LuxStay Book a demo

For owners of staffed villas

Own the villa. Not the worry.

LuxStay runs your villa’s bookings, staff jobs, guest requests and owner statements in one place, and you can check any of them from wherever you are. Lexi, the AI assistant built into it, answers your guests and your team at any hour. We set it up around the way your villa already runs.

Book a demo Watch it work

In the demo we walk you through the real product.

The manager’s replies are made up for illustration. The portal rows are simplified versions of the real screens and use sample data.

You’ll stop hearing

What LuxStay is

LuxStay is a property management system built for staffed villas. It keeps the day’s work, the bookings, the expenses and the owner’s statement in one place, and we set it up around how your villas run.

For you, the owner
You get your own portal, where you can look without changing anything: what’s happening at the villa today, upcoming stays, open repairs and their dates, how full the villa has been, and your finalized statements with the net payout.
For your manager
One board for the day’s arrivals, departures, inspections and repairs at every villa. Each job has a person and a date, and closing the month produces the owner statement.
For your staff
Each person sees their own jobs for the day on the phone they already carry. They can describe a problem to Lexi, LuxStay’s assistant, who drafts the job for your manager to approve.
For your guests
A page for their stay on their phone, with their dates, the villa and their itinerary, and a way to send a request or a message. There’s nothing to download.
Bookings
Airbnb, VRBO and direct bookings on one calendar, imported from your Hostaway account every fifteen minutes.
Money
Expenses are entered as they happen, guest extras are invoiced from the stay, and each month’s statement is built from those records.
Lexi, the built-in assistant
She answers guests and staff from your villa’s records at any hour, and drafts jobs and booking changes for a manager to approve.
Pricing, analytics and maintenance
Pricing suggestions with the reasoning behind them, your numbers for the year including what’s already booked, and reminders when maintenance is overdue.

Tailored to how your villa runs

Every LuxStay is set up for one business, around the way it already works. If you need a workflow that isn’t in it yet, we build it.

  1. 1

    We start from how you work today.

    On the first call we go through how your villas actually run, including the unusual parts. We then set LuxStay up to match your villas, your team and your routines.

  2. 2

    We do the setup for you.

    We add your villas, your team and your records, and set up the jobs, checklists and message templates you already use.

  3. 3

    Need something it doesn’t do? We build it.

    Tell us how you want it to work. We design it with you, build it into your LuxStay and train your team on it.

  4. 4

    We update it as your needs change.

    When the way you work changes, tell us and we change LuxStay to match. You deal directly with the people who build it.

Picture a week in high season

This can happen even when everyone at your villa is careful.

When the villa runs on messages and memory

  1. Friday, 2 pm

    The new guests arrive early. The previous guests left at noon, but nobody told housekeeping, so the new arrivals wait by the pool with their bags.

  2. Monday

    The pool pump has been making a noise for two weeks. Everyone has heard it, and nobody has been asked to deal with it.

  3. Wednesday

    The chef pays for the week’s groceries out of his own pocket. The only record is a photo of the receipt on someone’s phone.

  4. Saturday

    The pump fails with eight guests in the house. You find out when you read the review: “Beautiful villa. Nobody seemed to know what was going on.”

The same week, with LuxStay

  1. Friday, 2 pm

    When the previous guests were checked out, LuxStay created the cleaning job and the checkout inspection. The early arrival had been on the day’s board since the morning, so the house is ready.

  2. Monday

    The noisy pump was logged as a repair, assigned to a person and given a date. The technician fixed it on a quiet day.

  3. Wednesday

    Your manager records the grocery receipt the same day, with the date, the amount and what it was for. It appears in that month’s statement when the month is closed.

  4. Saturday

    The review is about the sunsets.

When everything goes through the group chat

  1. 10 am

    One family checks out. The cleaner assumes checkout is at eleven, because it was last time.

  2. 11:30 am

    On their way out, the guests mention a problem with the bedroom air conditioning. The butler means to pass it on.

  3. 2 pm

    Three people ask in the chat whether the house is ready. Each assumes that someone else has checked.

  4. 4 pm

    The next family walks into a warm bedroom. Their first message to you is a complaint.

The same Saturday, with LuxStay

  1. 10 am

    Your manager checks the family out. LuxStay creates the cleaning job and the checkout inspection for that date, and she assigns and schedules both.

  2. 11:30 am

    The butler tells Lexi, LuxStay’s assistant, about the air conditioning. She writes up the repair, and your manager approves and assigns it before lunch.

  3. 2 pm

    The cleaning is marked done and the inspection has passed. Your manager can see both without messaging anyone.

