Guesthouse Management
We provide comprehensive support for all aspects of guesthouse management, from initial preparation to ongoing operation and customer attraction.
KotoStay operates a network of guesthouses in Kyoto City.
We provide comprehensive support for your business, from initial start-up requirements to ongoing management and customer attraction.
Our services are designed to streamline operations, maximize profits, and enhance guest satisfaction for owners.
【Preparation】 Guesthouse opening preparation, start-up
Obtaining business licenses and permits from the government and changing license information
Searching for and buying real estate
Through the network of our group company “Sowa Home Co., Ltd.”, a real estate company, we will help you find the most suitable property for accommodation and assist you in the acquisition process.
Renovation and construction of accommodations
We know what makes a facility a place where guests want to stay. We propose renovation and architectural plans for accommodations that meet the needs of the future.
Interior design
As the number of different types of guesthouses increases, it is important to ensure that the interior design and usability of the guesthouses are outstanding.
We can assist with concept development and procurement of furniture and amenities.
We can assist with concept development and procurement of furniture and amenities.
Photography and Video Shooting
The impact of photos and videos is important for listing your accommodations on reservation sites. Our professional photographer will take photos and videos for reservation sites and social media sites, which will help increase the reservation rate.
Posting on reservation sites and official websites
It is essential to monitor the number of site views in order to enhance the reservation rate on reservation sites and official websites. To increase visitor numbers, we will post information on a range of reservation sites and manage reservations.
Creation of user guide and rule book
Our guesthouses welcome guests of various nationalities, and as such, it is essential to have clear and concise usage information and house rules in place. We will create a multilingual guest guidebook based on the expertise gained through our guesthouse operation and management services.
In response to inquiries from neighborhood residents
It is essential to gain the understanding of neighboring residents to ensure the smooth operation of accommodations. To this end, we will conduct the necessary rounds to greet residents and hold explanatory meetings as needed.
【Management】Guest relations, building maintenance, responding to emergencies
Responding to Guests
We will hand over keys to guests at check-in, manage guest information, collect accommodation tax, and provide information on restaurants and tourist attractions in the vicinity of the accommodation.
Responding to emergencies
We understand that sometimes there are urgent problems or malfunctions with room facilities during a guest's stay.
To ensure that our guests have a safe and comfortable stay, we provide 24-hour emergency services.
To ensure that our guests have a safe and comfortable stay, we provide 24-hour emergency services.
Replenishment of room amenities and change of linens
We will replenish all essential amenities and change the linens as needed to ensure your stay is comfortable.
Furthermore, we oversee the management of their inventory.
Furthermore, we oversee the management of their inventory.
Cleaning and maintenance
To create an environment where guests want to stay and can do so comfortably, it is essential to provide meticulous cleaning and regular maintenance of facilities.
【Attracting customers】Reservation management, revenue and expense reporting, and information updating and dissemination
Reservation Management
We strive to improve occupancy rates by setting appropriate rates according to season and market conditions around the property. We also enhance customer convenience and reliability by managing reservations quickly and accurately.
Revenue and expense reporting
A monthly sales report, detailing everything from equipment procurement costs to expenses related to maintenance, etc., will be provided on the 25th of each month, along with an income/expense report for the previous month. The owner only needs to receive the monthly revenue.
Information updating and dissemination
We will strive to attract new customers by updating information about the guesthouse from time to time to achieve higher rankings on reservation sites and our official website, and by constantly disseminating information through social networking services.
Off-site reception desk
If you are looking for an off-site reception desk, KotoStay is the perfect choice!
We operate several guesthouses in Kyoto City.
Whether you are just looking for a reception desk, or just want to use part of the operation, or are considering subletting, we will be happy to assist you.
I am new to guesthouse management, so I am not sure what a “reception desk” is.
It is the reception desk where you check in, check out, and pay your bill when you use the accommodation facilities.
About the Reception Desk
A reception desk is a facility attached to the entrance of an accommodation facility for meeting guests and having them fill out guest lists, etc. In Japanese, it is commonly called “front”, or more technically, “genkan choba（玄関帳場）.
I am thinking that it would be better if I could meet and communicate with guests in person to hand over keys at check-in and check-out times, etc....
I am not planning to set up such a reception desk in the guesthouse, but I am wondering if there will be any problems.
I am not planning to set up such a reception desk in the guesthouse, but I am wondering if there will be any problems.
Well, if you have a problem with handing over keys, etc., it may not be a problem, but it is something that needs to be taken into consideration when running the accommodations.
What is that?
This is the "stationing rule" set by the government.
The rule states that the owner or employee must be stationed at the guesthouse while the guests are staying at the guesthouse.
The rule states that the owner or employee must be stationed at the guesthouse while the guests are staying at the guesthouse.
About the "stationing rule"
In Kyoto City, the government requires that an employee be stationed at the accommodation while guests are staying there. If the owner of the accommodation lives far away from the accommodation, it is required to have an employee stationed at the accommodation each time there is an overnight stay in accordance with this "stationing rule.
