Daily operations management software
We build the operations management system that gives your property team a single place to manage every daily task, maintenance request, housekeeping schedule, visitor log, and operations alert across every property in your portfolio. No more WhatsApp groups for maintenance. No more missed tasks. No more operations running from one person's phone.
Core Capabilities We Offer
Maintenance Request and Ticket Management
Tenants raise maintenance requests through the resident portal or WhatsApp integration. Each request creates a tracked ticket with category, priority, assigned team member, and due date. Status updates notify the tenant automatically. Ticket history is stored against each unit so recurring issues are visible instantly.
Task and Checklist Management
Create daily, weekly, and monthly task checklists for every property. Assign tasks to specific team members with deadlines. Task completion is confirmed digitally with a photo or checklist sign-off. Your operations dashboard shows completion status across all properties in real time.
Housekeeping Schedule and Quality Tracking
Build housekeeping schedules by property, floor, and room type. Assign housekeeping staff to daily zones. Completed rooms are marked with a photo confirmation from the staff member's mobile device. Missed cleans trigger an automatic alert to the property manager before the next tenant interaction.
Visitor and Guest Management
Tenants pre-register guests through the resident portal. Visitors check in at the front desk with digital ID verification and the registered authorisation on file. Every visitor is logged with arrival time, departure time, authorising tenant, and ID reference. The log is retrievable instantly for security or police verification purposes.
Amenity Booking and Facility Management
Manage shared amenities including meeting rooms, event spaces, gym time slots, and laundry machines through a digital booking system accessible from the resident portal. Double bookings are prevented automatically. Facility usage data informs maintenance scheduling and future amenity planning.
Cross-Property Operations Dashboard
See the operations status of every property in your portfolio in one live dashboard. Open maintenance tickets, pending tasks, housekeeping completion rates, visitor logs, and team availability are visible across all locations simultaneously. Leadership sees the full picture without calling individual property managers.
AI-Powered Operations Intelligence
- AI Predictive Maintenance Scheduling — AI analyzes maintenance ticket history by unit, equipment type, and building age to predict which items are likely to fail in the next 30 to 60 days. Preventive maintenance tasks are created automatically before failures occur, reducing emergency repair costs and tenant complaints.
- AI Operations Anomaly Detection — AI monitors daily task completion rates, maintenance ticket volumes, and housekeeping quality scores across all properties and flags properties that are deviating from standard performance before they become problems that tenants notice.
- AI Staff Performance Insights — AI tracks task assignment, completion time, and quality ratings by team member across all properties and surfaces performance patterns that help operations managers identify training needs and recognise high performers.
- AI Tenant Satisfaction Prediction — AI correlates maintenance resolution times, housekeeping quality scores, and amenity booking patterns with tenant satisfaction survey results to predict which tenants are at risk of leaving at lease end due to operations quality issues.
Segments We Serve
Independent Coliving Operators
Single-property operators who need to replace WhatsApp-based operations with a proper ticket and task system that keeps their property team accountable and their tenants informed.
Branded Coliving Chains
Multi-property operators who need consistent operations standards across every location and a centralised dashboard that gives leadership visibility across the entire portfolio from one screen.
Student Housing Providers
Student housing operators managing high-density properties with shared kitchens, study areas, and event spaces who need a structured facility management and maintenance system that scales with occupancy volume.
Corporate Coliving Operators
Operators serving corporate tenants who demand fast, documented maintenance response times and formal visitor management protocols aligned with building security requirements.
Co-Living with Hospitality Elements
Operators running hybrid coliving and short-stay models who need hospitality-grade housekeeping management and same-day turnaround capabilities for short-stay units within a longer-stay property.
Build-to-Rent Developers
Large-scale operators managing 500 or more beds across a portfolio who need enterprise-grade operations infrastructure with role-based access, city-level reporting, and integration with property management accounting.
Challenges We Solve
- Maintenance requests reported on WhatsApp and forgotten. When a tenant sends a maintenance request in a group chat, it competes with 50 other messages. There is no tracking, no owner, no deadline, and no way to know if it was ever resolved. Tenants chase. Complaints grow.
- Housekeeping schedules are managed verbally with no documentation. When housekeeping staff rotate or a new property opens, cleaning standards and schedules exist only as informal instructions. Quality is inconsistent, and when something is missed, there is no record of what was assigned.
- Visitor and guest management is done through a handwritten register at the front desk. There is no digital visitor log, no ID verification at entry, and no record of which tenant authorised a guest. In a coliving environment with shared spaces, this is both a security gap and a compliance risk.
