Staff Portal Guide
The staff portal is your daily workspace: today's tasks, your shifts, and the villas you work at. It is built for your phone first, so a housekeeper or technician can run the whole day from it. It works the same in a desktop browser.
Overview
The portal opens on what you need right now: today's tasks in time order and your shift for the day. From there you can open a task, check a villa's door code and WiFi, look at your schedule, or request time off. Concierge staff see a guest-focused view instead (see Concierge Staff).
How to Access the Portal
Your manager invites you by email, WhatsApp, or SMS. The invitation contains a secure sign-in link.
First-Time Setup
- Open the invitation. Tap the link in the message to open it in your browser.
- If the link doesn't sign you in, enter the 6-digit code from the same message on the verification page.
- Set up your profile (optional). You can set a password for future sign-ins or register a passkey (fingerprint or face recognition).
After that, sign in with your password, your passkey, or a new sign-in link.
Re-Invitation
If your invitation expires, ask your manager to resend it. They do this from your staff record with Resend Invitation.
Home
After you sign in, you land on Home. It shows:
- A greeting with your name and one line of counts: tasks today, tasks this week, and tasks done this month.
- Your shift for today, if you have one, with its hours and a Clock In button. Once you clock in, the bar shows the time and the button changes to Clock Out.
- Today's Tasks, in time order. Each row shows the start time, the villa, the task title, and its status. A red Overdue badge marks late work. Tap a row to open the task. View All opens your full task list.
- Next shifts, your upcoming shifts with day, hours, and villa. View Schedule opens the schedule.
If you have nothing today, Home says No tasks for today.
Tasks
Tasks lists the work assigned to you. It has three tabs:
| Tab | What it shows |
|---|---|
| Open | Everything not yet finished (pending, assigned, and in progress), grouped into Overdue, Today, and Upcoming |
| In Progress | Tasks you have started |
| Completed | Finished and verified tasks, newest first. Tap Load more for older ones. |
The search box finds tasks by title, description, villa, or task number. Tap Filter to narrow by property, task type, or a date range, and Clear Filters to reset.
Tap a task to open it, start it, work through the checklist, and mark it complete. See Your Tasks for the details.
Schedule
Schedule shows your shifts and tasks on a calendar. Switch between Week and Month, and use the arrows or Today to move around. Below the calendar you'll find Upcoming Shifts and My Time Off, where you can request days off. See Your Schedule.
Calendar
Calendar shows occupancy and guest stays for the villas you are assigned to, one row per property. Managers in a calendar-viewing position see every villa. In-house now lists the guests staying today. Tap a guest or a stay to open its itinerary: check-in and check-out times, the turnover window, the travel party, and special requests.
Properties
Properties lists the villas you are assigned to, with your role at each (for example, Primary Housekeeper). Tap a villa to see what you need on site:
- Access: door code, WiFi network, and WiFi password
- Check-in and check-out instructions, and trash pickup day
- Emergency contacts
- Property instructions
- Recent tasks at that villa
If you aren't assigned to any villas, the page says so. Contact your manager if that looks wrong.
Profile
Open Profile from the menu under your avatar (your photo or initials) in the top-right corner. It shows:
- Personal Information: name, employee ID, position, employment type, email, and phone
- Photos: your Staff Photo, which may be shown to guests, and your internal Avatar. You can upload, replace, or remove each one.
- Skills & Certifications, with expiry dates
- Assigned Properties
To change your contact details, contact your manager.
Concierge Staff
If your position is Concierge or Head Concierge, the portal shows a guest-focused view instead of tasks.
Concierge Navigation
- My Guests: your home page
- Providers: the service providers you work with (tour companies, transport, chefs, and so on)
- Commissions: commission records for services you arranged
My Guests
My Guests groups the bookings at your assigned villas into Departing, Arriving, In-House, and New Bookings. Tap a guest card to open their trip portfolio, where you manage their services.
The concierge view switches on automatically from your staff position. There is nothing to configure.
Navigation
On a Phone
A bar at the bottom of the screen holds Home, Tasks, Schedule, Calendar, and Properties. A dot on Tasks means you have open tasks due today or earlier. Your profile and the sign-out button are in the avatar menu at the top right.
For concierge positions the bar shows My Guests, Providers, Commissions, and Profile instead.
On a Desktop
The same pages appear as links across the top: Dashboard, My Tasks (with a count of open tasks due today or earlier), Schedule, Calendar, and Properties. The avatar menu on the right holds Profile, Language, and Sign Out.
Changing Your Language
Tap your avatar in the top-right corner and pick a language under Language. The avatar menu is in the header on phones too. Your choice is remembered on that device.
Key Concepts
- Task: A piece of work assigned to you for a villa and a date. Tasks have a type (cleaning, maintenance, inspection, and so on), a priority, and a status.
- Shift: A scheduled work period with start and end times, optionally tied to a villa.
- Clock in/out: Recording when you actually start and finish a shift. Use the bar on Home.
- Task status flow: Pending or Assigned, then In Progress, then Completed, then Verified (by your manager).
- Property assignment: The link between you and the villas you work at, including your role at each.
- Sign-in link: A secure, one-time link sent by email, WhatsApp, or SMS. No password needed.
- Verification code: A 6-digit code sent with your invitation, used when the link can't sign you in directly.
Common Questions
I did not receive my invitation. What should I do? Ask your manager to resend it. Make sure your email or phone number is correct in your staff record.
My invitation link expired. How do I sign in? Ask your manager to resend the invitation.
How do I update my phone number or email? Contact your manager to update your contact details.
Can I see tasks assigned to other staff members? No. The staff portal shows only your own tasks, shifts, and villas.
What if I can't finish a task on time? Let your manager know so they can reschedule or reassign it. Once you have started the task, you can also explain in its Completion Notes.
I'm a concierge but I see the regular task view. What's wrong? Your staff position may not be set correctly. Ask your manager to set it to Concierge or Head Concierge.
Can I use the portal on my personal phone? Yes. It works in any modern phone browser. There is nothing to install.