Your AI Chief of Staff Daily Briefing: Concierge Guide
A guide for concierge staff explaining each section of the AI Chief of Staff daily email, including tasks, lobby operations, visitor management, and daily prep.
Last updated
What Is the AI Chief of Staff Email?
Every weekday morning at 8 AM your local time, URBI sends you a personalized briefing called the AI Chief of Staff. It's your shift prep sheet: who's coming, what's waiting, and what's on your plate for the day. Everything you need to know before you step behind the desk.
Your email is tailored specifically for concierge operations. It focuses on your property, your tasks, and the things residents are going to ask you about. Here's what each section means and how to use it.
When Do I Get It?
The email arrives Monday through Friday between 7 and 9 AM in your property's timezone. Your subject line will say "Your day at [Your Property Name]" so it's easy to find.
Your Tasks
Your personal task list for the day. This includes anything assigned to you: follow ups, desk duties, coordination tasks, or items passed down from management. You'll see due dates and priorities so you can plan accordingly.
What to do: Work through your list in priority order. Update task statuses in the URBI dashboard as you go ("In Progress" when you start, "Complete" when you finish) so your team knows where things stand.
Overdue Items
If anything assigned to you is past its due date, it gets its own high urgency callout here. The briefing makes sure overdue items don't get lost in the shuffle.
What to do: Handle these first. If something is blocked, add a comment in the task explaining why so your manager has visibility.
Lobby and Operations
This is your front desk command center:
Package Queue: The number of packages waiting for resident pickup. If it's a busy day, you'll know to expect more inquiries at the desk. Consider sending pickup reminders if the count is climbing.
Expected Visitors: Who's expected to arrive today. This lets you prepare access credentials, notify residents, and greet visitors by name when they walk in. It's the details that make concierge service feel premium.
Parking Status: Current availability for visitor and temporary parking. When a resident asks "Is there visitor parking today?", you'll already have the answer.
What to do: Review this section first thing. Knowing what's coming lets you stay proactive instead of reactive. Prepare visitor passes in advance, organize the package area, and have parking info ready.
Scheduled Work
Maintenance visits, contractor appointments, and inspections scheduled for this week. As the person at the front desk, residents will ask you about this, so the briefing makes sure you know before they do.
What to do: If work is happening today, know which areas are affected. Be ready to answer resident questions like "Why is there noise on the 5th floor?" or "When will the elevator be back in service?"
From Management
Messages and notes from your property manager or management team. These could be policy reminders, event prep instructions, or updates about building operations.
What to do: Read these carefully. If a note changes how you should handle something at the desk (new visitor policy, temporary parking rule, event setup), adjust your approach for the day.
Friday: Week in Review
Fridays recap the week. You'll see what got done, what's carrying over into next week, and any upcoming items to keep in mind.
Monday: Week Ahead
Mondays cover weekend activity and give you a preview of the week's scheduled work, events, and priorities.
A Note on Property Health
Your property manager and board members receive "Property Health" scores that track how well the building is running overall. As concierge staff, you don't see these scores in your email, but your work plays a big role in them. Every package you process, every visitor you manage, every task you complete on time contributes to a healthier building.
The takeaway: Your excellent front desk operations are part of what makes the building score well. Keep doing your thing.
Managing Your Preferences
At the bottom of every email, click Manage Preferences to enable or disable the daily briefing. The link works for 7 days without requiring a login. You can also toggle this from your URBI dashboard profile.
Quick Answers
Why don't I see board decisions or vendor details? Your briefing is tailored for front desk operations. Board governance and vendor procurement go to the people who manage those areas so your email stays focused and useful.
Can I see information about other properties? No. Your briefing covers only your assigned property, which means everything in the email is relevant to your building and your shift.
I stopped receiving emails. What happened? Check your preference setting using the Manage Preferences link from a past email, or toggle it in your URBI dashboard profile. You also need to have logged in within the past 30 days to keep receiving emails.
]]>