Kamaole Beach Club
Reservations · AI Operations
Monthly report
Engagement Report
September 1 to 30, 2026 · third edition · Malia live 115 days
5
Calls answered
0 missed · 4 of 5 after office hours
3
Guests handed to on-call
all 3 answered live by Lance
4 of 4
Check-in weeks on the system
every September Saturday published
263
Deeds left to confirm
of 1,617; the office's ledger answers the rest
Live
Maintenance-fee check
no stay confirms until fees are cleared
414
Automated tests passing
235 at the end of August
September was the month the system met the people who will run it. Patti walked through it
on September 3 and the board saw it on September 8. Patti's changes were built the next
day, and the board's asks followed: second and third choices for owners and a
maintenance-fee check at the approval step. On the phone line Malia answered
all 5 calls and put 3 guests through to Lance
live, and every September week was on the system. Next is the board's own test,
in the second week of October.
Malia, the voice concierge
Answered every call in September. Three guests who needed a person reached Lance on the same call, and one door code was released after name and unit matched. A guest's breaker question became a standing answer two days later.
The reservation system
All 4 September weeks published from the sheet the office sends. The sheet records a busier month: 53 to 62 percent average occupancy, against 16 to 38 in August.
Owner booking
The portal and console changes from Patti's September 3 walkthrough are built: a calendar for picking weeks, several condos per block, banking with an exchange, cancel and rebook, and live availability where the first confirmation locks the dates.
What's inside
1 The reservation system
2 Malia, the after-hours line
3 Owner data and booking
4 Built in September
5 Next steps
Section 01 of 05
The Reservation System
Every September week on the system, and the office's first upload
4 of 4
Weeks published
every September Saturday
7
Sheet uploads parsed
one by the office, on September 3
59%
Average occupancy
across the published weeks · August: 24%
Weeks in September
Week of Sep 518 parties · 53% avg occupancy
Week of Sep 1222 parties · 62% avg occupancy
Week of Sep 1920 parties · 62% avg occupancy
Week of Sep 2622 parties · 59% avg occupancy
Occupancy is what the check-in sheet itself records: booked parties per
unit, averaged across the nights of each published week. September ran well above August,
when the published weeks ranged from 16 to 38 percent.
How September ran
Weeks published by Lonely Pine from the office's sheet4 of 4
Office sign-ins to the console1 Sep 3
Sheets uploaded by the office1 Sep 3
Rows corrected in review before publishing6
The office sends the week by photo, scan or email, and we publish it. On
September 3, during the walkthrough, Patti uploaded a sheet herself for the first time and
watched it parse. The week of October 3 went up on September 29, four days early.
The console gained two tabs in September. Board is the 2028 assignment grid, where the
office places requests into units and can rename, release or block a fixed week. Rentals shows
the unit-weeks left free from April to November, and holds the setting for how many rooms open
to floating owners each week. Requests now shows one row per owner, with the recommended
placement on the row.
Safeguards added in September
- A week that is already taken is refused when an owner asks for it, and two requests made in the same instant always resolve the same way.
- An owner's own deeded weeks are always granted. Only floating requests compete, and only for rooms that are open.
- No stay can be confirmed until every week is placed, this year's fee list has been checked and the owner carries no hold. Fee amounts are never stored; the system refuses them.
- Every change on the board, the rentals page and the fee check is logged with the name of the person who made it.
Section 02 of 05
Malia, the After-Hours Line
Every call answered, and every guest who needed a person reached one
5
Calls answered
0 missed · August: 5
2m 21s
Avg call length
August: 2m 11s
3
Handed to on-call
answered live by Lance · August: 1
5
Unique guest callers
August: 2
80%
Outside office hours
4 of 5 guest calls
0
Our own test calls
every September call was a guest
Calls by week
Since launch on June 8: 27 calls answered, 0
missed, 14 unique guest callers, 6 live hand-offs
to on-call.
Call detail
Door-code lookups on guest calls3
verified, code released1
refused, both on the Sep 25 call2
Messages captured for the office3
Every call in September
Sun Sep 6 7:25 AM
C-101. Locked out of the screen door and could not give the last name on the booking. No code; handed to Lance, who answered.
Wed Sep 9 3:40 PM
A guest asking how to check out. Malia answered.
Sat Sep 12 5:24 PM
B-102. Door code not working. Name and unit matched the published week, so Malia released the code.
Tue Sep 22 7:54 PM
Power out upstairs and the breaker panel could not be found. Handed to Lance, who answered.
Fri Sep 25 5:23 PM
Gave unit numbers KBC does not manage and mentioned another property's address. No code; handed to Lance, who answered.
Every figure on this page reconciles with the phone line's own log.
What changed on the line in September
- The breaker box. After the September 22 call, Patti sent the location: the kitchen wall next to the fridge, the same in every unit. Malia has given it to guests since September 24, before calling Lance. The same day she began carrying a dated storm notice, set to stop on September 27.
- Messages reach the office. Since September 9, every captured message and call summary is emailed to the office and Tui as it happens.
- Spanish and unit numbers. Since September 4 Malia understands and answers in Spanish (no Spanish-speaking guest has called yet), and says units as "B one oh two", fixing the reading a guest heard in August.
