Your guests stay for weeks, not nights. They need a way to report issues, request supplies, and communicate — without calling reception every time. Prisma gives your apartments a guest portal, maintenance tracking with SLA monitoring, and housekeeping scheduling that fits your rhythm. From £99/month.
We Built This for You
You manage 15, 20, maybe 40 serviced apartments. Your guests aren’t tourists staying for a weekend — they’re relocating professionals on a three-month placement, families between house moves, contractors working a six-week project. They’re living in your apartments, not visiting them.
That changes everything. A hotel guest with a dripping tap puts up with it for one night and mentions it in the review. Your guest has a dripping tap for three weeks. By the end of the first week, they’re frustrated. By the end of the second, they’re angry. By the third, they’ve posted about it on Google and they’re not coming back. Every unresolved maintenance issue compounds in a way it simply doesn’t in a hotel.
Your housekeeping runs on a different rhythm too. Not daily room cleans — your guests don’t want someone in their space every morning. Maybe a weekly linen change. A mid-stay refresh. A deep clean between guests that’s more thorough than a hotel turnover because the next guest might be there for two months. You need to schedule cleans per unit on different cycles, not just mark rooms as “dirty” or “clean.”
Your current system is probably a combination of things never designed for this. A booking spreadsheet. A WhatsApp group where guests message you about problems — a broken dishwasher in Unit 9, a request for more washing-up liquid in Unit 15, a question about extending their stay. You scroll through it between site visits, trying to work out what’s urgent and what can wait. The guest in Unit 22 reported a faulty smoke detector three days ago and you’ve only just noticed because it was buried between a towel request and someone asking about parking.
You’ve looked at hotel management systems — designed for one-night stays and front desk operations. You’ve looked at lettings software — designed for tenancies and deposits, not guest services and maintenance SLAs. You’re stuck in the gap between hospitality and property management, and no tool sits comfortably there.
So you keep going with WhatsApp and spreadsheets, and you lose sleep over the maintenance issue you might have forgotten about.
You’re stuck in the gap between hospitality and property management.What Changes
Your guest in Unit 14 notices the extractor fan in the kitchen has stopped working. It’s 9pm on a Wednesday. Previously, they’d message the WhatsApp group — or worse, they’d not bother and just live with it, getting quietly resentful. Now they open the guest portal on their phone — no app download, just a browser — and report it. “Kitchen extractor fan not working, Unit 14.” It becomes a maintenance ticket instantly: timestamped, priority-assessed, assigned to your maintenance person. The guest sees the status update when it’s acknowledged, and again when it’s resolved.
For long-stay guests, this changes the relationship. They’re not chasing you. They’re not wondering whether you saw their message. They report it, the system tracks it, and they can see that it’s being dealt with. That’s the difference between a guest who renews for another month and one who leaves feeling ignored.
Your Maintenance App shows every open ticket, how long it’s been open, and what priority it carries. SLA monitoring means that if a ticket sits unresolved past its threshold, it gets flagged and escalated. A dripping tap logged on Monday that’s still open on Thursday triggers an alert. You don’t need to remember to check. The system watches the clock for you.
Maintenance isn’t a nice-to-have in your business — it’s the thing that determines whether people stay or leave. Prisma treats it that way. Every ticket has a lifecycle: logged, assigned, in progress, resolved. Every resolution is recorded. When a guest asks “what happened with the thing I reported?”, you open the ticket and tell them.
Your housekeeping doesn’t work on a daily room-flip cycle. You need different schedules for different units: weekly linen changes for occupied apartments, mid-stay refreshes for guests who’ve been in for more than two weeks, deep turnovers between guests. The Housekeeping App handles scheduled tasks and ad-hoc requests equally. Your head housekeeper opens the app on Monday morning and sees: Unit 5 needs linen change (weekly), Unit 11 needs mid-stay refresh (been occupied 16 days), Unit 19 is vacating Wednesday and needs a full turnover by Thursday.
When a guest requests a clean through the portal — “Can someone change the bed linen this week?” — it becomes a housekeeping task. When a deep clean is completed between guests, it’s logged with a timestamp so you know exactly when the unit was last turned and by whom. Your housekeeping team isn’t checking WhatsApp for instructions. They open their app and see their tasks, prioritised and scheduled.
Serviced apartments need to be stocked differently from hotel rooms. Kitchen supplies — washing-up liquid, bin bags, sponges. Bathroom supplies — soap, shampoo, toilet roll. Cleaning products for the housekeeping team. Lightbulbs, batteries, welcome packs. You need to know what’s in each unit and what needs replenishing.
Prisma’s inventory system tracks supplies across your operation. Your housekeeping team logs what they use during each clean. Low-stock alerts tell you when supplies are running low before you discover it during a site visit. When a guest requests additional kitchen supplies through the portal, it becomes a logged task — not a text message you have to remember to act on.
