Private Estate
⌕
East Hampton, NY ▾
🔔
＋
EM
Search for:  
Home ›
🏠 East Hampton, NY ▾
› Dashboard
Good morning.
Monday, June 15, 2026 · East Hampton 73°F · Palm Beach 88°F · Principal arrival today 4:00 PM
Open Tasks
7
2 overdue · 3 due today
Vendors On-Site
2
Pool & HVAC scheduled
Properties Ready
4/5
Villa II closing June 16
Budget Remaining
71%
$48.2K of $68K June
COI Alerts
1
Atlantic Landscaping Jul 13
Pending Approvals
3
2 proposals · 1 PO
➕
New Task
📝
Log Entry
🛒
Purchase Req.
🚪
Check-In Vendor
🏠
Pre-Arrival List
📊
Weekly Report
🚨 Alerts & Flags
🔴HVAC Filter Overdue — East Hampton
Filter at 63 days · Quarterly standard exceeded · Vendor call scheduled June 16 with @Atlantic Climate Inc.
🟡COI Expiring — Atlantic Landscaping
Certificate expires July 13, 2026 · 28 days remaining · Vendor notified June 14
🟡Inventory Below Par — Palm Beach Guest Suite
3 items below par: towels, Diptyque Baies candles, bath salts
🟢Generator Service Complete
East Hampton Generac 22kW · Annual service June 2, 2026 · @Hampton Generator Svc
📅 Today's Schedule
8:00 AMAtlantic Pool Co. — Service Visit
East Hampton · Escorted by @Housekeeper #1 · Chemistry + equipment
11:00 AMHVAC Service — Palm Beach Main
Coastal Climate Systems · Semiannual · Escorted by @Caretaker #1
2:30 PMPre-Arrival Walkthrough — East Hampton
All staff briefed · Principal A arrival 4:00 PM estimated
All DayHousekeeper #2 — Day Off
Coverage: @Housekeeper #3 on-call · No service gaps
🏠 Principal Occupancy — Next 60 Days
East Hampton, NYArriving Today
ArrivalToday 4:00 PM EDT
DepartureJune 21, 2026
ReadinessOwner-Ready
Palm Beach MainVacant
Next ArrivalJune 26, 2026
On-Site Staff2 — caretaker + housekeeper
ReadinessOwner-Ready
Palm Beach Villa IIClosing June 16
Close DateJune 16, 2026
Open Items3 of 18 tasks remaining
ReadinessIn Progress
Home›Properties
Properties
5 residences across 2 locations
🏡Primary
East Hampton Estate
East Hampton, NY 11937
8,400 sq ft · 2.3 acres
Owner-ReadyOccupied Today
🌴
Palm Beach Main
Palm Beach, FL 33480
6,200 sq ft · 1.8 acres
Owner-ReadyVacant
🏖
Palm Beach Villa II
Palm Beach, FL 33480
4,800 sq ft · 1.1 acres
Closing June 16
🏘
Palm Beach Cottage
Palm Beach, FL 33480
2,200 sq ft · Guesthouse
Owner-Ready
🛥
M/Y Serena — 68ft Yacht
Palm Harbor Marina, FL
Vessel · Charter-Ready
ActiveCharter-Ready
East Hampton Estate — Overview
Property Details
Address[Confidential — EM on file]
TypePrimary Residence · Seasonal
Square Footage8,400 sq ft interior
Lot Size2.3 acres
Gas ShutoffEast side meter box — turn clockwise
Water MainMech room N wall — red handle 90° CW
Electrical PanelBasement — labeled map on door
GeneratorGenerac 22kW — auto-start on power loss
Hurricane ZoneN/A (East Hampton)
Add connection

Link to Documents, Events, Lists, Tasks, Logs

＋
Documents
4▾
📄
Title & Insurance
Jan 2024 · Property
📄
Certificate of Occupancy
March 2018 · Property
Tasks
3▸
Logs
12▸
Home ›
🏠 East Hampton, NY ▾
›Zones › Living Room
Living Room
East Hampton Estate · 620 sq ft
✏
🗑
🛋
Important Information
  • •Temperature always 72°F · Lutron scene "Living Day" or "Living Evening"
  • •Favorite beverage always stocked in mini fridge — Perrier, M&Ms
  • •Cashmere throw folded, north end of sectional at all times
  • •Art pieces dusted weekly with conservation cloth — no aerosol products
  • •Lutron issues: call @Digital Living NY — do not reset without EM authorization
All Zones — East Hampton
🛋
Living Room
Main · 620 sq ft
🛏
Principal Suite
Main · 1,200 sq ft
🛏
Guest Suite A
2nd Floor
🍳
Kitchen
Main · 840 sq ft
🌊
Pool Deck
Exterior
🔧
Mechanical Room
Basement · EM Only
Add connection

