HOW IT WORKS Every task carries a category → subcategory, a property, an owner (internal), and a technician (staff / cleaner / vendor). Status changes are timestamped — Started → Complete becomes the payroll clock and the per-stay cost, with no separate time tracker.

Tasks on a timeline. Colour = priority (Urgent / ASAP / Normal). Timed tasks sit in their slot; due-date-only tasks show as all-day pills. Filter by assignee, category, or property.

Mon

Tue

Wed

Thu

Fri

Sat

Sun

A live read on the operation, built entirely from task data — no external connections needed. Five reports: completion rate, days-to-complete, overdue & late, hours & cost summary, and the approval queue.

Completion rate

91%

▲ 4 pts vs last wk

Avg days to complete

1.8

▼ 0.3 vs last wk

Overdue now

3

▲ 1 vs yesterday

Awaiting your approval

2

avg 3.1h to clear

Tasks completed by category

This week · 128 total

Cleaning48

Operations39

Maintenance27

Finance14

Status mix

Open work right now

91%

on track

Complete · 62%

In progress · 20%

To-do · 12%

Overdue · 6%

Hours & cost summary

From Started → Complete timestamps · monthly payroll feed

Jeff (maint.)61h

Cleaning (vendor)$3.9k

Avg cost / stay$128

Q1Cleaning cost/stay here comes from each property's Cleaner Vendor Price — no timesheets needed. Confirm that's right?

Approval queue

Items that reached Kyal this week

Submitted18

Approved15

Modified2

Denied1

One number, one inbox. Your agent is the first line of defense — it answers what it can, drafts the rest for a human, triages what's urgent, and only calls you for the real emergencies. WhatsApp and email in the same thread list.

✆

Jeff · Maintenance

On my way to the AC call at Ruidoso…

2m

✉

DoorLoop · Rent alert

Tenant payment 5 days late — Unit 4

14m

✆

Rache

What's owed before I clock out?

31m

✉

HostBuddy · Guest unanswered

Guest msg 2h old — escalation

1h

✆

Genesis Cleaning

Photos from Dolce House flip

2h

✉

Owner · S. Bower

Question about September payout

3h

Q3This inbox shows WhatsApp + email together, in-app (per your notes). That's a bigger build than WhatsApp-only — confirm both channels are in Phase 1, or should email wait?

Your Property database, migrated from Notion — the hub every task, agent answer, and report reads from. ~65 fields per property; access details stay masked to anyone without permission.

Property	Code	Type	Beds/Bath	Cleaning Fee	Cleaner Vendor Price	Cleaner Door Code	Owner
Lakeside Retreat	RUI-04	STR	3 / 2	$150	$95	•••• 2	M. Garcia
Cove View	GAL-11	STR	2 / 2	$135	$85	•••• 7	S. Bower
Elk Run	RUI-02	STR	4 / 3	$180	$135	•••• 9	D. Meyer
Dolce House	WAC-02	STR	3 / 2	$140	$100	•••• 1	SANDRA B.
Morgan's Point	TMP-05	LTR	3 / 2	—	—	n/a	J. Hall

Q5Notion's Property records have no rate floor/ceiling — that lives in PriceLabs. Confirm it stays out of Phase-1 migration?

Also migrating

SOPs (+ Loom links)OwnersVendors / ContractorsHOAMaintenance Requests

Owner Relations and your vendor/contractor bench — both internal-only in Phase 1 (no owner-facing login). Vendors can get a scoped, task-only view of just their jobs.

Owners internal only

Contact, agreement, payout preference — the agent uses this for owner questions.

Owner	Properties	Agreement	Status
S. Bower	1	on file	Active
D. Meyer	3	on file	Active
J. Hall	2	W-9 missing	Active

Q6Add real W-9 status + agreement date fields (as shown), or keep the agreement as just a file attachment?

Vendors & Contractors

By service type & area — the agent routes maintenance here.

Vendor	Service	Area
Genesis Cleaning	Carpet Cleaning	Waco
Chase's Handyman	Handyman	Temple/Belton
Ruidoso Pool Co.	Pool Service	Ruidoso
Galveston HVAC	HVAC	Galveston

noteVendors get a scoped login — they see only their assigned tasks, no payroll (they're not W-2).

Two things Kyal's v3 lists that don't exist in Notion as databases — they're loose pages today. We build them fresh in Phase 1. NEW BUILD

Rate Card to build

Standard service charges — the agent & invoice-review read from this.

Service	Standard charge
Carpet cleaning	$120
Odor treatment	$95
General repair (hr)	$65
Pest control visit	$140

Team & Cleaners to build

Staff roster with roles + pay rate. Powers task routing & the payroll feed.

Person	Role	Rate
Rache	Operations	n/a
Fel	Operations	n/a
Jeff	Field · Maint.	$?? /hr
Genesis Cleaning	Vendor	$/clean

Q4Cleaner pay is solved (per-property vendor price). But Jeff's hourly rate has no home in Notion — and payroll needs it. Where should it come from?

Who sees what. Locked down before the build, because it shapes the database. Use the Kyal / Ops / Field switch up top to preview each person's app.

Role	Who	Can do	Main device
Owner / Admin	Kyal	Everything — approvals, KPIs, full ops view, settings	Desktop + mobile (approvals, alerts, inbox, calendar)
Operations	Rache, Fel	Tasks, the agent, their assignments — no approvals/billing	Desktop
Field · Maintenance	Jeff	His tasks + work orders + time; limited view	Phone
Vendor scoped	Cleaners, contractors	Only their assigned tasks — no payroll	Phone
Field · Cleaners Phase 2	Cleaning staff as app users	Task view + hour tracking	Phone