Kamaole Beach Club
Reservations · AI Operations
Monthly report
Engagement Report
August 1 to 31, 2026 · second edition · Malia live 85 days
5
Calls answered
0 missed, every call covered
1
Guest handed to on-call
live, on the same call
4 of 5
Check-in weeks on the system
August Saturdays with a published sheet
1,617
Deeded intervals
each now decoded to its calendar week
839
Owner records staged
41% with an email on file
Live
Owner portal
walkthrough edition, real login and interval maths
August was a build month. Behind a quiet phone line, 5 calls answered and none missed, the reservation system gained the pieces the owner portal depends on: every one of the 1,617 deeded intervals now decodes to its calendar week, 839 owner records are staged for confirmation, and the owner portal itself went live for the in-person walkthrough. The rebuilt reservation-system MVP is on schedule for the week of September 7.
Malia, the voice concierge
Answered every call in August. One guest who could not be verified was handed live to the on-call lead; two caller messages were captured and logged. Escalation path audited and hardened on August 28.
The reservation system
4 of 5 August check-in weeks published and serving Malia. The console now takes the two-page sheet straight from a phone, and three recurring sheet-reading defects are blocked in code rather than caught by hand.
The owner portal (live, walkthrough edition)
Real sign-in, the owner's own deeded weeks computed from the interval calendar, a one-press confirm, and the December 20 noon gate enforced on the server. Six example owners, ready for Patti to walk through.
What's inside
1  The reservation system 2  Malia, the after-hours line 3  Owner data and the portal 4  Built in August 5  Next steps
Kamaole Beach ClubEngagement Report · August 1 to 31, 20261 / 6
Section 01 of 05

The Reservation System

Four of five August weeks on the system, and the week that was not
4 of 5
Weeks published
August Saturdays with a live sheet
2
Sheet uploads parsed
plus 1 week entered by hand
4
Same-day amendments
room move, name corrections, reconciliations
Weeks in August
Week of Aug 112 parties · 38% avg occupancy
Week of Aug 86 parties · 19% avg occupancy
Week of Aug 155 parties · 16% avg occupancy
Week of Aug 22sheet not received
Week of Aug 297 parties · 22% avg occupancy
July reference · week of Jul 2510 parties · 25%
Occupancy is what the check-in sheet itself records: booked parties per unit, averaged across the nights of each published week. August runs quieter than the June launch week (53%) and in line with late July (25%).
How August ran
Weeks published by Lonely Pine for the office4 of 4
Office sign-ins to the console in August0  last sign-in Jul 28
Pages per sheet the console now accepts2  grid + Arrival Summary, since Aug 25
Sheet pages stored with their week2
Every August week was published on the office's behalf, so the console has not yet been exercised by KBC staff. The two-page upload was the piece stopping that: Patti photographs both pages on a phone, and until August 25 the console could only hold one. A first upload by the office is on the September walkthrough agenda.
The one week without a sheet, Aug 22 to 29, is also the week a guest could not be verified (Section 2). When a sheet does not reach the system, Malia falls back to the master schedule, which lists fixed owners only: renters, exchange guests and owners' guests are invisible to her. A six-week stay now in C-102 exists on no document except the weekly sheet, so a missed week is the one thing that can leave a guest unverifiable mid-stay. Section 5 proposes the fix.
Safeguards added in August
Kamaole Beach ClubEngagement Report · August 1 to 31, 20262 / 6
Section 02 of 05