Link to household information

＋
Logs
3▾
EM
Estate ManagerJune 13
Pre-arrival walkthrough complete. All zones set. Florals placed. @Principal A arrival confirmed 4PM.
See all logs ›
Tasks
1▸
Documents
1▾
📄
Furniture List…
Nov 16, 2021 · PDF · Other
👁
See all documents ›
Events
1▸
Lists
2▸
Assets
3▸
Home›
Select a property ▾
›Assets
Assets
Art · Cars · Boats · Appliances · Aviation · Antiques
All Antiques Art Appliances Boats Cars Aviation
HVAC System — Search Result
HVAC System — East Hampton Main Floor
⚠ Filter Overdue
Tasks
Spring Opening — Pending

Fall Shutdown — Oct 2025 ✓
Vendor
Atlantic Climate Inc.
516-555-0142
Asset Zones
HVAC Unit Exterior
HVAC Covers Basement
Log · April 8th, 2024: Atlantic Service Pros installed and serviced the mini-split in the garage. Refrigerant topped. Filter replaced. Verified operation cool/heat mode.
Fleet — Vehicles
VehicleYear · ColorPropertyLast ServiceRegistrationStatus
Range Rover Autobiography LWB
2023 · Santorini BlackEast HamptonMar 2026Dec 2026Road-Ready
✏
›
Mercedes Sprinter 2500
2022 · Selenite GreyEast HamptonMar 2026Dec 2026Road-Ready
✏
›
Porsche Cayenne S
2021 · Jet BlackPalm BeachFeb 2026Aug 2026 ⚠Road-Ready
✏
›
Art Collection — East Hampton
TitleArtistLocationEst. ValueLast InspectionInsurance
Untitled No. 4
Oil · 48×60in · 2016
R. MorrisonLiving Room — N Wall$185,000Jan 2026Current
✏
›
Blue Evening
Watercolor · 24×30in
M. LaurentPrincipal Suite — Sitting$42,000Jan 2026Current
✏
›
Home›Protocols
Protocols
Chapters
Administrative ▾
Business policies
NDA & confidentiality
Staff ▾
Arrival
Code of conduct
Dress code
Time off
Household ▸
The Invisible Standard
Morning walkthrough
Guest readiness
Clothing and Valet ▸
Wardrobe & valet
Packing protocol
Turndown service
Housekeeping ▸
Zone management
Cleaning standards
Linen rotation
Property ▸
Daily reporting & logs
Vendor access
Asset tracking
Culinary ▸
Pantry & inventory
Service etiquette
Dietary & allergy protocol
Inventory ▸
Par levels & reorder
Receiving protocol
Entertaining ▸
Formal dinner service
Event day-of flow
Table setting standards
Travel ▸
Advance trip planning
Packing standards
Advance team protocol
Pets ▸
Luna (Golden Retriever)
Mochi (Tabby Cat)
Childcare ▸
School schedule
NUT ALLERGY protocol
Emergency contacts
Safety ▸
Access control
Emergency procedures
Hurricane prep (FL)
Cyber security

Arrival

Arrival protocols for all staff at @East Hampton Estate:

  • All staff members have their own individual gate codes. Codes rotate quarterly and are non-transferable. Sharing a code is grounds for immediate review.
  • @Housekeeper #1 is the first staff member to arrive at East Hampton, Monday through Friday. He arrives no later than 7:00 AM, opens the house, and completes the morning walkthrough. If Housekeeper #1 is absent, @Housekeeper #3 will fill in.
  • All staff enter through the staff entrance at the rear of the property. The principals' front entrance is not a staff pathway unless the Estate Manager specifically directs otherwise.
  • If you wear a uniform, arrive wearing it — not changing on property. This applies to all portfolio properties.
  • Upon arrival, immediately wash and sanitize hands before entering any food preparation or service zone.
  • Your first directive is to check your task list and refer to @Estate Manager via Signal with any open items before 8:00 AM.
Anna Smith
[email protected]
212-867-5309
Not an app user
@ mention staff, vendors, residents, properties, and assets
Home›
Pemberley ▾
›Residents
‹ Go back
Resident profile
PA
Principal A
[Signal only — confidential]
[Email — confidential]
📅 [DOB — Confidential]
family
Important information

Principal A — Primary Residence is @East Hampton Estate; summer base. Fall/winter at @Palm Beach Main.

