Your AI Chief of Staff Daily Briefing: On Site Staff Guide
A guide for on site building staff explaining each section of the AI Chief of Staff daily email, including tasks, lobby operations, and scheduled work.
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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 daily game plan: a quick look at your tasks, what's happening in the lobby, and anything management wants you to know, all before you even start your shift.
Your email is focused on your property and your assignments. No portfolio overviews, no board decisions, no noise. Just what you need to hit the ground running. Here's what each section means.
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 you can spot it immediately in your inbox.
Your Tasks
This is your personal to do list for the day. It pulls tasks that are assigned to you, including anything due today, upcoming deadlines, and new assignments since your last briefing.
What to do: Review your task list and plan your day around it. If something looks unclear, open the task in your URBI dashboard for the full description. Mark tasks as "In Progress" when you start them and "Complete" when you're done so your manager stays in the loop.
Overdue Items
If any of your assigned tasks are past their due date, they'll be flagged here with high urgency. The briefing won't let overdue items hide in a long list; they get their own callout so you can tackle them first.
What to do: Prioritize these before anything else. If you can't complete an overdue item, update its status or add a comment explaining the delay so your manager knows what's going on.
Lobby and Operations
This section gives you a snapshot of what's happening in the building today:
Package Queue: How many packages are waiting for pickup. If the count is high, you might want to send a reminder to residents or organize the mailroom.
Expected Visitors: A heads up on who's expected today so you're prepared at the front desk and know who to expect.
Parking Status: Current visitor or temporary parking availability, so you can direct residents and visitors accordingly.
What to do: Use this as your morning prep. Knowing what's coming helps you stay ahead of resident questions and keep the lobby running smoothly.
Scheduled Work
Any maintenance or scheduled work happening this week at your property is listed here. This could be contractor visits, inspections, or planned repairs.
What to do: Make sure you're aware of any work happening today. If contractors are expected, prepare the space. If residents might be affected, coordinate any necessary communication with your manager.
From Management
Recent notes from your property manager or management team appear here. These are updates, instructions, or heads up messages meant for building staff.
What to do: Read and acknowledge. If a note requires action from you, it will likely also appear as a task in your list. If you have questions, reach out to your manager directly.
Friday: Week in Review
On Fridays, the email looks back at the week. You'll see what you accomplished, any items that are carrying into next week, and a preview of what's ahead.
Monday: Week Ahead
Mondays cover any weekend activity at your property and then preview the week's scheduled work and priorities.
A Note on Property Health
You might hear your property manager or board members mention "Property Health scores." These are management level metrics that track the overall operational health of the building. As on site staff, your daily work directly contributes to a healthy score (completing tasks on time, keeping operations running, responding to residents), but the score details go to management since they're the ones who act on the broader trends.
In short: you make the score better by doing what you already do well. Keep tasks current, stay on top of operations, and the numbers take care of themselves.
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 other properties? Your briefing is scoped to your assigned property. You see only what's relevant to your building and your role.
Why don't I see board decisions or vendor pricing? Those sections are tailored for board members and property managers. Your email focuses on the operational details that help you do your job effectively.
I stopped receiving emails. What happened? Check your preference setting (use the Manage Preferences link from a past email or your dashboard profile). The system only sends to users who have logged in within the past 30 days.
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