Concierge Module Overview
The concierge module in Argonautas replaces spreadsheet-based trip service management with a structured system for organizing guest experiences. Coordinate activities, transfers, private chefs, and other services across all your properties from one place.
Overview
For property managers handling vacation villas, guest services are a significant part of the experience — and a revenue opportunity. The concierge module tracks every service request from the moment a guest asks for it through confirmation, delivery, and commission settlement. It connects four areas: a real-time dashboard, trip portfolios tied to each booking, a provider directory, and financial commission tracking.
The Four Main Areas
Dashboard
The dashboard is the concierge team's home screen. It provides an at-a-glance view of current workload and financial performance through four stat cards:
- Services This Week — Confirmed services scheduled in the next 7 days.
- Pending Requests — Service items still in "Requested" status that need concierge action.
- Pending Commissions — Dollar value of commissions not yet settled.
- Earned This Month — Total commission earnings for the current month.
Below the stats, two tables show the most actionable items:
- Pending Requests — A table of service items awaiting assignment, showing guest name, property, service name, scheduled date, and how long ago the request was made. Click any row to jump directly to that portfolio.
- Upcoming Services — Confirmed services for the coming week, showing guest name, service, date/time, assigned provider, and internal status.
Quick-access buttons in the header link to Providers, Commissions, and Portfolios.
Note: The concierge dashboard and Portfolios are company-wide -- every concierge sees all of the company's portfolios and guests in house, not only the bookings assigned to them. (Commissions are the exception: each concierge sees only their own commission records.)
[Screenshot: Concierge dashboard showing stat cards, pending requests table, and upcoming services]
Portfolios
A Trip Portfolio is a container for all the services associated with a single booking. There is a one-to-one relationship between a booking and its portfolio — each guest stay has exactly one portfolio.
The Portfolios page displays a searchable, filterable table with columns for:
- Guest name
- Property
- Arrival and departure dates
- Number of service items
- Portfolio status
Filters let you narrow by search text, portfolio status, and arrival date range. Click any row to open the portfolio detail view where you can manage individual service items.
Portfolio Statuses
| Status | Meaning |
|---|---|
| Open | The portfolio is active and accepting new service requests or modifications. |
| Locked | The modification deadline has passed. No further changes from the guest. The system automatically locks portfolios when the deadline expires (checked every 15 minutes). |
| Finalized | All services have been delivered and the portfolio is closed out. |
| Cancelled | The associated booking was cancelled. When a booking is cancelled, the portfolio and all its service items are automatically cancelled via a system signal. |
[Screenshot: Portfolios list with filters and status badges]
Providers
Service Providers are the external vendors your concierge team works with — tour companies, private chefs, transfer services, and so on. Each provider record is scoped to your company.
The Providers page shows a searchable table with:
- Provider name
- Contact person and phone number
- Preferred communication channel (WhatsApp, Email, or Phone)
- Default commission percentage
- Active/Inactive status
From this page you can add new providers and click into a provider to edit their details. Concierges can create and edit providers but cannot delete them -- only property managers and admins see the delete action. The same applies to the service Catalog (see Trip Services): concierges can add and edit catalog entries but not delete them. Providers and the catalog are reachable from both the Concierge portal and the admin Admin menu.
Each provider record includes:
- Contact details — Name, phone, email, and WhatsApp number.
- Preferred channel — How the concierge team typically reaches this provider (WhatsApp, email, or phone).
- Default commission — The standard commission percentage applied when creating service items with this provider.
- Settlement pattern — How commissions are settled: either the provider pays the concierge directly, or settlement is handled manually.
- Notes — Free-form notes about the provider.
[Screenshot: Providers list showing contact info, channel badges, and commission rates]
Commissions
For concierges: the Commissions item in the concierge sidebar currently shows a "Coming soon" badge and is not yet clickable. Commission tracking and settlement are handled by property managers and admins for now. The rest of this section describes that view.
The Commissions page tracks the financial side of concierge services. Every confirmed service item generates a commission record that flows through a settlement lifecycle.
At the top, four summary cards show:
- Total Gross — Sum of all service gross amounts in the filtered view.
- Total Commission — Sum of all commission amounts.
- Pending — Count of commissions awaiting settlement.
- Settled — Count of commissions that have been paid out.
