Vigil connects your bookings, guest messages, staff tasks, maintenance, reputation and daily reporting into one simple hotel operations layer.
The hotel, simplified.
Vigil is not another complicated dashboard. It is a calm operational assistant that notices, reminds, assigns, follows up and reports.
Guest messages
Answers FAQs, prepares replies, detects unhappy guests, and escalates sensitive messages to management.
Staff tasks
Creates housekeeping, maintenance, security and front-office tasks with clear instructions in the right language.
Bookings
Reads reservations from OTA, PMS or channel manager and turns them into arrivals, room prep and guest communication.
Maintenance
Tracks problems by room, asset and priority, so AC, water, internet, generator and room issues do not disappear.
Reputation
Flags complaint patterns before checkout and helps prepare review replies for Booking.com, Airbnb and Google.
Owner briefings
Sends simple daily summaries: arrivals, departures, incidents, staff follow-ups, revenue notes and tomorrow’s risks.
From first message to final review.
Vigil follows the guest experience in stages, so the team knows what should happen next.
Every department in one rhythm.
The system is built around real hotel life, not around software categories.
Front desk
Arrivals, departures, late check-ins, no-shows, guest documents, payment balance and handover notes.
Housekeeping
Room status, cleaning checklists, photo proof, minibar, linen, towel count and special room setup.
Food & beverage
Meal times, dietary notes, table bookings, kitchen briefings, minibar and room-service requests.
Security
Night briefings, gate rules, incident reports, patrol reminders and escalation contacts.
Maintenance
Room defects, AC, pumps, generator, internet, water, pool, lights and recurring service schedules.
Finance
Cash-up notes, unpaid balances, deposits, refunds, OTA commissions and daily revenue summary.
Simple launch process.
First we understand the hotel. Then we connect the tools. Then we train the team. Then Vigil starts working with supervision.
Audit
We map your property, staff, systems and daily pain points.
Digital twin
Rooms, staff, SOPs, assets and rules become structured data.
Connect
Bookings, Telegram, WhatsApp, PMS, email, sheets, cameras or other systems.
Train
Staff learn how to receive, complete and confirm tasks.
Go live
Vigil runs with approval rules and a clear fallback plan.
What we check before installation.
For you to easily prepare, you will receive a checklist form on your private implementation page.
Rooms, facilities, map
Room names, capacities, room types, public areas, property layout and standards.
Staff roster
Names, roles, phones, languages, shifts, managers and escalation structure.
Tools and logins
Booking.com, Airbnb, PMS, POS, accounting, WhatsApp, email, calendar and sheets.
How the hotel works
Check-in, cleaning, complaints, maintenance, emergencies, cash-up and reporting rules.
AI with boundaries.
The owner decides what Vigil can do automatically and what needs human approval.
Approval rules
- ✓ Draft guest replies, manager approves
- ✓ Auto-answer only safe FAQs
- ✓ Escalate complaints, refunds and sensitive issues
- ✓ Never change prices or approve refunds without permission
- ✓ Track staff tasks without replacing management judgement
When something goes offline.
Hotels have power cuts, weak WiFi and busy staff. The system must have a manual backup.
Fallbacks
- ✓ Backup WhatsApp group for urgent operations
- ✓ Manual housekeeping checklist if chat tools are unavailable
- ✓ Integration health check every morning
- ✓ Clear escalation tree for security, water, power and internet
- ✓ Owner alert if bookings, cameras or messages disconnect
Your hotel’s data stays your hotel’s data.
Your hotel remains the data controller. Vigil, operated by Tembla Limited, acts as your technology provider and data processor under a signed Data Processing Agreement — with UK/EU GDPR-aligned safeguards built into the platform, not bolted on.
Our Data Processing Agreement, privacy notice, AI safety policy and sub-processor list are available for your due diligence — request them at hello@vigil.works.
Our commitments
- ✓ No default access — Vigil staff cannot see your data; support access requires your approval, is time-limited, scoped, logged and revocable
- ✓ Strict tenant isolation — every hotel’s data is separated at the database level; cross-hotel access is structurally impossible
- ✓ Encrypted everywhere — data encrypted at rest and in transit, with encrypted daily backups hosted in the EU
- ✓ Full audit trail — every human and AI action is recorded: who, what, when and why
- ✓ AI with boundaries — your data is never used to train AI models, sensitive details are minimised before any AI processing, and high-risk actions always require human approval
- ✓ Your controls — role-based access, per-hotel data retention, export and deletion on request, and a documented breach-notification process
Begin with a hotel audit.
We map your hotel first, then build the system around your real staff, rooms, standards, tools and guest journey.