Hospitality / lodge operations
A purpose-built admin portal for a remote fly-in fishing lodge: capacity is computed instead of recalculated by hand, group rosters and balances surface themselves weeks early, and changeover day runs off a live queue.
Anonymized client build . Tidehaven Lodge
The challenge
The client is a remote, fly-in wilderness fishing lodge on the Pacific coast. The season is short and intense, back-to-back multi-night trips from June to late July, where every stay involves group bookings, floatplane flights, guide assignments, room turnovers, and a hard capacity ceiling set by the lodge’s rooms.
Operations lived in spreadsheets, email threads, and the heads of a few veteran staff. The pain compounded at three points. Capacity math: trip capacity derives from the room pool, so every booking decision had to be checked by hand against how many spots a trip actually has. Group bookings: a coordinator books a dozen guests months out, but names trickle in over weeks, and rosters, payments, and flight manifests all depend on knowing who is actually coming. Turnover days: departures fly out, arrivals fly in, and housekeeping has hours to flip the rooms while maintenance issues compete for the same window.
How we solved it
We built one admin portal covering the lodge’s entire operating loop, bookings, requests, availability, guides, guests, flights, maintenance, inventory, and reports, anchored by three core surfaces.
The season at a glance: trip progress, spots booked against the season pool, and occupancy, alongside today’s arrivals and departures with floatplane slots and status, and live maintenance and housekeeping queues for changeover day.
Every booking in one filterable table, coordinator, trip period, package, and guest count, with roster-completion bars and status and payment chips that make "names missing" and "unpaid" visible at a glance. A booking drawer opens the full guest roster, named and unnamed slots, balance, and flight assignment.
The capacity model made explicit: active rooms derive the per-trip spot pool, a season timeline shows every trip’s fill, and per-trip bars split spots into booked, held, and open. Staff can generate a full season of trip windows in one action and adjust individual periods from there.
Why it matters
The portal replaces the spreadsheet-and-memory system with one source of truth: capacity is computed, not recalculated by hand, incomplete rosters and unpaid balances surface themselves weeks before they become flight-manifest problems, and changeover day runs off a live queue instead of a morning huddle.
Outcome metrics available on request, once the client’s numbers are cleared for publication.
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