# HostStackHQ for supervisors

You look after cleaning, cleaners, checklists, spending and upkeep at the properties ticked for you.

- You don't see guests, door codes, bookings or reports.
- Screens: **Today**, **Spending**, **Maintenance**, **Team**, **Help**. On a phone, **More** holds **Help** and **Sign out**.
- Your company's name is top right on every page (on a phone, at the top of the page).

## Signing in

1. Open the link your admin sent (works once, for 7 days).
2. Choose a password (12+ characters).
3. Next time, sign in with your email and that password.

- No properties showing? Ask the admin to tick yours.

**Two-step sign-in** (optional): **Team → Your sign-in**

1. Install an authenticator app (Google or Microsoft Authenticator).
2. Choose **Set up** and scan the QR code (or type the setup key).
3. Enter the 6-digit code and choose **Turn on**.

To turn it off: enter a code and choose **Turn off**.

## Today

- **Maintenance** (when due): overdue jobs, warranties ending in 30 days, contracts ending in 30 days (**Renew?**).
- **Stock low** (when needed): items at their low level or **Reported low** by a cleaner.
- **Cleaning**: turnovers from yesterday to tomorrow.

| State | Looks like |
| --- | --- |
| **Nobody assigned** | Highlighted, dashed edge |
| **Not started** | |
| **In progress** | Blue edge |
| **Ready** | Green |

**Assign a cleaner**

1. Pick the cleaner from the turnover's list.
2. Choose **Save**. They get it on Telegram (room, times, checklist; never guest details).

**Check the work**: on a **Ready** turnover, open **Show photos** before the next guest arrives.

**Keep a photo** (for a damage claim, say): photos are deleted 30 days after the cleaner sends them, and the date shows under them. Today shows turnovers for two days; after that, open the stay from **Calendar**: **Cleaning after the stay** has the photos. Open **Show photos** and choose **Download** under the photo. Each download is recorded with your name.

- With one cleaner, every turnover goes to them.
- Turnovers move or vanish when bookings move or cancel.

## Spending

Record every payment right after paying:

1. **Photo of the bill**: take or choose a photo.
2. Enter **Amount** (with GST) and **Of which GST** if shown.
3. Choose **What for** (repair, maintenance, consumables, utilities, society, replacement, improvement, purchase, other).
4. Choose **Property**. Change **Paid on** for an older bill (up to a year back). Add **Paid** and **Note** if useful.
5. Choose **Save payment**.

- **Paid** → pick a month to see payments and the total.
- **Remove** deletes a mistake (a record is kept).

> **The owner sees payments and bill photos.** Photograph only the bill.

## Maintenance

Tabs: **Jobs**, **Schedules**, **Assets**, **Stock**, **Contracts**.

### Jobs

**Raise a job**

1. **Raise a job** → **What needs doing** ("AC not cooling").
2. Choose **Kind** (repair, service, replacement, improvement, visit delivered, complaint) and **Where** (a property, or a whole society).
3. Optional: **Asset**, **Under** (contract), **Already done on**, **Due by**, **Who does it**, **Notes**.
4. Choose **Save job**.

- Staff on Telegram get it there and close it with a photo.
- Never put guest names in the title or notes.

**On a job's page**

- **Mark done** / **Open again** / **Change** / **Remove**.
- **Add a photo of the work** (no people; the owner may see it).
- **Add a payment**: bill photo, amount, who was paid. It goes to **Spending**. For a society job, pick the flat.

The list shows **To do** (soonest first, **Overdue** marked). Switch **Show** to **Done** for finished jobs.

### Schedules

Repeating work ("AC service every 6 months"). A job is raised a week before each due date.

**Add a schedule**

1. **Add a schedule** → **What is done**.
2. Choose **Property** and optional **Asset**.
3. Set **Every, in months** and **Next due**.
4. Choose **Who does it** and write a **Checklist** (one item a line).
5. Choose **Save schedule**.

**Add suggested ones**

1. Under **Suggested schedules**, choose the **Property**.
2. Untick what you don't want → **Add ticked schedules**.
3. Open each to adjust the date or **Who does it**.

- Change **Next due** to move the next job. **Stop it** ends a schedule.
- A long-overdue schedule raises one job, not one per missed date.

### Assets

The register of what's at each property (ACs, fridge, geyser, furniture).

**From a template**

1. **Start from a template** → choose **Property** and **Type** (1BHK, 2BHK, Villa).
2. Untick what isn't there → **Add ticked assets**.
3. Open each to add photo, date and cost.