  4. 4 pm

    The next family walks into a cool bedroom.

When the books are a shoebox of receipts

  1. The 1st

    You ask for last month’s numbers. Your manager says you’ll have them on Friday.

  2. The 3rd

    The gardener’s invoice is in an email. The plumber was paid in cash. The chef’s receipts are spread across three phones.

  3. The 6th

    A spreadsheet arrives. Its total doesn’t match the figure you were given by text, and nobody can explain the difference.

  4. The 9th

    You approve a payout you have no way to check.

The same month-end, with LuxStay

  1. All month

    Each expense was entered when it happened, by the one person you chose to record expenses.

  2. The 1st

    Your manager goes to close the month. If a confirmed stay that ended that month has no rental amount, LuxStay won’t close it until someone enters the amount.

  3. The 2nd

    The statement is built from that month’s stays, extras and expenses, and then finalized.

  4. The 2nd, evening

    You open your portal and read the payout yourself.

When everything lives in one person’s head

  1. Monday

    Your manager flies out for a family wedding. The plan for the week leaves with her.

  2. Tuesday, midnight

    A guest wants to know what time they need to check out on Thursday. Nobody is awake to ask.

  3. Thursday

    The gardener isn’t sure what he should be working on. He asks around and gets three different answers.

  4. Saturday

    She lands and finds 140 unread messages and one unhappy guest.

The same week, with LuxStay

  1. Monday

    Before she leaves, the week’s jobs are assigned and dated, so everyone knows which ones are theirs.

  2. Tuesday, midnight

    The guest asks Lexi and gets the villa’s checkout time.

  3. Thursday

    The gardener asks Lexi what he has to do today. She gives him his jobs and the day’s arrivals.

  4. Saturday

    She lands and reads what happened that week, without having to ask anyone.

Five things you no longer have to ask about

Each one has its own screen.

Today’s work on one board

Arrivals, departures, inspections and repairs for every villa, in one place. Your manager no longer has to relay everything by message.

  • Every villa
  • Today’s work
  • Open issues

A simplified view of the real product, with sample data.

Getting more out of the same villa

Beyond keeping the house organized, LuxStay uses your villa’s numbers to help your manager set rates, spot empty weeks in the calendar, catch overdue maintenance and find charges that were never billed.

Pricing

Pricing suggestions with the reasoning behind them

When your manager asks for recommendations, LuxStay gives the AI your base rates, how many pricing rules you have and your bookings by arrival month. It comes back with three suggestions, each with a reason, an expected effect and a priority. If one makes sense, your manager creates or edits a pricing rule separately. Nothing is applied automatically, and nothing is sent to Airbnb, VRBO or Hostaway.

Analytics

Your numbers, including what’s already booked

Analytics shows occupancy, average nightly rate, revenue per available night and net operating income. It also shows cancellations, how far ahead guests book, repeat guests, and what has been paid and what is still owed. Rental income, in-house extras and excursion commission are shown as separate amounts, and you can see what is already booked: the number of bookings, the nights and the revenue. To find the gaps, the bookings calendar shows every open night.

Maintenance

Maintenance reminders before something fails

LuxStay checks each villa’s service history and flags two things: a villa with no completed maintenance in the last ninety days, and a recurring service that is due or overdue. Your manager clicks Schedule, picks a date and a person, and saves. This helps you catch overdue maintenance before something breaks while guests are in the house. Your manager can assign and date each repair, and your team can record its cost against the villa.

Four money mistakes you can check for this week

  1. Check this

    Extras that never reach an invoice

    A dinner, an airport transfer or a boat day is arranged by message and enjoyed, and nobody writes down the charge. At checkout it is forgotten or guessed.

    How to checkPick your last five stays. List every extra those guests had, from memory and from your chat history, and compare the list with what was invoiced. Anything missing is money you earned and did not collect.

  2. Check this

    Stays with no rental amount on record

    A booking comes in directly or by phone, the guests stay, and the amount lives in someone’s head or inbox. That month’s total comes up short, and nobody notices.

    How to checkTake last month’s calendar and write the rental amount beside every stay. If you can’t fill one in within a minute, that month’s statement was built on a guess.

  3. Check this

    Most of your bookings come through one site

    When most of your bookings come through a single site, a fee increase or a drop in its rankings changes your income.

    How to checkAdd up this year’s booking revenue by source: Airbnb, VRBO and direct. If one of them brings in most of the total, check how a guest who wants to come back could book with you. If the only way is through that same site, give them another: your own website, with a booking page.

  4. Check this

    Expenses nobody can explain a month later

    Cash paid to a plumber, groceries on a staff member’s card, a receipt that exists only as a photo. Each one is small. Together they are the part of your statement you can’t check.

