Concierge request management software that shows who has what
MyRolodex is concierge request management software for dining, travel, events and gifting. Every request carries an owner, a status and its full history, and incoming messages route themselves to the right member, request and team.
Dining request
Dinner for four, Saturday
- Could you find us a table for four on Saturday? Somewhere quiet, around 8.
Eleanor Aldine, text, 7:42 pm
- Requesting a corner table for four, Saturday at 8:00, for Mrs. Aldine. Please note a shellfish allergy.
Camille Roux, email to Maison Verre, 7:50 pm
- You’re confirmed at Maison Verre, Saturday at 8. Corner table, and the kitchen knows about the shellfish.
Camille Roux, text, 8:15 pm
- Member
- Eleanor Aldine
- Assigned to
- Camille Roux
- Vendor
- Maison Verre
- Commission
- 10%, logged
- Billing
- June statement, auto-pay
- From her card
- Corner table. No shellfish.
When requests live in inboxes, managers manage by asking
A typical concierge desk handles requests through a mix of texts, emails and sticky notes. The work gets done, but nobody can see it. A manager who wants to know whether Ms. Raman’s courtside seats are confirmed has to ask around.
The gaps show up at the worst times: a team member is out sick, a follow-up to a restaurant never went out, or two people book the same car. Your team needs one shared list where every request, owner and next step is visible.
The life of a request
- 1
A message becomes a request
Ms. Raman emails about her anniversary dinner on September 3. MyRolodex matches her, recognizes a dining request and opens it on her profile with her vegetarian preferences already attached.
- 2
It routes to the right team
Dining requests go to whoever handles dining, travel to the travel desk, gifting to its owner. You set the rules once, and managers can reassign any request with a click.
- 3
Your team works it to done
The owner contacts vendors, tracks replies and moves the status from new to in progress to confirmed. Every email, text and note stays on the request.
- 4
The member gets a confirmation
A branded confirmation goes out in your name and appears in the member app. The request closes with its full history, and any vendor commission is logged against it.
What request management includes
- Request types built for concierge work
- Dining, travel, events and gifting are ready from day one, each with the fields that matter, such as seating, flight details or a delivery address.
- One view for concierge request management
- Every open request across the team, filterable by member, type, owner or status, so the answer to “where are we on this?” is already on screen.
- Automatic routing of incoming messages
- Emails and texts are matched to the member, attached to the right open request and sent to the team that handles that kind of work.
- Bulk reassignment
- When a concierge goes on holiday, move all of their open requests to a colleague in one step, with each member’s history intact.
- Audit history
- Every status change, reassignment and note is recorded with a name and time, so you can see exactly how a request was handled.
- Branded confirmations
- Confirmations reach members from your domain and numbers, with the booking details your team entered, and show up in the member app at the same moment.
Works well with
- Member profilesPreferences, family, loyalty programs and documents in one shared profile.Learn more about member profiles
- Vendor managementVendor contacts, negotiated rates and commission, kept by your company.Learn more about vendor management
- Billing and paymentsDues, request costs and service fees billed to members on one statement.Learn more about billing and payments
Request management: common questions
Anything else, write to hello@myrolodexcrm.com.
What kinds of requests can MyRolodex handle?
Dining, travel, events and gifting come built in, and they cover most of what concierge teams do day to day. Each type has its own fields and statuses, so a restaurant booking and a multi-city itinerary are tracked in the way that suits them.
How does automatic routing decide where a request goes?
MyRolodex reads each incoming message, identifies the member and the kind of request, then sends it to the team or person you’ve assigned to that type. Managers can override any routing decision, and the change is recorded in the request history.
Can one member have several requests open at once?
Yes, and most do. Mr. Kessler might have a dinner, a car from Teterboro and a hotel suite open in the same week. Each is a separate request with its own owner and status, all visible together on his profile.
What happens to open requests when someone is out?
A manager selects that person’s open requests and reassigns them in bulk. The new owner sees every message, note and vendor thread on each request, so members don’t have to repeat themselves and nothing waits for someone’s return.
Do members receive confirmations from MyRolodex?
No, they come from you. Confirmations are sent from your organization’s email domain and phone numbers, carry your branding and appear in your member app. Members never see the MyRolodex name unless you choose to mention it.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com