello [Guest name],
Thank you for your message. A month in Ubud with a little one and a daily yoga course sounds wonderful, and we would love to host you.
• Access: the house is about 30 metres from the main road along a small lane.
• Stairs: this apartment is on the upper floor over two levels, so there are stairs. With a baby you may prefer one of our ground-floor apartments, which are on one level. Happy to check which one is free for your dates.
• Oven: there is no oven in the apartment.
• Radiantly Alive Yoga (Jl. Jembawan 3, central Ubud): 2.1 km. About 30 minutes on foot or around 10 minutes by car or scooter.
• Reviews: we opened in October 2026, so everything is brand new and you would be among our very first guests.
• Long stay: for 25 nights we can offer [X]% off, [$ total] in total. I can send you a special offer with this price right away.
Warm regards,
[Manager name]All five questions answered in one message. Distances come from a live Google Maps measurement. The manager fills in the discount from company policy; if there is no policy, Jarvis alerts the head of department at once.
Communications Department
The guest communications manager answers quickly and accurately, without making things up.
What the manager gets
- Fast search across the knowledge base for every villa, in a question-and-answer format.
- Ready reply drafts in the guest's language.
- Nearby restaurants, places and routes, so the answer comes straight away.
- Distances and travel times from a live measurement, not a guess.
- A prompt when a guest question is left unanswered.
How it works
- Jarvis is connected to Guesty: it sees the conversations and analyses them.
- Answers come only from the knowledge base. If the information is not there, Jarvis tells the manager so and does not invent anything.
- Internet access for facts outside the base (distances, opening hours), always with the source.
- Jarvis is the conductor: it sees which tasks Communications gave to a villa manager and tracks them until done.
Villa Managers
A villa manager works on site: many tasks, guests writing on WhatsApp, easy to forget something.
Problem
- Human factor: tasks get forgotten.
- No visibility into how the manager talks to guests and handles conflicts.
- No way to step in and coach in time.
- If the manager is busy or ill, the guest is left without an answer.
Solution
- The villa manager's work WhatsApp is connected to Jarvis (work numbers only).
- The same control, reports and help as Communications.
- The manager does not reply: an alert goes to the supervisor, who contacts the guest.
- Personalisation: the manager dictates notes about the guest, Jarvis suggests ways to make the stay special.
Management
There are a lot of conversations. Management needs the whole picture, not random checks.
Functions
- Control of all conversations: Guesty and villa managers' WhatsApp.
- Reports in any format: by employee, by villa, by period.
- Typical guest questions Communications could not answer go into the knowledge base, so next time the answer is ready.
- Alerts on critical situations, before the guest writes a bad review.
When an alert is sent
- A guest has waited longer than the threshold.
- Someone promised "we will check" and never came back.
- A complaint, dissatisfaction, an early check-out.
- A long-stay or discount request: a hot booking.
- A reply to a guest contradicts the knowledge base.
- A villa manager does not respond to a task.
Reviews and personalisation
Jarvis holds the whole history with the guest: how Communications wrote, what the villa manager did, which tasks were closed.
Personal review request
Instead of a generic template, a message about what was done for this particular guest. Guests respond to it more willingly, and it matters personally to the villa manager.✦ Jarvis draft
Hi [Name],
It was a pleasure having you with us. We hope the quiet garden table worked well for your full working Sunday, and that the yoga studio was as close as we promised.
If you have a minute, a few words about your stay would mean a lot to [Villa manager] and the whole team.
Warm regards,
[Manager name]Personalised stay
The villa manager dictates by voice: "Guests with a baby, mum does yoga every morning, dad works from home."- Jarvis saves the note to the booking.
- It suggests: a convenient cleaning time, asking in advance what the baby needs, a café nearby with a place to work.
- It reminds the manager on the right day.
Architecture
Jarvis is the conductor between the guest, Communications, the villa manager and management.
GuestAirbnb, Booking via Guesty, WhatsApp
Communicationsreplies with Jarvis drafts
Jarvisknowledge base, control, task tracking, alerts
Villa Manageron-site tasks, work WhatsApp
Managementalerts and reports
Example: Communications gives a task to a villa manager. Jarvis sees the conversation and watches the deadline. No reply: a reminder. Critical situation: an alert to the head of department.
Communications Department
1
Personal chats with Jarvis: several "manager + Jarvis" groups for parallel tasks.
2
Communications Team: the whole team, notifications on critical situations.
3
Communications Head Alerts: critical and medium alerts for the head of department.
4
Communications Head Reports: regular reports.
Villa Managers
1
Personal chats with Jarvis: several groups for parallel tasks.
2
Villa Manager Alerts: reminders and urgent task items.
3
Villa Managers Head Alerts: alerts for the head of villa managers.
4
Villa Managers Head Reports: regular reports.
Investor Relations
1
Personal chats with Jarvis: owner reports, occupancy, questions about properties.
Listing Department
1
Personal chats with Jarvis: for example, "Check the listing at this link against the knowledge base".
Example sites
Any Jarvis report can arrive not only as a chat message but also as a clean web page by link: for the head of department, the owner or the investor. Open and scroll through them.
Investor Relationssample, figures illustrative
Monthly owner report
What the apartment earned: occupancy, ADR, booking calendar, revenue by channel, expenses by line, management fee, payout and guest reviews.