Is that so?
But I don't think guesthouses usually have staff on duty all the time, unlike hotels and inns...
How are guesthouses operated without stationed staff?
But I don't think guesthouses usually have staff on duty all the time, unlike hotels and inns...
How are guesthouses operated without stationed staff?
This “stationing rule,” however, can be solved by having an off-site reception desk.
An off-site reception desk?
Does that mean that the reception desk will be located in a different location than the guesthouse?
Does that mean that the reception desk will be located in a different location than the guesthouse?
That's right. So an off-site reception desk is a reception desk that can be set up in a different location than accommodations!
It should be in a location that is generally within a 10-minute walk to accommodations.
It should be in a location that is generally within a 10-minute walk to accommodations.
I see!
So, if I set up an off-site reception desk, I don't have to have staff at the guesthouse at all times?
So, if I set up an off-site reception desk, I don't have to have staff at the guesthouse at all times?
That's right.
No one needs to be stationed inside the guesthouse as long as a staff member is stationed at the off-site reception desk.
No one needs to be stationed inside the guesthouse as long as a staff member is stationed at the off-site reception desk.
About an off-site reception desk
Small accommodations (i.e., private homes, etc.) may use an off-site reception desk. An off-site reception desk is a reception desk that may be located outside of the accommodation.
In Japanese, it is professionally called “shisetsugai genkan choba（施設外玄関帳場）”.
The location must be within 10 minutes of the accommodation (within 800 meters on foot). By stationing the business owner or employees at the off-site reception desk, it is not necessary to station staff at the accommodation, so there is no need for them to go and stay there every time there is an upcoming reservation.
In Japanese, it is professionally called “shisetsugai genkan choba（施設外玄関帳場）”.
The location must be within 10 minutes of the accommodation (within 800 meters on foot). By stationing the business owner or employees at the off-site reception desk, it is not necessary to station staff at the accommodation, so there is no need for them to go and stay there every time there is an upcoming reservation.
I mentioned earlier that it would be okay to meet with guests in person to hand over keys to guests at check-in and check-out, but to be honest, I think it would be a hassle to go back and forth to the guesthouse in person every time there is an overnight stay.
I thought about using a lockable key box to hand over the keys, but I'm still concerned about security...
I thought about using a lockable key box to hand over the keys, but I'm still concerned about security...
At the off-site reception desk, we can hand over keys for check-in and check-out on behalf of owners whose homes and guesthouses are far from each other.
That sounds convenient!
It would be nice if I just didn't have to hand over the keys to my guests, which would save me quite a bit of time and effort.
It would be nice if I just didn't have to hand over the keys to my guests, which would save me quite a bit of time and effort.
Yes, because the advantage of a guesthouse over a hotel or inn is that guests can relax there as if it were their own home, the off-site reception desk is an indispensable element of guesthouse management.
Advantages of using an off-site reception desk
Guests staying in guesthouses have the advantage of being able to enjoy their trip without hesitation in the style of "renting a house and relaxing as if they were in their own home" rather than the "hotel-like or ryokan-like" feeling that comes from having employees in the guesthouse.
I feel that I am becoming more and more knowledgeable about guesthouse management!
Can you give me further advice on how to start running a guesthouse?
Can you give me further advice on how to start running a guesthouse?
Absolutely!
We operate a number of guesthouses in Kyoto and will be happy to assist you!
We operate a number of guesthouses in Kyoto and will be happy to assist you!
Our off-site reception desks are conveniently located near Kyoto Station for easy access.
If your guesthouse is located near Kyoto Station, please take advantage of this location!
If your guesthouse is located near Kyoto Station, please take advantage of this location!
KotoStay is the best choice for an off-site reception desk in Kyoto!
We have an off-site reception desk near Kyoto Station, which is conveniently located.
If you are operating a guesthouse within 800m of our reception desk and are looking for an off-site reception desk, please contact us.
If you are operating a guesthouse within 800m of our reception desk and are looking for an off-site reception desk, please contact us.
【Kyoto Station area】
![MAP_KyotoStaytion_Area](/en/wp-content/uploads/2024/11/kyoto-area.jpg")
【Fushimi area】
Short Stay Apartment Management
We also manage short stay apartments.
We are registered with the government as a residential accommodation management business. You can entrust us with the operation and management of short stay apartments as well as residential accommodation facilities.
Unlike regular guesthouses, the maximum number of days a year a guesthouse can operate in the residential accommodation business (called “jutaku shukuhaku jigyo（住宅宿泊事業）” in Japanese) is limited to 180 days, but there are advantages such as the ability to operate in apartments and residential areas.
Our works
We operate and manage condominiums as short stay apartments with furniture and appliances.
We take care of everything from preparation for opening, such as installation of furniture and appliances, to tenant recruitment, contracts, cleaning, and so on.
We also change the name of the business owner for properties that have already obtained a permit.