How to use StayServ team management — invite admins, add staff, and set roles

Prefer to click through it live? You can try the whole team management flow — inviting staff, editing roles, resending invitations — in our free interactive demo. No signup, no credit card, real UI.

Team management in StayServ is designed so that after the first corporate admin is set up, you never need to email us to add people again. Everything is self-serve from /app/team.

This guide covers who invites who, what each role can do, and the day-to-day of managing your team.

If you're brand new, read The invite flow first — it explains how a StayServ organization gets built up from a single email address to a full team across multiple properties.

The invite flow at a glance

StayServ uses a three-tier model:

StayServ invites the first Corporate Admin. When you sign up, our team creates your corporate ("corp") organization and invites one person as the first Corporate Admin. That person is the root of your team — from here, everything is self-serve.
Corporate Admins invite more Corporate Admins and Property Admins. Once you're in, you can invite additional corp-wide admins (peers with you) or property-specific admins (who only manage the hotels you assign them to).
Property Admins invite the rest of the staff. Front desk, housekeeping, maintenance techs, security, landscaping — the people doing the day-to-day work — get invited by whoever admins their property. That can be a Corporate Admin or a Property Admin.

The flow is designed so that a 20-property group with 400 staff members doesn't have to bottleneck through a single person or through StayServ support. Corp Admins delegate to Property Admins; Property Admins run their own house.

Roles, in plain English

StayServ has three levels of admin and several staff roles. Every account has one or more of these attached to a specific corp and (usually) a specific property.

Admin roles

Corporate Admin (corp_admin) — Sees and controls every property in the corp, including properties added in the future. Can invite anyone: more Corp Admins, Property Admins, or any staff role. Use sparingly — this is the "master key."
Property Admin (hotel_admin) — Sees and controls one or more specific properties. Can invite staff and other Property Admins for the properties they admin. Can't see or touch other properties in the corp.
Staff (any of the roles below) — Sees the properties they're assigned to. Cannot invite anyone. Cannot access the Team page at all.

Staff roles

Staff roles slot people into the right lane. They drive who can be assigned to which maintenance categories, what shows up in filters, and — over time — reporting.

Front office

Front Desk
Housekeeping
Security

Maintenance

General Maintenance
Electrical
Plumbing
HVAC

Grounds & Services

Pest Control
Landscaping
Cleaning

You can change a person's role later, so don't over-think it on day one.

Day one: getting your team started

Assume StayServ has just invited your first Corporate Admin — probably you, or a GM, or an ops lead. Here's the sequence to get from "one account" to "everyone can work."

1. Accept your invitation

Check your email for the StayServ invitation, click the link, and set your password. You're now the Corporate Admin of your organization.

2. Add your properties

Before you invite anyone else, add the properties they'll be assigned to. Go to Property in the left nav and add each hotel by name. You can do this in bulk if you have several.

3. Invite your first Property Admins

Now go to Team (/app/team). You'll see three sections stacked:

Invite Staff Member — the form at the top.
Pending Invitations — invites that haven't been accepted yet.
Current Staff — everyone who has accepted an invitation.

To invite a Property Admin:

Enter their email.
Uncheck "Corp-wide admin" (leave it off).
Pick which properties they'll manage — check as many boxes as needed.
Under Staff Role, pick Hotel Admin.
Click Send Invitation.

They'll get an email with a link. When they accept, they'll be able to manage everything for those specific properties, including inviting their own team.

4. Delegate

At this point, you can step back. Each Property Admin invites their own front desk, housekeeping, maintenance, etc. through the same flow — the difference is they'll only see their own properties in the picker.

Repeat as your organization grows.

Inviting people, in detail

Whether you're a Corp Admin or a Property Admin, the invite form on /app/team works the same way. What's different is which options you'll see.

If you're a Corporate Admin

You'll see two extras:

A Corp-wide admin checkbox — check it to invite another Corp Admin. Everything else greys out (they get access to everything, so property selection and role don't apply).
The Properties list shows all properties in the corp.

If you're a Property Admin

No Corp-wide admin checkbox.
The Properties list only shows the properties you admin.
You can invite any staff role, including additional Property Admins for the properties you manage.

Steps

Enter the invitee's email. They don't need a StayServ account yet; the invitation creates one.
Pick the properties. Multi-select — invite someone to five properties in one go if they cover them all.
Pick the role. Choose from the grouped list (Admin, Front Office, Maintenance, Grounds & Services).
Send. You'll see a "Invitation sent" toast, the form clears, and the invite appears in the Pending Invitations table below.

What they receive

The invitee gets an email with a link. Clicking it takes them to a signup page where they set a password and their name. On completion, they're placed in your organization with the exact role and properties you assigned.

Invitations expire after a set period (visible in the Pending Invitations table). If someone doesn't accept in time, use the Resend button — this creates a fresh invitation and invalidates the old one, so the old link stops working immediately.

Managing pending invitations

The Pending Invitations section shows every unaccepted invite for the currently selected property. Each row shows:

Email — who was invited.
Role — what they were invited as.
Invited On — when the invite was sent.
Expires — when the link stops working.
Status — Pending, Expired, or Accepted (Accepted ones fall off the list once they move to Current Staff).
Actions — a Resend button to reissue.

When to resend:

The invitee says they never got the email (check spam first).
The link expired.
You need to change something about the invite — resend generates a new one with the current settings.

When to just wait: Most people accept within a day. Don't spam-resend; each resend invalidates the last link, which is confusing if two arrive at once.

Managing current staff

The Current Staff table lists everyone who has accepted and is now active. Columns:

Email / Name — how they show up everywhere in the product.
Role — their current role.
Joined On — the date they accepted.
Actions — edit their name or role (admins only).

Editing a role

Click Edit on a row, pick a new role from the dropdown, and save. This takes effect immediately — the person doesn't need to log out.

Watch out: Downgrading a Corporate Admin to a staff role removes their access to properties they weren't explicitly assigned to. Make sure you've assigned them to at least one property first, or they'll effectively be locked out.

What if someone leaves?

Change their role and remove them from properties. Their historical activity (tasks they created, notes they wrote, completions they logged) stays intact and attributed — you don't lose the audit trail.

Common questions

Can one person be a member of multiple corps? Yes. StayServ supports it — they'll see a corp switcher when logged in.

Can a Property Admin invite a Corporate Admin? No. Only existing Corp Admins can invite Corp Admins. This is intentional — the "master key" only gets minted by someone who already holds one.

Can I invite someone to a specific room, floor, or shift? Not directly. Roles and properties are the two axes. Filters and assignments in the Maintenance module handle the finer-grained routing.

What happens when I add a new property? Corp Admins get access automatically (that's what "corp-wide" means). Property Admins and staff need to be explicitly invited to the new property — go to Team and add them.

Can I bulk-invite from a CSV? Not through the UI today. If you're onboarding a large team at once, get in touch at [email protected] — we've helped a few groups migrate.

What if my only Corporate Admin leaves the company? Contact us — we'll verify and transfer the role. This is the one thing that isn't self-serve, and intentionally so.

Where to go next

If you're new, do the whole invite flow end-to-end with one real Property Admin and one real staff member. Everything else scales from there.
If you want to see the team page and every other screen without setting anything up, try the free interactive demo — same UI, no signup, real data.
Once your team is invited, see How to use maintenance for the day-to-day workflow they'll actually be doing.
If something in this guide doesn't match what you see in the app, tell us at [email protected].