Running the work
Create the work, send it to the right person, see it through to sign-off — and keep the places, guests, gates and schedule up to date.
- Your screenDashboard, map, Panel
- ListsDraft → submit → sign-off
- The sign-off chainAssign · sign · clear
- Guests and staysBookings, 🩺 profiles
- GatesEvents, work orders, SMS
- Calendar and tasksRecurring work, misses
- AlertsWhat reaches you, and when
- BackupExport, restore, CSV
Your screen
You sign in with email and password and land on the manager page, made for a tablet or computer: today’s work on the left, the map in the middle, tomorrow and the guests who need a check-on on the right.
- Dashboard · Communication · Map switch between the three-column view, the feed of everyone’s notes, and the map alone. 📅 Calendar and 👥 Responsibilities open over them.
- Panel in the top bar opens the Manager Panel — eight tabs: Locs, Lists, Users, Gates, Bungalows, Patients, Tasks, Backup.
- Everything a worker can do, you can do too — the Worker guide covers the map, ticking lists, notes, checklists and reporting problems.
Lists
A list is a request for things or for work: a shopping list, a repair with its materials, a tool shed restock. It belongs to a place, and one named person is answerable for signing it off.
Create a list
- Panel → Lists. Fill in the title and choose the place it belongs to.
- Items or steps — one per line: type them, or paste a whole list from anywhere. Numbers, dashes, bullets and ☐ boxes at the start of a line are removed; each line becomes one tick-box. Optional — items can also be added later.
- Choose who it is for: All roles, Workers or Managers.
- Optional: 🔒 Limit who can see this list and tick the managers who should have it. Admins always see it.
- Choose Who signs this off? — any manager or admin.
- 📝 Save as draft keeps it to yourself: no signer needed, nobody is told. 📨 Submit list sends it: the signer and the people it is for get an inbox card.
Every row in Lists shows ☑ how many items are still to do, and has ＋ Items — paste more lines into that list; lines already on it are skipped — and Open, which takes you to the list where it is ticked off. The needed-by date, the expected-by date and the quick-pick template are set afterwards: Lists → Edit on the row. A draft shows a Submit button on its card when it is ready to go; once sent, a list never returns to draft.
Fill it quickly
- 🛒 Market list / 🧰 Tool shed list — tick from the standard template. Kitchen and tool shed lists pick their template by themselves; change it in Edit.
- 🕘 Used before — everything this list has ever held, most used first, with last time’s quantities.
- ⇆ Build list (tablet or computer) — the list on the left, a palette on the right; drag items across or tap +.
- 📝 Notes — shopping notes such as “do NOT buy apples, local fruit only”. They show in a red box at the top of the list and travel with it when shared.
- 🔄 New cycle — for a list that repeats. Every item stays; the ticks and “running low” flags are cleared, and the signature resets.
Move it along: status
The status bar on the list’s card tells everyone where it stands. Every change sends a card to the person who submitted it.
| Status | Use it when |
|---|---|
| 📨 Submitted | It has been sent and nobody has picked it up yet |
| 👁 Seen | You have read it. Your name is recorded as the one who saw it. |
| 🛒 Purchased | The shopping is done |
| 🚫 Unable to purchase | It could not be bought |
| ⛔ Denied | The request is refused |
| 🔧 Repaired | The work is done |
| ⏳ Waiting for materials | Work cannot continue until something arrives |
| 📆 Will come back to this | Not now. The app asks for a date, shows it on the card, and nudges the signer and the submitter when it arrives. |
| ✔ Closed | Never chosen by hand — it is what signing off does |
Forward it
- On the card, tap ↪ Forward.
- Choose another manager or admin and add a note if it helps.
- They become the one who signs it off and get a card. The hop is added to the trail on the list — “↪ Luis → Ana”, the date, your note — so the history is never lost.
Share, print, archive, delete
- 📤 Share — by WhatsApp as a link with tick boxes that needs no app or login, or as tick-box text for a plain text message. See the worker guide. The result comes back as a message; someone then ticks the real list.
- 🖨 PDF — a clean page to print or save.
- Archive (Panel → Lists) — takes a list off every screen. It stays in the Lists tab marked archived, with ↩ Restore to bring it back, everything it holds intact.
- 🗑 Delete — removes the list from every screen and from the Lists tab. Offered only to the person who created the list, and to admins. Its history is kept, so it can be rebuilt: see Recover a deleted list.
The sign-off chain
Lists, reported problems, gate work orders and one-off tasks all carry the same strip, and it always moves in the same order. The app and the database both enforce it.
- Manager
1 · Assigned
One manager or admin is named as signer-off when the item is created — it cannot be submitted without one. Any manager or admin can change the signer until it is signed.
✍️ Signs off: NAME · awaiting sign-off - Manager
2 · Signed off
Only the named person sees the button “✅ Sign off as complete”. Signing closes a list, resolves a problem, completes a work order — those end states cannot be reached any other way.
✔ Signed off by NAME · date - Admin
3 · Cleared
Only an admin, and only after step 2, can clear the item. It leaves every screen but stays in the records and in the backup.
