Examples

See it in a business like yours.

Three example setups show the jobs a StaffBox takes on, and where you stay in charge.

Example 1 · Restaurant

A neighbourhood restaurant.

Example setup: 45 seats, 16 staff, dinner service six nights a week.

The owner answers booking emails at midnight. The allergy chart on the pass is from two menus ago. Supplier invoices wait in a folder until month-end.

The box on a counter in a neighbourhood restaurant before service

Allergen chartWaiting for chef

Dish	Gluten	Dairy	Nuts	Shellfish
Roast chicken	–	●	–	–
Mushroom risotto	–	●	–	–
Beet saladNew walnut dressing	–	●	●	–
Prawn linguine	●	●	–	●

1 change since last week's menu

Customer emails

Every enquiry answered the same day.

The problem: Private-dining, catering and “do you have a patio?” emails sit for days.
What the box does: Sorts the inbox through the day, answers routine questions from your own info sheet, and drafts event quotes from your price list.
Where you stay in charge: You approve every quote and anything out of the ordinary.

Bookings

Large parties, handled.

The problem: Group bookings, deposits and changes arrive by email, phone notes and Instagram messages.
What the box does: Enters them in your reservation system, sends confirmations and deposit requests, and reminds large parties two days ahead.
Where you stay in charge: You set the rules for party sizes and deposits.

Allergy menus

An allergen chart that keeps up with the menu.

The problem: The menu changes every week, and the allergen chart doesn't.
What the box does: Rebuilds the chart from your recipes whenever a dish or a supplier ingredient changes, shows exactly what changed, and prepares a fresh copy for the pass. It drafts replies to guest allergy questions from that chart only.
Where you stay in charge: The chef signs off every chart and a manager approves every allergy reply. The box never answers an allergy question on its own.

Onboarding

New hires ready for their first shift.

The problem: New staff start without paperwork, training dates or certificates on file.
What the box does: Sends the welcome email and forms, books training shifts, and tracks Smart Serve and food handler certificates, with reminders before they expire.
Where you stay in charge: You make the hire. The box chases the paperwork.

Social media

Today's specials, posted.

The problem: Nobody has time to post the specials before service.
What the box does: Turns the day's specials and a photo from the kitchen into a draft post and caption in your voice, ready mid-afternoon.
Where you stay in charge: You approve or edit before anything goes up.

Marketing

Reviews answered, regulars remembered.

The problem: Reviews go unanswered and the email list hasn't heard from you since summer.
What the box does: Drafts a reply to every Google review and builds a monthly email of events and new dishes, sent only to guests who signed up.
Where you stay in charge: You approve each reply and each email.

Administration

The afternoon back.

The problem: Schedules, supplier orders and staff questions eat the hours before service.
What the box does: Drafts next week's schedule from staff availability, prepares the supplier order from your par levels, and answers shift questions from the schedule.
Where you stay in charge: You approve the schedule and every order.

Accounting

Books that are never a month behind.

The problem: Supplier invoices and daily sales get entered weeks late.
What the box does: Reads each invoice, checks it against the order, enters it in your books and flags price increases. A sales summary arrives each morning.
Where you stay in charge: You or your bookkeeper review what's flagged. The box never pays anything.

A day with the box

7:00 AMYesterday's sales summary and new reviews are in your inbox.
10:30 AMSupplier invoices entered. Two price increases flagged.
3:00 PMSpecials post drafted. Allergen chart updated for the new dish, waiting for the chef.
11:30 PMLate booking emails answered. Tomorrow's large parties confirmed.

Tools it would work in

Gmail or Outlook · OpenTable or Resy · Toast or Square · 7shifts · QuickBooks · Instagram · Google Business Profile

We confirm each connection during setup.

Example 2 · Salon

A busy hair salon.

Example setup: six chairs, nine staff, an online booking app.

One person runs the front desk. Messages come in from five places. A late cancellation means an empty chair, and nobody has time to fill it.

The box on the reception desk of a hair salon

WaitlistSlot filled

Hi Priya, a 2:00 PM cut and colour with Dana just opened up today. Would you like it? Reply YES to book.

YES please!

You're booked for 2:00 PM today. See you soon.

Sent 4 minutes after the cancellation

Customer messages

One front desk for every inbox.

The problem: Questions arrive by email, Instagram and text while the front desk is with a client.
What the box does: Answers price, hours and service questions from your service menu, and passes anything personal to the right stylist.
Where you stay in charge: You handle complaints and refunds yourself.

Bookings

Fewer empty chairs.

The problem: Late cancellations leave gaps, and a no-show costs a full service.
What the box does: Sends confirmations and reminders, offers a cancelled slot to the waitlist within minutes, and follows up no-shows using your policy.
Where you stay in charge: You set the cancellation policy.

Onboarding

First visits and first days, sorted.

The problem: New clients arrive without an intake form, and new staff start without logins or a training plan.
What the box does: Sends new clients the intake form and a patch-test reminder before a first colour. For new staff, it runs the paperwork checklist and books their training.
Where you stay in charge: You review intake notes before the appointment.

Social media

Your best work, posted.