Malia, the After-Hours Line

Every call answered, and the first full month of call-by-call detail
5
Calls answered
0 missed · July: 8
2m 11s
Avg call length
connected calls · July: 1m 24s
1
Handed to on-call
answered live by Lance · July: 2
2
Unique guest callers
July: 3
0%
Outside office hours
both guest calls came in daytime
3
Brief calls
under 10 seconds · 2 were our own tests
Calls by week
Aug 1
2
Aug 8
2
Aug 15
1
Aug 22
Aug 29
A quiet month on the line. Since launch on June 8: 22 calls answered, 0 missed, 9 unique guest callers, 3 live hand-offs to on-call. 2 of August's 5 calls were our own test calls; one of those met a voice-provider outage on August 13 and was retried.
Call detail · first full month captured
Verification attempts1
  verified, door code released0
  refused, unit not on the published list1
Guests handed live to on-call1
Caller messages captured2
Captured: 1 cancellation request (a guest whose flight was cancelled, Aug 15) and 1 lockout (Aug 28). Every call since late July writes its outcome to the operations database; these are the first month's figures, and they reconcile exactly with the phone line's own log.
What happened on August 28
A guest called at 11:16 AM needing help with the lockbox for B-107. The Aug 22 sheet had not reached the system, so the published list for that week did not carry the unit. Malia refused the door code, told the guest she was connecting them to Lance, logged the lockout, stayed on the line, and handed the call to Lance, who answered. That is the designed behaviour: no code without a match, and a guest who cannot get in always reaches a person.
How a door code is released
  • The guest gives the last name on the booking and the unit they are staying in.
  • Both must match the published reservation list - a name alone is never enough.
  • No match means no code: the guest is connected live to the on-call lead, never stranded.
  • Another guest's name, unit or details are never revealed, under any circumstances.
Kamaole Beach ClubEngagement Report · August 1 to 31, 20263 / 6
Section 03 of 05

Owner Data and the Portal

The calendar is derived, the records are staged, the portal is live
1,617
Deeded intervals
1,617 decoded to a calendar week
839
Owner records
on the August 2026 owner list
41%
Owners with an email
344 of 839 · the portal invitation list
What the ownership records show
Biennial deeds (every-other-year weeks)196
Association-owned intervals (rental inventory)140
Deeds linked to an owner record1,477
Owner records awaiting confirmation839 of 839
Deeds with fixed-or-floating confirmed0 of 1,617
Restated from July. July's edition counted 913 owner names with 45% carrying an email, on the May 2025 list. August counts 839 owner records on the August 2026 list, after merging one person's several deeds, with 41% carrying an email. 111 intervals changed hands between the two lists; the association's inventory moved from 153 to 140.
Who stayed, in August's published weeks
Owner's guest
14
Owner in residence
9
Exchange (RCI / II)
5
Fixed-time owner
1
Booked parties by type across the four published August weeks, from the sheet's own status codes. One label is corrected from July: FTO on the sheet means fixed-time owner, not floating.
The interval calendar was derived in-house on August 13. The interval code is a formula, not a lookup: each unit holds 49 intervals, A1 through X2 plus the Christmas package, and the code's position gives the week. Validated against Patti's 2028 fixed-time sheet, where 30 of 33 clean blocks land within a day. Two one-line confirmations from KBC (Section 5) turn a fitted calendar into a settled one. The binding constraint on owner sign-in is now email coverage: 495 owners have no address on record and cannot receive credentials.
Live in the owner portal today
  • Sign in with email and password; no pre-registration, no emailed links.
  • See exactly the weeks you hold, computed from your deeds, and confirm them in one press.
  • Split or move weeks with a block builder; moving off a deeded date is shown as the fixed-to-float election it is, for that year only.
  • The December 20 noon gate is enforced on the server; being early is not possible.
  • The office sees requests in strict arrival order, with the renter flag.
Before real owners sign in
  • The owner-by-owner confirmation session with Patti (the review queue is built for it).
  • Office-entered requests for owners who phone in, so one queue keeps one order.
  • Password resets by phone through the office, and the January round's own opening.
  • Pointing the portal from its walkthrough database at the real owner records.
Kamaole Beach ClubEngagement Report · August 1 to 31, 20264 / 6
Section 04 of 05

