Front desk
Arrival
The paperwork ends before the car does.
- Pre-arrival on the guest’s phone, in the guest’s own language
- Accommodation tax collected — to your account, never ours
- The register generated and the room assigned before they land
01 The suite
Five doors. One record behind them.
Every one of them writes the same line: a person, a resource, a time window. Today those lines live in five places that never check each other — a rota on the office wall, the PMS, a printed sheet, a spa diary, a paper pad behind the bar.
HR & operations
Shifts
Who is on the floor, not who was rostered.
- Clock in from a phone, or a tablet at the staff entrance
- Start and end of work recorded in real time, as ΕΡΓΑΝΗ requires
- Hours your payroll can read without re-keying a rota
Entertainment
Programme
Entered once. Read by two audiences.
- Today and tomorrow on the guest’s phone, in four languages
- A run-sheet for the staff working it — who covers what, set by when
- Sign-ups where a session has a limit, so the kitchen preps to a number
Spa, à la carte & courts
Services
Is it included — and how much is left?
- Capacity by real resource: this therapist, this room, this table at 20:30
- Checked against the guest’s package before anyone has to ask
- Anything past the allowance posts to the folio, settled at checkout
Bars & shop
Inventory
The folio the other four post against.
- One tap sells the drink and counts the stock down
- Happy hour priced by the clock, both prices kept
- The reorder list, and a CSV in Greek for the accountant
One guest identity across all five. That is the hard part, the reason this cannot be assembled out of five bought-in tools, and the reason the same fact is not written down in five places.
02 Shifts · ΕΡΓΑΝΗ
Every clock mark reaches ΕΡΓΑΝΗ ΙΙ within fifteen minutes, or it is late.
The employer’s obligation, and a continuous one: a record that has to be right at 21:15 on a Tuesday in July.
The compliance layer isn’t an integration we bought in. It’s the reason to buy locally.
The standard
- 15′
- to get a clock mark into ΕΡΓΑΝΗ ΙΙ. Daily, in real time.
- 10 years
- how long the record stays retrievable, per employee.
- 1 Mar 2025
- the date tourism entered the regime. Eighteen months ago.
A property with 300 seasonal staff meets that standard with a rota on a wall and a scanner by the door. The gap is not the filing — every payroll suite in Greece sells that. It is the floor: who is actually in the building at 21:15, the number nobody can get.
- €10.500
- per employee, where the card was never activated. Multiply by a seasonal payroll and it stops being a line item.
- €3.000
- per employee, where the record differs from the hours actually worked.
TAKK, the Βιβλίο Πελατών and myDATA work the same way: the resort is the obligor, never the software. The job is to make the filing a by-product of the day.
Window and retention: the Επιθεώρηση Εργασίας on άρθρο 74 ν. 4808/2021. Fines: Κεφ. Δ΄ of ΥΑ 49758/26-05-2022 (ΦΕΚ Β΄ 2668), as amended. Verified September 2026 — check the date before either of us quotes a number.
03 One day · Europe/Athens
A Tuesday in July, as the record sees it.
One guest, two housekeepers, five modules, one record underneath all of it. The day closes on the property’s clock, Athens local, never UTC.
Two housekeepers clock in at the staff entrance — recorded before they have put their bags down. On shift
A family lands at CFU. Their arrival form was finished on Sunday, the accommodation tax is paid to the resort’s own account, room 214 is assigned. There is nothing to sign.
Aqua aerobics. Fourteen signed up last night, so the instructor arrives with a list rather than a headcount. On programme
The massage in treatment room 2 — first of the stay, so it is included, and the record says so before the therapist has to ask. Included
À la carte: the second of three included dinners. The Assyrtiko is not. 38,00 € to room 214. Extra
Day close. The drawer figure excludes room 214, because that money is still upstairs — and what the included half of the day cost is on the same sheet. The housekeepers’ hours are already payroll’s problem, not the manager’s.
04 What is built
What is built, and what isn’t.
Built — Inventory. The till, a ledger that doesn’t delete, happy hour by the clock, room tabs, day close, CSV export in Greek. Verified against a real database. Undo is a void rather than a delete: the row stays, struck through, with who voided it and when.
Not yet — everything else. No venue has run an evening on it. The first tenant, Mon Repos in Rhodes, is a café-bar rather than a resort. Arrival is researched against the regulation; Shifts, Programme and Services are argued as a shape, not specified. None of the four is shipped, and none has a delivery date.
We say so on the homepage because you would find it out in week two anyway — and because a vendor who tells you plainly what does not exist yet is telling you the truth about what does.
First venue in onboarding — Mon Repos, Rhodes · a café-bar
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Opsmana Inventory — a working till. Tap a product.
Demo control. In the app the happy-hour window is set once by the owner, and the clerk cannot move it.
05 The limits
What it doesn’t do, and what we never will.
Software cannot pour the drink, turn the room, or greet the car.
- The welcome
- It doesn’t replace your people. The paperwork finishes early so the greeting can be a greeting — “skip the desk” is the wrong promise at a resort where the welcome is part of what was paid for.
- The guest list
- It can’t reach a guest you have no contact details for. Rooms sold through a tour operator often arrive without an email or a phone number, and pre-arrival is only ever worth your contactable share of the book. We would rather size that with you than quote you a percentage.
- The PMS
- It doesn’t replace it. It posts into it. A version that can’t is a demo rather than an operation — which is why the first thing we ask is which PMS you run.
- Supervision
- It records; it doesn’t supervise. Shifts knows someone clocked in. It cannot tell you they worked, and it does not compute Greek payroll — it produces the hours payroll consumes.
- Attendance
- It doesn’t count a crowd. An open session needs a sign-up or a scan at the door. A number invented to fill that gap is worse than no number.
- A second book
- It doesn’t survive one. A paper diary beside it is the obvious case; a third party running your spa on its own booking system is the common one. One source of truth per resource — a condition of sale, not a feature request.
The nevers
- Never merchant of record. We are not the seller in the payment chain — not for your rooms, not for your extras.
- Never custody of funds. Tourist tax, deposits and folio settlements land in your own account. We take a fee, never a balance.
- Never holding identity documents. A licensed KYC vendor holds the passport. We keep the fields the law requires and nothing else.
- Never running facial matching ourselves. The vendor does it, or it does not happen.
Those four are constraints, not promises — each exists because breaking it turns a services business into a regulated one. They are also why a compliance question about us has a short answer.
06 Before anything is built
Before anything is built for you, seven questions.
Each one can kill or reshape a module. We would rather find that out in the first conversation than the fourth.
- Which PMS do you run — and does anyone on site have API access to it today?
- Where is a package written down? Is “one massage included” machine-readable, or does the spa manager simply know it?
- Who files ΕΡΓΑΝΗ today, and with what?
- Does the spa keep a second book? And the à la carte restaurants — one system, or five hostess stands?
- Who owns the daily programme, and how far ahead is it really decided? A programme fixed a week out is a different product from one fixed the night before.
- What languages do your guests speak — and your staff?
- Is there already a guest or activities app installed? If there is, this is an integration rather than a replacement.
What a yes looks like
All four modules, live before your season opens. Arrival, Shifts, Services and Programme, on the folio Inventory already keeps — not a pilot of one, and not an open-ended engagement. Paid from the first day, because a free season buys you a supplier with no reason to finish.
A module that is not live on opening day is not billed until it is. That is the only guarantee worth giving you before a property has run a season on this: the date is ours to miss, not yours to absorb.
If those answers are interesting, so is the conversation.
Email hello@opsmana.com