A shared inbox for small hotels and concierge teams

Updated 10 November 2026

Who it is for

Small hotels, guest houses, villa and vacation-rental operators, concierge and property teams of 3 to 10 people who share one reservations or guest address. Larger properties with a property-management system and an omnichannel guest-messaging platform are usually better served by those platforms.

How a guest request flows

A guest writes to your shared address. It appears as one chat per guest for everyone on the desk.
Someone assigns it, or takes it. Everyone sees who is replying, so nobody answers twice.
Internal notes sit beside the email and never reach the guest.
An email in another language shows a translation; your reply is translated and you check it before sending.
Booking confirmations, invoices and receipts, in the email or scanned on paper, become cards with the dates, ready for Calendar or Reminders.
Mark it done. If the guest writes again, it reopens.

Saved replies and reply targets

Saved replies can hold fields such as guest name, check-in date and booking number, in several languages. Reply targets and a daily summary show how quickly the desk answers.

Where the data lives

Each teammate opens the shared mailbox with their own account (a Microsoft 365 shared mailbox, Gmail delegation or one IMAP account). Assignments, notes and saved replies are kept in the desk owner’s iCloud, encrypted; with Advanced Data Protection, only your desk can read them. Penvia has no server in between. Details: Privacy Policy, section 3a.

Plans

Desk plans are for up to 3, 5 or 10 people: $14.99, $22.99 or $39.99 a month, or $149.99, $229.99 or $399.99 a year in the US, with a 14-day free trial for new subscribers. A Desk plan includes Penvia Pro for the subscriber; each teammate uses their own Penvia Pro. Compare plans.

Questions

Does Penvia replace a property-management system?

No. Penvia is an email app with a shared desk. It does not manage rates, rooms or channels; it helps your team answer guest email.

Can several people answer the same address from their phones?

Yes. Everyone on the desk sees the same guest chats, who is assigned and who is replying, on iPhone, iPad and Mac.

Do guests see internal notes?

No. Notes are stored in the desk’s iCloud and are never sent by email.

Which languages can it translate?

Those supported by Apple’s on-device translation on your device. Each language is downloaded once.

A shared inbox for small hotels, villas and concierge teams