You stop making those emergency trips to the wholesaler because you didn’t realise you were out of washing-up liquid across half your units.
Your guest portal isn’t just for reporting problems. Guests can request supplies — more towels, bed linen, kitchen essentials. They can request a mid-stay clean. They can leave feedback. For guests staying weeks or months, the portal becomes their main way of interacting with your operation.
Long-stay guests behave differently from hotel guests. A hotel guest asks the front desk without thinking — there’s a person right there. A serviced apartment guest feels awkward phoning about bin bags. It feels too minor, so they buy their own and quietly resent it. The portal removes that friction. Requesting bin bags from a screen feels easy and proportionate. Your guests get what they need. You know what they’re asking for.
When you log into the Manager Dashboard, you see everything. Which units are occupied, which are vacant, which have upcoming turnovers. Open maintenance tickets and their age. Housekeeping progress for the week. Guest requests pending action. You’re not piecing this together from a spreadsheet, a WhatsApp group, and a site visit — it’s one screen, updated live.
You see that Unit 8 has had four maintenance tickets in two months and recognise it needs a refurbishment. You see mid-stay refresh requests spike in week three, so you schedule them proactively. Your serviced apartment operation starts looking — and feeling — like the professional business it is.
What You Get
Prisma was built for hospitality operations. Your serviced apartments are a hospitality operation. Every app maps directly onto what you do — on a rhythm that fits longer stays.
Your portfolio on one screen. Occupancy, maintenance, housekeeping, guest requests, revenue. Replaces the spreadsheet, the WhatsApp scroll, and the Tuesday site visit.
The app your guests will use most. Report issues, request supplies, ask for cleans, leave feedback — all from their phone. For long-stay guests, this becomes the primary communication channel. No download required.
Every ticket tracked with timestamps, priority levels, assignment, and SLA monitoring. See the full maintenance history of every unit. For serviced apartments, this is the most operationally critical app.
Scheduled tasks (weekly linen, mid-stay refresh, turnover cleans) and ad-hoc requests. Your team sees their task list, not a WhatsApp thread.
Check-ins, check-outs, and guest profiles. Even without a physical front desk, you manage arrivals, departures, and guest information properly. Preferences are visible across every app.
If you offer communal dining, breakfast, or catered events, the kitchen app handles orders and dietary management. If not, it stays out of the way.
If you run a residents’ bar or lounge, this handles drink orders and stock tracking. Otherwise, it stays out of the way.
Relevant if you operate a cafe or food service alongside your apartments. Otherwise, it sits quietly.
Tableside order-taking for any dining or bar service you offer. Orders go straight to the kitchen or bar display.
Task management, shift tracking, and real-time notifications for your maintenance person, cleaning team, and site manager. Check tasks, update tickets, mark cleans complete — from any browser.
Pricing
Most serviced apartment operators fall into the Basic tier: up to 50 units (rooms) and 20 staff accounts. If you’re managing more than 50 units, the Professional tier covers up to 200 units for £399/month.
The important point: there is no feature gating. The guest portal, the maintenance SLA monitoring, the automated task assignment, the inventory tracking, the real-time updates — all included at every tier. You’re not paying for a “basic” version that’s missing the things you actually need. You get everything.
| Tier | Units | Staff | Monthly |
|---|---|---|---|
| B&B | Up to 10 | Up to 4 | £49/month |
| Basic Recommended | Up to 50 | Up to 20 | £99/month |
| Professional | Up to 200 | Up to 100 | £399/month |
| Enterprise | Up to 999 | Up to 999 | Contact us |
For a 30-unit serviced apartment block, that’s £99/month. For context, that’s less than one night’s revenue from a single unit in most UK cities. And it replaces the WhatsApp group, the booking spreadsheet, the maintenance notebook, the supply guessing game, and the 11pm worry about what you might have forgotten.
No setup fees. No contracts. Cancel anytime. Billed monthly through Stripe.
Full access, no credit card required.
Bridgewater Apartments, Manchester
Kate manages Bridgewater Apartments — 30 serviced units in a converted warehouse in Castlefield, Manchester. Most guests are corporate relocations and contractors on 2-to-12-week placements. Occupancy runs around 85%, average stay just over four weeks. It’s a solid business. Kate knows it could run better.
The operation ran on a spreadsheet for bookings, a WhatsApp group for guest communication, and Kate’s memory for everything else. Maintenance requests came in via WhatsApp at all hours. “The washing machine in 4B isn’t draining” at 10pm on a Sunday. She’d screenshot messages, forward them to Dave the maintenance contractor, and try to remember to follow up. Sometimes she forgot. Sometimes Dave forgot. Sometimes the guest sent a follow-up five days later and Kate would realise, with a sinking feeling, that nobody had been.