Preferences:

  • Suite temp: 68°F year-round
  • Pillows: Firm, goose down, 2 per side
  • Morning coffee: Double espresso, 6:45 AM
  • Newspapers: WSJ print + FT digital, by 6:30 AM
  • Fragrance: Diptyque Baies candles only
  • Dietary: No shellfish · Low sodium

PA: @Estate Manager

Log
CH
Chef #12 min ago
@Principal A is going dairy-free until further notice. @Estate Manager to update preference matrix. All menus revised accordingly.
EM
Estate ManagerJune 13
Pre-arrival walkthrough complete. Florals placed — white peonies per preference. Espresso station reset. Staff briefed on 4PM arrival.
Documents
📄
Identification Document
Confidential
📄
Medical Information Sheet
Dr. Helen Park
Home›Staff
Staff
6 direct reports across 2 locations
NameJob TitleTypePropertyStatusMOUBackground CheckLast Login
H1
Housekeeper #1
516-555-0101
 Lead HousekeeperFull-timeEast HamptonOn DutyCurrentClearToday 7:02 AM
›
CH
Chef #1
Personal Chef
 Personal ChefFull-timeEast HamptonOn DutyCurrentClearToday 6:58 AM
›
DV
Driver #1
Driver / Houseman
 Driver / HousemanFull-timeEast HamptonOn DutyCurrentClearToday 7:15 AM
›
H2
Housekeeper #2
Housekeeper — FL
 HousekeeperFull-timePalm BeachDay OffCurrentClearYesterday
›
CT
Caretaker #1
Caretaker / Houseman
 Caretaker / HousemanFull-timePalm BeachOn DutyCurrentClearToday 8:30 AM
›
H3
Housekeeper #3
On-Call Housekeeper
 Housekeeper (On-Call)Part-timeBothOn-CallCurrentClearJune 13
›
Home›Vendors
Vendors
14 active · All COIs tracked
All Properties East Hampton Palm Beach
Preferred Approved Backup
CompanyTradeTierPropertyCOI ExpiresSLAQ1 ScoreStatus
Atlantic Climate Inc.
John Albright · 516-555-0142
HVACPreferredEast HamptonOct 2026Yes23/25Active
Atlantic Pool Co.
Tom Reyes · 516-555-0198
Pool & SpaPreferredEast HamptonAug 2026Yes24/25Active
Digital Living NY
Alex Torres · 212-555-0187
Smart Home / AVPreferredEast HamptonDec 2026Yes22/25Active
Atlantic Landscaping ⚠
Carlos Rivera · 516-555-0156
GroundsPreferredEast HamptonJul 13, 2026Yes20/25COI Alert
Coastal Climate Sys.
Pedro Reyes · 787-555-0134
HVACPreferredPalm BeachNov 2026Yes21/25Active
Kastle Systems
Account Mgr · 800-555-0100
Security / AlarmPreferredBothJan 2027Yes23/25Active
East End HVAC
Bob Carver · 631-555-0188
HVACBackupEast HamptonSep 2026No—Backup
Home›Contacts
Contacts
HP
⤢
Important Information

Dr. Helen Park is the family physician. Treating @Principal A and @Principal B since 2019. Aware of both dietary restrictions and children's NUT ALLERGY. Available for house calls at Hamptons properties.

