Schedule, assignments and calendar
Reading time: 8 min
Three screens show time: the Schedule of the whole team, today's Assignments for field staff, and My calendar, each person's week. My calendar can also be shown in the phone's calendar.
6.1 The team schedule
Where: Schedule in the sidebar. Who: owner, managers, concierges and accounting. Field accounts do not have the team schedule: they have their assignments and their calendar.
The views
| View | What it shows | What it is for |
|---|---|---|
| Agenda (default view) | The week day by day, one line per service: time, service, client, property, who is in charge, status. Stays first. A “Now” marker before the next service of the day. | Reading the week at a glance, without a grid. |
| Day | One column per member, plus an “Unassigned” column: who is doing what today. On a phone, a chronological list. | Sharing out the work. |
| Week | Seven columns by hour (from 07:00 to 02:00), with an “all day” band for stays and services lasting more than 12 hours. | Seeing the time slots and the gaps. |
| Month | A grid of weeks, three entries per day then “+N”. | Seeing the month's workload. |
In the grids (Day, Week, Month), each category has its own colour, clear and easy to tell apart: blues for villas and boats, teal and slate for transfers and flights, purples and pinks for excursions, evenings out, wellness and childcare, oranges for chefs and restaurants, greys for cleaning, shopping and everything else. Each service has a bar on the left in its colour and a light background of the same shade. The name of the service is still written: the colour is a visual cue, not the only information. A legend, under the toolbar, shows the colour of each category displayed.
Unconfirmed requests have a dotted outline (“To be confirmed” in the legend), cancellations are crossed out, and the current time is a blue line. The Agenda view, however, has no colour code.
Getting around
- Previous period and Next period (or the ← and → keys on the keyboard), Today (t key), and the calendar button Go to date.
- Filter by team member (Whole team, Unassigned, one member) and Filter by category.
- Clicking a service opens its drawer (chapter 5). Clicking an empty slot opens New booking with the date, the time and the member already filled in (n key).
All times are shown in the concierge service's time zone (“Times in Europe/Madrid”). A service that runs past midnight stays attached to the day it starts.
Dates booked elsewhere
If your properties are connected to their Airbnb, Booking.com or Vrbo calendars (chapter 10), the dates taken there appear in the schedule in a deliberately neutral style (grey background), distinct from your bookings: “Villa Azur · Booked on Airbnb”. A “Booked elsewhere (property calendars)” legend explains this. If there is an overlap with a stay or a booking entered in Vetexis, the bar turns red (“Overlap”). Clicking it opens the property record.
6.2 Today's assignments (the field screen)
Where: Assignments, in the sidebar and in the phone tab bar of a field account. Who for: field accounts; the office follows the same assignments in the Schedule and My calendar (on a phone, its tab is Bookings).
The screen is designed for the phone, for one-handed use in full sunlight: large touch areas, readable text, direct actions.
- Choose the day: Yesterday, Today, Tomorrow. An office member (any role except field) can also choose Assignments of another member.
- Each assignment shows the time, the service, the status, the priority, the property, the number of people, the client and the instructions for field staff written by the office. The office's internal notes, prices, the reason for a cancellation and the team's answers to the assistant's questions never appear there.
- The actions:
- Call: calls the client in a single tap;
- Directions: opens directions to the property;
- Access codes: see below;
- Start then Finish: the assignment moves to “In progress” then “Completed”. (“Assignment completed. Thank you!”) For a field account, these buttons only appear from two hours before the start: you do not finish tomorrow's assignment.
Access codes, only at the right time
A property's codes (gate, door, alarm, safe, Wi-Fi) are encrypted. They are shown on request, for 60 seconds, with a countdown (“Hidden in 42 s”), then hidden again. Each viewing is recorded (“This viewing has been logged.”) and visible in the access log.
A field account can only read the codes for a property in one of its assignments for the day: a confirmed or in-progress assignment, assigned to it, that covers today (the day in the concierge service's time zone). An assignment lasting several days (childcare from Monday to Friday) unlocks the codes every day, from the first to the last. The day before it starts or the day after it ends, the codes are not visible.
