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Homestays · CRM

Keep every enquiry and past guest in one place the family can open.

A CRM for a homestay is one record of every enquiry, booking and past guest, kept where the family can see who needs an answer and who might come back. GullySales sets up a simple version, a sheet or a light tool, around how the house really takes bookings.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

A homestay host welcomes guests on a veranda

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for homestays

Sales and marketing for homestays, the overview.

Last updated 18 Oct 2026.

For homestays

Where it usually goes wrong, and what we would do.

  • “Messages live in three apps and one head”

    Airbnb, WhatsApp and the phone each hold a part of the story, and the host holds the rest from memory. When the host is busy with guests, nobody can say who asked about the festival weekend or who is still waiting for a rate.

  • “A tool bigger than the house is never opened”

    A host with four rooms will not log into a heavy system after a day of cooking. A sheet with a row for each enquiry and a column for what happens next will be kept up, and a system that is not kept up is worse than none.

  • “Past guests are the cheapest bookings”

    A family that stayed last October will return if asked at the right moment. Without a record of who came, when and for what, the host cannot remember to write, and the guest books somewhere else.

  • “Notes decide the welcome”

    That a guest does not eat onions, uses a walker or came for a birthday is what turns a stay into a story told to friends. Written beside the booking, the note reaches whoever greets the guest, even if it is not the host.

What we do

What we deliver for homestays.

The work available for this need. We agree the deliverables and responsibilities for your engagement in writing.

  1. A single sheet for enquiries and bookings

    One sheet with the guest, dates, source, status, advance paid and next step, kept the same way for every message.

    Result: Anyone in the family can open it and see what is pending.

  2. A guest record with preferences

    A row for each guest with their stays, food choices, special occasions and anything the host promised.

    Result: Each returning guest is greeted with what they like.

  3. Source tags that stay honest

    A tag on each record for Google, Airbnb, Booking.com, WhatsApp or referral, so the sources can be counted later.

    Result: You can count bookings by source from the sheet.

  4. A reminder habit the family can keep

    A short routine of checking the sheet at a set time, with a name beside each next step.

    Result: Each pending enquiry has an owner and a next step.

  5. Consent and privacy habits

    Guest details kept only for the stay and for messages the guest agreed to, stored in a place only the family opens.

    Result: Guest contacts are kept with consent and only the family can open the file.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Fields worth keeping

A homestay guest sheet needs only the fields the family will actually fill in.

A sheet the family opens is better than a tool nobody uses. Every field below is filled by a person at the house.

Guest name and the number they use on WhatsApp
Filled by whoever takes the enquiry. Lets the host greet a returning guest by name and message them when a date opens.
Source of the booking
Filled when the room is held. Shows whether Airbnb, a friend or the direct page sent the guest, so the host can see where commission is paid.
Room, dates and advance received
Filled by the host who takes the UPI payment. Stops two guests being promised the same room and records what balance is due.
Food notes and allergies
Filled by the cook after speaking to the guest. Lets the kitchen plan the first meal and prevents a mistake that spoils the stay.
Children's ages and any elderly traveller
Filled at enquiry. Decides which room is offered and whether the host mentions steps, a cot or an extra bed.
What the guest loved and what they noted
Filled at checkout from a short chat. Gives the welcome message next time and a plain record of anything to fix.

Who it is for

This is written for these homestays.

  • Coffee and spice estate homestays in Coorg, Chikmagalur and Wayanad
  • Village and farmland homestays near Mysuru, Hampi and Kabini
  • Heritage house and old town homestays in Kochi, Jaipur and Pondicherry
  • Hill-station homestays in Himachal, Uttarakhand and the North East
  • City homestays in Bengaluru, Pune and Delhi for business visitors
  • Beach and coastal homestays in Konkan, Gokarna and Kerala
  • Homestays registered under a state tourism scheme
  • Single-room host-family stays within a larger family home

Not for

It is not the right fit if.

  • You get a handful of bookings a season and a paper register already holds every name, so a sheet would only copy it
  • No one in the family will open the sheet after the first week, and a tool that nobody reads is worse than a notebook
  • You are not ready to explain to guests why their numbers are kept, and the sheet would hold data without a clear purpose

Before you decide

Agree the work. Know how to judge it.

CRM for homestays: use these checks to prepare, choose the scope, and review what changes.

Bring the right evidence

List the records your team uses and show how an enquiry becomes an order today. Bring examples of duplicate entries, missing owners, and reports that require manual correction.

Make the scope clear

Agree the stages, required fields, access roles, and integrations before configuring the system. Separate software subscriptions from setup, data work, and training.

Check the work in use

Ask the people who will use the CRM to complete a real handover and find the next action without help. Check that the management report can be traced back to individual records.

Know when to change course

If the process is unclear, buying a more complex CRM adds more places for confusion. Start with the minimum fields and rules the team can use consistently.

These are discussion points, not a fixed package. GullySales confirms the deliverables, responsibilities, fee, and term in writing after reading your brief and speaking with you.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Sales journey agreement

    Your sales lead explains how an enquiry becomes an order, using open deals as examples. We agree which steps belong in the CRM and identify decisions needing your approval.

  2. 2

    Configuration approval

    You approve stage definitions, required fields, ownership rules, and access. Unresolved choices are settled before configuration starts.

  3. 3

    Test environment decision

    We confirm whether your plan provides a trial copy or separate pipeline. Where neither is available, changes to the live system need an agreed approach before work proceeds.

  4. 4

    Connection and rule checks

    Enquiry connections are checked before automations are activated separately. Your nominated owner verifies where records arrive and which person receives each task.

  5. 5

    Sales team acceptance

    The people handling enquiries test open deals from entry through closure. Required corrections are resolved before you approve the switch.

  6. 6

    Switch and ownership handover

    The agreed configuration goes into use, and your CRM owner receives the final record. Any post-switch corrections included in the scope are documented before handover closes.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Do we need paid CRM software?
Not at first. A well-kept sheet does the job for a small house. A paid tool becomes worth it when several people share the replies and the sheet is overflowing.
Can we link it to WhatsApp?
WhatsApp Business has labels and quick replies that serve as a light CRM. Check the platform's current rules before connecting any outside tool to the number guests use.
Is it safe to keep guest details?
Keep only what you need, with the guest's agreement, and do not share it. Identity details collected at check-in are kept separately and as the local rules require; check with your own adviser.
Who in the family should own the guest sheet?
One person, ideally the one who answers the phone. A sheet with three editors gets three styles and gaps. That person fills it as the enquiry arrives, and the rest of the family reads it before they speak to a guest or plan a meal.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for homestays.

All articles

More for homestays

Related work to consider.

Closest to this: leads and follow-up

Also for homestays

Or start from the overview: sales and marketing for homestays.

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