Staff Portal Guide
The staff portal is your daily workspace for managing tasks, checking your schedule, and accessing property information. Whether you are a housekeeper, maintenance technician, pool specialist, or concierge, the portal is designed to be fast and easy to use -- especially on your phone.
Overview
The staff portal gives you a focused view of what matters to your role: your assigned tasks for the day, your upcoming shifts, and the properties you work at. Concierge staff members see a specialized view tailored to guest services management instead of the standard task dashboard.
How to Access the Portal
Staff members are invited by their manager via email, WhatsApp, or SMS. The invitation includes a secure magic link that logs you in directly.
First-Time Setup
Open the invitation. You will receive a message with a login link. Click or tap the link to open it in your browser.
If the link does not work, you will see an option to enter a one-time verification code (OTP). Check your email or messages for a 6-digit code and enter it on the verification page.
Set up your profile (optional). After verifying your identity, you can optionally set a password for future logins or register a passkey (fingerprint or face recognition) for quick access.
After initial setup, you can log in using your password, passkey, or by requesting a new magic link.
[Screenshot: Accept invitation page with OTP entry]
Re-Invitation
If your invitation expires or you need a new one, ask your manager to resend it from the staff management page.
Dashboard
After logging in, you land on the staff dashboard. The header shows a personalized greeting with your name, position, and how many tasks you have today.
Stats Cards
Four cards summarize your workload:
- Tasks Today -- tasks scheduled for today
- This Week -- tasks coming up in the next 7 days
- Completed This Month -- tasks you have finished this month
- Upcoming Shifts -- scheduled shifts in the next 7 days
[Screenshot: Staff dashboard with stats cards and today's tasks]
Today's Tasks
A grid of task cards shows everything assigned to you for today. Each card displays the task type, priority, property name, scheduled time, and current status. Click any task card to open its detail page.
If you have no tasks today, a "You're all caught up" message appears.
Upcoming Shifts
Below the tasks, a list shows your next scheduled shifts (up to 5) with the date, time range, and assigned property. Dates are shown as "Today," "Tomorrow," or the weekday and date.
Quick Actions
Three buttons at the bottom provide fast navigation:
- My Tasks -- go to the full tasks list
- View Schedule -- open the schedule calendar
- My Properties -- see your property assignments
Tasks
The tasks page shows all tasks assigned to you with comprehensive filtering and search.
Searching and Filtering
- Search bar -- find tasks by title, property name, or task number
- Status filter -- all statuses, pending, assigned, in progress, completed, or verified
- Property filter -- narrow to a specific property
- Task type filter -- turnover clean, deep clean, inspection, maintenance, pool service, or pre-arrival prep
- Date range -- filter by scheduled date
- Clear Filters button resets everything
Status Tabs
Tabs at the top let you quickly switch between:
- All Tasks -- everything assigned to you
- Pending -- tasks waiting to be started
- Assigned -- tasks assigned but not yet begun
- In Progress -- tasks you are currently working on
- Completed -- finished tasks
Each tab shows a count badge.
[Screenshot: Tasks page with status tabs and filter panel]
Task Cards
Each task card shows:
- Task type badge (e.g., TURNOVER_CLEAN) and priority badge
- Task title and property name
- Scheduled date and time
- Current status (pending, assigned, in progress, completed, verified)
Click a task card to open its detail page where you can update the status, add notes, and mark it complete.
Updating Task Status
From a task detail page, you can:
- Start the task -- moves it from assigned/pending to in progress
- Mark as complete -- flags the task as done
- Add notes -- leave comments or observations about the work performed
Your manager will review completed tasks and may mark them as verified.
Pagination
If you have many tasks, the list is paginated. Use the Previous/Next buttons at the bottom to navigate between pages.
Schedule
The schedule page shows your shifts in a calendar format.
View Modes
Toggle between Week View and Month View using the buttons at the top right.
Upcoming Shifts List
Below the calendar, a list shows all your upcoming shifts with:
- Date -- formatted as the full weekday and date
- Time -- scheduled start and end times
- Property -- which villa or "General" for non-property work
[Screenshot: Schedule page with week view and shifts list]
Properties
The properties page lists all villas you are assigned to. Each property card shows:
- Property name
- Address
- Your role at that property (e.g., Housekeeper, Maintenance)
Click a property card to view its details, including any property-specific instructions or information relevant to your role.
If you are not assigned to any properties, a message will indicate this -- contact your manager if you believe this is an error.
Profile
The profile page shows your personal and employment information:
- Name and employee ID
- Position (e.g., Housekeeper, Maintenance Technician, Concierge)
- Employment type (full-time, part-time, contract)
- Email and phone number
- Skills and certifications -- any documented skills with expiration dates
- Assigned properties -- list of properties and your role at each
To update your contact information or password, use the dropdown menu in the header and select Profile, or contact your manager.
[Screenshot: Profile page showing personal info and property assignments]
Concierge Staff
If your position is Concierge or Head Concierge, the portal adapts to show a specialized view instead of the standard task dashboard.
Concierge Navigation
The navigation changes to reflect your guest-focused role:
- My Guests -- your primary dashboard showing active guest portfolios and service requests
- Operators -- browse and manage activity operators (tour companies, transport providers, chefs, etc.)
- Commissions -- view commission records for services you have arranged
Concierge Panel
Instead of the tasks dashboard, you see the Concierge Panel -- a purpose-built view for managing guest trip services. From here you can:
- View active bookings and their associated trip service requests
- Assign operators to guest service requests
- Confirm, cancel, or complete service items
- Track commission amounts
The concierge view is automatically activated based on your staff position -- no configuration needed.
Navigation
Mobile
On phones and small tablets, a bottom navigation bar provides quick access to the most important sections:
- Home -- dashboard (or My Guests for concierge)
- Tasks -- task list (or Operators for concierge)
- Schedule -- shift calendar (or Commissions for concierge)
- Profile -- your profile and settings
Desktop
On larger screens, the top header includes full navigation links, a notification bell (with badge for pending tasks), and a user menu dropdown with your name, position, profile link, and sign-out option.
Key Concepts
- Task: A work item assigned to you for a specific property and date. Tasks have types (cleaning, maintenance, inspection, etc.), priorities, and statuses.
- Shift: A scheduled work period with start and end times, optionally tied to a specific property.
- Clock in/out: Recording actual working hours against a scheduled shift. This feature is in development and not yet available in the portal.
- Task status flow: Pending or Assigned -> In Progress -> Completed -> Verified (by manager).
- Property assignment: The link between you and the properties you work at, including your role at each.
- Magic link: A secure, one-time login link sent via email, WhatsApp, or SMS. No password needed.
- OTP (One-Time Password): A 6-digit verification code valid for 10 minutes, used as a fallback when the magic link cannot be clicked directly.
Common Questions
I did not receive my invitation. What should I do? Ask your manager to resend the invitation. They can do this from the staff management page. Make sure your email or phone number is correct in the system.
My magic link expired. How do I log in? Request a new invitation from your manager, or use the OTP code if one was included in your original invitation message.
How do I update my phone number or email? Contact your manager to update your contact information in the system.
Can I see tasks assigned to other staff members? No. The staff portal shows only your own tasks, shifts, and property assignments.
What if I cannot complete a task on time? Update the task with a note explaining the situation. Your manager will be able to see the note and reschedule if needed.
I am a concierge but I see the regular task dashboard. What is wrong? Your staff position may not be set correctly. Ask your manager to verify your position is set to "Concierge" or "Head Concierge" in the staff management settings.
Can I access the portal from my personal phone? Yes. The staff portal is fully responsive and works on any modern smartphone browser. There is nothing to install.