Staff Management

Staff Management is where you add the people who do the work at your villas: housekeepers, maintenance, pool and garden staff, concierges, cooks, drivers. Each person gets a staff profile and a passwordless invitation to the Staff Portal.

Administrators and property managers can open it from Staff Management in the sidebar. Its tabs are Staff Management, All Tasks, Staff Schedule, and Staff Reports.

To give office users (reservations, accounting) access, use Users and Roles instead.

The Staff List

Staff appear as cards grouped by department, each with a count:

Department	Positions
Guest Services	Concierge, Head Concierge, Reservations Agent, Cook / Chef, Nanny / Childcare, Driver
Housekeeping	Housekeeper, Head Housekeeper
Operations	Maintenance, Maintenance Manager, Gardener, Pool Technician, Security Guard
Management	Manager, Supervisor
Other	Other

Each card shows the person's name, status, position, and employment type. Use Search staff... and the Position, status, and Employment Type filters to narrow the list. Click a card to open the profile.

Adding a Staff Member

1. Click Add Staff Member.
2. Under Personal Information, enter First Name and Last Name, and an Email or a Phone. Pick their Preferred Language.
3. Under Employment Details, choose the Position and Employment Type (Employee, Contractor, Seasonal, or On-Call). Optionally set the Status, Hire Date, Hourly Rate ($), and Supervisor. Leave Employee ID blank to generate one.
4. Optionally add a Staff Photo (shown to guests in property guides) and an Avatar (used inside the app).
5. Optionally fill in Emergency Contact and Additional Information (a Public title and Bio for your website, and internal Notes).
6. Click Create Staff Member.

Email is optional when you give a phone number. Use a WhatsApp-enabled number.

Invitations

Argonautas sends the invitation as soon as you create the staff member. It goes by WhatsApp when they have a phone number, otherwise by email. It contains a sign-in link that works for 48 hours and a code that works for 10 minutes.

Until the person has signed in and set a password or passkey, their edit form shows "This staff member has not yet accepted their invitation." with a Resend Invitation button. Resending sends a fresh link.

On first sign-in, staff land on a profile setup page where they can add a password or passkey, or skip it and sign in with a new link later. See the Staff Portal Guide.

The Staff Profile

The profile header shows the person's status and employment type, with Edit and Deactivate. The tabs are:

• Profile: contact information, employment details, Property Assignments, and notes.
• Tasks: their assigned tasks, with View All Tasks to open the board filtered to them.
• Schedule: their upcoming shifts.
• Performance: total tasks, completed, completion rate, and overdue.

Assigning Properties

1. On the Profile tab, click Assign Property.
2. Choose the property and the role, such as Primary Housekeeper, Backup Maintenance, or Pool Tech.
3. Save. Remove an assignment with its x.

You can also do this from the property's Staff tab. A property's Primary Housekeeper gets its booking turnover and pre-arrival tasks automatically. See Task Assignment.

Deactivating a Staff Member

1. Open the profile and click Deactivate.
2. Confirm.

Their status becomes Inactive, and they no longer appear in the Assign To lists. Their task history is kept. Click Activate to bring them back. You can also set On Leave, Suspended, or Terminated from Edit.

Common Questions

What if a staff member has no email? Enter a phone number only. The invitation goes by WhatsApp.

Does a staff member's position change what they can do? Mostly no, since every field staff member uses the staff portal. Concierge and Head Concierge also get concierge access, and Head Housekeeper and Maintenance Manager can view the company occupancy calendar. See Staff Roles.

Can I delete a staff member? Not from the app. Deactivate them instead, which keeps their history.

Related

• Staff Roles: What each position can do.
• Scheduling: Shifts and time off.
• Task Management: Creating and assigning tasks.
• Staff Portal Guide: What staff see.
• Users and Roles: Office accounts and roles.