Elegance.rent

Elegance.rent manages short-term rental homes for owners who list them on Airbnb, VRBO, and other booking sites. Its team already relied on HelloSign for agreements, Mailchimp and email for owner communication, Calendly for scheduling, and Hostfully for property management, but moving information between those systems was manual work that slowed down onboarding and left staff hunting for property details.

Kaufman International built a headless automation layer that sits between those systems. There was no new application for the team to learn: the tools they already used started talking to each other.

Automated Owner Onboarding

• Signature-triggered workflow: When a homeowner and Elegance have both signed the management agreement in HelloSign, a webhook starts the onboarding process automatically.

• Mailing list sync: The new owner is added to Elegance’s Mailchimp list without anyone re-entering their details.

• Welcome package: A branded welcome email goes out with the Co-Host Handbook attached, a checklist of next steps, and a Calendly link to book the onboarding call, with the onboarding team copied.

Live Property Data

• Event-driven sync: When a property is created, updated, or removed in Hostfully, a webhook triggers the service to pull the latest data.

• One complete record: Property details, owner contact information, amenities, listing links, guest ratings, and custom fields such as service tier, maintenance, lawn care, and consumables are combined from several Hostfully endpoints into a single record.

• Instant search index: Each record is pushed to Algolia, so changes made in Hostfully appear in search within seconds.

Property Operations Dashboard

• Secure access: Microsoft 365 sign-in limits the dashboard to Elegance staff.

• Find any property fast: Staff can search every property, filter by tier and pet policy, and sort by guest rating, with low-rated properties flagged in red.

• Everything in one place: Each property shows owner contacts, WiFi details, included services, and direct links to Hostfully, its booking calendar, Airbnb, VRBO, and its video tour.

Results

• Zero Manual Data Re-Entry: Signing the onboarding contract automatically adds the owner to the marketing list and sends a welcome email with a scheduling link.

• Instant Property Lookups: Staff search latency dropped from minutes across multiple tabs to sub-second queries via Algolia.

• Measurable Cost Reduction: Eliminated repetitive administrative work while scaling the property portfolio, saving hours for every new property onboarded.

Engineering

Kaufman International built the integration service with NestJS and TypeScript, organized into separate modules for HelloSign, email, and Hostfully, and deployed it on DigitalOcean. Email is sent through SendGrid using Handlebars templates, and the staff dashboard is a Vue 3 single-page application built with Vite and Algolia InstantSearch.

Technology: NestJS · TypeScript · Webhooks · HelloSign · Mailchimp · SendGrid · Calendly · Hostfully API · Algolia · Vue · Microsoft Entra ID · DigitalOcean