Hotel lost and found software: the guest checked out, their charger didn’t.
Hotel lost and found software gives every found item a photograph, a shelf reference and a visible place guests can check, instead of a logbook behind the front desk and a phone queue of “it’s a black charger” calls.
With vFound, housekeeping snaps a photo and vFound AI writes the listing, from the title and colour to a brand it can read on the item. Guests use your hotel’s branded page in thirteen languages, recognize belongings and search with a photo of what they lost, and see likely matches suggested by vFound AI. Your team decides each claim.
Housekeeping records the find with a photo and where it is kept, then saves it.
Valid card required. Cancel before day 14 to avoid the yearly charge.
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Picture your venue’s website.
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Illustrative preview. Your web address is confirmed during setup.
A housekeeping shift, from the first room to the handover
Found at reception
Finds turn up between room turnovers, not at the front desk. Housekeeping logs them on a phone as they go, the front desk answers the claims, and whoever closes the day checks what is about to expire.
The front desk decides the claim, then records the return.
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- 1On the floor
Log it before the trolley moves
Open vFound in the phone's browser, add a found item, take or choose a photo and note where it is kept. While your venue's AI switch is on, vFound AI can draft the listing from the photo for your team to check. The Hotel stay field is a separate, optional choice: a room number never decides who owns an item.
- 2At the desk
Check the claim, then the guest
Items waiting for their owner appear on your hotel's page. A guest who recognises one sends a claim with private details, and the front desk compares them with the record before accepting.
- 3Before the shift ends
Look at what is about to expire
Items carry the holding period you set. The Expiring soon tab lists those about to lapse so someone can decide what happens next, and items past their date wait on an expired list for your team to clear.
Leave the next shift a record, not a memory
“Perdí mi mochila azul junto a la piscina.”
I lost my blue backpack by the pool.- Brand matches your private record
- Laptop inside, as your team noted
A suggestion only. You decide.
The night auditor should not need to find whoever logged the item. The record carries what the next person needs.
The item record tells the next shift where it is kept and for how long.
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- Where it is kept, such as Reception, shelf C.
- The date it was found and the date you will keep it until.
- Internal notes for your team on what to ask before handing it over.
- A history of what has been done to the item.
Why hotels outgrow the logbook
“I think that’s mine.”
Brown leather wallet · reception
“There’s a small star stitched inside, next to the card pocket.”
- Guest submits a claim
- Your team verifies ownership
- Return arranged and recorded
Most hotel lost and found still runs on a paper log or a spreadsheet: an item is described in a few words, stored in a back office, and matched by memory when a guest calls. That works until the descriptions blur together. One black phone charger reads exactly like the next, the person who logged the item is off shift, and the guest is already home in another city.
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The result is slow phone tag, items that are never matched to their owners, and storage shelves that fill up until a seasonal clear-out. Each unreturned item is a guest who remembers your hotel for the wrong reason.
How vFound works in a hotel
A clear next step.
Housekeeping or the front desk photographs the item on a phone as it is handed in. vFound AI fills in the listing from the photo, staff add where it was found and where it will be stored, and the item goes up on your hotel’s own branded page at your own vFound address: the same link every time, easy to print on a card at the desk or send after checkout.
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- Guests browse photos of found items around the clock, from any phone, without calling reception.
- A guest who recognizes an item submits a claim with private identifying details: the contents of the wallet, the lock-screen photo, the scratch on the case.
- Your team compares those details with the item and any staff-only photos, then accepts or declines the claim.
- Guests can book a pickup time within your hours, with an add-to-calendar link and a reminder, or arrange a return by post in the claim’s private messages. Every return is recorded with who did what and when.
vFound AI for guests who have already checked out
By the time a guest misses their charger, they may be in another city or another country. vFound AI helps at every step across that distance, from the housekeeping photo to a reply in the guest’s own language.
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- One photo from housekeeping becomes a draft listing: vFound AI suggests the title, category, colour, a brand it can read on the item and a description, ready to check and save.
- For items logged with photo auto-fill, search keywords are written in English, Spanish, French, German, Dutch, Italian and Arabic, so a guest who types “cargador” or “chargeur” finds the charger.
- A guest who has already left can describe the loss in their own words and language; vFound AI asks a few short questions, fills in the report for them to check and send, and ranks likely matches with a one-line reason for each.
- If nothing matches yet, a standing watch keeps checking new items for 90 days and emails the guest each time a likely match is logged.