Built in August

What shipped, dated, and what it measures
11
Reservation-system deploys
each health-checked with Malia live
4
Database migrations
deeds, review queue, owner portal, sheet pages
235
Automated tests passing
18 test files, from 7 at the end of July
August, dated
Aug 3  Booking rules became the data model
The interval-ownership rules from the Aug 1 and 2 call encoded: all 1,617 deeds registered, fixed-to-float one way per year, biennial parity locked, the Christmas package handled. PDF upload, hand-created weeks and amendment rules shipped the same day.
Aug 7  Week of Aug 8 published
Both pages of the sheet became the rule after a one-page upload misread stay windows.
Aug 13  Interval calendar derived, owner records built, review queue open
The interval code decodes to a formula, validated against the 2028 sheet; every deed carries its week. 839 owner records staged, review queue live, registry refreshed to the August owner list (111 intervals changed hands).
Aug 15  Hardening
Every voice endpoint requires a secret, door-code lookups are rate-limited, and crisis-response guidance added to Malia.
Aug 25  Owner portal live, two-page upload, parse defects blocked in code
Real sign-in, own-weeks confirm, block builder, server-side noon gate, office request queue. Multi-page sheets. Cancelled rows, overlapping pairs and non-occupant names handled automatically.
Aug 28  Escalation hardened, week of Aug 29 published
Warm transfer with a fallback, a message captured before every transfer, no failure path offers a morning callback. Two-page sheet for Aug 29 to Sep 5 published.
By the numbers
Changes committed to the KBC codebase15
Files touched69
Lines added to the reservation worker4,352
Automated tests, Aug 13 → Aug 31186 → 235
Everything above is in a codebase KBC owns, with the audit trail, migrations and tests alongside it.
What the tests pin down
  • A non-occupant name can never verify for a door code.
  • No failure path in the lockout flow ever offers a morning callback.
  • Owner sessions and staff sessions can never reach each other's routes.
  • A deed registry can never act as an access list.
  • The sheet parser uses a current model, so a retired one can never fail silently again.
Kamaole Beach ClubEngagement Report · August 1 to 31, 20265 / 6
Section 05 of 05

Next Steps and What's Coming

The September MVP, and the road to December 20
The build plan
Sprint 0  through Jul 31
Console live, photo-to-publish flow, weekly sheet on the systemShipped
Sprint 1  Aug 1 to 15
Booking rules encoded, interval calendar derived, owner records and review queueShipped
Sprint 2  Aug 16 to 29
Owner portal live (walkthrough edition), two-page upload, escalation hardened; the website beta moved to the separate proposalShipped
Sprint 3  Aug 30 to Sep 9
In-person walkthrough with Patti, testing, hardeningIn progress
Week of Sep 7  milestone
Working reservation-system MVP presentedMilestone
September  next
Owner-by-owner confirmation session; fixed vs floating settled; unit types filledPlanned
Oct to Nov  next
Portal pointed at real owners; invitations to the owners with an email on filePlanned
Dec 20, noon HST  milestone
First live booking round for the 2028 use year, Lonely Pine on MauiMilestone
What we need from KBC
  • One line confirming FTO on the schedule means fixed-time owner.
  • One line confirming interval A1 starts the second Saturday of the use year.
  • The unit-type worksheet: which units are townhouse or loft.
  • Owner email addresses as the office collects them; 495 owners still have none.
  • Who at the office should receive Malia's captured messages; today they route to Lonely Pine for relay.
  • Every week's sheet, or a standing record for long stays, so no guest goes unverifiable mid-stay.
Coming up
  • This week: the walkthrough. The owner portal on six example owners, the review queue, and a first sheet upload by the office.
  • September: the confirmation session turns 839 staged records into confirmed owners, and unlocks fixed-to-float elections.
  • Before December 20: real owners in the portal, the office's request entry, phone-based resets, and a manual fallback agreed for year one.
  • Scoped separately: the kbcmaui.net website and a rentals booking site, as their own proposal, not inside the current retainer.
Prepared by Lonely Pine AI
Prepared for Patti Ihu-Rodrigues · Kamaole Beach Club · August 1 to 31, 2026. Call figures are from the phone line's own records; reservation, owner and verification figures are from the KBC operations database; build figures are from the KBC codebase. Nothing in this report is estimated.
Kamaole Beach ClubEngagement Report · August 1 to 31, 20266 / 6