The commissions table displays each record with:
- Service name
- Provider name
- Concierge who arranged the service
- Gross amount and commission amount
- Settlement status (Pending, Settled, or Reversed)
- Settlement date
Filters let you narrow by date range, provider, and settlement status.
For any pending commission, click Settle to open a dialog where you enter a payment reference (e.g., a bank transfer number) and confirm the settlement. This records the settlement date and reference for audit purposes.
[Screenshot: Commissions table with summary stats and settle action]
How It Works: The Service Item Lifecycle
A service item moves through a defined lifecycle from guest request to completion. The system tracks two separate statuses for each item — one for internal team use and one visible to the guest.
Internal Status Flow
Requested → Awaiting Provider → Confirmed → Completed
↓
Cancelled- Requested — A guest submits a service request (from the guest portal or via the concierge team). No provider is assigned yet.
- Awaiting Provider — The concierge assigns a provider and reaches out to confirm availability.
- Confirmed — The provider has confirmed. Date, time, and pricing are locked in.
- Completed — The service was delivered. A commission record is generated.
- Cancelled — The service was cancelled at any point in the flow.
Guest-Visible Status
Guests see a simplified version of the status:
| Internal Status | Guest Sees |
|---|---|
| Requested | Pending |
| Awaiting Provider | Pending |
| Confirmed | Confirmed |
| Completed | Confirmed |
| Cancelled | Cancelled |
This dual-status design keeps internal coordination details private while giving guests clear, simple updates about their services.
Service Types
Each service item is categorized as one of:
- Activity — Tours, excursions, water sports, etc.
- Transfer — Airport pickups, inter-property transport.
- Private Chef — In-villa dining experiences.
- Other — Any service that does not fit the above categories.
Payment Strategies
Service items support flexible payment handling:
- Provider Collects Full — The guest pays the provider directly at the time of service.
- Platform Collects Full — Payment is collected through Argonautas.
- Platform Collects Deposit — A deposit is collected upfront; the balance is paid to the provider.
- Included in Stay — The service cost is bundled into the accommodation rate.
Account & Security
Concierges manage their own login and profile from the Account & Security item in the concierge sidebar. It has four tabs:
- Profile — name, phone, email, and avatar.
- Security — change your password, register passkeys, set an auto-logout (session timeout) interval, and turn on two-factor authentication (2FA) using an authenticator app.
- Sessions — see your active sessions and recent login history (success and failed attempts, with IP address, location, and time), and use Sign out all other sessions to end every session except the current one.
- Notifications — your notification preferences.
When you're invited to the concierge portal, the invitation is sent on the channel chosen for you (email or WhatsApp), and accepting it takes you straight to the concierge home screen.
Guest-Facing Portal: Plan Your Stay
Guests access their trip services through a dedicated "Plan Your Stay" page, reached via a secure token link (no login required). From this page, guests can:
- View all services in their trip portfolio with guest-visible statuses.
- Submit new service requests (which arrive as "Requested" items for the concierge team).
- See scheduled dates, times, and any guest-facing notes.
The guest portal uses the same service data but filtered through the guest-visible status system, so guests never see internal workflow details.
Common Questions
When is a portfolio created? A portfolio is created automatically when the first service item is added for a booking. You do not need to create portfolios manually.
What happens if a booking is cancelled? The system automatically cancels the associated portfolio and all its service items. This is triggered by a signal on the booking model — no manual intervention required.
Can a guest request a service without specifying a provider? Yes. The provider field is optional on service items. Guests typically request a service by type (e.g., "airport transfer"), and the concierge team assigns the appropriate provider afterward.
How are commissions calculated? When a service item is confirmed with a provider, a commission record is created using the provider's default commission percentage applied to the gross service amount. The commission can be adjusted manually if needed.
What does "Locked" mean on a portfolio? A locked portfolio has passed its modification deadline — typically set relative to the guest's arrival date. The system checks every 15 minutes for portfolios that have passed their deadline and locks them automatically. Once locked, guests can no longer add or modify services.
Can I settle commissions in bulk? Currently, commissions are settled individually with a payment reference for each. This ensures a clear audit trail for every settlement.
Related
- Trip Services — Detailed guide to managing individual service items
- Service Providers — Setting up and managing your provider directory
- Bookings — How bookings connect to trip portfolios