Open site →
Villa Managerssample, figures illustrative
Villa managers dashboard
Tasks by status, overdue items, alerts, response time per manager, what guests ask for, guest notes and a personal review request.
Open site →
Managementreal Guesty data
Daily occupancy
The Reports chat summary as a page: the past two weeks, the next 7 days and next month, occupancy and rates per apartment, Jarvis insights.
Open site →Chat examples
How it looks in the chats. The report format is tailored to each head of department; any report can also be a web page, as in the section above.
1. "Show me today's critical situations in guest conversations for the villa"
Eco Club House · critical in conversations · 20.10❗ No reply
• ECH-003, enquiry 02–06.11: the guest asks whether there is a closed bedroom. "Let us check" 18.10 21:41, no answer for 2 days.
• ECH-003, enquiry 01–26.11, 25 nights: discount question. "Let us check" 16.10 01:36, no answer for 5 days.
⚠️ Promised, not done
• ECH-003, booking 07–10.11, 4 guests: airport transfer. "Let us check" 19.10 18:17, 28 h without an answer. Breakfast price not given.
• ECH-002, booking 23–27.10: birthday, asked for an egg-free cake. Flowers were answered, the cake was not.
⚠️ Risk
• ECH-003, booking 07–10.11: 4 guests sharing one bathroom. A group in the same situation checked out early on 17.10. Warn them in advance.
• ECH-003, check-in 21.10: guests ask to check in at 9:00, the previous guest leaves by 12:00. The villa manager has to be ready.
To do today: 4 replies to guests, 1 task for the villa manager.
2. "Review the guest conversations of one Communications manager"
Communications manager · guest conversations · 13–20.10Speed
• First message to the guest: median 1.8 min (13–17.10) ✅
• Real answer: from 3 to 26 h ❗
• "Let us check" with no follow-up: 3 cases ❗
Quality
• Answer to the wrong question: 1 (a different yoga studio)
• Question skipped in a multi-part message: 2
• Reply not in the guest's language: 2 (German, Chinese)
• "Villa" used for an apartment: regularly
• Same message sent twice in a row: 2
What went well
• A list of garden restaurants for a guest working all day; the guest promised a great review.
• A direct answer about the 2nd floor and one bathroom before booking.
Recommendations
1. One complete answer to all of the guest's questions.
2. "We will check" only with a time frame.
3. Reply in the guest's language (the Jarvis draft does this automatically).
3. Alert to the head of department
🔴 Communications Head Alerts · 16.10 03:36ECH-003 · enquiry 01–26.11 (25 nights) · the guest has waited 2 h for a discount answer after "Let us check".
Value: almost all of November in apartment 3.
There is no long-stay discount policy: a decision from the head of department is needed.
→ Open the conversation in Guesty
🟠 Villa Managers Head Alerts · 21.10 08:40Task "Prepare early check-in ECH-003 / luggage storage" was set by Communications yesterday at 13:17.
The villa manager has not confirmed. The guest arrives at 9:00.
4. Daily occupancy report
Eco Club House · occupancy from Guesty · 27.10Past, 13.10–26.10 (14 days)
• ECH-001: 5 of 8, 62%. $65 ($50–79)
• ECH-002: 10 of 13, 77%. $60 ($50–70)
• ECH-003: 12 of 13, 92%. $104 ($74–128)
• ECH-004: 11 of 14, 79%. $74 ($46–83)
• Total: 38 of 48, 79%. $79 ($46–128)
• Bookings checked out: 16 (1.9)
• Airbnb reviews: 1, average rating 5.0
Ahead, 27.10–02.11 (7 days)
• ECH-001: 6 of 7, 86%. $93 ($67–103)
• ECH-002: 7 of 7, 100%. $75 ($70–101)
• ECH-003: 6 of 7, 86%. $106 ($106–107)
• ECH-004: 7 of 7, 100%. $87 ($75–95)
• Total: 26 of 28, 93%. $89 ($67–107)
• Bookings: 9 (5.2)
Ahead, November 01.11–30.11 (30 days)
• ECH-001: 16 of 30, 53%. $92 ($90–100)
• ECH-002: 5 of 30, 17%. $95 ($70–101)
• ECH-003: 8 of 30, 27%. $115 ($106–124)
• ECH-004: 5 of 30, 17%. $88 ($83–95)
• Total: 34 of 120, 28%. $97 ($70–124)
• Bookings: 9 (5.1)
Nights booked of nights available, occupancy, average nightly rate and its range. In brackets after bookings: average length of stay in nights.
5. Listing: "Check the listing against the knowledge base"
Listing check ECH-001…004 against the knowledge base• Property type "Guest suite": per the knowledge base these are apartments.
• Two identical upper apartments of 110 m² show a different number of bedrooms and guests.
• Identical titles; three listings share the same cover photo.
• Booking.com and Trip.com are connected but bring no bookings; Vrbo and Marriott show a connection error.
Total: 4 listing fixes, 2 sales channels to check.
How Jarvis works
Facts only
Invents nothing
Answers come from the knowledge base. If it is not there, Jarvis says so and passes the question on; the answer is then added to the base.Tone
The right framing
Sensitive topics (noise, renovation, breakdowns) are handled honestly but with a solution: what we are doing, when, and what we can offer the guest.Access
Everyone sees their own
Role-based access: communications manager, villa manager, management. The owner's internal data never reaches the operator's chats.Rollout
Step by step, with a pilot on one property.