Why. A luxury villa's gate code is sensitive information. Giving it at the right time, to the right person, and keeping a record of every viewing protects the property owner, the client and the concierge service.
With no signal
The app, installed on the phone, keeps today's assignments readable with no signal (in a villa's basement, on a boat). Codes are never stored on the phone. An action taken with no signal (Start, Finish) fails with a message: it is not replayed later without the team knowing. Everything copied to the device is erased on sign-out.
6.3 My calendar
Where: My calendar in the sidebar (and the Agenda tab for a field account). Who for: everyone.
My calendar shows the week of your assignments, in the same layout as the schedule's Agenda view: for a field account, it is their schedule; for the office, what is assigned to them in the team schedule. Week arrows, Today, and an Add to my phone button (or Phone calendar if it is already connected).
6.4 Your assignments in the phone's calendar
Where: Settings › My calendar.
A personal, secret link, to add once to your iPhone, Google or Outlook calendar. Your assignments appear there and update by themselves.
- Create my calendar link.
- Add it:
- iPhone or Mac: Add opens the Calendar app directly;
- Google Calendar: Add opens Google Calendar (“From URL”);
- Outlook: Copy link, then in Outlook: Calendar, Add calendar, Subscribe from web, paste the link, give it a name, Import.
- The line “Last read by your calendar: 20 min ago (iPhone or Mac)” confirms that your phone is reading the link properly.
What the link shows: each assignment with the service, the property or the town, and the client's first name; never a client's phone number, their full address or a price. It covers the past two weeks and the next six months.
What a manager's calendar shows: What the calendar shows offers “My assignments” or “Whole team”.
Update times are decided by the calendar itself, not by Vetexis: about an hour on iPhone and Mac, up to 12 to 24 hours on Google Calendar. To be told about a change straight away, keep notifications on (chapter 13).
Security: the link is personal; anyone who had it would see your assignments. At the slightest doubt, Reset (the old link stops working immediately, add the new one) or Remove (your assignments disappear from your calendars).
6.5 The reminder the day before and the evening schedule
Every evening, at the time chosen in Settings › Suppliers › Evening schedule (19:00 by default):
- each member receives the list of their assignments for the next day, according to their notification preferences (on WhatsApp by default for field staff and concierges, in the app for everyone else);
- each supplier who receives jobs receives theirs (accepted jobs for confirmed bookings: a request that is not confirmed yet is never announced to them), with the Suppliers feature (Pro and Network);
- managers receive the list of risks for the next day: request not confirmed yet, job not yet accepted by a supplier, nobody assigned, missing or expired documents, supplier unavailable, two assignments at the same time for one member. Nothing if there is nothing to watch.
An assignment lasting several days (childcare from Monday to Friday, a stay) appears every evening for its duration in the member's reminder and in the supplier's evening schedule, marked “(continued)” instead of the time. An evening event that ends after midnight is not reminded a second time.
Only one message per person per evening.
6.6 Being told about changes
Everyone receives, according to their preferences (chapter 13): Mission assigned (an assignment is given to you), Mission updated (the time, place or title changes), Mission cancelled or removed (including when a request expires for lack of a decision), and the Reminder the day before. An assignment cancelled within three hours gets through quiet hours if you have allowed it.
On the phone, turn on Settings › Notifications › This device to receive these notices even with the app closed (on iPhone, the app must first be added to the home screen).
6.7 Examples
Ana's morning, on cleaning duty. Ana opens Vetexis on her phone: “You have 2 jobs today and 1 stay is under way.” At 10:00, cleaning at Villa Azur. She taps Directions, arrives, taps Access codes: the gate code is shown for 60 seconds. She taps Start, then Finish at midday. She sees neither the price, nor the inbox, nor the full list of clients.
Childcare over a week. Nina, on a field account, looks after the Van Dijk children at the villa from Monday to Friday. Every morning, she opens her assignment and shows the gate code. On Saturday, the assignment is over: the codes are no longer shown.
Sharing out Saturday's work. Sofia opens the schedule in Day view: three services in the “Unassigned” column. She clicks each one, Assigned to, Change, and chooses Marco or Lucas. Each of them is notified on WhatsApp and sees the assignment in their calendar.
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