Getting Started

What the admin dashboard is

The admin dashboard, at your workspace's own address under /admin, is where staff manage the whole business: properties, reservations, residents, rent, move-outs, housekeeping, maintenance, communication, and analytics. Log in at /admin/login with your staff email and password, or choose Sign in with email PIN to get a 6-digit code by email. If you forget your password, choose Forgot password? on the same page. A switch at the top of the page takes residents and owners to their own sign-ins.

The sidebar

The left sidebar is organized into groups. Section headers (Residents, Operations, Communication) can be clicked to collapse or expand the group — the dashboard remembers your preference.

Many sidebar items expand into subtabs (for example Reservations → Reservation Links, Check-in Links, Import). Clicking a subtab opens that view directly.

Badges: small number badges on sidebar items show pending work (unread inbox messages, pending reservations, open maintenance issues, etc.). They refresh automatically about once a minute.

Global search (Ctrl+K / Cmd+K)

Click Search... at the top of the sidebar (just the magnifier when the sidebar is collapsed; on a phone, at the top of More), or press Ctrl+K (Windows) or Cmd+K (Mac), to open global search. It opens over whatever is on screen, an open drawer included; Esc or a click outside it closes it. It searches across:

• Properties (buildings and units)
• Reservations (by name, reservation ID, or a minpaku stay's OTA confirmation code; a minpaku result opens its check-in link)
• Contacts (a viewing request opens on the Viewings page)
• Blog posts and campaigns
• Knowledge base entries
• Housekeeping visits

Type a resident name, building name, or reservation ID (e.g. RSV-…) and press Enter to jump straight to the record. This is usually the fastest way to find anything.

Top bar

On a phone there is no top bar: everything below is under More (see On a phone).

• Notification bell — recent system notifications (new reservations, contacts, errors). Click an item to open the related page.
• Language switcher — the admin UI can display in 13 languages. This only changes the interface language for you, not any data.
• Help — opens this manual at the page for the screen you are on, in a new tab. It follows the current tab too, so the Help button on Rent Roll's Profit & Loss tab opens the money chapter rather than the general one. If a screen has no page of its own yet, it opens the platform guide index.
• Profile menu — shows who is logged in. Use Switch staff to change the acting staff member (this controls whose name is stamped on actions like calendar events), Change password to set a new password, Display to choose dark mode or bigger, easier-to-read tables (see below), and Logout to sign out. Field staff have no profile menu: their Display button (a half-filled circle) sits beside the password and logout buttons.

Display: dark mode and easier-to-read tables

Open Display from the profile menu (on a phone, from More). Every choice applies at once, so you can try each one and see the page change behind the dialog; click Done when you are happy.

• Theme — Light (the default), Dark, or Match device, which follows your phone's or computer's own light/dark setting and switches with it.
• Text and tables:
  • Standard — the dashboard as it has always looked.
  • Comfortable — for anyone who finds the tables hard to read: bigger text inside every table, taller rows, darker grey text, stronger lines between rows, and a light stripe on every other row so your eye stays on the right line across a wide table.
  • Large — everything Comfortable does, plus bigger text across the whole dashboard: menus, forms, buttons and headings.

These choices are saved on this device only, in your browser: set them again on another computer, phone or browser. They do not change what anyone else sees, and clearing your browser's cookies puts them back to Light and Standard.

On a phone

On a phone (640 px wide or less) the dashboard works like a phone app:

• The bar at the bottom holds four places and More. Tap a place to go there; its number is the same count the sidebar shows. A page that is not in the bar lights up More.
• More holds everything else: search, who is signed in (with Switch staff), notifications, Help for the screen you are on, every section of the sidebar (a section with pages of its own unfolds them when you tap it, its main page first; the one you are on opens already), then Bottom bar, Settings, Display, Language, Change password and Logout.
• Choose your own bar under More › Bottom bar: tick up to four places, and untick one to make room for another. Reset to default goes back to Home, Reservations, Inbox and Maintenance (field staff: the first four places of their own menu). The choice is saved on this device only, like Display.
• As you scroll, the page's title and buttons, its tabs, and its search and filter button stay at the top, so you can filter without scrolling back up. The line describing the page scrolls away. A list's pager stays at the bottom, just above the bar: ‹ and ›, the rows on screen (tap them to jump to any page) and how many rows a page shows.
• Tabs: a page whose views are listed under its sidebar item on a computer (Rent Roll, Housekeeping, Reservations and others) shows them as tabs at the top of the page on a phone.

Roles

General conventions used everywhere

• Lists have a search box, a + Filter button and pagination. + Filter lists what you can filter by; choose one and a value, and it becomes a pill that reads as a sentence, such as "Status is Pending" or "Unsettled only". Click a pill to change it, or its × to remove it; Clear all appears once there are two or more. Some lists open with a pill already on (open tickets only, the next 14 days): remove it to see everything. On a phone the bar stays one line: the search, a filter icon showing how many filters are on, and the page's own buttons. The filter icon opens a panel from the bottom of the screen with the sort order and every filter, set or not; tap one to change it, its × to remove it, then Done. Above the list, a page's main button (+ New …) is a round + beside its title on a phone; its less-used buttons are under ⋯ next to it, and the counters above a list (Open, In progress …) become a row of chips you can swipe. On a phone each row of a list is a card (its name, a line of details, its status); tap it to open the record and see every field.
• Sorting: click a column header, or use the ⇅ Sort pill. Filters and sorting cover every matching row, not just the page on screen. On most lists they are kept in the URL, so you can bookmark or share a filtered view.
• Tables show one line per row. Long text is cut short (hover it for the full text), several items in one cell show the first plus "+N", and a start and end date share one column, such as Stay: "Oct 21, 2024 → Oct 6, 2025".
• Clicking a row usually opens the detail page or a drawer with more information.
• Statuses are pills with a dot, color-coded: green = good/paid/active, amber = pending/needs attention, red = problem/overdue, blue = information (upcoming, locked, handled), gray = inactive/closed. A few lists add a color of their own for one state; the word on the pill always names the state. Categories (payment method, source, type) are colored chips, and each building has a color of its own. A chip's color only tells values apart, and a value keeps it on every screen.
• Dialogs: Enter confirms and Esc closes. A dialog or confirmation that moves money or cannot be undone (mark paid, refund, charge, adjustment, approve a receipt, settle a move-out, publish a final report) ignores Enter: click the button.
• Messages (toasts) appear top right. A success or warning fades after a few seconds; an error stays until you press its ×, so you can read it. At most three show at once.
• Edit pages (a property, a unit, a campaign, a blog post, settings) are one centered column of sections; an introductory note sits in a gray ⓘ box.
• Dates are Japan Standard Time everywhere. A resident's "move-out on 6/30" means through June 30 in Japan.
• Money is always in Japanese yen (¥).

Where to get help

• Ask the AI Chat (sidebar → AI Chat) any operational question — it answers from this guide and the staff knowledge base, in your language.
• Browse the knowledge base directly at AI Chat → Knowledge Base tab.
• If something looks broken (errors, missing data), tell a manager — errors are also tracked automatically under Settings → Errors.