Concierge Module Overview
The concierge module tracks every service a guest books around their stay: activities, transfers, private chefs, wellness, and anything else. It replaces the spreadsheet with one place to see who is in house, what they asked for, and what still needs action.
Overview
Every service request is tracked from the moment it comes in, through confirmation and delivery, to commission settlement. The module has these main screens:
| Screen | What it's for |
|---|---|
| Dashboard | Today's numbers, today's arrivals and departures, open requests, and in-house guests |
| Turnovers | A day-by-day agenda of departures, in-house guests, and arrivals |
| Portfolios | One trip portfolio per booking, holding that guest's services |
| Services | The Service Queue: every service request across all portfolios |
| Providers and Catalog | The vendors you work with and the services they offer |
Commissions owed by providers are tracked on a separate Commissions page (see Commission Tracking).
The Main Areas
Dashboard
The dashboard is the concierge team's home screen. Its four tiles across the top show today's numbers:
- Arrivals Today: bookings arriving today.
- Departures Today: bookings departing today.
- Guests In House: the number of guests (adults and children) whose stay spans today.
- Pending Requests: service requests that still need action, in Requested or Awaiting Provider status.
Each tile is a shortcut. Arrivals Today, Departures Today, and Guests In House open Portfolios filtered to those guests. Pending Requests opens the Service Queue filtered to open requests. See Concierge Access & Workflow.
Below the tiles are three blocks:
- Today: today's departures (marked Out) and arrivals (marked In), with the property, guest, and party size. Click a row to open that guest's portfolio.
- Pending Requests: the first ten open requests, with the service, guest, property, and date. Each row has a checkmark (Mark handled) and an X (Cancel request). View All opens the full Service Queue. When some open requests have a date that has already passed, a Cancel past requests button appears to clear them in one go.
- In-House Guests: one row per stay, with the dates, nights left, party size, and chips counting the guest's pending, confirmed, and completed services. Guests with something booked or waiting are listed first. Click a row to open the portfolio.
On a phone, the tiles sit two by two and the blocks stack in a single column.
Note: For a concierge, the dashboard covers their own homes: the properties they're assigned to as a concierge. Portfolios, Services, and Turnovers also start on My homes and have a Company-wide switch to see every property. Admins, property managers, and anyone without a concierge assignment see the whole company. See My Homes vs. Company-Wide.
Turnovers
Turnovers is a day-by-day agenda for concierges. Each day lists its departures and arrivals and sums up in-house guests in one line you can expand. Chips flag services scheduled that day and open requests. It works well on a phone. See Turnovers: The Day-by-Day Agenda.
Portfolios
A Trip Portfolio holds all the services for one booking. Each booking has exactly one portfolio, created automatically when the booking is created.
The Portfolios page lists them in a table with these columns:
- Guest name
- Property
- Arrival and departure dates
- Number of services
- Portfolio status
To narrow the list, search by guest or property, pick a Status, or set an Arrival From / Arrival To range. Past stays and cancelled bookings are hidden until you tick Show archived. The My homes / Company-wide switch in the header chooses whether you see only your assigned properties or the whole company. When you arrive from a dashboard tile, a banner names the filter (for example Arrivals today) with a Clear button. Click any row to open the portfolio.
Portfolio Statuses
| Status | Meaning |
|---|---|
| Open | The portfolio is active. Services can be added and changed. |
| Locked | The portfolio's modification deadline has passed, so the guest can't add or change services. Argonautas checks every 15 minutes and locks portfolios whose deadline has passed. |
| Finalized | The trip is closed out. |
| Cancelled | The booking was cancelled. The portfolio and all its services are cancelled automatically. |
Note: Nothing in the app sets a modification deadline or finalizes a portfolio today, so in practice a portfolio is either Open or Cancelled.
Providers and Catalog
Service Providers are the outside vendors your team works with: tour companies, private chefs, transfer services, and so on. The Catalog lists the services they offer, with prices, commission, logistics, and guest-facing content. You pick from the catalog when you add a service to a portfolio.
Concierges can add and edit providers and catalog entries but can't delete them. Only property managers and admins can delete. Concierges find Providers and Catalog in their concierge sidebar. Property managers and admins find Providers under Distribution and Service Catalog under Admin in the main sidebar.
