Kamaole Beach Club
Reservations · AI Operations
Monthly report
Engagement Report
June 8 to July 31, 2026 · first 54 days
17
Calls answered
zero missed, every night covered
1m 34s
Avg call length
2
Live transfers to on-call
emergencies reached a person
3
Check-in weeks on the system
including the week ahead
1,617
Deeded intervals mapped
913
Owners identified
45% with an email on file
In its first 54 days, KBC's AI operations answered every after-hours call with no on-call burden on staff, moved the weekly check-in sheet onto a reservation system KBC owns, and mapped all 1,617 deeded intervals across 913 owners - the foundation for the owner portal. The rebuilt reservation-system MVP is on track for the week of September 7.
Malia, the voice concierge
Answering the after-hours line since June 8. Verifies every guest against the reservation list before a door code is spoken, and hands emergencies to the on-call lead live.
The reservation system
The weekly check-in sheet now flows through a staff console KBC owns: upload, AI parse, review, publish - with an audit trail on every change.
The owner portal (in build)
All 1,617 deeded intervals are mapped and staged. Owner logins and online reservations arrive with the September MVP.
What's inside
1  The reservation system 2  Malia, the after-hours line 3  Owner data readiness 4  Roadmap
Kamaole Beach ClubEngagement Report · Jun 8 to Jul 31, 20261 / 5
Section 01 of 04

The Reservation System Rebuild

From a paper sheet to a system KBC owns
3
Weeks published
live and serving Malia
3
Sheet uploads parsed
PDF and photo, end to end
2
Mid-week amendments
room moves applied same day
How the weekly sheet flows now
1   Upload
Patti photographs or saves the weekly sheet - PDF or photo, either works
2   AI parse
The sheet is read into structured reservations automatically
3   Review
The office checks and edits every row before anything goes live
4   Publish
One click makes it the live week - with a full audit trail
5   Serve
Malia verifies guests against the published week, all night
Weeks in this period
Week of Jun 622 parties · 53% avg occupancy
Week of Jul 2510 parties · 25% avg occupancy
Occupancy here is what the check-in sheet itself records: booked parties per unit, averaged across the nights of each published week. As more weeks flow through the dashboard this becomes a season-over-season trend line.
The console
kbc-dashboard.pages.devlive
Staff sign in with a magic link - no passwords to manage. Every upload, edit, publish and amendment is written to an audit log, and published weeks become immutable history.
The Saturday sheet used to live on paper and in one person's head. It now flows through a review-and-publish pipeline with an audit trail - and the same published data that runs the dashboard is what Malia uses to verify guests at 11 PM.
Safeguards built in this period
Kamaole Beach ClubEngagement Report · Jun 8 to Jul 31, 20262 / 5
Section 02 of 04

Malia, the After-Hours Line

Every night covered, and door codes only for verified guests
17
Calls answered
0 missed
1m 34s
Avg call length
54%
Outside office hours
before 8 AM or after 5 PM
7
Unique guest callers
2
Transfers to on-call
warm hand-offs to Lance
2
Brief calls
under 10 seconds
Calls by week
1
Jun 6
7
Jun 13
Jun 20
1
Jun 27
1
Jul 4
6
Jul 11
1
Jul 18
Jul 25
An after-hours line for a 32-unit property is meant to be low-volume - what matters is that when the call comes at 11 PM, it is answered, verified, and resolved. 3 of the 17 calls were team test calls during rollout.
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.
Detailed capture is now on
Instrumented sinceJuly 28
As of late July, every call now writes its verification outcome, lockout capture and after-hours question to the operations database - including attempts where the name and unit did not match. The August report will carry the first full month of that detail: verified check-ins, refused mismatches, and morning-triage captures for the office, by type.
Kamaole Beach ClubEngagement Report · Jun 8 to Jul 31, 20263 / 5
Section 03 of 04

Owner Data and Portal Readiness

The groundwork for owner logins and online reservations
1,617
Deeded intervals
across 31 deeded units
913
Distinct owners
45%
Owners with an email
the portal invitation list
What the ownership records show
Biennial deeds (every-other-year weeks)196
Association-owned intervals (rental inventory)153
Owners reachable by email today~411
KBC is interval ownership: a deed grants a week, and the office assigns the unit. The portal is being modeled that way from day one - deeds and unit assignments as two separate records - so owner logins show exactly the weeks they hold, and nothing else.
Who stayed, in the published weeks
Owner in residence
14
Exchange (RCI / II)
6
Rental pool
5
Owner's guest
3
Floating-time owner
3
Other
1
Booked parties by type across the weeks published in this period, straight from the check-in sheet's own status codes.
The one missing piece is the interval calendar - the office document that maps an interval code like A1 or F2 to its calendar week. With it, every deed connects to real dates and the owner portal can grant access safely. Without it, owner logins stay blocked. It is the single highest-leverage item KBC can provide this month.
What the portal will do for owners
  • Sign in and see exactly the weeks they hold - fixed, floating or biennial.
  • Confirm an upcoming stay or release a week to the rental pool online.
  • Reach the office in writing, with everything tied to their record.
What it will do for the office
  • Fewer phone calls asking "which week is mine this year?"
  • One system of record instead of the sheet, the binder and memory.
  • An email channel to the 45% of owners already reachable - and growing.
Kamaole Beach ClubEngagement Report · Jun 8 to Jul 31, 20264 / 5
Section 04 of 04

Roadmap and What's Next

The path to the September 7 MVP
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
Admin completeness + owner records loaded (needs the interval calendar)In progress
Sprint 2  Aug 16 to 29
Owner portal + website beta on kbcmaui.netPlanned
Sprint 3  Aug 30 to Sep 5
Testing, hardening, soft launchPlanned
Week of Sep 7  milestone
Working reservation-system MVP presentedMilestone
What's working
  • Every after-hours call answered since June 8, with verified-only door codes.
  • The weekly sheet now flows photo-to-published in minutes, with an audit trail.
  • All 1,617 deeded intervals are mapped and ready for the portal.
  • Mid-week changes (room moves, cancellations) are applied same-day on request.
What we need from KBC
  • The interval calendar - the code-to-week mapping document. This is the one item blocking owner data.
  • Any owner list newer than May 2025, if one exists.
  • Owner email addresses as the office collects them - today only 45% of owners have one on file.
  • A one-line confirmation that unit A-102 carries no deeded intervals.
Prepared by Lonely Pine AI
Prepared for Patti Ihu-Rodrigues · Kamaole Beach Club · Jun 8 to Jul 31, 2026. Call figures are from the phone line's own records; reservation and verification figures are from the KBC operations database. Nothing in this report is estimated.
Kamaole Beach ClubEngagement Report · Jun 8 to Jul 31, 20265 / 5