Family office concierge software built around discretion
MyRolodex is family office concierge software for the private office team that runs a family’s lifestyle: travel, homes, staff, gifts and documents. Access follows each person’s role, and every view and change is recorded.
- Passport, Eleanor AldineValid to March 2027
- Passport, Léa MoreauRenew before December
- Global Entry, Julian KesslerValid to 2029
Access log
- Camille Roux viewed Eleanor Aldine’s passport, 9:14 am
- Passport scanned from Camille’s iPhone, yesterday
What makes family office concierge work hard to run
- Discretion is the job
- A private office knows where the family will be, what they own and who works in their homes. That knowledge can’t sit in personal inboxes, group chats and spreadsheets that anyone on the team can forward.
- Many principals, many gatekeepers
- Two or three generations of a family, their assistants, the chief of staff and each household’s staff all send requests. The office needs to know who asked, who approved and who is allowed to see the result.
- Documents with consequences
- Passports, visas, driving licenses and payment cards for every family member, each with its own expiry. A lapsed document can ground a trip, and a leaked one is far worse.
- Continuity when people move on
- Family office teams are small and long-tenured. When one person leaves, years of knowledge about a principal’s routines can leave with them, unless it lives somewhere the office owns.
How MyRolodex supports a family office
- An encrypted vault with role-based access
- Passports, licenses and cards for every family member are encrypted and their expiry dates tracked. Access is set by role and by family member, and every view is written to an audit log with a name and time. See secure vault
- Every generation on one family record
- Preferences, allergies, birthdays, loyalty numbers and household staff for each family member, grouped as one family. The office stops rebuilding context from memory whenever someone new picks up a request. See member profiles
- Requests with an owner and a trail
- Every trip, dinner, event and gift has an owner, a status and an audit history. You can see who asked for something, who handled it and every change made along the way. See request management
- Messages that belong to the office
- Texts and emails from principals, assistants and house managers sync from your team’s own phones and inboxes to the right family member and request. When someone leaves, the history stays with the office. See email and text sync
- Costs on the right statement
- Pass-through vendor costs, deposits and service fees land on the family’s statement, and export to QuickBooks or Xero for the accountants who keep the office’s books. See billing and payments
A day in a private office
7:45 am
The chief of staff emails that the eldest son will now join next week’s trip with his parents. The email syncs to the open travel request, so the travel lead sees the change before reaching her desk.
9:30 am
An intelligent insight flags that the son’s passport expires before the return flight, and explains why it appeared. The travel lead approves it, and a renewal request opens with her as its owner.
12:10 pm
A new assistant starts at the office. Her role opens the dining and gifting requests she will work on, but not the vault documents of family members she doesn’t serve.
3:40 pm
The house manager at the country house texts that the weekend chef needs the family’s dietary notes. The concierge shares them from the profiles, and the text sits on the weekend’s request.
6:00 pm
Before signing off, the head of the office opens the audit history on the son’s passport. It was viewed twice today, both times by the travel lead while booking his new flights.
Family offices: common questions
Anything else, write to hello@myrolodexcrm.com.
Is MyRolodex a family office accounting or investment platform?
No. MyRolodex handles the lifestyle side of a family office: requests, preferences, vendors, documents and the cost of service. Investment reporting, consolidated wealth views and the general ledger stay in the systems you use today. Billing exports to QuickBooks or Xero, so nobody retypes the numbers.
Who on our team can see a principal’s information?
Only the people whose role allows it. Access is role-based, documents in the secure vault can be limited by role and by family member, and every view is recorded in the audit history. A new hire doesn’t see every family member’s records on their first day.
Can several generations and households sit under one family?
Yes. Each family member has their own profile with preferences, documents and loyalty numbers, and the family can share one account and one statement. Household staff such as house managers, chefs and drivers are recorded with their contact details, so messages from them reach the right family.
Do the principals have to use a new app?
No. Principals and their assistants keep texting and emailing your team as they do now, and those conversations sync from your team’s own phones and inboxes. If the office wants one, a white-label app and web portal in the office’s own name shows plans, confirmations and shared documents.
Does the AI ever act on the family’s behalf?
Never. Intelligent insights are suggestions, such as a passport that expires before a booked trip or an anniversary that falls while the couple is abroad. Each shows why it appeared, and nothing is booked, sent or changed until someone in the office approves it.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com