操業The Operations Handbook

A guideline · 2026 · English

The Operations
Handbook

Reducing the repetitive human work of running short-term rentals and small hotels across Japan and Bali — guest communication, staff tasks, pricing, supplies, booking systems, and one layer that reads across all of them.

Collect → organise → recommend → a human approves → act → record.

Start readingDecisions & next steps
Diagram of connected property operations flowing into a single decision point

Guest

AI drafts, staff approve, tasks follow

Staff

LINE as the channel, a real system behind it

Pricing

Three numbers, with the comps underneath

Supply

Turnovers forecast the order, not a stocktake

Contents

Part I — Foundations

  1. 00OrientationWhat this handbook is, the one-paragraph answer, why the modules are ordered the way they are, and what is actually necessary when it comes to CRM and PMS.Buy reliability. Build judgement.

Part II — The six areas

  1. 01Guest CommunicationA reply co-pilot with human approval, built on a certified inbox. Why retrieval beats fine-tuning, the three rules that prevent the disasters, and how the loop into operations actually closes.You cannot read Airbnb messages yourself. Build on a certified inbox.
  2. 02Staff Tasks & CommunicationKeep LINE, put a real task system behind it. Roles, task generation from reservations, photo verification, and the KPIs that make it pay for itself.LINE is the channel. Your app is the system of record.
  3. 03ADR & Market IntelligenceWhere comp data actually comes from, an honest read on scraping, and a five-layer pricing recommendation where every layer is visible and overridable.Three numbers on top. Eleven named competitors underneath.
  4. 04Inventory ForecastingTurnovers drive consumption, not occupancy. The par-level, reorder-point and safety-stock formulas, and why Japan and Bali need different numbers.Deduct from turnovers automatically. Never ask anyone to do a stocktake.
  5. 05PMS & OTA IntegrationWhat could and could not be established about SMARTORDER, why direct OTA keys are off the table, the Japanese domestic layer nobody mentions, and the compliance features no PMS will give you.The PMS owns the calendar. Your layer never writes availability.
  6. 06AI Operational SupervisorThree layers, only one of which needs AI. The deterministic digest, rule-based triage, the weekly pattern engine — and the monthly owner report that justifies the fee.It is a report, not a module. Which is why it goes last.

Part III — Building it

  1. 07Architecture & DataThe shared data spine, the audit log, the build order and why each step is where it is, the platform, and the privacy boundaries that keep guest identity out of the AI pipeline.Three stores: operations, compliance register, identity documents.
  2. 08Cost, Sequence & DecisionsCost shapes rather than fake quotes, what each module returns, milestones worth calling done, the rule for graduating to autonomy, and eight things to start in the next two weeks.Software is cheap. Engineering time is the number to manage.