Staff Management
Your team is the backbone of your operation. This guide covers how to add staff members, assign roles, send invitations, and manage your team from the staff management page.
Overview
Argonautas supports five staff roles, each with different levels of access. Staff members are invited via secure magic links -- no one needs to create a password during initial setup. The system supports invitations by email, WhatsApp, or SMS, making it easy to onboard team members who may not use email regularly.
Staff Roles and Permissions
Each staff member is assigned a role that determines what they can see and do in the system.
| Role | Access Level |
|---|---|
| Admin | Full access to all features, properties, and settings. Can manage billing, company configuration, and other admins. |
| Property Manager | Manages assigned properties, bookings, rates, tasks, and staff. Cannot access billing or company-wide settings. |
| Owner | Read-only access to their own properties' performance, bookings, and financial summaries via the owner portal. |
| Staff | Access to the staff portal only -- tasks, shifts, schedules, and assigned properties. Typical roles include housekeeping, maintenance, and pool service. |
| Concierge | Access to the concierge panel -- guest trip services, activity operators, and commissions. Sees a specialized view instead of the standard task dashboard. |
Roles are set when creating the staff member and can be changed later by an admin or property manager.
[Screenshot: Staff management list page showing team members with their roles and status]
Adding a Staff Member
Step 1: Open the Staff Form
Navigate to Settings > Staff and click the Add Staff Member button. This opens the staff creation form.
Step 2: Enter Contact Information
Fill in the required fields:
| Field | Description |
|---|---|
| First Name | Staff member's first name. |
| Last Name | Staff member's last name. |
| Email address (used for login and email invitations). | |
| Phone | Phone number in international format (used for WhatsApp/SMS invitations). |
| Role | Select from Admin, Property Manager, Owner, Staff, or Concierge. |
| Position | Job title -- e.g., Housekeeper, Maintenance Technician, Head Concierge. |
For staff and concierge roles, you can also assign specific properties and set employment details (full-time, part-time, or contract).
[Screenshot: Add staff member form with contact and role fields]
Step 3: Save
Click Create Staff Member to save. The system creates the user account without a password -- the staff member will set up their own credentials during the invitation process.
Sending Invitations
After creating a staff member, you need to send them an invitation so they can access the system.
How to Send
- On the staff list, find the team member you want to invite.
- Click the Send Invitation button (or the three-dot menu and select Send Invitation).
- Choose the delivery method: Email, WhatsApp, or SMS.
- Confirm and send.
The invitation contains a secure magic link that logs the staff member in directly when clicked.
What the Staff Member Receives
- Email invitation -- a message with a clickable login link and a 6-digit verification code as a fallback.
- WhatsApp invitation -- a WhatsApp message with the login link. Requires that your company has a WhatsApp channel connected in messaging settings.
- SMS invitation -- a text message with the login link and verification code. Requires that your company has an SMS channel connected.
The magic link is valid for 24 hours. The 6-digit OTP code expires after 10 minutes and is used as a fallback if the staff member cannot click the link directly (for example, if they receive the link on one device but need to log in on another).
[Screenshot: Send invitation modal with delivery method options]
Resending Invitations
If a staff member's invitation expires or they did not receive it, you can resend at any time. Navigate to the staff member's entry and click Send Invitation again. Each resend generates a fresh magic link and invalidates any previous one.
First-Time Login and Profile Setup
When a staff member opens their invitation link (or enters the OTP code), they are authenticated and taken to the Profile Setup page. Here they can:
- Set a password (optional) -- for future logins without needing a new magic link.
- Register a passkey (optional) -- use fingerprint or face recognition for quick, passwordless login.
- Skip setup -- continue without a password or passkey. They can always request a new magic link to log in later.
After setup, the staff member is directed to their portal based on their role -- the staff dashboard for housekeeping and maintenance roles, or the concierge panel for concierge roles.
Managing Your Team
Staff List
The staff management page shows all team members with:
- Name and position
- Role (displayed as a badge)
- Status -- Active or Inactive
- Last login -- when they last accessed the system
- Invitation status -- whether the invitation has been sent and accepted
Editing a Staff Member
Click any staff member to open their detail page. From here you can update their contact information, role, position, property assignments, and employment details.
Deactivating a Staff Member
To remove a staff member's access without deleting their record:
- Open the staff member's detail page.
- Toggle their status to Inactive.
- Save the changes.
Inactive staff members cannot log in or receive new invitations, but their historical data (completed tasks, shift records, commissions) is preserved. You can reactivate them at any time by toggling the status back to Active.
Deleting a Staff Member
Deleting permanently removes the staff member record. This action should be used only when someone was created by mistake. For team members who have left the organization, deactivation is preferred so their work history is retained.
Key Concepts
No password on creation. Staff accounts are created without a password. This eliminates the need to communicate temporary passwords and ensures that each person sets their own credentials securely during the invitation flow.
Magic links over passwords. The primary login method is magic links -- secure, single-use URLs sent directly to the staff member. This is especially practical for field staff who may not be comfortable managing passwords.
Role-based portal. The system automatically adapts the interface based on the staff member's role. Staff see tasks and schedules; concierges see guest services and operators. There is no manual configuration needed.
Phone number uniqueness. Each phone number must be unique within your company. The system validates this during staff creation to prevent duplicate accounts.
Common Questions
Can a staff member have multiple roles? No. Each staff member has exactly one role. If someone needs both property manager and concierge access, assign them the property manager role, which has broader permissions.
What if a staff member does not have email? You can invite them via WhatsApp or SMS instead. A phone number is sufficient to create and invite a staff member.
How do I change someone's role? Open the staff member's detail page, change the role, and save. Their portal view will update on next login.
Can property managers add staff? Yes. Property managers can add and manage staff members assigned to their properties. They cannot create other property managers or admins.
What happens when I resend an invitation? A new magic link is generated and the previous one is invalidated. The staff member must use the most recent invitation.
Is there a limit on how many staff members I can add? There is no system-imposed limit. Add as many team members as your operation requires.