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Co-living / Shared Space Mgmt
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Co-living / Shared Space Mgmt · Available now

Keep every stay and shared space in view.

A property team can take a stay from a requested booking to check-out while keeping the booking party, assigned resource, arrival and departure dates, nightly rate and party size together. Property Manager maintains residents, resources and dated rate plans.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewRequested stays
Co-living / Shared Space Mgmt · Bookings

Requested stays

confirmed waits for the property manager

New booking
Bookings in view
6
Total guest count
149
Requested
6
Reservation numberGuestUnitArrival dateDeparture dateGuest count
BKN-44149Mateo ChenDesk 18, window04 Nov09 Nov13
BKN-17703Lina OkoroStudio 310, kitchenette19 Oct26 Oct37
BKN-40047Kenji DuarteDesk 18, window16 Oct25 Oct14
BKN-31759Emil NavarroWorkshop room Birch02 Nov06 Nov36
BKN-93613Mateo ChenWorkshop room Birch22 Oct26 Oct23
6 of 6 records
Mateo ChenBookings · BKN-44149
Requested
UnitDesk 18, window
Arrival date04 Nov
Departure date09 Nov
Guest count13
Confirm the bookingBKN-44149 · Mateo Chen

Property Manager checks capacity and overlapping nights before confirming the eligible stay.

Waiting for Property Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
12
Roles with set permissions
5
Reports and dashboards
8
Features

See the stay and its linked work

Every feature works on the same records. Pick one to see the screen your team works in.

Stays and residents

Keep the booking party, stay dates, assigned space and reservation state together.

  • Resident identity
  • Stay decision
  • Arrival and departure
  • Residents
  • Bookings
  • Resources
  • Rate plans
Explore stays and residents
OverviewConfirmed arrivals
Co-living / Shared Space Mgmt · Stays and residents

Confirmed arrivals

Checked in waits for the property manager

New
Reservation numberGuestUnitArrival dateDeparture dateStatus
BKN-20118Nora HaddadDesk 18, window20 Oct29 OctConfirmed
BKN-52288Sofia IversDesk 18, window01 Nov09 NovConfirmed
BKN-94588Emil NavarroStudio 310, kitchenette03 Nov07 NovConfirmed
BKN-71373Lina OkoroStudio 310, kitchenette25 Oct27 OctConfirmed
BKN-75161Zara MensahRoom 204, queen11 Oct18 OctConfirmed
6 of 6 records
Nora HaddadBookings · BKN-20118
Confirmed
UnitDesk 18, window
Arrival date20 Oct
Departure date29 Oct
Example screen with sample data
Process

Follow the resident from request to turnover

From request to ready resource ships ready to use. 2 steps need a named approval before the work moves on: Confirm the booking (Property Manager) and Reconcile the account (Finance Officer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request a stay

    Capture the resident, dates, party size and intended resource.

    Mateo ChenBKN-44149 · Property Manager
    Request a stayBy Property Manager

  2. Confirm the booking

    Review capacity and overlapping nights before the property manager confirms the stay.

    Mateo ChenBKN-44149 · Operations Reviewer
    Confirm the bookingBy Operations Reviewer
    ApprovalProperty Manager checks capacity and overlapping nights before confirming the eligible stay.

  3. Check in the resident

    Use the confirmed reservation and mark the space occupied.

    Mateo ChenBKN-44149 · Property Manager
    Check in the residentBy Property Manager

  4. Deliver amenities and service

    Link outlet visits and assigned tasks to the stay.

    Mateo ChenBKN-44149 · Property Manager
    Deliver amenities and serviceBy Property Manager

  5. Reconcile the account

    Review posted charges against confirmed payment evidence.

    Mateo ChenBKN-44149 · Finance Officer
    Reconcile the accountBy Finance Officer
    ApprovalFinance Officer reviews posted charges and confirmed receipts, then acknowledges any outstanding balance.

  6. Check out and ready the resource

    Close the stay, clean the space and inspect it before release.

    Mateo ChenBKN-44149 · Property Manager
    Check out and ready the resourceBy Property Manager

Start with Reservation and arrival

Inside a record

Connect payment and accounting handoffs

Open any booking to see its amenity bookings, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Unit, Arrival date, Departure date and Guest count.

  2. 2
    Amenity bookings

    Each line is linked to this booking.

  3. 3
    Who works on it

    Property Manager, Finance Officer and Front Desk Agent, each with their own permissions.