See Service Providers for the provider directory and Trip Services for catalog entries.
Commissions
The Commissions page tracks what providers owe you. A commission record is created each time a service is confirmed, and it stays Pending until you settle it.
Property managers and admins open it from Concierge Commissions in the Finance section of the main sidebar. In the concierge sidebar, Commissions shows a Coming soon badge and can't be clicked yet.
See Commission Tracking for the summary tiles, filters, and how to settle a commission.
How It Works: The Service Item Lifecycle
A service item moves from guest request to completion. Argonautas tracks two statuses for each item: one for your team and a simpler one the guest sees.
Internal Status Flow
Requested → Awaiting Provider → Confirmed → Completed
↓
Cancelled- Requested: a guest asked for the service, or a team member added it. A provider may or may not be assigned yet.
- Awaiting Provider: the request was sent to the provider with Send to provider, and you're waiting for their reply.
- Confirmed: the service is booked. Price and payment terms are locked in, a commission record is created, and the guest is notified.
- Completed: the service was delivered.
- Cancelled: the service was cancelled at some point.
Guest-Visible Status
Guests see a simpler version:
| Internal Status | Guest Sees |
|---|---|
| Requested | Pending |
| Awaiting Provider | Pending |
| Confirmed | Confirmed |
| Completed | Confirmed |
| Cancelled | Cancelled |
This keeps your coordination private while giving guests clear updates.
Service Types
Each service item has one of these types:
- Activity / Tour: tours, excursions, water sports.
- Transfer: airport pickups and drop-offs, other transport.
- Car Rental
- Private Chef: in-villa dining.
- Wellness: massages, yoga, spa treatments.
- Other: anything else.
Payment Strategies
When you confirm a service, you choose How we get paid:
| Option | What it means |
|---|---|
| Guest pays the provider; provider pays us our commission | The guest pays the provider directly at the time of service. |
| Guest pays us in full; we pay the provider | Argonautas collects the full price from the guest. |
| Guest pays us our commission; pays the provider the rest | Argonautas collects a deposit equal to your commission. The guest pays the provider the balance. |
| Included in the stay (no separate charge) | The service is part of the accommodation. No separate charge. |
Account & Security
Concierges manage their login from Account & Security in the concierge sidebar. It has four tabs:
- Profile: name, phone, email, and avatar.
- Security: change your password, register passkeys, set an auto-logout interval, and turn on two-factor authentication (2FA) with an authenticator app.
- Sessions: your active sessions and recent login history (successful and failed attempts, with IP address, location, and time). Sign out all other sessions ends every session except the current one.
- Notifications: your notification preferences.
When you're invited to the concierge portal, the invitation arrives on the channel chosen for you (email or WhatsApp). Accepting it takes you straight to the concierge dashboard.
What the Guest Sees
Guests reach their services from the guest portal, which they open with a secure link (no password). In the portal they can:
- Browse Explore Activities & Services (the Services item in the portal menu) and request a service.
- See everything on their trip under My Trip Services, with the guest-visible status, date, and time.
A guest request arrives as a Requested item for your team. Guests never see internal statuses or your internal notes. See Guest Services.
Common Questions
When is a portfolio created? Automatically, when the booking is created. You never create portfolios by hand.
What happens if a booking is cancelled? Argonautas cancels the portfolio and all its service items automatically.
Can a guest request a service without choosing a provider? Yes. The provider comes from the catalog entry or is assigned by your team. A service can't be confirmed until it has a provider.
How are commissions calculated? When a service is confirmed, Argonautas applies the commission rule set on the catalog entry, or the provider's rule if the entry has none. A rule can be a percentage of the total, a flat amount per paying guest, or a flat amount per booking. See Commission Tracking.
Can I settle commissions in bulk? No. Each commission is settled on its own, with its own payment reference.
Related
- Concierge Access & Workflow: granting concierge access, My homes scoping, and the Turnovers agenda
- Trip Services: managing individual service items and the catalog
- Service Providers: setting up your provider directory
- Bookings: how bookings connect to trip portfolios