Concierge Cube

This guide covers the administrative workflows for managing community concierge services, from submitting requests on behalf of residents to processing recurring billable items.

Table of Contents

1. Submitting Requests for Residents
2. Processing & Status Management
3. Editing Concierge Details
4. Recurring Requests & Auto-Billing

1. Submitting Requests for Residents

Staff members can submit concierge requests, such as pet services or valet cleaning, on behalf of residents through the back-office panel.

• Navigation: Go to the Concierge tab in the back office and select Requests.
• Initiation: Click the Add Request button in the top right corner.
• Selection: Search for the resident by name or apartment number.
• Details: Select the request category to open a drop-down for specific service items.
• Submission Options:
  • Save & Exit: Saves the request and returns to the main grid.
  • Save & New Request: Saves the request and loads a new blank form while keeping the selected requester.
  • Save & Start Payment: Saves the request and initiates the Square payment flow.

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2. Processing & Status Management

Administrators use the request grid to monitor the lifecycle of community tasks and keep residents updated.

• Notifications: New requests are identified by an orange dot and a numerical counter in the sidebar.
• Grid Overview: The grid displays the client name, contact info, request date, category, and price.
• Status Updates: You can update the resident on progress by changing the status in the action category.
• Available Statuses: These include In preparation, Confirmed, In progress, Ready, Done, Canceled, and Declined.
• Closing Tasks: To complete and close a request, select Done from the list of action items.

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3. Editing Concierge Details

If a resident’s needs change or additional information is provided, staff can update open requests directly.

• Opening Requests: Select the specific request that needs modification from the main concierge list.
• Identifying Editable Fields: Once the request is open, items that can be changed will display a pencil icon.
• Available Edits: Staff can modify the scheduled date, answers to specific questions, special requests, and billable status.
• Saving: After editing, ensure you click the Save button at the bottom of the section being modified.

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4. Recurring Requests & Auto-Billing

For ongoing services like dog walking, staff can establish automated recurring patterns and billing.

• Recurring Patterns: Requests with scheduled dates can be set to recur following a specific daily or monthly pattern.
• Staff Only: Only team members can set up recurring requests; residents cannot create them independently.
• Automatic Billing: Recurring requests that require no additional staff interaction can be set for automatic billing.
• Invoicing: When Auto-charge is enabled, the request is set to "Done" on the planned day and the invoice is created automatically.

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