Housekeeping was a whiteboard in the supply cupboard. Maria, the head cleaner, checked it each morning for the week’s schedule. If a guest requested an extra clean, Kate would text Maria. If Kate forgot — because she was dealing with a check-in, or a supplier delivery, or Unit 17’s broken oven — the request fell through the gap.
The tipping point was a Google review from a guest who’d stayed six weeks: “Nice apartment, good location. But I reported a leak under the kitchen sink in my second week and it wasn’t fixed until my fifth week. Had to follow up three times. Felt like nobody was tracking it.” Kate knew he was right. Nobody was tracking it. She’d forwarded his WhatsApp to Dave, Dave had said he’d look at it, and it had disappeared into the noise. The guest left. He didn’t come back.
Kate set up Prisma on a quiet Monday. By Wednesday, she’d added all 30 units, invited her small team, and built the supply inventory. Thursday morning, a guest in Unit 9 reported a faulty light fitting through the portal. It became a maintenance ticket — logged, timestamped, assigned to Dave. Dave fixed it that afternoon. The guest got a notification. Six hours, report to resolution. No WhatsApp. No follow-up. No forgetting.
Within two weeks, the WhatsApp group went quiet. Not because Kate had banned it — because guests had discovered the portal. “Can I request a linen change for Thursday?” came through as a housekeeping task. “The dishwasher tablets have run out” appeared as a supply request. Maria opened the Housekeeping App each morning and saw her tasks — scheduled cleans, guest-requested refreshes, turnovers. The whiteboard stayed empty. Everything was in the app.
A month in, Kate opened the Manager Dashboard at 8am: 26 of 30 units occupied, two turnovers due this week, three maintenance tickets open (all under 48 hours old), housekeeping on schedule, two supply items flagged as low stock. Four minutes. She used to spend her first hour chasing information. Now she spent it making decisions.
The Google reviews shifted. The “had to chase them three times” complaints stopped. In their place: “Everything was handled quickly.” “Reported a problem and it was sorted the next day.” “Really well-managed building.” Kate printed one and stuck it on the wall where the housekeeping whiteboard used to be.
Kate printed one and stuck it on the wall where the housekeeping whiteboard used to be.
FAQ
Yes. Prisma’s room concept is flexible — each “room” is simply a bookable, manageable unit with its own profile. It works for hotel rooms, apartments, suites, studios, or any individual accommodation unit. Each unit gets its own maintenance history, its own inventory profile, and its own status tracking. You can name them however you like — “Unit 4B” or “Apartment 12” or “Studio 3” — the system doesn’t mind.
Prisma handles any stay length. Longer stays actually benefit more from several features: the guest portal becomes a sustained communication channel rather than a one-night novelty. Maintenance tracking with SLA monitoring prevents the slow-burn frustration of unresolved issues over multi-week stays. Housekeeping scheduling handles recurring tasks (weekly linen changes, mid-stay refreshes) alongside one-off turnovers. Guest profiles accumulate preferences and history over the length of stay.
Yes. The housekeeping system handles both scheduled and ad-hoc tasks. You can set up recurring cleans on whatever cycle suits your operation — weekly linen changes, fortnightly deep cleans, mid-stay refreshes — alongside one-off tasks like guest requests and turnover cleans. Your housekeeping team sees their full task list in the app each day, combining scheduled and requested work.
The portal works on any phone browser — guests access it through your property’s subdomain (e.g., bridgewater.prisma.cv). There’s no app to download and no account to create. For extended-stay guests, it becomes their ongoing connection to your operation: reporting issues, requesting supplies, asking for cleans, leaving feedback. It’s designed to be low-friction for repeat use — a guest reporting their third maintenance issue in a two-month stay shouldn’t feel like they’re filling out a form each time.
Prisma includes full booking management — you can create and manage reservations, handle check-ins and check-outs, and maintain guest profiles. It doesn’t replace channel managers like Booking.com or Airbnb for listing and distribution, but it handles the operational side once a booking is confirmed. Whether a guest found you on Booking.com, Airbnb, or through a direct corporate agreement, they get the same guest portal, the same maintenance tracking, and the same operational quality once they’re in one of your units.
Your guests aren’t passing through. They’re living in your buildings, working from your desks, cooking in your kitchens. They notice when things work and they really notice when things don’t. Prisma gives you the tools to manage that relationship properly — maintenance that’s tracked, housekeeping that’s scheduled, communication that doesn’t depend on someone checking WhatsApp. Your guests get a portal that treats them like residents, not tourists. You get a dashboard that shows you the full picture without a site visit.
Full access to every feature, no credit card required.
A free, honest review of how your serviced apartments currently run — or explore a fully working demo property.
Prisma is a UK hotel management platform with 10 purpose-built apps — designed for hotels, B&Bs, and serviced apartments. Pricing starts at £49/month with every feature included at every tier. Learn more at prisma.cv.
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