- Guest messages in another language are translated for your team, and staff reply in the guest’s language, starting from a draft written by vFound AI.
- For a watch or a wallet, the claim check compares the guest’s answers and proof photos with your private record and flags answers copied from the public listing. AI suggests. Your team decides.
Built for how hotel teams actually work
vFound runs in the browser on any phone, tablet or front-desk computer. There is nothing to install and no per-device licence. Every team member gets their own login, so the night auditor, the executive housekeeper and the concierge see the same inventory with their own accountability trail.
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Items carry a holding period matched to your policy, with expiring items surfaced before they lapse. Photos a guest should not see, such as a passport data page or an engraved initial you want to use for verification, stay private to staff while the item itself remains findable. vFound AI’s privacy guard helps: when photo auto-fill reads a photo that shows an ID, a bank card or a lit screen, it switches that photo to staff-only.
One line of code adds the lost and found to your hotel’s website as an embedded page or a floating button, and you can run it on a subdomain of your hotel’s own website, such as lostandfound.yourhotel.com. New claims, lost reports and pickups can also post to Slack, Microsoft Teams or Google Chat, with no guest personal details included.
Link each item to the stay
A room number alone does not say whose charger it is: rooms turn over every day, guests move, and back-to-back stays share the same room. vFound Hotel stays keeps a minimal private record of each stay, and your team links a found item or a guest’s parcel to it only when they choose to.
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- The item keeps the room where it was found, even after the guest moves to another room, while the stay shows the room they are in now.
- A room number never suggests an owner. Linking a stay is always a deliberate choice by your team, and each claim is still decided on the guest’s own proof.
- Add stays by hand, import them from a CSV file or send them from your own system through the scoped vFound API.
- With vFound Enterprise on Cloudbeds, an owner or manager connects your own property API key limited to read:reservation, tests it and syncs minimal reservation and room context. vFound cannot change a reservation, and your team keeps working by hand if the connection pauses.
- A stay holds only what the desk needs, such as the reservation reference, guest name, dates and room. Rates, card and payment details, loyalty data, ID documents and preferences stay in your property system.
- Stays are private to your team and are deleted 13 months after their last known date, unless an item or parcel still needs them.
Several hotels, one login
Each hotel or resort runs as its own venue, with its own guest page, inventory and subscription, so a guest searches the property they actually stayed at. One owner sign-in switches between your properties, and a customer-owned group command centre shows aggregate workload, account health and policy differences across the hotels you own, with group-wide or regional access for your managers. Group access never grants billing or the right to close a property’s account. A self-serve account holds up to three venues; more than that is part of vFound Enterprise.
What your guests experience
Instead of describing an item from memory to a busy front desk, the guest opens your page, searches “sunglasses” or “lunettes de soleil”, and sees them. Every status change and message arrives through a private link, with no account to create and no app to download. Guest pages, claim pages and emails come in thirteen languages, chosen from the guest’s browser or picked by the guest, and the experience carries your hotel’s name, colours and cover photo, not ours.
Check the fit for your hotel
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| Your requirement | Fit | What to check |
|---|---|---|
| Housekeeping logs finds on a phone without an app | Yes | vFound runs in the phone's browser. Staff take or choose a photo, name the item and note where it is kept. |
| Link an item to the stay of the guest who left it | Yes, by choice | Your team links a stay only when it decides to. A room number never suggests an owner, and each claim is still decided on the guest's own proof. |
| Read reservations from your property system | Enterprise (Cloudbeds) | Cloudbeds is the one connector, it is part of vFound Enterprise, and it uses your own API key limited to reading reservations. Other systems can use manual entry, CSV or the scoped API. Oracle OPERA Cloud is not currently available. |
| Run several hotels from one login | Up to three | Each property is its own venue. A self-serve account holds up to three venues; more are part of vFound Enterprise. |
| Let AI decide which guest gets an item back | No | vFound AI suggests and flags. A person on your team decides each claim and each return. |
| Sell return postage or take a payment for a return | No | Your team posts the item with your own courier and records the carrier and tracking number. vFound takes no payments from guests. |
A claim is not proof, so the desk decides
Three guests can describe the same black charger. A claim asks for private identifying details, and your team compares them with the item's private record before accepting. Staff-only photos and internal notes help, and vFound AI can compare the answers and flag wording copied from the public listing, but a person decides.
Once a claim is accepted the guest can book a pickup time within your hours, with an add-to-calendar link and a reminder, or the team can arrange a return by post. The front desk records the return when it happens.
