Yacht and private jet concierge software for repeat principals
MyRolodex is yacht and private jet concierge software for charter and aviation desks that look after the same principals season after season. Catering preferences, passports, suppliers and every message sit on one record your team shares.
Dinner for four, Saturday
- Text to Camille’s iPhoneCould you find us a table for four on Saturday?
- Email from Camille’s OutlookRequesting a corner table for four at 8:00.
- CalendarMaison Verre, Saturday 8:00 pm, party of four
What makes yacht and aviation concierge work hard to organize
- The same principals, higher stakes each time
- A principal who charters every summer or flies with you often expects you to remember the catering, the champagne, the newspapers and the car at the foot of the stairs. A slip is noticed at once.
- Trips depend on documents
- Every traveler needs a valid passport, sometimes a visa, and details passed to the operator in time. Collecting them by text and email leaves copies on phones and in inboxes with no record of who opened them.
- Everything around the charter
- The yacht or aircraft is only part of the trip. Transfers, villa stays, dinners ashore and security all run through your desk, each with a different supplier and its own terms.
- Messages from every time zone
- Principals, their assistants and the captain write at all hours from different time zones. The answer can’t wait for the one broker who knows the family.
How MyRolodex supports a charter or aviation concierge desk
- Every principal’s preferences, season after season
- Catering, cabin preferences, allergies, favorite destinations, family members and assistants on one profile, so the next trip starts where the last one ended. See member profiles
- Passports ready before departure
- Passports and licenses are stored encrypted, expiry dates are tracked against upcoming trips and every view is logged, instead of scans sitting in a broker’s camera roll. See secure vault
- The principal, the assistant and the captain in one place
- Texts and emails sync from your team’s own phones and inboxes to the right principal and request. Messages to your company’s WhatsApp Business number land in the same inbox. See email and text sync
- Ground and shore suppliers in one directory
- Chauffeurs, villa partners, restaurants, florists and security firms with their negotiated rates, and the commission logged on each booking. See vendor management
- Deposits and pass-through costs, clearly billed
- Take deposits for large bookings, pass supplier costs through at cost or with a markup, bill in more than one currency and send one statement per principal or family. See billing and payments
A charter week, seen from the desk
Monday, 8:15 am
A principal’s assistant emails that the family will join the yacht on Friday with two guests. The email syncs to the trip request, and the profile shows the principal’s catering notes from last summer.
Monday, 11:40 am
An intelligent insight flags that the principal’s daughter’s passport expires before the end of the trip. The broker approves it, and a renewal request opens with an owner.
Wednesday, 3:00 pm
The desk books a car from the airport to the marina and a dinner ashore for the first night. Each sits on its own request with the supplier’s rate, and the deposits go on the family’s statement.
Friday, 7:10 pm
The captain messages the company’s WhatsApp Business number about a change of berth. It lands in the shared inbox on the trip request, and the colleague on duty moves the car.
Sunday, 10:00 am
The principal opens the app and sees the week’s plans, the dinner confirmation and the transfer home, all under the desk’s own name.
Yacht and aviation concierge: common questions
Anything else, write to hello@myrolodexcrm.com.
Is MyRolodex a charter booking or flight operations system?
No. MyRolodex doesn’t quote charters, track yacht or aircraft availability, plan flights, or handle crew scheduling, maintenance or regulatory paperwork. Keep using your charter, brokerage and operations tools for that. MyRolodex holds everything around the trip: the principal’s preferences, documents, requests, ground suppliers, messages and billing.
Does it work with WhatsApp?
Yes, through your company’s WhatsApp Business number (via Twilio). Messages sent to that number land in the same unified inbox as email and text. MyRolodex doesn’t sync staff’s personal WhatsApp accounts, so conversations on a broker’s own WhatsApp stay outside it.
Can we keep passports for the whole family?
Yes. Passports, licenses and other documents for the principal and each family member are stored encrypted on their profiles, with expiry dates tracked and every view and download logged. Your team opens them from the trip request instead of asking the family again.
Can assistants and captains contact us directly?
Yes. Record assistants, captains and other staff on a principal’s profile with their contact details. When they text or email your team, the message syncs to the right principal and request, so you always know who said what.
How do we bill a principal for a charter week?
Supplier costs for transfers, villas, dining and the rest pass through at cost or with a markup, deposits are taken for large bookings and your service fees apply by rule. The principal or family receives one statement, in their currency, and everything exports to QuickBooks or Xero.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com