    How to checkAsk for last month’s expenses as a list with a date, an amount and a reason for each. Count the lines nobody can explain. Then agree on one person who records every expense on the day it happens.

You can run all four checks with a notebook.

LuxStay keeps them running every month, so no one has to remember. A guest’s extras are recorded on their stay and invoiced from it. A statement can’t be finalized while a stay that month has no rental amount. Your booking revenue is broken down by source. Every expense is listed with a date, an amount and a reason. You keep the same team and the same payroll.

Pricing rules apply only to the quotes LuxStay itself produces for your villa. Recommendations are never applied automatically and don’t change your prices on Airbnb, VRBO or Hostaway. Nothing here guarantees a booking, and every figure above is sample data.

Built into LuxStay

Meet Lexi, the AI assistant for your guests and your team

Lexi writes up new jobs and booking changes for your manager, tells each person on your staff what’s on their list today, and answers your guests’ questions about their stay.

Your manager has the final say. Nothing Lexi writes up takes effect until your manager approves it.

  • She answers at any hour. A guest at midnight and a housekeeper at six in the morning both get an answer right away.

  • She works from your records. Her answers come from your bookings, house rules, notes and jobs, and when something isn’t on record, she says so.

  • Each person only hears what concerns them. A guest can ask about their own stay, a housekeeper about their own villa, and your manager about the whole business.

What she does all day

  • Answers your guests’ questions

    She answers from the house rules, the amenities list, the check-in and checkout times, and that guest’s own dates and itinerary.

    Your guest, at midnight

    What time is check-in?

    Lexi

    Check-in is at 15:00 on Friday, March 13. Your itinerary is on your stay page.

    Your guest, by the pool

    Can we have friends over for dinner?

    Lexi

    The house rules say up to four visitors, until 10 pm. Quiet hours start then.

    Your guest, packing

    Is there a blender in the kitchen?

    Lexi

    Yes. The amenities list has a blender, an espresso machine and a full set of cookware.

    Your guest, the night before

    On Saturday 14 March 2026, what’s planned for us?

    Lexi

    Your itinerary has one entry for Saturday: the boat to Half Moon Bay, leaving the dock at 9:00.

    Your guest, on the last evening

    What time do we need to be out on Friday 20 March 2026?

    Lexi

    Checkout is at 11:00 on Friday 20 March.

    Your guest, travelling with a toddler

    Is the pool fenced?

    Lexi

    The villa’s notes say there is a removable safety fence for the pool, kept in the pool house.

    Your guest, on the terrace

    Is smoking allowed out here?

    Lexi

    The house rules allow smoking outdoors only, away from the open doors.

  • Tells each person on your team what they have today

    Each staff member gets their own cleaning and maintenance jobs for the day, and the arrivals at their villa.

    Your housekeeper

    What’s mine today?

    Lexi

    Two jobs today: the checkout cleaning at Villa Glasswort, and the pool towels to restock there.

    Your gardener

    Anything for me this morning?

    Lexi

    One job: the palm fronds at Villa Cay Lantern. No arrivals there today.

    Your butler

    Is there anything for me today?

    Lexi

    No cleaning or maintenance is assigned to you today, and no arrivals at Villa Mer Douce.

    Your pool technician

    What have I got today?

    Lexi

    One job: the pump service at Villa Tern Shoal. No arrivals there today.

    Your handyman

    Do I have anything at Glasswort?

    Lexi

    One job today: the dripping tap in the master bathroom at Villa Glasswort.

    Your second housekeeper

    What’s on my list?

    Lexi

    One cleaning today: Villa Glasswort, after the checkout. No arrivals there today.

    Your chef

    Is anyone arriving at Mer Douce today?

    Lexi

    No arrivals at Villa Mer Douce today.

  • Turns a reported problem into a job

    Anyone on your staff can tell her what’s wrong. She writes up the job with a title, and can add a description and a priority, ready for your manager to approve.

    Your butler

    The generator at Mer Douce is due a service.

    Lexi’s draft

    Maintenance task

    Generator service

    For Villa Mer Douce

    Waiting for your manager’s yes

    Your housekeeper

    The master bathroom tap at Glasswort keeps dripping.

    Lexi’s draft

    Maintenance task

    Dripping tap, master bathroom

    For Villa Glasswort

    Waiting for your manager’s yes

    Your gardener

    The pool light at Tern Shoal has gone out.

    Lexi’s draft

    Maintenance task

    Pool light not working

    For Villa Tern Shoal

    Waiting for your manager’s yes

    Your chef

    The outdoor grill at Cay Lantern won’t spark.

