Hospitality project management system coordinating renovations, bookings, events, and brand development across a property that operates while being rebuilt.
This system was developed for an entrepreneur building a hospitality project around a single property.
At any given time, different parts of the building are in different states. One room can be hosting guests, another under renovation, and another reserved for a workshop or collaborator stay. These uses change frequently depending on construction progress, bookings, and planned activities.
Alongside this, the project is expanding beyond accommodation. The client is organising retreats, events, and collaborations with the local community, while also working with volunteers, partners, and supporters contributing in different ways.
The same physical space cannot serve more than one use at the same time, but it needs to be planned across multiple future uses.
A room might come off the market for renovation, return to short-term rental once complete, and later be reserved again for an event or collaborator stay. These changes are happening continuously, often overlapping in planning even if not in execution.
This means decisions about bookings, works, and events cannot be made independently. Each one affects what the space can be used for next, and when.
The approach was to structure the project around the fact that the property was always active, but never static.
Instead of organising work by category, the system was built around how each space changes use over time. The building, the accommodation offer, the experience programme, and the contributor network were treated as connected layers, each affecting when and how a space could be used.
This made it possible to plan around real dependencies, such as when a room needed to be taken offline, when it could return to bookings, or when it had to be reserved for a different use.
The same space is treated as a sequence of uses over time, rather than a fixed asset.
Each part of the system handles a distinct area of work:
The system is structured as two connected layers: an internal operational workspace and a public-facing platform.
The operational layer was built in a Notion workspace, where a set of connected databases track spaces, bookings, works, events, collaborators, and revenue. These elements are linked so that changes in one area affect what can happen next, allowing the project to be planned around how spaces transition over time. Automation and AI tools are used to assist with updates, queries, and day-to-day use of the system.
The public layer was built as a website, presenting the accommodation, experiences, and ongoing development of the project. It acts as the main entry point for bookings, enquiries, and community participation. Activity from this layer feeds back into the operational workspace, where it is scheduled and managed.
The current system supports a project that is growing in phases, with revenue from one stage contributing to the next.
The next step is to introduce more structure around repeat bookings, recurring supporters, and ongoing experience programmes, while improving how external activity is brought back into the operational workspace.