- Operations team using a different WhatsApp group for every property. When you manage three or more properties, operations communication lives across multiple groups with no unified view. A property manager handles issues in isolation, and leadership has no real-time picture of what is happening across the portfolio.
- No way to track which issues are recurring. When a maintenance request for the same plumbing problem is raised five times over four months, no system connects those events. The recurring issue is never permanently resolved because no one sees the pattern.
- Staff task assignments done verbally or via message with no accountability trail. When a task is assigned over WhatsApp, there is no formal acknowledgement, no deadline, no completion confirmation, and no way to hold a team member accountable without reviewing months of messages.
Run Every Property from One Operations Platform. No WhatsApp Groups Required.
- Every maintenance request tracked from submission to resolution
- Housekeeping quality documented with photo confirmation
- Cross-property operations visible in one live dashboard
Future-Ready Operations Platform Architecture
Scales Across an Unlimited Property Portfolio
The operations platform supports two properties and two hundred properties on the same architecture. Adding a new location takes hours, not weeks, with pre-built configurations replicating from existing properties.
Mobile-First for On-the-Ground Teams
Property managers, housekeeping staff, and maintenance teams interact with the system from mobile devices. Tasks are assigned and confirmed in the field without returning to a desktop.
Integrates With Your Resident Porta
lMaintenance requests raised by tenants in the resident portal flow directly into the operations ticket system. Tenant-facing and team-facing workflows are connected with no manual transfer.
Full Audit Trail for Every Action
Full Audit Trail for Every ActionEvery task, ticket update, visitor log entry, and housekeeping confirmation is timestamped and stored. Your operations record is audit-ready at any time for regulatory, investor, or legal purposes.
Impact We Create
- Every maintenance request tracked from submission to resolution No request gets lost in a WhatsApp group. Every ticket has an owner, a deadline, and a status that both your team and the tenant can see. Resolution time drops from days to hours.
- Operations quality consistent across every property Every property runs from the same task checklists, housekeeping standards, and escalation protocols. A tenant at your Bangalore property gets the same operations quality as a tenant at your Mumbai property.
- Leadership visibility without weekly status calls The operations dashboard gives your leadership team a live view across every property without asking property managers for updates. Issues surface early, not after they become complaints.
- Visitor security compliance documented automatically Every visitor is logged with a digital record. Your community is safer and your compliance record is complete without a single handwritten entry.
- Recurring issues identified and permanently resolved Ticket history by unit surfaces the plumbing problem that has been raised five times, the elevator that needs replacing, and the internet router that fails every three weeks. Patterns become action items, not repeated reactions.
Selected work
Real outcomes from real engagements, in the same disciplines we would bring to yours.
From Spreadsheets to a Scalable Platform – building Canada’s Most Tenant- First Coliving System
The Overview About The Client Edge Living is a Canadian co-living and furnished housing platform designed specifically for students, interns, and young professionals seeking move-in-ready rooms across major Canadian cities. Operating across Vancouver, Edmonton, and Victoria, Edge Living offers fully furnished rooms in secure, well-located buildings – with flexible leases, all-inclusive pricing, and a community-first […]
Building Canada’s Premier Coliving & Student Housing Platform
The Overview Harrington Housing is a fast-growing coliving and student housing marketplace serving major Canadian cities – Toronto, Edmonton, Montreal, Calgary, Ottawa, and Halifax – with a growing presence in the USA and internationally. The platform connects students and young professionals with fully furnished, flexible-lease co-living rooms, offering a modern, all-inclusive alternative to traditional rental […]
Driving Tenant Acquisition Through Digital Marketing and Zoho CRM Automation
Overview Fllat is a coliving brand operating across major U.S. cities, including Austin, Chicago, Miami, Boston, and Washington DC. The brand provides fully furnished private rooms tailored for students and young professionals seeking affordable, flexible, and community-driven living experiences in prime urban locations. While the product-market fit was strong, growth through digital channels was inconsistent. […]
Frequently asked questions
Coliving operations management software covers the full daily operations workflow including maintenance request tracking, housekeeping scheduling, vendor management, staff task assignment, and operational reporting. It replaces the combination of WhatsApp, spreadsheets, and verbal coordination that most coliving operators currently use.
Tenants log maintenance requests through the resident portal or mobile app. They select the request category, describe the issue, and submit. The platform automatically categorises the request by type and urgency, assigns it to the right staff member or vendor, and notifies the tenant when it is resolved.
Yes. Housekeeping schedules are configured per property with recurring task assignments for each room, floor, and common area. Staff receive their daily task lists on the mobile interface and log completion in real time. Managers see completion status across all properties from the admin dashboard.
Let's talk about your product
Book a free call and we'll tell you honestly what's worth building.
Book a free call