Vetexis Concierge user guide

This guide explains, from A to Z, how Vetexis Concierge works. It is written for the people who use it every day: the management of a concierge service, concierges, operations managers, accounting and field teams. No technical knowledge is needed.

Each chapter explains what a part of the tool is for, how to use it step by step (with the exact names of menus and buttons), why it is designed that way and who has access to it, and gives examples taken from the daily life of a luxury concierge service.

What is Vetexis?#

Vetexis is the working tool of a high-end concierge service: villas, yachts, private chefs, transfers, restaurant tables, wellness, childcare. It brings together in one place:

• an assistant that replies to your clients on WhatsApp, from the number they already know, in their language, at any hour;
• an inbox where the whole team sees the conversations, takes over whenever it wants and leaves internal notes;
• bookings, the schedule and each person's assignments, including on the phone for field teams;
• a client file (CRM) that fills itself in as conversations go on;
• the catalogue of your services, your properties and your suppliers, whom you can invite into the platform;
• invoicing, quotes, online payment by your clients, margins and reports.

Who it is for#

How Vetexis differs from a simple chatbot#

A chatbot answers questions. Vetexis is part of your house.

1. The assistant never confirms anything on its own. It takes the request, acknowledges it warmly and passes it on to the team. A booking only becomes “confirmed” through an identified human decision: a team member in the app, or an “Approve” button on WhatsApp. This rule is written into the core of the system, not just into an instruction.
2. When in doubt, it asks. A service that is not in the catalogue, an availability, a discount, an access code, a photo it cannot read: it asks the team and simply tells the client it is looking into it. It never makes up a price, an availability or a time.
3. It rereads itself before sending. An uncertain reply is held back for a concierge to approve; a made-up reply is discarded and replaced with a holding message.
4. It writes like you. It speaks in the first person, under the first name you choose, learns your way of writing and that of each client, and does not sound like a machine (no emoji, no stock phrases, human response times).
5. It does not lie. If a client asks plainly whether they are talking to a machine, it says so, with a fixed sentence, and this disclosure is kept as proof (European AI Act).
6. The concierge lives in the tool. Everything the assistant learns feeds the client's record, the schedule, bookings, invoicing and reports. The team approves from WhatsApp in a single tap, gives a job to a supplier who accepts it with a button, and everyone receives their plan for the next day.

Contents#

1. Getting started: sign-up, interface, home, setup guide, connecting WhatsApp.
2. The assistant: how it replies, what it can do, its safeguards, its settings.
3. The inbox: conversations, taking over, photos and files, notes, translation, several numbers.
4. Approvals and the WhatsApp console: the assistant's questions, held replies, managing from WhatsApp.
5. Bookings: statuses, creating a booking, the booking drawer, deposit.
6. Schedule, assignments and calendar: schedule views, field assignments, the phone's calendar.
7. Clients and CRM: client record, stays, preferences, moments to celebrate, VIP, discretion, erasure.
8. The catalogue: services, price list, seasons, notice periods, photos, unavailability.
9. Suppliers and service providers: priority, contacts, jobs given to suppliers, cascade, supplier space.
10. Properties and calendars: property record, access codes, Airbnb, Booking.com and Vrbo calendars.
11. Finance: invoices, credit notes, quotes, online payment, deposits, margins, reports, export.
12. Team and roles: roles, permissions, invitations, field accounts.
13. Settings: each section of the settings, for each person and for the concierge service.
14. Vetexis subscription and billing: plans, message packs, top-up, payment, suspension, cancellation.
15. Security and data: sign-in, two-factor authentication, logs, retention, export.
16. The demo: trying Vetexis without an account.
17. Frequently asked questions.

How to read this guide#

• Names in quotation marks (“New booking”) are the ones shown on screen, in English.
• A path such as Settings › Assistant means: open the Settings (the gear icon at the top right), then the Assistant section.
• The plans are called Essential, Pro and Network. When a feature is reserved for certain plans, the chapter says so.
• The app is available in French, English and Spanish. The assistant itself speaks ten languages with your clients.