**Add one**

1. **Add an asset** → take a **Photo** (the thing, not people).
2. Enter **Name** and **Kind**.
3. Choose **Property** and **Room** (or **The whole property**).
4. Optional: **Make**, **Model**, **Serial number**, **Bought on**, **Cost** (with GST; needs **Bought on**), **Bought from**, **Warranty until**.
5. Choose **Save asset**. The cost goes to **Spending**.

**On an asset's page** (its **History** lists everything spent and done on it):

- **Change**: edit it.
- **Replace**: record the new one; the old goes out of use.
- **Out of use** / **Back in use**.
- **Remove**: delete a mistake.

Tick **Show ones out of use** to see retired assets.

### Stock

Consumables (toiletries, linen, cleaning supplies, tea). Each property draws from one store; an admin sets which.

**Set up a store**

1. **Add from the usual kit** → untick what it doesn't keep → **Add ticked items**.
2. Or **Add an item**: name, **Used each turnover**, **Low at**.
3. Count each item so the store shows what's on hand.

**Open an item to**

- **Record a purchase**: bill photo, how many, amount, GST, date, paid to. Goes to **Spending**.
- **Record a count**: set the number you counted.
- **Move to another store**: the only way stock moves between stores. You can move at most what the store has.
- **History** / **Change item** / **Remove**.

- Each turnover marked ready subtracts its usage automatically.
- **Low** or **Reported low** shows when it's time to buy. Cleaners count on Telegram too ([how](cleaner.md#stock-soap-toilet-rolls-tea)).

### Contracts

Society fees and service contracts. Managers add them; you record payments and visits.

**Pay a contract**

1. Open the contract → **Payments** → **Add a payment**.
2. Add the bill photo and amount. It goes to **Spending**.

**Log a visit or complaint**

1. **Log a visit or complaint**.
2. Enter **What happened** and **Kind**. For a society fee, choose **For** this flat or the whole society.
3. Add **Done on** (blank if still open) and **Notes**.

- Open one to add photos, or mark a complaint done.
- **Report for its period** (top of the page) shows paid, services, complaints and time to resolve. **Print** to show the owner.

## Team

Tabs: **Cleaners**, **Cleaning checklists**, **Your sign-in** (two-step sign-in, and [AI agent access](#ai-agent-access) if your company has it).

### Cleaners

1. **Cleaners** → add name and phone (with country code, e.g. `+919876543210`).
2. Send the invite link on WhatsApp with the [cleaner's guide](cleaner.md). It works once, for 7 days.
3. When they tap **Start**, they show **Connected to Telegram**.

- **New phone?** **New invite link** (old one stops).
- **Remove** takes them off open turnovers; reassign on Today.
- No Telegram at your company? Tell cleaners their jobs from Today.

### Cleaning checklists

1. **Cleaning checklists** → choose a property.
2. One item per line.
3. Choose **Save checklist**.

Changes apply from the next booking.

### AI agent access

If HostStackHQ has switched it on for your company, **Team → Your sign-in** has **AI agent access**: connect Claude, ChatGPT or another agent that supports MCP, and ask it about your bookings, cleaning, occupancy and spending.

1. Type a name for the agent (e.g. *Claude on my laptop*) → **Make a token**.
2. Copy the token. It is shown only once.
3. In the agent's settings, add an MCP server with the **Server address** shown on the page, and send the token as `Authorization: Bearer <token>`.

- It acts as you: your role, and only the properties you work at.
- It can read cleaning tasks, cleaners and spending, and give a cleaning task to a cleaner or record an expense. Agents ask you before they change anything; those changes show as made by you, through an agent.
- It never gets guests' phone numbers, emails, IDs, door codes or WiFi passwords.
- **Revoke** stops a token at once. Removing a person, or resetting their access, deletes all of theirs: adding them back doesn't bring them back.
- An agent can make about 5 requests a second; beyond that it is told to wait (429).

## When something goes wrong

| Problem | Do this |
| --- | --- |
| **Saving… keep this page open** | Keep the tab open until it goes |
| Cleaner isn't getting jobs | Check **Connected to Telegram** in Team; send a **New invite link** if not. Check they're picked on Today |
| Cleaner's link expired | Send a **New invite link** |
| No turnovers at your property | Ask the admin to tick it for you |
| Forgot password, or lost authenticator phone | Ask the admin for a **Password reset link**, then set up two-step again |
| "Something went wrong" | Choose **Reload** |