Section 03 of 05
Owner Data and Booking
The office's ledger answers most of fixed or floating, and both meetings' asks are built
1,617
Deeded intervals
each decoded to its calendar week
263
Deeds left to confirm
down from all 1,617 before the ledger
41%
Owners with an email
344 of 839 · unchanged since August
Fixed or floating, from the office's ledger
Deeds the ledger answers1,354
floating1,233
fixed121
Left to confirm with Patti263
in units A-103 and C-203196
The Test Open Only ledger Patti handed over on September 3 was matched to
all 1,617 deeds on unit and interval code. Her rule held: apart from two
association-owned weeks, every fixed deed in it is in the B building. Each answer waits on
the Owners tab for Patti to accept it; until then an owner's weeks read "not yet
confirmed" rather than a guess.
Who stayed, in September's published weeks
Booked parties by type across the four September weeks, from the sheet's
own status codes. Renters are back after none on August's sheets; Trade is the
sheet's own code.
Two answers close three quarters of what is left. The ledger does not cover units
A-103 and C-203, which hold 196 of the 263 open deeds. Fixed or floating for those two
units leaves 67 deeds for a short sitting with Patti.
Built from the September 3 walkthrough
- Owners pick weeks on a calendar, after first choosing consecutive or spread across the year.
- Up to six condos per block, a special-requests box, and banking a week with an exchange company.
- Rental weeks held for the January 1 round, and cancel and rebook.
- Live availability in every round: the first confirmation locks the dates.
Built from the board meeting
- Second and third choices. The system falls through an owner's own alternates, and Requests shows which choice each stay got.
- Stays that cannot be placed at all are flagged "Needs a call".
- The maintenance-fee check at the approval step, with no balances stored.
- A first draft of the new club website, on a private address, for Patti's review.
Section 04 of 05
Built in September
What shipped, dated, and what it measures
19
Reservation-system deploys
each health-checked with Malia live
7
Database migrations
board, requests, ledger, rooms, fees
414
Automated tests passing
28 test files, from 18 at the end of August
September, dated
Sep 2 Assignment board and the console's new tabs
The 2028 grid with every fixed week from Patti's sheet, plus the This week, Owners and Requests tabs.
Sep 3 Walkthrough with Patti
Portal and console walked end to end, and the office's first sheet upload. Every change she asked for was written up from the recording.
Sep 4 Patti's changes built
Calendar picker, condos per block, banking, rental weeks held to January 1, cancel and rebook, one row per owner, an editable board, the Rentals tab, live availability. Malia in Spanish.
Sep 7 to 9 The ledger read against every deed; the board presentation
Fixed or floating proposed for 1,354 deeds and shown on the Owners tab. The board saw the system on September 8. Malia's messages reach the office.
Sep 14 Second and third choices, on the live database
Booking tables applied to KBC's live database. Deeded weeks always granted, alternates resolved, the rooms-for-floats setting on Rentals.
Sep 24 Malia learns the breaker box
From Patti's note after the September 22 call, plus a storm notice for the week.
Sep 28 to 30 Maintenance-fee check; the website draft; a cleaner console
No stay confirms until fees are cleared. A first draft of the club website for Patti's review. The console moved to one typeface and softer corners.
By the numbers
Changes committed to the KBC codebase30
Files touched101
Lines added to the reservation worker5,760
Automated tests, Aug 31 → Sep 30235 → 414
Everything above is in a codebase KBC owns, with the audit trail,
migrations and tests alongside it.
What the new tests pin down
- An owner's own deeded week is always granted; only floating requests compete.
- No stay confirms before every week is placed, the fee list is checked and no hold remains.
- A fee hold or note that looks like a dollar amount is refused.
- A taken week is refused, and two same-instant requests always resolve the same way.
- The portal reads fixed or floating from the record and never guesses it.
Section 05 of 05
Next Steps and What's Coming
The board's test in October, and the road to December 20
The build plan
July to September shipped
Console, owner records, owner portal; Patti's walkthrough and the board presentation, both rounds of changes builtShipped
Early October scheduling
Updated walkthrough for the office, before the board's testIn progress
Second week of Oct next
The board tests the booking system and places its 2028 weeksPlanned
Nov 15 next
Board round closesPlanned
Dec 20, noon HST milestone
First owner round: requests arrive by email and are uploaded for Patti's approval; Lonely Pine on MauiMilestone
End of December milestone
Owner booking, rentals booking and the new website liveMilestone
January milestone
Floating owners begin requesting onlineMilestone
What we need from KBC
- How many rooms to open to floating owners each week (Rentals tab). Until it is set, they see about one room a week.
- Fixed or floating for A-103 and C-203: two answers that close 196 of the 263 open deeds.
- The board members' 2028 weeks, ahead of the October test.
- Which units on the property are privately managed (B-107 and others), so Malia can direct those guests.
- For the website: who receives rental requests, whether the rate is per night, and the current office hours.
- Contact details for whoever runs the old owners' site, for the notice that points owners to the new one.
- Owner emails as they arrive; 495 owners have none.
Coming up
- October: the updated walkthrough for the office, then the board's test and its 2028 placements in the second week.
- Before December 20: requests the office enters for owners who phone in, Jhevelle's own restricted login, and the portal pointed at the real owner records.
- On the line: Japanese after Spanish, and guests in privately managed units sent to their own agency once the list is confirmed.
- By the end of December: rentals booking and the new website live, with a notice on the old owners' site.
Prepared by Lonely Pine AI
Prepared for Patti Ihu-Rodrigues · Kamaole Beach Club ·
September 1 to 30, 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. Times are Hawaii time. Nothing in this report is estimated.