    Lexi’s draft

    Maintenance task

    Grill igniter not sparking

    For Villa Cay Lantern

    Waiting for your manager’s yes

    Your pool technician

    The pump at Tern Shoal is getting loud.

    Lexi’s draft

    Maintenance task

    Noisy pool pump

    For Villa Tern Shoal

    Waiting for your manager’s yes

    Your butler

    The gate remote at Glasswort has stopped working.

    Lexi’s draft

    Maintenance task

    Gate remote not working

    For Villa Glasswort

    Waiting for your manager’s yes

    Your housekeeper

    Two bulbs are out in the Mer Douce hallway.

    Lexi’s draft

    Maintenance task

    Replace hallway bulbs

    For Villa Mer Douce

    Waiting for your manager’s yes

  • Writes up booking changes for approval

    Managers and administrators can ask her to change a booking’s dates or status. Even their own requests have to be approved before anything changes.

    Your manager

    Ingrid Vellacott lands a day late. Move her to Saturday 14 March 2026.

    Lexi

    I’ve prepared this change for approval: move the booking to 14 March – 20 March. Nothing has been changed yet.

    Your manager

    The deposit for the Mer Douce stay, 3 to 10 April 2026, has arrived. Confirm it.

    Lexi

    I’ve prepared this change for approval: set the booking to confirmed. Nothing has been changed yet.

    Your manager

    The Holloways would like one more night.

    Lexi

    I’ve prepared this change for approval: move the booking to 8 March – 11 March. Nothing has been changed yet.

    Your manager

    The April 2026 stay at Mer Douce has fallen through. Cancel it.

    Lexi

    I’ve prepared this change for approval: set the booking to cancelled. Nothing has been changed yet.

    Your manager

    The Navarros arrived a day late, on Monday 9 March 2026. Fix their dates.

    Lexi

    I’ve prepared this change for approval: move the booking to 9 March – 12 March. Nothing has been changed yet.

    Your administrator

    Start the Mer Douce stay a day later, on Saturday 4 April 2026.

    Lexi

    I’ve prepared this change for approval: move the booking to 4 April – 10 April. Nothing has been changed yet.

    Your manager

    Ingrid Vellacott wants to stay on until Sunday 22 March 2026.

    Lexi

    I’ve prepared this change for approval: move the booking to 13 March – 22 March. Nothing has been changed yet.

  • Finds any booking

    By guest, by villa, by date or by status.

    Your manager

    Find the Holloway booking.

    Lexi

    Tobias Holloway, Villa Glasswort, Sunday 8 to Tuesday 10 March.

    Your manager

    Who is at Villa Cay Lantern between 9 and 15 March 2026?

    Lexi

    One booking: Ingrid Vellacott, Friday 13 to Friday 20 March.

    Your manager

    Show me the cancelled bookings in February 2026.

    Lexi

    One: Villa Tern Shoal, 14 to 18 February, cancelled.

    Your manager

    Anything at Mer Douce in April 2026?

    Lexi

    One so far: 3 to 10 April, still pending.

    Your manager

    Which bookings arrive on Friday 13 March 2026?

    Lexi

    One: Ingrid Vellacott at Villa Cay Lantern, to Friday 20 March.

    Your manager

    Anything at Glasswort from 11 to 20 March 2026?

    Lexi

    No bookings found at Villa Glasswort for those dates.

    Your butler

    Who is staying at Mer Douce on 3 April 2026?

    Lexi

    One booking: Friday 3 to Friday 10 April.

  • Keeps track of the conversation

    She saves the conversation, so when you ask a follow-up she knows what you mean.

    Your manager, back after lunch

    Earlier: the Holloway booking

    Who was at Tern Shoal that week?

    Lexi

    Theo Navarro, Sunday 8 to Thursday 12 March.

    Your guest, an hour later

    Earlier: visitors for dinner

    So music on the terrace is fine until then?

    Lexi

    Yes. The quiet hours in the house rules begin at 10 pm.

    Your manager, the next morning

    Earlier: the Vellacott booking

    Has she stayed with us before?

    Lexi

    One earlier booking under that name: Villa Glasswort, 3 to 9 January.

    Your housekeeper, a minute later

    Earlier: her jobs for today

    Remind me which villa the cleaning is at.

    Lexi

    Villa Glasswort, the checkout cleaning.

    Your manager, after a call

    Earlier: Mer Douce in April

    What status is it in?

    Lexi

    It is still pending.

    Your guest, later that evening

    Earlier: the checkout time

    And that is the Friday?

