From admin chaos to seamless guest service
Guests book and pay online, get everything they need on WhatsApp before they arrive, and reach your whole team on one number during their stay. Your coordinators get their time back for the experience itself.
- Multi-unit booking with online payment
- Automated WhatsApp before, during and after the stay
- One number for the whole team, unlimited staff users
Example booking page with illustrative units and prices
The admin behind the stay is a lot of admin
On a quiet week it's manageable. Then a wedding weekend brings 150 guests, and every question, extension and payment lands on the same few people.
- Bookings by email and calendar inviteEvery booking or extension means a profile, an invoice and a calendar "meeting request" as a placeholder.
- Payments chased by handInternational transfers are hard to track, so guests "pay at the farm", and on a busy weekend some of that money is never collected.
- 60 WhatsApps and someone gets missedMessages arrive on personal phones. One missed reply and a guest feels ignored.
- Guests arrive with no room assignmentNames weren't captured at booking, so the gate and reception can't tell guests where they're staying.
- An outage turns into 150 complaintsThe power goes off and every guest messages at once, while the team is across the property starting generators.
- The coordinator is the relay for everything"No hot water in unit 3" goes through one person's phone before it reaches maintenance.
Every guest informed, from booking to checkout
Set it up once. Every booking runs the same way after that. Tap a step to see what the guest receives.
Your venueBusiness accountFarmhouse (6 guests) and River Cottage (2 guests). Your booking summary is attached.10:42
Your venueBusiness accountYour venueBusiness account• Wi-Fi: Farmhouse-Guest
• House rules and site map attached
• Need anything? Reply here, any time.14:20
Your venueBusiness accountA booking engine built for multi-unit properties
Your own branded booking page, connected to the same platform as your guest communication and calendar.
Book several units at once
A shopping-cart checkout lets a couple or a guest book several houses for the wedding weekend in a single transaction.
Rich listings
Photos, sleeping capacity and a link to each unit's layout, so expectations are set before arrival.
Prices calculated for you
Totals update instantly for dates and guest numbers. No manual quotes, no calculation errors.
Your booking rules
Set a minimum lead time, how far ahead people can book, and limits per unit.
Questions per unit
Ask what matters for each unit, like a platter on arrival or catering preferences.
Payment at the point of booking
Online payment secures the booking, so nobody has to follow up "pay on arrival" arrangements.
Weekly and monthly views show every unit and guest at a glance, on desktop and in the staff app.
When the power goes out, guests hear from you first
Outages, water trips and storms happen on remote properties. What upsets guests is not hearing anything. With one tap, every guest on the property knows you're on it.
- Ready-to-send message libraryBefore go-live we write and get approval for the messages you might need: outages, water, weather, road access, late arrivals.
- Sent to the right groupEveryone checked in today, one unit, or the whole wedding party.
- Replies stay in one placeFollow-up questions come back to the shared inbox, not to personal phones.
- Calm, consistent toneYour team doesn't have to type a careful message under pressure.
Your venueBusiness accountManual management vs. AdaptCRM
One number. The whole team. No middle-man.
Everyone from reception to maintenance uses the AdaptCRM app, with no limit on users. Guests message one number, and the right person picks it up.
- Gate and receptionSee who is arriving today and which unit they're in, before they reach the boom.
- MaintenanceRequests tagged "Maintenance" go straight to the team, who update the status from their phone.
- Service and housekeepingPlatters, extra towels and service requests are routed with a "Service" tag.
- Coordinators and ownersSee every conversation and booking without being the relay for every message.
A hub for every couple
Couples are tagged in the system, so everything about their event stays together: documents, checklists, room assignments and every conversation.
- Couples and their guests book through one link
- Room assignments collected at booking, not the night before
- Automatic replies point couples to their documents and FAQs
- WhatsApp, email and calls in one history
Good to know before you start
Can we keep our existing WhatsApp number?
AdaptCRM uses the official WhatsApp Business API. In South Africa a number on the API can't also be used in the WhatsApp or WhatsApp Business app, so most venues use a new number for AdaptCRM. A landline can also work. We handle the setup and Meta's business verification with you.
Why do some messages need to be approved?
WhatsApp requires businesses to use pre-approved templates when they message a guest first. That protects guests from spam. Once a guest replies, your team can chat freely for 24 hours. We prepare and submit your templates during setup.
How many staff can use it?
There is no limit on users. Everyone can install the app and answer from the same number, and the team can see who has replied.
Does sending WhatsApp messages cost extra?
Meta charges a small fee for template messages a business sends first. Replies within a guest's 24-hour window are free. We'll estimate your monthly messaging costs before you start.
Will the booking page look like our brand?
Yes. The booking page, confirmations and emails use your name, logo, photos and unit information.
Guest and payment information, properly protected
Built on infrastructure that meets international security standards.
- SOC 2Compliant
- ISO 27001Compliant
- GDPRCompliant
- MetaOfficial WhatsApp Business API
Keep the hospitality personal. Let the system handle the rest.
Book a demo and we'll show you your own units on a booking page, and walk through a wedding weekend from first booking to checkout.
- Fewer emails, invoices and payment follow-ups
- Guests who arrive knowing where to go
- No missed messages on busy weekends
- Issues routed to the right person, fast