Concierge service CRM for teams that live on vendor relationships
MyRolodex is concierge software for services whose value is who they know. Keep every restaurant, hotel and driver contact, negotiated rate and commission in one shared system, attached to the member requests they serve.
Maison Verre
- Contact
- Lucien Marchetti, general manager
- Negotiated
- Priority tables Thursday to Saturday
- Commission
- 10% on parties of four or more
Recent bookings
- Sat, Jun 7Aldine, party of four. Commission logged
- Fri, May 30Raman, anniversary dinner. Commission logged
Problems every concierge service knows
- The vendor book belongs to individuals
- Your best maître d’ contact lives in one concierge’s phone. When that person moves on, the relationship you spent years building goes with them.
- Commissions slip through
- Hotels and partners owe commission on bookings, but tracking it means matching confirmations against a spreadsheet at month end. Some of it never gets claimed.
- Negotiated rates get forgotten
- You agreed a preferred rate with a hotel group or a car service, yet the newest hire books at the public rate because nobody showed them the agreement.
- You can’t tell which partners earn their place
- Without figures on spend and commission by vendor, it’s hard to know which relationships deserve more of your bookings and which ones to let go.
How MyRolodex runs a vendor-driven concierge service
- A vendor book the company owns
- Every vendor gets a record with contacts, negotiated rates and commission terms. Your whole team works from it, so a new hire books at the same preferred rates as your longest-serving concierge. See vendor management
- Bookings tied to requests
- Each booking sits on a member’s request with an owner, a status and a branded confirmation. The commission owed is logged against the booking when it’s made, not reconstructed weeks later. See request management
- Costs passed through, fees applied
- Vendor costs are billed to clients at cost or with your markup, and service fees are applied by rule. Statements go out in your name, cards on file are charged automatically, and commissions reconcile in the same place. See billing and payments
- Vendor threads stay with the booking
- Your team emails the restaurant or texts the driver from their own inbox and phone, and the conversation syncs to the request. Anyone can pick up a booking and read exactly what was agreed. See email and text sync
- Preferences that get the booking right
- Seating, dietary needs, room preferences and loyalty numbers appear beside each request, so the vendor gets the right details the first time and the member notices. See member profiles
One Friday on the booking desk
10:05 am
Ms. Priya Raman emails asking for a vegetarian tasting dinner and a hotel with an early-opening gym for a weekend away. A dining request and a travel request open on her profile.
10:20 am
Camille Roux opens the vendor record for Maison Verre and finds the chef’s direct line and the tables held for your members. She texts the chef from her own phone, and his reply lands on the request.
11:40 am
For the hotel, Camille picks a partner from the vendor book with a negotiated rate on file. She confirms the stay, and the commission owed is logged against that booking.
12:15 pm
Ms. Raman receives a branded confirmation for both bookings, and they appear in her app with the hotel address and the dinner time.
4:30 pm
The managing director checks the month so far: commission by vendor, spend by partner and average response times, without opening a spreadsheet.
Concierge services: common questions
Anything else, write to hello@myrolodexcrm.com.
Can we record a different commission rate for each vendor?
Yes. Each vendor record holds its own commission agreement and negotiated rates. When a booking is made, the commission is logged on that request, so you can see what each partner owes without reconciling confirmations by hand at month end.
What happens to vendor contacts when a concierge leaves?
They stay with your company. Contacts, rates, notes and every email or text exchanged with a vendor live on the vendor record and the requests it served. A new concierge inherits the full relationship on their first day.
Do vendors need to use MyRolodex?
No. Vendors keep receiving emails and texts as usual. Your team writes from their own inboxes and phones, and MyRolodex syncs each conversation to the right request. Vendors never log in, install anything or change how they work with you.
Is MyRolodex only for vendor tracking?
No. Vendor management sits alongside member profiles, request management, a secure document vault, a member app and reporting. Concierge services often start with vendors because that’s where the revenue is, then rely on the rest for daily request work.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com