    Lexi

    Yes. Your stay ends on Friday 20 March.

    Your manager, the same afternoon

    Earlier: February’s cancellations

    Which villa was that one?

    Lexi

    Villa Tern Shoal.

One list for approvals

Everything Lexi drafts waits in one list: new maintenance jobs and updates to existing ones, guest requests to assign or complete, and booking changes. A manager opens each item, reads exactly what would change, and approves or rejects it. Staff can’t approve their own requests, and every decision is kept in a history.

Automation and templates for routine work

  • Turnover jobs are assigned automatically. When your manager checks a guest out, LuxStay creates the cleaning task and the checkout inspection. If you’ve set up who does that work at the villa, both go to your first choice, or to their backup.
  • Guest emails go out on schedule. The booking confirmation, arrival instructions and review request are sent from templates you control.
  • Bookings stay up to date. LuxStay imports them from Hostaway every fifteen minutes, so nobody has to retype a reservation.
  • Inspection checklists are included. They cover before arrival, mid-stay, after departure, routine checks and maintenance follow-up.

These are sample exchanges using sample data, and Lexi’s replies have been shortened. Lexi is for your team and your guests; as an owner, your view is the owner portal. Guest emails, booking imports and automatic assignment each need some setup first: the email address you send from, your Hostaway account, and your rules for who gets which job.

What changes for you

  • No more “I thought you had it.”

    Your manager can see who is responsible for every job. Each staff member sees their own.

  • Check in as often as you like.

    Your portal is view-only, so checking it doesn’t interrupt anyone’s work.

  • You and your manager see the same numbers.

    What you see comes from the statement your manager finalized.

  • Your accounts stay yours.

    Your Airbnb, VRBO and Hostaway accounts stay in your name. LuxStay reads your bookings from Hostaway and never comes between you and a booking.

A 66-second look inside LuxStay

Sample data from the demo build.

We work around your high season

Nobody should have to switch systems while the house is full. We agree on the plan now and set LuxStay up when your villa is quiet.

  1. October to mid-December: we agree on the plan

    One call, followed by a two-page written plan covering the three things LuxStay will handle in your house, and the dates.

  2. Before Christmas: a light start

    We set up your villa, your team and your expenses in LuxStay without disturbing the house, and bring in your bookings once your Hostaway connection has been checked. December’s statement follows in January, after December’s records are complete and checked. Nothing changes for your guests or staff.

  3. Mid-December to April: we stay out of the way

    We don’t change anything while the house is busy.

  4. May and June: the full setup

    Everything we agreed on goes live and we train your team. We stay closely involved for thirty days after launch.

Questions owners ask

Will my staff actually use it?
Only if it’s easier than what they do now, and you shouldn’t take our word for that. After the season, we have two of your staff use LuxStay for one thing, requests and repairs, for a month alongside WhatsApp. If it works for them, we roll out the rest. If it doesn’t, you stop there.
Can LuxStay be customized for how we work?
Yes. We set yours up around your villas, your team and your routines. If you need something it doesn’t do yet, tell us how you want it to work and we build it.
Is this villa management?
No. LuxStay is software, set up for your house. Your team still runs the villa. They just no longer have to run it from memory.
Does it replace Hostaway?
No. Hostaway continues to manage your channels. LuxStay imports your bookings from Hostaway and adds the jobs, the finances and the statements around them.
Does the AI act on its own?
No. Lexi can prepare a change, but nothing happens until a manager approves it. Automation is separate: it covers fixed routines, such as a scheduled email, that follow rules and don’t make decisions.
What happens if LuxStay shuts down?
You would lose a tool and nothing else. Your listings, your Hostaway account and your bank account don’t depend on us, so bookings would continue exactly as they do today.
Who owns our records?
You do. We give them back to you as plain files whenever you ask, and when you leave.

Have another question? Ask Lexi.

Lexi replies from answers we have written and checked. What you type is emailed to LuxStay’s Gmail mailbox; please don’t include personal details. Privacy

Bring your worst week.

Book 20 minutes and tell us about the week last season when everything went wrong. We’ll walk through it in LuxStay and show you what it would have caught, and where it wouldn’t have helped. If LuxStay isn’t right for you, we’ll tell you.

You don’t need to prepare anything. A real week is enough.

Paste the Airbnb or VRBO listing, or the villa’s own website. We look at it before the call, so the demo is about your villa.

Prefer to pick a time now? Book a call.

Sending this emails your name, email, the villa’s name, where it is, the link if you add one, your message, the inquiry’s reference and time, and any source and campaign tags to LuxStay’s Gmail mailbox, where it is kept so we can look at your villa and reply. Privacy