Rehearse a room turnover in the trial
Use the 14-day trial to log three finds from a phone, one with a photo, as housekeeping would. Search for one on your hotel's page as a guest would, make a claim, accept it and record the return. Check how the form reads on the phones your team actually carries. A valid card is required.
One workspace for everything your desk looks after.
- vFound Parcels Guest and staff deliveries held at the front desk, handed over with a signature.
- vFound Checkroom Luggage storage at the bell desk, on a QR ticket with a collect-by time.
- vFound Equipment Chargers, adapters and umbrellas handed out at reception with due times and return records.
- vFound Visitors Contractors, suppliers and interview candidates signed in at the back office.
Questions from housekeeping and the front desk
How do guests find our hotel’s lost and found page?+
Guests find it at your hotel’s own vFound web address, and through a printable QR sign for the front desk. Add the link to checkout emails and your website’s contact page, so guests can look for a lost item without calling. When a guest calls anyway, staff can send the link instead of taking down a description over the phone.
What about items left after checkout by guests who have flown home?+
They can search your page and claim from wherever they are. Your team verifies ownership, arranges the return with the guest in the claim’s private messages and records it, while your hotel keeps its own courier arrangements. Messages in another language are translated for staff, who can reply in the guest’s language.
Can we keep some photos private, like IDs or valuables?+
Yes. Staff choose which photos guests see, and any item can be published without its photo. When photo auto-fill reads a photo that shows an ID, a bank card or a lit screen, vFound AI’s privacy guard switches that photo to staff-only. A passport or a piece of jewellery stays findable while the sensitive detail stays inside your team, where it becomes a strong verification question.
Does it cover the spa, restaurant and pool as well as rooms?+
Yes. Items are logged with the place they were found, such as a room, the spa, the restaurant or the lobby, and stored wherever your team keeps them. One hotel page covers every outlet, or a resort can run each property as its own venue and subscription, all from one login with an overview of every venue. A self-serve account holds up to three venues; more than that is part of vFound Enterprise.
How long does setup take?+
Not long, because setup is self-serve and there is nothing to install. Choose your products and venue code, add a valid card in Stripe Checkout to create your account and start your 14-day free trial, verify your email, then personalise your guest page and add your first item. Invite your team and bring an existing log across by CSV, with a dry run before anything is saved.
Can guests from abroad search in their own language?+
Yes, when it is English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese or Arabic. Your guest page, claim pages and emails appear in those thirteen languages. For items logged with photo auto-fill, vFound AI writes search keywords in English, Spanish, French, German, Dutch, Italian and Arabic, so a guest who types “cartera” finds the wallet; item titles show as your team wrote them. Guests can also search with a photo, used for that search only and not stored.
Does vFound AI decide which guest gets an item back?+
No. vFound AI compares a claim’s answers and proof photos with your private record and gives staff a suggestion, red flags and a question to ask next. It never changes a claim or an item on its own and never identifies people from images. A person on your team decides each claim and each return, and you can switch AI off in Settings.
Is vFound a hotel lost and found app?+
It does the job of one without a download. Housekeeping photographs finds on any phone in the browser, the front desk works from its own computer, and guests check your hotel’s page from wherever they are. Staff who want an icon can add vFound to their phone’s home screen.
Does vFound connect to our hotel PMS?+
Yes, if you use Cloudbeds and have vFound Enterprise: an owner or manager can connect a customer-controlled property API key limited to read:reservation, test it, and sync minimal reservation and room context into private vFound Stays. The connection cannot change a reservation. Other hotel systems can use the scoped REST API and signed webhooks. Oracle OPERA Cloud is not currently available: its OHIP adapter remains disabled until Oracle access, hotel approval and live acceptance are complete.
Can housekeeping log an item from a phone during a room turnover?+
Yes. Open vFound in the phone's browser, add a found item, take or choose a photo, name it and note where it is kept. Nothing is installed, and every team member has their own login with no per-device licence.
How does the night team know what is about to expire?+
Each item carries a holding period matched to your policy. The Expiring soon tab lists the items about to lapse, so a person can decide what happens next, and items past their date wait on an expired list for your team to clear.
Give your guests a better ending to their stay.
Snap a photo and vFound AI writes the listing, so guests can browse your page in thirteen languages from wherever they are. Start your 14-day free trial. A valid card is required; cancel before day 14 to avoid the yearly charge.
Start your 14-day free trial