How to add your team members (cleaning, maintenance, etc.)

Nowistay lets you manage your entire short-term rental crew. From automating recurring tasks to handling early check-in and late check-out guest requests, you can offload most of the operational load to the AI and the smart system — without giving anyone full admin access.

How to add a team member

To add your team on Nowistay, first go to the Teams section.

Then click the "+" button to add a new team member.

In the window, enter:

• First name / last name
• Email
• Phone number (important for WhatsApp notifications)

Next, assign the member's role(s) from:

• Cleaning — the person responsible for cleaning.
• Maintenance — the person responsible for any maintenance tasks.
• Urgency — the person who should handle guest-reported emergencies (water leaks, inability to access the property, etc.).
• Check-in — the person who handles guest arrivals and needs to know about every booking (key handover, smart-lock codes).
• Manager — sometimes called "city manager"; responsible for operations across cleaning, maintenance and check-in. Full calendar visibility.
• Owner — the property owner who needs visibility on their property's bookings and financial snapshot. No operational missions by default.

A team member can have multiple roles. For example, the maintenance lead may also handle urgency. The person who does cleaning may also be responsible for check-in at your property.

Configure these roles according to the tasks the person performs in your properties.

• Next, specify the properties on which this team member will work.
• Choose the communication channel for sending notifications about assigned tasks (briefings, reminders, confirmations, etc.). You can choose email, WhatsApp, or both.
• You can also set the member's language and days off from the same form — see Configure team member settings: availability and language for the full breakdown.

That's it — the team member is now ready to receive tasks. The next step is to create tasks (or let automation do it for you — see Automate your team's tasks).

What data is shared with the team?

The team member does not receive any message or invitation at this point. They do not need an account or credentials, because nothing confidential is shared with the team.

The team only receives mission alerts and messages with the content of the task assigned (date, description, type and scheduled date). They also have access to a dedicated shared calendar and missions dashboard. That space is shared as a private URL.

All the actions a team member can take (accept or refuse missions, start, complete) are available from the messages they receive and from the dashboard; the per-message action links are valid for 24 hours.

The goal is to avoid over-complicating onboarding or removal of a team member while keeping the essential actions and the minimal data they need to accomplish their assigned tasks.

What kind of alerts and messages does the team member receive?

Here are the messages that are sent to a team member:

• A confirmation message every time a new mission is assigned (or a message when a new mission is available so they can take it — first-come-first-served).
• A message when an assigned mission is modified (this is optional via a checkbox when you edit a mission).
• A morning briefing about the mission scheduled for the day, with a link to start and complete the mission with photos and a checklist.
• A cleaning team member can also receive guests' early check-in and late check-out requests to accept, refuse, or propose a new time (see article for more details).
• A team member with the Urgency role receives an alert when a guest reports an incident (e.g. "no water", "locked out"), with the message content and a link to follow up.

All notifications are sent in the member's chosen language (English, French or Spanish — set per member).

Does the team member have access to a dashboard / calendar?

Yes — every team member can access a dedicated private URL to see the calendar of their missions and a dashboard of upcoming missions. Owners additionally see a Financials tab with revenue, occupancy and channel breakdown for their properties.

This space shows only what the team member needs to know. Guest names, property address and other private data are never exposed to operational roles (Cleaning, Maintenance, Urgency).

You can share the private calendar / dashboard URL from the Teams section. The member is also reminded of it with a button in several of the messages (like the briefing message).

Next steps

Most hosts fine-tune two things right after adding a member: their days off (so automations skip them when they're unavailable) and their dashboard language.

→ Continue with Configure team member settings: availability and language, then Share the team dashboard with your team.