Streamline Your Homestay Operations
Empower your agency with our powerful, all-in-one homestay management system. Manage guests, homestay families, and homestay placements with ease—all from one intuitive platform.
200,000+
Guest-nights placed
Email/Phone
Support
99.9%
Uptime
The Complete Homestay Solution
Our system helps you seamlessly manage every aspect of your homestay operations.
Student Management
Track all student profiles
Homestay Families
Manage host information
Booking System
Streamlined reservations
Analytics
Real-time insights
Manage More Homestay Placements with Less Administration
Grow your homestay agency by saving time, simplifying coordination and managing growing host networks without increasing administrative workloads and costs.
Get more from your existing team with smarter, more efficient homestay management.
Fill hosting opportunities faster
List available hosting opportunities online and let homestay families apply directly through their profiles. Hosts can view study-tour groups or individual guest opportunities that match their location and other criteria, understand the requirements upfront, and communicate their hosting preferences during the application process.
Spend less time chasing responses and processing applications, and more time coordinating successful placements.
Choose better Hosts
See all relevant host information in one place, including hosting preferences, photos, inspection scores, guest reviews and average ratings. Quickly identify suitable families for study-tour groups or individual guests, then confirm, decline or assign backup status with the option to send personalised email notifications.
Make informed decisions faster while maintaining a clear overview of your available hosting network.
Find suitable hosts and fill vacancies faster
Promote hosting opportunities to targeted groups of compatible families using catchment email and SMS campaigns with personalised information. Track SMS responses, send individual follow-ups and contact hosts by phone when needed.
Reach the right families sooner, reduce manual follow-up and improve your ability to fill hosting vacancies.
Maintain control without adding administrative overhead
Give coordination staff access to the information and functions they need, with permissions tailored to each individual account. Staff can also manage profiles and applications on behalf of hosts who prefer to communicate by phone.
Support different working arrangements while maintaining appropriate access controls, accountability and oversight, without additional charges for staff accounts.
Automate repetitive administration
Simplify more of your daily workflow with features designed for practical homestay coordination, including:
- Matching guest lists with confirmed host families.
- Automatically calculating homestay payments and preparing bank batch files.
- Notifying hosts about payments.
- Sending targeted SMS updates to confirmed and backup hosts.
- Collecting feedback automatically after a placement.
Reduce repetitive data entry, streamline communications and spend less time on manual processing.
Grow your placement capacity without growing your workload
Homestay Systems brings host applications, matching, communications, permissions, payments and feedback into one coordinated workflow.
Save time on every placement, reduce administrative errors and help your team manage more guests with greater efficiency.
Competitive Advantages
In addition to making homestay coordination easier for your team and homestays, here are some key competitive advantages of using Homestay Systems.
Get ahead by listing available hosting opportunities earlier allowing homestay families to apply online for easier processing.
Reduce time spent processing Emails, phone calls and other manual administration work, saving significant time for your team.
Increase homestay coordination capacity without expanding your team through faster, clearer and more efficient processes.
Control what information and features each team member can access with custom permissions and activity logs.
Reduce miscommunication with homestay families by clearly outlining hosting requirements upfront and confirming their host preferences during the application process.
Ensure accountability with a detailed activity log that records what data was changed, who made the change, when it occurred, and what the data looked like before and after.
Improve client confidence by asking hosts to re-confirm their commitment and details close to each guest’s arrival, before sharing homestay lists and host profiles.
Overcome mispayment risks with auto-calculation and batch-file exports of homestay payments based on nights hosted and clear payment settings.
Comprehensive Features
Everything you need to coordinate homestays, all included in one simple plan.
Click or mouse-over these images for a clearer sense of system features.
| Feature | Included |
|---|---|
| Homestay profile management | |
| Manage host family profiles online with ease. | |
| Enable host families to sign-in and update their profiles. | |
| Easy maintenence of required 'Working with Children' cards, with renewal auto-reminders. | |
| Homestay placements | |
| Identify homestay opportunities and specify who can apply to host. | |
| Enable host families to see and apply to host any guests. | |
| Confirm host families, add them as backups, or decline them with such ease. | |
| Upload homestay itinerary for potential and confirmed host families to view with ease. | |
| Import guest lists, auto-match guests with hosts, and manually confirm arrangements. | |
| Homestay communication | |
| Email host families when they are confirmed, placed on backup, or declined. | |
| Include a personalised summary of available, confirmed and backed-up homestay visits in Emails. | |
| Auto-request host to re-view guest data and hosting requirements, and to re-confirm. | |
| Send a personalised email to some or all host families from a group or individual's profile. | |
| Send a personalised SMS to some or all host families from a group or individual's profile. | |
| Auto-SMS confirmed host families 1 day before arrival as a friendly reminder. | |
| Enable host families to share reviews of guests, to clarify preferred clients. | |
| Auto-email host family 1 day after departure to request reviews. | |
| Optionally share relevant online data access with supervisors of tour groups and individuals. | |
| Optionally share relevant online data access and processing options with clients and host-schools. | |
| Homestay payments | |
| Export an ABA (batch payment) file for easy batch payments with your bank. | |
| Email paid hosts a detailed payment notification. | |
Simple Pricing
One simple plan with our comprehensive feature set. You only pay for the guests you place.
Homestay Systems
Powerful homestay management tools for agencies of any size.
- All features included
- Unlimited staff accounts at no extra cost
- Pay only for guests placed
Clients can purchase guest-placement credits at half price (AU$15 / guest placement) when initially signing up with Homestay Systems.
Express Your Interest
Whether you'd like to take advantage of a trial subscription or would simply like to learn more – please get in touch!
Get in Touch
Why Choose Us?
- Cloud-based solution accessible anywhere
- Comprehensive support and training
- GDPR compliant with enterprise security
- Free trial available
About Homestay Systems
Built on Experience. Designed to Make Homestay Coordination Better.
Homestay Systems was created and deployed from real-world experience managing homestay placements and the challenges that come with coordinating growing networks of host families and international guests.
Developed through the operations of Choice Homestay, the system enables a small, capable core team to coordinate more than 4,000 guests annually across a network of over 2,000 approved homestay families in South-East Queensland. By streamlining existing processes and simplifying complex tasks, Homestay Systems helps the team manage demanding study-tour periods more efficiently.
In 2023, we began developing a new commercial version of Homestay Systems, bringing our operational experience and practical insights to homestay agencies around the world. Our goal was to create a system that makes homestay coordination easier, faster and more efficient, while adapting to the unique needs of each agency.
Technology That Supports Better Homestay Experiences
We believe technology should simplify administration, strengthen collaboration and give homestay coordinators more time to focus on what matters most: building successful connections between guests and host families.
Homestay Systems combines customisable workflows, fast processing of extensive homestay records, real-time team collaboration and flexible staff permissions. It also brings essential coordination tasks which include host applications, placement matching, communications, payments and feedback into a connected system.
By reducing repetitive administrative work and improving visibility across the team, we aim to help agencies manage their operations with greater confidence and grow their placement capacity without unnecessarily increasing their workload.
Our Mission
We believe better homestay experiences begin with better coordination. By equipping agencies with practical, adaptable technology, we want to help caring homestay coordinators build stronger host–guest connections, support host families and create positive, lasting experiences for guests from around the world.
Homestay Systems — helping homestay agencies work smarter, coordinate better and grow with confidence.
Expertise
Built by homestay professionals who understand the industry
Care
We prioritize relationships between students and families
Innovation
Continuously improving with the latest technology