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.

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).

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 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. 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

Also as Markdown. Updated 2026-11-01.