The problem: Great work leaves the chair and never makes it online.
What the box does: Turns the photos your stylists drop in a shared folder into draft posts with captions and stylist credits, spread through the week.
Where you stay in charge: You approve each post and confirm the client agreed to the photo.

Marketing

Clients back on schedule.

The problem: Regulars drift past their usual rebooking date.
What the box does: Spots clients who are overdue and drafts a friendly reminder, asks happy clients for a review, and builds the monthly offer email. It only contacts clients who agreed to hear from you.
Where you stay in charge: You approve each campaign.

Administration

Stock and rota, a week ahead.

The problem: Colour and retail stock runs out mid-week.
What the box does: Tracks stock from your counts and sales, prepares the reorder, and drafts the weekly rota from staff availability.
Where you stay in charge: You approve orders and the rota.

Accounting

Takings, tips and commission added up.

The problem: Daily takings, tips and commission are worked out by hand.
What the box does: Checks each day's sales against the till report, prepares tip and commission summaries for payroll, and files receipts in your books.
Where you stay in charge: You or your bookkeeper approve payroll. The box never pays anything.

A day with the box

8:00 AMToday's bookings confirmed. Two gaps offered to the waitlist.
1:00 PMSix messages answered. One complaint passed to the owner.
5:00 PMTomorrow's posts drafted from today's photos.
9:00 PMTakings checked against the till. Stock reorder ready for approval.

Tools it would work in

Gmail · Fresha, Mindbody or Square Appointments · Instagram · Google Business Profile · Mailchimp · QuickBooks or Wave

We confirm each connection during setup.

Example 3 · Property manager

A small property manager.

Example setup: 180 rental units across 12 buildings, a team of four.

Tenant emails arrive at all hours. Booking a repair takes six phone calls. Owner statements swallow the first week of every month.

The box on a desk in a property manager's office, beside a ring of keys

Leaky kitchen tap · Unit 4BFixed

Mon 9:14
LoggedTenant email, two photos attached
Mon 9:20
Access confirmedTenant home Thursday morning
Mon 9:41
Trade bookedYour usual plumber, Thursday 10 to 12
Thu 11:30
FixedTenant confirmed. Invoice filed.

Under your spending limit, so no approval was needed

Tenant and owner emails

Every message sorted and answered.

The problem: Dozens of emails a day, most asking the same ten questions.
What the box does: Sorts each message by building and urgency, answers routine questions from the lease and building notes, and sends emergencies straight to the on-call phone.
Where you stay in charge: You handle disputes and anything legal.

Repair bookings

From leaky tap to fixed, without phone tag.

The problem: Scheduling one repair means chasing the tenant and the trade separately.
What the box does: Logs the request, collects photos and access details, books your usual trade at a time that suits both sides, and confirms when the job is done.
Where you stay in charge: You approve any job above your spending limit.

Tenant move-ins

Every move-in follows the checklist.

The problem: Lease, welcome pack, keys, utilities and inspection are tracked in someone's head.
What the box does: Prepares the lease from your template, sends the welcome pack, books the move-in inspection and chases missing documents.
Where you stay in charge: You review and sign every lease.

Vacancy listings

Empty units listed the same day.

The problem: A vacant unit sits unlisted for a week.
What the box does: Writes the listing from the unit file and photos, prepares it for your listing sites, answers enquiries and books viewings.
Where you stay in charge: You approve the listing and choose the tenant. The box doesn't screen or rank applicants.

Administration

No deadline missed.

The problem: Lease renewals, insurance certificates and inspection dates slip.
What the box does: Keeps one calendar of every deadline, drafts renewal offers from your template 90 days ahead, and chases trades for insurance certificates.
Where you stay in charge: You decide the renewal terms.

Accounting

Rent and bills matched every day.

The problem: Rent tracking and trade invoices are reconciled in a rush at month-end.
What the box does: Matches rent payments to the rent roll daily, sends polite reminders for late rent, enters trade invoices against the right building, and flags anything that doesn't match.
Where you stay in charge: You decide on any formal notice. The box never pays anything or issues legal notices.

Owner reports

Statements ready on the 1st.

The problem: Monthly owner statements take days to assemble.
What the box does: Builds each owner's statement from the books, with a plain-English summary of the month.
Where you stay in charge: You review every statement before it goes out.

A day with the box

7:00 AMOvernight tenant emails sorted. A burst pipe already went to the on-call phone at 2:10 AM.
11:00 AMFour repairs booked with trades. Two invoices entered.
4:00 PMRenewal offers drafted for leases ending in 90 days.
1st of the monthOwner statements ready for your review.

Tools it would work in

Outlook or Gmail · Buildium, AppFolio or Yardi Breeze · QuickBooks · Google Calendar · your listing sites

We confirm each connection during setup.

Every box follows the same rules.

Drafts first.

Anything that leaves your business waits for your approval, until you decide a job is safe to run on its own.

It never pays.

The box prepares, checks and flags. Payments, refunds and transfers stay with you.

Everything is logged.

You can see what the box did, when, and why. We review the log with you in the first 30 days.

What would yours do?

Tell us about your week. We'll come back with the first three jobs we'd hand your StaffBox.

Book a discovery call