  4. 4
    Process stages

    Request a stay and Deliver amenities and service, with the role that acts.

  5. 5
    Approvals

    Confirm the booking and Reconcile the account, with who decides.

Requested staysMateo Chen
Co-living / Shared Space Mgmt · Bookings

Mateo Chen

Desk 18, window · Requested

Log activity
1
Record details
UnitDesk 18, window
Arrival date04 Nov
Departure date09 Nov
Guest count13
2
Amenity bookings

Mateo Chen

Booking numberOutlet typeOutlet name
AB-33989RestaurantCedar meeting room, Monday morning
AB-46098SpaRoof terrace, Friday evening
AB-67522RestaurantBirch workshop, Wednesday afternoon
Amenity bookings
6
Total guest count
136
3

Who works on it

  • Property ManagerManage amenity bookings, Bookings, rate plans, Residents…
  • Finance OfficerManage amenity charges, booking charges, payment evidence
  • Front Desk AgentManage amenity bookings, service tasks
4

Process stages

  • Request a stayProperty Manager, Front Desk Agent
  • Deliver amenities and serviceProperty Manager, Front Desk Agent
5

Approvals

  • Confirm the bookingProperty Manager
    Approved
  • Reconcile the accountFinance Officer
    Waiting
Example screen with sample data
Approvals

Put important decisions with the right person

Operations Reviewer inspects the linked evidence before eligible outcomes are authorized.

OverviewApprovals
Co-living / Shared Space Mgmt · Overview

Approvals

Signed in as Property Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • AC-84857Laundry service, Room 204
    Nora Haddad, Studio 310, month stayRequested by Property Manager
    Draft2dActions
  • AC-41131Breakfast package, Studio 310
    Mateo Chen, Desk 18, weekday passRequested by Property Manager
    Draft3dActions
  • AC-28767Bike storage, Room 208
    Sofia Ivers, Suite 412, family stayRequested by Property Manager
    Draft4dActions
  • AC-68567Workshop supplies, Birch room
    Lina Okoro, Room 204, October stayRequested by Property Manager
    Draft3dActions

Who approves what

DecisionApprover
Confirm the bookingReview capacity and overlapping nights before the property manager confirms the stay.Property Manager
Reconcile the accountReview posted charges against confirmed payment evidence.Finance Officer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Co-living / Shared Space Mgmt to the work that is theirs. Pick a role to see what it starts with.

Property Manager

Owns stays and service setup, planning and assigned operational work.

This is the first screen this role sees.

OverviewOpen service work

Open service work

Service tasks · Property Manager

Cleaning2
Suite 412, two bedroomMateo Chen, Desk 18, weekday pass
26 Oct
Meeting room CedarZara Mensah, Room 208, week stay
27 Oct
Add
Maintenance2
Suite 412, two bedroomNora Haddad, Studio 310, month stay
30 Oct
Room 204, queenLina Okoro, Room 204, October stay
16 Oct
Add
Guest service2
Studio 310, kitchenetteZara Mensah, Room 208, week stay
23 Oct
Meeting room CedarNora Haddad, Studio 310, month stay
22 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Read the operational picture

Read reservation, resource, service and account activity from their source records.

Overview
Co-living / Shared Space Mgmt · Overview

Co-living / Shared Space Mgmt dashboard

This quarter

Service tasks in view
6
Cleaning
2
Maintenance
2
Guest service
2

Bookings by status

How far records got this quarter

StageReachedStep
Requested40
Confirmed2460%
Checked in1458%
Checked out643%

Guest count by status

Sample totals per stage

9.0k0
3.0kRequested
7.0kConfirmed
4.0kChecked in
7.0kChecked out
9.0kCancelled
Example screen with sample data
  1. 01Booking status mix

    Count reservations by Status across the selected arrival period.

  2. 02Resource status mix

    Count bookable units by Status and unit type.

  3. 03Arrival and departure schedule

    List Bookings by arrival date, departure date, Unit and Guest.

  4. 04Service work by unit

    Group service tasks by Unit, task type and Status.

  5. 05Amenity demand

    Compare amenity bookings by outlet type and starts at.

  6. 06Charge register

    Group booking charges and amenity charges by Reservation and Status.

  7. 07Payment evidence register

    Review payment evidence by received at, Status and Amount.

  8. 08Rate plan periods

    Compare rate plans by unit type, starts at, ends at and nightly rate.

All reports and dashboards

Who it's for

Fit the way your property runs

See how Co-living / Shared Space Mgmt fits your kind of team.