Preferences:

  • Contact office first · After hours: personal cell
  • Requires 24hr notice for non-emergency house calls
Office
516-555-0177
Medical Emergency Contact
Add connection

Link to household information

＋
Logs
1▾
@Dr. Park advised updating EpiPens in EH — both children's doses. Completed June 7. June 7, 2026
Documents
2▸
Events
0▸
Home›
Select a property ▾
›Tasks
Tasks
Subject ⇅Due Date ↑PriorityStatusPropertyAssignees
HVAC Filter Change — East Hampton
🔄 June 9, 2026 · OVERDUE
Overdue
June 14, 2026
 High To do 🏠 East Hampton
EM
›
Pre-Arrival Walkthrough — East Hampton
🔄 Today · 14:30
Today
June 15 14:30
 High To do 🏠 East Hampton
H1
CH
›
Palm Beach Villa II — Seasonal Closing
15 of 18 items complete
In 1 day
June 16, 2026
 Medium In Progress 🌴 Palm Beach
CT
›
COI Renewal Follow-Up — Atlantic Landscaping
Vendor notified June 14
In 21 days
Jul 6, 2026
 High In Progress 🏠 East Hampton
EM
›
Generator Weekly Run — East Hampton
🔄 Recurring — Mon
In 2 days
June 17, 2026
 Normal To do 🏠 East Hampton
DV
›
Water Heater Replacement — Approval Pending
Awaiting family office sign-off
Pending
$12,400
 Medium Pending 🏠 East Hampton
EM
›
Guest Suite Amenity Restocking — Palm Beach
3 items below par
In 1 day
June 16, 2026
 Normal To do 🌴 Palm Beach
H2
›
Home›
Select a property ▾
›Lists › Templates
Choose a list template
NameCategory
Opening the house — Pre-arrival checklistHousehold👁 Preview
HVAC preventative maintenanceAssets👁 Preview
Vehicle management — annual insurance & maintenanceAssets👁 Preview
Home systems overviewProperty👁 Preview
Staff job descriptions — roles & responsibilitiesStaff👁 Preview
Generator maintenance checklistAssets👁 Preview
Washing machine maintenanceAssets👁 Preview
Housekeeper daily tasks — MondayHousehold👁 Preview
Seasonal closing — full checklist (18 items)Property👁 Preview
Chimney and fireplace maintenanceAssets👁 Preview
Active List — Pre-Arrival: East Hampton
Pre-Arrival: East Hampton
Pre-arrival checklist for @Principal A and @Principal B
🖨
✏
🗑
Assigned Property
🏠 East Hampton Estate
Category
Household
Interior Preparation
⋮⋮
✓
House cleaned including all windowsJune 13 · 2:00 PM
H1
⋮⋮⋮
⋮⋮
✓
All appliances checked and operationalJune 13
DV
⋮⋮⋮
⋮⋮
✓
Principal Suite set: 68°F, firm pillows, Diptyque BaiesJune 13
H1
⋮⋮⋮
⋮⋮
Fresh florals placed — white peonies in suite and foyerTask
CH
⋮⋮⋮
⋮⋮
HVAC filter change confirmedOverdue
EM
⋮⋮⋮
Exterior Preparation ✏
⋮⋮
✓
Pool heated and chemistry verifiedJune 15 · 10:22 AM
H1
⋮⋮
✓
Landscaping touch up — paths clearTask
DV
⋮⋮
Outdoor lighting scene set for arrival (dusk program)
H1
Home›Logs
Logs
Activity feed · @mention aware · All properties
All Household Maintenance Security Culinary Pets Operations
EM
Estate ManagerOperationsJune 15 · 8:45 AM📌⋮
Moved @Range Rover Autobiography to @East Hampton Estate front motor court — arrival position. Fueled and washed. Interior reset to preference standard.
CH
Chef #1CulinaryJune 15 · 7:30 AM📌⋮
Welcome dinner confirmed: lamb chops (low sodium) + grilled salmon (pescatarian option). Dairy-free modifications applied. Children's meal confirmed nut-free. Dessert: seasonal sorbet.
H1
Housekeeper #1HouseholdJune 15 · 7:08 AM📌⋮
Morning walkthrough complete. All zones to standard. Espresso station loaded. WSJ and FT on counter. White peonies placed — suite + foyer. One item open: HVAC filter still pending.
TR
Tom Reyes — Atlantic Pool Co.MaintenanceJune 15 · 10:22 AM📌⋮
