⭐ SpaceVana — Property, Hotel & STR Management System

Product Requirements Document (PRD) – Version 1.0

1. Executive Summary

SpaceVana is a unified property management ecosystem designed for hotels, apartment communities, and short-term rental (STR) properties.
The system consolidates:

• Reservations & channel syncing
• Leasing & tenant management
• Housekeeping & turnovers
• Maintenance automation
• Payments & accounting
• Owner dashboards
• Guest communication
• Smart lock access control

SpaceVana serves boutique hotels, STR operators, serviced apartments, property managers, and mixed-use portfolios.

2. Product Vision

3. Target Users

1. Hotel Owners & Managers
2. Property Management Companies
3. Short-Term Rental Operators (Airbnb hosts → multi-property portfolios)
4. Leasing Offices / Apartment Managers
5. Maintenance & Housekeeping Staff
6. Tenants & Guests
7. Investors & Property Owners
8. SpaceVana Admin (platform-level)

4. Core Features (MVP)

4.1 Reservations & Booking Engine

• Multi-property availability calendar
• Daily/weekly/monthly pricing
• Assign rooms/units
• Extend stays
• Direct booking support
• Group reservations

4.2 Short-Term Rental Management

• STR listings (Airbnb, VRBO, direct)
• Automated messaging (pre-arrival, checkout, rules)
• Access codes (smart lock integration)
• Turnovers scheduling
• Occupancy calendar & pricing
• Guest profile & identity notes

4.3 Long-Term Tenant Management

• Tenant onboarding
• Digital lease generation & renewals
• Rent collection (ACH, card, autopay)
• Tenant portal (payments, requests, docs)
• Move-in/move-out inspections

4.4 Hotel Front Desk Operations

• Check-in / check-out flow
• Guest folios
• Room status (Clean/Dirty/In-Progress)
• Incident reports
• Early check-in & late checkout fee automation

4.5 Housekeeping / Turnovers

• Auto-assigned cleaning tasks
• Priority levels: Stayover, Departure, Deep Clean
• Timer for cleaning duration
• Photo documentation
• Room readiness reports

4.6 Maintenance Management

• Work order creation
• Issues submitted from staff/guests
• Tracking repair history by unit
• Parts inventory
• Preventative maintenance cycles

4.7 Payments & Accounting

• Rent payments
• Guest stay charges
• Refunds
• Damage fees
• Owner payout rules
• Monthly owner statements
• Export to QuickBooks/Zero (phase 2)

4.8 Owner & Investor Portal

• Earnings dashboard
• Occupancy performance
• Maintenance costs
• Profit/loss statements
• Real-time payouts

4.9 Messaging & Communication Hub

• Chat: Manager ↔ Tenant
• Guest automated templates
• Broadcast messages
• Maintenance updates

4.10 AI Automation (Phase 2)

• Dynamic pricing analysis
• Auto-assignment of cleaners
• Predictive maintenance alerts
• Fraud detection for STRs
• Upsell recommendations

5. System Architecture Requirements

5.1 Frontend

• Responsive web app
• Dark mode space-themed UI
• Admin + staff dashboards
• Guest/tenant portal
• Owner portal

5.2 Backend

• REST API
• Role-based access control (RBAC)
• JWT authentication
• Logging & audit trail
• Event-driven notifications
• Integrations for future expansion

5.3 Database Schema (Core Tables)

Core

• users
• roles
• properties
• units
• owners
• owner_properties

Bookings & Leasing

• bookings
• leases
• payments
• addons
• invoices

Operations

• housekeeping_tasks
• maintenance_requests
• parts_inventory
• turnovers

STR Modules

• str_listings
• dynamic_rates
• guest_messages
• smartlocks
• channels

System

• logs
• documents
• messages

6. Integrations

6.1 Smart Locks

Phase 1: manual code entry
Phase 2: integrations

• August
• Yale
• Schlage
• Nuki
• Airbnb-connected locks

6.2 Channels (Phase 2)

• Airbnb API
• VRBO
• Booking.com
• Expedia
• Direct booking widget

6.3 Payments

• Stripe (ACH + Cards)
• PayPal (optional)
• Dwolla (ACH-heavy portfolio)

7. Non-Functional Requirements

Performance

• Load dashboard < 2 seconds
• Handle 10,000 units in production

Security

• MFA for admins
• PCI-compliant payment handling
• Secure API tokens
• Data encryption at rest

Availability

• 99.5% uptime for MVP
• Auto-scaling API (Vibe platform ready)

Privacy

• GDPR-compliant guest data
• Tenant information protected (PII controls)

8. User Journeys (MVP)

8.1 Guest Booking (STR or Hotel)

1. Guest books (direct/Airbnb/manual).
2. Confirmation sent.
3. Pre-arrival message triggers.
4. Smart lock code delivered.
5. Guest checks in.
6. Cleaning task auto-created on checkout.

8.2 Tenant Lifecycle

1. Apply → screening
2. Sign digital lease
3. Move-in inspection
4. Monthly rent autopay
5. Tenant portal access
6. Submit maintenance requests
7. Renewal or move-out process

8.3 Cleaning Turnover

1. Guest/tenant checkout
2. Auto-create turnover task
3. Cleaner sees assignment
4. Photos submitted
5. Room/unit marked “Ready”

9. Future Expansion (Roadmap)

Phase 2

• Channel manager
• Dynamic pricing AI
• Owner payout automation
• Predictive maintenance (AI)
• Mobile apps (iOS + Android)
• POS system for hotels
• Energy usage tracking

Phase 3

• SpaceVana AI Concierge
• Voice-enabled operations (smart speaker)
• Digital twin for each property
• Automated compliance checks
• Portfolio-level optimization AI

10. Success Metrics

• Reduce turnover time by 30%
• Increase occupancy by 5–15%
• Reduce late rent by 20%
• Improve guest communication speed by 40%
• Enable owners to view real-time revenue anytime

11. Deliverables (POC)

• Admin dashboard
• Multi-property calendar
• Booking engine
• Leasing & tenant portal
• Maintenance requests
• Housekeeping automation
• STR messaging
• Payment integration
• Owner reports
• Database + REST API