Villa TimTavio

Three audiences with opposite needs. Guests want arrival details, dining and their folio; the estate manager wants approvals, a kitchen run sheet and vendor scheduling; the owner wants occupancy, revenue and where to invest next. Building three products would have meant three drifting copies of the same domain.

A request passes through six hands between asking and being charged for. Guest submits, manager approves, staff prepare, staff mark it ready, the window passes, the charge lands on the folio. Every one of those transitions is visible to somebody different, and any of them can fail.

The estate already ran on tools that worked — Lodgify for reservations, Breezeway for staff tasks, WhatsApp for vendors. Replacing them would have been rejected; ignoring them would have left the platform lying about the state of the estate.

The domain is two explicit state machines rather than a set of booleans. A guest moves pre-arrival → checked-in → settled → departing → checked out, each transition with a named trigger — a magic link opened before the check-in date, the manager marking arrival, two hours elapsing. An experience request moves pending → confirmed → in progress → ready → completed, or drops out to cancelled. Because the states are named, every surface can render the same truth in its own language: the guest sees “staff preparing now,” the manager sees an ETA, the folio waits for “completed” before it charges anything.

Authentication is split by audience and by risk. Guests never create an account — they get a magic link or a six-digit code, and the API mints a short-lived JWT scoped to one booking, re-validated against the party manifest on every request so removing someone revokes access immediately. Staff accounts are created by the owner, never self-registered, with optional authenticator-app 2FA. The owner’s own 2FA is mandatory with no remember-this-device escape, because that login reaches the financials.

Conflicts are answered, not just reported. When a request collides, the manager sees which guest holds the space and when it frees up, or the vendor’s next open slot — so the reply is “the pool is free from 9pm,” not “try another time.” Similar requests can be approved or declined in a batch.

Existing tools stay the source of truth. Bookings come from Lodgify and the platform never invents a reservation; staff tasks go to Breezeway; vendors are still booked by hand over WhatsApp and the platform records that conversation rather than pretending to replace it. Stripe, Resend, Cloudinary, Pusher and Web Push fill in the rest, and any missing integration degrades instead of crashing.

Four applications and one API running as a single product: an installable guest PWA, the estate manager’s operational dashboard, an owner intelligence dashboard built around service heat maps and buy-versus-rent analysis, and the API underneath all three.

The estate’s real workflow — not a replacement for it — encoded in software the staff actually use.