Pool service completed. pH 7.4, alkalinity 110ppm, chlorine 2.0ppm. @Pool & Spa — East Hampton equipment inspected — no issues. Heater confirmed at 82°F.
EM
Estate ManagerMaintenanceJune 2 · 11:40 AM
Generator annual service complete. @Generac 22kW — East Hampton serviced by @Hampton Generator Svc. 30 min full load run. All outputs within spec. Next annual: June 2027.
CT
Caretaker #1HouseholdJune 3 · 3:15 PM
⚠ Security Incident: Unauthorized photographer approached main gate. Access denied per protocol. Vehicle documented. @Kastle Systems and @Estate Manager notified via Signal.
Home›
Select a property ▾
›Documents
Documents
⌕
NAME ↑
CATEGORY
UPLOADED AT ↓
Employment Contract — Housekeeper #1
Employees
June 4, 2024
✏
›
Elevation Certificate — East Hampton
Property
May 31, 2024
✏
›
Wardrobe Inventory — Principal A (Spring 2026)
Clothing and Valet
April 26, 2024
✏
›
Title — East Hampton Estate
Property
March 27, 2024
✏
›
Provenance Report — Untitled No. 4
Assets
February 27, 2024
✏
›
Certificate of Authenticity — Blue Evening
Assets
February 27, 2024
✏
›
COI — Atlantic Landscaping ⚠ EXPIRING Jul 13
Compliance
Expires Jul 13, 2026
✏
›
SLA — Atlantic Pool Co.
Compliance
March 2024
✏
›
Home›Calendar
Day Week Months Year
June 2026
Month
Week
Day
Year
Sun
Mon
Tue
Wed
Thu
Fri
Sat
31
1
2
3
4
5
6
7
8
9
10
Pool Service
11
12
13
14
15
Principal Arrival
Pool Service
16
PB Villa II Close
17
Generator Run
18
19
20
21
Principal Departs
22
23
24
Pool Service
25
26
FL Arrival
27
28
29
30
1
HVAC Filter Due
2
3
4
Monday · June 15
All Day
Housekeeper #2 — Day Off
Coverage: Housekeeper #3
8:00 AM
Pool Service
East Hampton · Atlantic Pool Co.
2:30 PM
Pre-Arrival Walkthrough
East Hampton · All staff
4:00 PM
Principal A Arrival
East Hampton Estate
Household
Pre-Arrival Walkthrough
Assigned Property
🏠 East Hampton Estate
Starts
June 15, 2026 2:30 PM
Ends
June 15, 2026 4:00 PM
Followers
Estate Manager · Housekeeper #1
＋ Add attachment
Home›Manage › Access Control
Access Control
Custom roles · Module permissions · Category restrictions
Custom Role Permissions
Estate Manager (Admin)
ResidentsStaffVendorsAssetsFinanceDocumentsSettings
Housekeeper
Tasks (assigned)ListsLogs (own)ProtocolsResidentsFinance
Vendor (Site Access Only)
Per Category (0/6)
Family Office (Finance)
Finance (full)ReportsBudgetDocuments (finance)Staff
Residents (View Only)
Chef
Tasks (assigned)Inventory (F&B)Preference MatrixFinance
Gate Protocol — East Hampton
Entry Rules
Staff EntryRear gate · Individual codes · Rotate quarterly
Vendor EntryFront gate · Must be in log · Escorted at all times
Guest EntryFront gate · Prior authorization required · ID logged
Unverified VisitorNo entry · Log attempt · Alert EM via Signal
Knox BoxGates 1 & 2 · First Responder access only
Today's Access Log
VendorCheck-InCheck-OutEscorted By
Atlantic Pool Co.8:04 AM10:22 AMHousekeeper #1
Coastal Climate Sys.11:03 AMActive ●Caretaker #1
Home›Settings
Settings & Administration
App Configuration
App NamePrivate Estate Operations
Active Properties5 residences
Default ViewDashboard · East Hampton
2FARequired — all users
BackupDaily · Encrypted · Box cloud
Integrations
CalendarGoogle Calendar — synced
DocumentsBox Enterprise — active
CommsSignal · Proton Mail
AccountingQuickBooks Online
Staff CommsSlack — active
Task Detail
⤢
Edit task
⋮
✕
Description
Assigned to
Status
Priority
Category
Attachments
Checklist 0% complete
Task Sharing
Share with non-app user
⏱ Link expires in 7 days