The service catalogue

The catalogue is what you sell: villas, chefs, boats, transfers, wellness, childcare, housekeeping, groceries, excursions, nightlife, restaurants, private flights, security. It is also the assistant's only source: it only offers what is in it, at the price shown in it. An accurate, well-described catalogue makes for an accurate assistant.

Who has access: owner, managers and concierges can see and edit it (“edit the catalogue” permission); costs, commission and margin can only be seen and edited with access to finance (owner, manager, accounting) and on the Pro or Network plan. Accounting and field staff do not have the Services entry in the sidebar.

Where: Catalogue › Services in the sidebar.

8.1 The list#

• Active, Inactive, All tabs.
• Presets by category (Villa, Private chef, Transfer, Boat, Wellness, Childcare, Housekeeping, Groceries, Excursion, Nightlife, Restaurant, Private flight, Security, Other).
• Search by name or description; Filter by supplier or by property.
• Columns: Name (with the thumbnail of the first photo, or the category icon), Category, Pricing (the first price line), Supplier, Notice. The “Inactive” and “Hidden from the assistant” labels flag what the assistant does not offer.
• “…” menu: Import (CSV or Excel) and, for those who manage invoicing, Settings for this page.

From a supplier record or a property record, View in the catalogue opens the list already filtered.

8.2 Creating a service#

1. New service.
2. Name (“Sunseeker 60 boat”), Category, Supplier (or “None (in-house service)”).
3. Create service: the record opens so you can complete the price list.

8.3 A service's record#

The record is an editor: you make your changes, then a single Save at the bottom of the page.

Service#

• Name, Category, Supplier.
• Property: for a service specific to a property (the villa itself, its regular chef). A service linked to a property is automatically unavailable to the assistant on the days when the property is booked on Airbnb, Booking.com or Vrbo (chapter 10).
• Description: what the assistant can say about the service (“Sunseeker 60 feet, skipper and fuel included, departing from Puerto Banús, up to 10 people”). It is essential: without it, the assistant cannot say what the service includes, and its self-check would judge as “made up” what is in fact true.

Attributes#

What the client may know, in short pairs: “capacity: 10 people”, “skipper: included”, “bedrooms: 5”. The assistant reads the first four. Add an attribute.

Price list#

One line per sales unit: per night, per week, per day, per half-day, per hour, per person, flat rate, on quote. For each line:

• Selling price (€): what the client pays;
• Discount %: a commercial discount that can be shown, already applied to the announced price;
• with access to finance: Cost (€) (what you pay) and the Margin, calculated on the discounted price.

A service can have several lines: a villa at €620 per night and €3,510 per week. The assistant always gives the price with its unit (“€620 per night”), suggests the unit that matches the need and points out the most advantageous one (a week often works out cheaper than seven nights).

With no line at all, or with the on quote unit, the assistant announces no price: it gathers the need and has the team price it.

On Essential, a line reminds you that costs, commission and margin are available with Pro.

Seasons#

“From 15 June to 15 September, ×1.4”: a Label (“High season”), the From and To dates in MM-DD format (06-15), and a Multiplier (between 0.1 and 10), applied to the selling price. Dates are read in the local time zone of the place. With no season, the same price all year round. Per night and per day, each night takes the season of its own date: a stay that starts before the high season and ends during it is counted night by night. Per week, per hour, per person and flat rate take the season of the first day. The price preview for a new booking applies the same rule.

Booking rules#

• Minimum notice (hours): below this, the assistant tells the client and offers the first possible date; a booking entered by the team is refused, unless a manager uses “Override”.
• Default duration (minutes): for the schedule (“That is 4 h.”). Empty: no fixed duration (one hour by default).
• Time zone of the place: if the service takes place somewhere other than where the concierge service is (an island, another country). By default, that of the concierge service.
• Commission (%) (with finance): specific to the service; if empty, the supplier's commission applies.
• Deposit requested (%): a whole percentage between 0 and 100, calculated on the price including VAT, suggested when a deposit link is created for a booking of this service (for example 50% for a villa, 100% for a private flight). Empty: the default deposit in Settings › Online payment applies (chapter 11, section 11.5).
• Visible to the assistant: it can offer it to clients and send its photos. Unticked, it can still be booked by the team but the assistant ignores it (useful for a confidential service or one being prepared).
• Active: when deactivated, it stays in the catalogue but cannot be booked.

Photos (right-hand column)#

Added and cropped to 3:2 format, ordering, caption, removal. The assistant sends the first photos (three at most) when it offers the service and the client wants to see or is hesitating. The catalogue tells it “photos available”.

Unavailability (right-hand column)#

Periods when the service is not sold: Add (Start, End, Reason: “Boat in for hull cleaning”), in the times of the service's time zone. The assistant turns down these periods itself and offers something else from the catalogue. A booking entered by the team on this time slot is refused.

Archiving#

“…” menu › Archive service: it disappears from the catalogue and from the assistant; past bookings keep it. An archived service can still be viewed from a booking, read-only, with Reactivate (it comes back inactive: activate it when it is ready).

8.4 How the assistant reads the catalogue#

For every reply, the assistant receives the catalogue of services that are active, visible and not archived, sorted by category then by supplier, with the main supplier first. A supplier marked as “backup” is flagged: the assistant only offers it if nothing else is suitable. For each service: its selling price per unit, its description, its attributes, its notice period, “photos available”, its upcoming unavailability and the dates taken for the linked property.

It never sees a cost, a margin or a commission.

Alongside the catalogue, it also reads the property records (bedrooms, capacity, amenities, description: chapter 10). It uses them to describe a property; the price and the booking of a rental always go through the catalogue service.

In practice:

• what is not in the catalogue, the assistant neither promises nor refuses: it asks the team;
• a practical piece of information that clients often ask for (“skipper included?”, “departing from which port?”) is worth including in the description or the attributes;
• when the client says “the boat”, the assistant understands the service from the category's main supplier.

8.5 Importing a catalogue#

Is your catalogue in a spreadsheet? “…” menu › Import (or, at sign-up, Import a file). The import takes place in four stages:

1. File: CSV or Excel (.xlsx), 5 MB and 5,000 rows at most. Column names in French, English or Spanish are recognised. Blank templates are provided.
2. Columns: each field next to the suggested column, with the first values; required fields are marked.
3. Check: a trial run that writes nothing (rows ready, with a warning, refused, and their reasons), and the choice for records that already exist: Update existing records or Skip them. An empty cell never erases information that is already saved.
4. Done: what was created, updated, skipped, refused, and Download the rows to fix. Reimporting the corrected file does not create duplicates.

Nothing is written before the Import button. The same tool is used for clients, suppliers and properties.

8.6 Examples#

A villa per night and per week. “Villa Azur rental”, Villa category, Villa Azur property, two lines: €620 per night, €3,510 per week; “High season” from 06-15 to 09-15 ×1.4; 48-hour notice period; attributes “bedrooms: 5”, “pool: heated”. When a client asks for the villa for ten nights in July, the assistant does not calculate a total: it says it is looking into the dates and creates the request. The fixed price of the booking applies the season.

A chef on quote. “Michelin-starred chef at home”, on quote unit. To “how much is it?”, the assistant replies that the menu is tailor-made, asks for the date and the number of guests, and passes it on to the team.

A boat in for hull cleaning. The Riva is unavailable from 3 to 10 March. Sofia adds the unavailability. A trip already confirmed on 4 March is not cancelled, but the screen warns her straight away (“Careful: bookings already confirmed in this period (#31). They are not cancelled.”): it is up to her to tell the client or to find another boat. A client who asks for the Riva on 5 March is offered the Sunseeker.