Co-living properties

Coordinate resident stays, shared facilities and room turnover at a co-living property.

Serviced stays

Run booked rooms and guest service work from arrival through account review.

Mixed-use properties

Coordinate rooms and shared facilities through one reservation and resource picture.

Controls

Keep every amount tied to its stay

Each stage, from request to ready resource, names the role that acts and the status it records, so a change is never anonymous.

OverviewFrom request to ready resource
Co-living / Shared Space Mgmt · Process

From request to ready resource

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
2
Roles involved
4
Tables touched
8
Confirm the bookingApproval
Operations Reviewer, Property Manager
StatusRequested → Confirmed
Check in the resident
Property Manager, Front Desk Agent
StatusConfirmed → checked in
RecordsResources
Deliver amenities and service
Property Manager, Front Desk Agent
StatusOpen → Assigned → in progress → Completed
RecordsAmenity bookings, Service tasks, Bookings
From request to ready resource
  1. Start
    Confirm the bookingRequested → Confirmed
    Operations Reviewer
  2. Step
    Check in the residentConfirmed → checked in
    Resources
  3. Step
    Deliver amenities and serviceOpen → Assigned → in progress → Completed
    Amenity bookings
  4. Step
    Review the accountDraft → Posted
    Payment evidence
  5. Approval
    Reconcile the accountFinance Officer
    Payment evidence
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the next review

Ask Proto to help your team configure and inspect the property workflow.

It can

  • Property Manager: Find confirmed arrivals whose assigned resources still show Cleaning or Maintenance.
  • Front Desk Agent: Prepare a review of requested stays with their resident, dates, unit and guest count.
  • Finance Officer: Summarize posted reservation charges beside confirmed payment evidence for account review.
  • Operations Reviewer: Show the reservation and outlet context for draft amenity charges awaiting a decision.

Stays with a person

  • A confirmation needs an authorized person to resolve capacity and date conflicts.
  • An account needs a finance review of posted charges and confirmed receipts.
  • A room needs inspection before its state is changed to Available.
  • Proto can help locate and organize the records, while the responsible role makes those decisions.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Co-living / Shared Space Mgmt
  • Payment service
  • Accounting ledger
  • Resident communication
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Stays and residents4
  • Resources and rates4
  • Shared amenities4
  • Service work5
  • Charges and payments5
  • Operations overview7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Define the operating scope

    Choose the rooms and shared facilities to represent, the booking parties to migrate and the staff who will work each handoff.

  2. Load the foundations

    Enter residents, resources, team members and dated rate plans. Check codes, capacities, user links and rate boundaries.

  3. Rehearse the stay

    Capture a requested booking, review a date conflict, confirm an eligible space and check in the resident.

  4. Rehearse linked work

    Add an amenity visit, service task, charge and payment evidence to the same reservation. Review the account and turn the room over after checkout.

  5. Agree release checks

    Have the desk, property manager, finance officer and reviewer each verify their own screens and decisions.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Co-living / Shared Space Mgmt.

All questions
How do I get started?

Click Get started, then use Proto to configure Co-living / Shared Space Mgmt for your business. Start with one property, its resources and rates, then rehearse one booking through checkout and turnover.

Who maintains room availability?

Property Manager maintains resource condition and reviews stay intervals before confirming a booking. Cleaning and maintenance work should be checked before a room is returned to Available.

Can I book shared facilities?

An amenity booking records restaurant or spa visits attached to a reservation. The outlet name, visit start and guest count keep the request clear to the desk and property manager.

How are amenity charges handled?

Finance Officer prepares an amenity charge draft against the stay. Operations Reviewer inspects the linked context before an eligible amount is posted.

Can staff assign cleaning work?

A service task links the task type, due date, unit, reservation and assigned team member. Property Manager reviews progress and completion.

Where do resident details live?

The resident record stores the booking party's name and contact details. The booking links that party to a resource and the stay dates.

How do I review payments?

Payment evidence holds the receipt date, amount, reference and status for the reservation. Finance Officer compares confirmed evidence with posted charges.

What happens at checkout?

Finance Officer reviews the account. Property Manager records the stay as checked out and moves the occupied resource to Cleaning before it can be reviewed for availability.

Can the property use its current accounting system?

Agree a connection for posted charges, confirmed receipts and refunds during setup. Keep the reservation reference intact across the handoff so finance can reconcile the account.

Set up Co-living / Shared Space Mgmt your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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