Internal communications software for hospitality teams

Your property runs on a group chat. Nobody signed off on that.

Guest services tells housekeeping the family in Unit 12 left early. A manager approves a refund with a thumbs up. None of it reaches your system. Apex puts channels, direct messages and @mentions in the same software you run your rentals on.

Team chat, inside the PMSComms · channels are internal, guests never see them

Animation: the Comms screen in Apex. In the guest services channel, the housekeeping lead mentions Luis from maintenance about a shower drain in Harbor View 4B. His Mentions count goes up, he types a reply, and guest services answers.

Team messaging built into your property management software

Same conversations. Fewer places to lose them.

It’s in the same app as the work. That’s the benefit.

Somebody posts that the water heater in Unit 9 is making that noise again. In Apex that message isn’t in a separate app on somebody’s phone. It’s one click from your tasks, and the person who fixes water heaters just got mentioned.

  • Comms and Ops on one rail
  • @mention whoever owns it
  • Mentions collect in one feed

Animation: over a photo of a man fixing a water heater, in the maintenance channel, guest services reports the water heater in Unit 9 and mentions Luis. The mention lands in his Mentions feed, the app rail shows Comms and Ops side by side, and Luis replies that he is heading over.

Approvals no longer involve calling someone at dinner.

When an Apex agent wants to do something a person should sign off on, it asks. Approve it as proposed, edit it first, or reject it with a note. Approved actions run right away.

  • Approve, edit or reject with a note
  • Approved actions run immediately
  • Escalations in the app, by email or text

Animation: the Maintenance Follow-Up agent proposes a text to a guest after a repair, with its reasoning. Because it messages a guest it waits for approval, until a manager approves it and it is sent.

Institutional memory, now outlasting the employee.

The reason you stopped putting families in Cabin 4 shouldn’t leave when your five-year guest services lead does. Write it down once. Your team asks Apex, and agents check it before they act.

  • Policies, SOPs and approved wording
  • Staff ask Apex in plain words
  • Whole account or one property

Animation: over a photo of a cabin loft reached by a ladder, a manager adds a Cabin 4 loft policy to Knowledge. Then a staff member asks Apex why families are not put in Cabin 4, and Apex answers from that policy.

Accounting does not need the housekeeping channel.

Private channels are visible only to the people invited. Access to Comms is set by role. And channels are internal, so guests never see what guest services said about the hot tub.

  • Private channels, invite only
  • Comms access set by role
  • Guests never see channels

Animation: someone creates a private managers channel, noted as internal so guests never see it, and invites the operations manager, accounting and the guest services lead. The channel appears in the list with a lock.

Staff communication features for vacation rentals, RV parks, hotels and marinas

Team chat, with a job.

Channels for guest services, housekeeping and maintenance, public or private. Direct messages hold up to eight people, and the same group always shares one thread.

Channels and direct messages

Internal communications software FAQs

Reasonable questions.

What is internal communications software for vacation rentals?

It is where a vacation rental team talks to each other: guest services, housekeeping, maintenance and management, often spread across dozens of units and nobody in the same building. It works best inside the property management system, so the conversation happens next to the reservations and tasks it is about, instead of in a personal group chat nobody can search later. RV parks and resorts use it the same way.

Can guests see our team chat?

No. Channels in Apex are internal, and guests never see channel messages. Conversations with guests and owners happen in Inbox, which is a separate section of Apex.

Who can see which channels?

Public channels are visible to everyone with access to Comms, and private channels only to the people invited. Comms access is set by role: Owners, Admins and Members have it by default, and you can build custom roles without it.

How do Apex agents reach our staff?

Through escalations and approvals. An agent can escalate a run to its escalation contacts, a staff member, an email address or a phone number, in the app, by email or by text. Actions that need a person wait for approval, and can be approved as proposed, approved with edits, or rejected with a note.

Can staff look up property policies without asking a manager?

Yes. Policies, procedures and FAQs live in the Apex knowledgebase, by category and by property, and staff ask Apex, which searches it for them. Apex agents check the same knowledgebase before they recommend an action.

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