🧹 Clear
Older items created before this rule show ⚠ No signer-off assigned with an ✍️ Assign button. One that was already finished back then — closed, resolved or complete, with nobody named — shows 🧹 Clear to an admin directly; the record then names that admin as the one who signed it off and cleared it.
Places
- Panel → Locs. To add a place: name, latitude, longitude, icon, category, and tick 🛏 This is a bungalow if it is one. Bungalows then move to their own tab.
- To move a pin: Edit → 📍 Tap map to reposition, tap the right spot on the map, then Save.
- Need an icon that is not in the list? 📸 next to any icon picker uploads a picture and saves it to the icon library for reuse.
- To have a place inspected on a rhythm, open it on the map and tap 📅 Schedule inspections under its inspection line: the schedule editor opens attached to that place with the title filled in — choose who, how often and who is alerted.
Close an area
- Open the place on the map and tap ⛔ Close this area.
- Choose Until further notice or Until a date, and write why — gassed, dangerous floor, bridge failing, snake seen.
- The pin shows ⛔ for everyone and the place opens with a red banner naming who closed it. A dated closure lifts itself the day after the date.
People
- Panel → Users → Add Worker: full name, a PIN of six or more digits, and an optional Job title. They sign in with that name and PIN.
- Add Manager / Admin: name, email, password, phone number with country code, the role, and a job title. The phone number is what emergency text messages are sent to. An admin also sets the person’s view (Cook / Translator) and Maestro / Family designation right here.
- Edit on a person changes their display name, phone, picture and Job title — the title replaces the word “Worker” on their Today panel. The name a worker signs in with is fixed when the account is created and does not change when the display name does; the sheet says which it is. The Users list shows each person’s title, view and designation on one line.
A worker forgot their PIN
- The worker asks you in person or by phone — there is no code and no email for workers.
- Panel → Users → Edit on the worker. Type the new PIN (six or more digits) and tap 🔑 Set new PIN, then confirm.
- The old PIN stops working at once; the worker signs in with the same name and the new PIN. It needs a signal.
- Every reset is counted and announced. All managers and admins get a card — “PIN reset: NAME” with how many times that worker has needed a new PIN — and the Users list shows 🔑 PIN reset ×N on the row.
A manager or admin who forgets their password uses Forgot your password? on the sign-in screen: type the email first, tap the link, and a reset email arrives (check spam). An admin can also 🗑 Remove this user… from the Edit sheet: the person can no longer get in, their name stays on everything they did, and it cannot be undone from the app — nor can that sign-in name or email be used for a new account afterwards.
Guests and stays
The app calls guests “patients”. One row is one stay, however many weeks it lasts.
- Panel → Patients → ＋ Add booking.
- Choose the bungalow, type the name, set the arrival and the last day, and add notes if needed. Leave the last day empty if it is not known yet — the guest counts as in residence until you fill it in. A bungalow can hold more than one guest.
- Tap 💾 Save bookings. Nothing is saved until you do.
- The map follows by itself: black dot while the guest is in residence, yellow before they arrive, green again the day after their last day.
- Or do it from the bungalow itself: open it on the map. An empty bungalow shows ＋ Add patient; each guest shows ✏ Edit. Same record, saved at once.
The 🩺 profile and daily status
- Tap the 🩺 badge on a booking row or on the bungalow’s guest line.
- Under Incoming issues, phobias, things the team must know, write what matters and Save.
- Each day, under How are they today?: type a note first if you have one, then tap 🟢, 🟡 or 🔴. Tapping again the same day replaces it.
- The last seven days show as a strip of dots.
Gates
- Panel → Gates. A gate has a name, an optional position, whether it has a lock, its condition (Serviceable / Unserviceable), and its opening and closing hours.
- 📲 Gate contacts holds the people who get a text message for every gate event: name and phone number with country code.
- 🚐 Pickup records a guest pickup or drop-off at that gate. The app asks, one question at a time: pickup or drop-off, the guest’s name, and the date and time.
- When a gate is set to Unserviceable, + Work Order appears: describe the issue, give a priority and who it is assigned to, then choose who signs it off. Its status is Open or In Progress; Complete comes from the sign-off.
Adding or changing a gate, a work order, a status change and a pickup are all gate events. Each one texts the gate contacts from your device (so your device must be online), shows a 🚧 banner on other managers’ open screens, and leaves an inbox card for managers and admins.
Calendar and tasks
A schedule is recurring work attached to something — a place, a guest’s stay, a gate, a list — or to nothing in particular.
- 📅 Calendar → + New schedule. Or start from the thing itself: + Add schedule in a place’s 📅 section or a guest’s 🩺 sheet, or 📅 on a gate row or list card.
- Say what needs doing, and how it repeats: once, daily, weekly on chosen days, monthly on a day or on “the first Monday”, or yearly. The preview spells the rule out in words and shows the next three dates.
- Times of day are optional. Each time is ticked separately — use them for anything that must happen at a clock time.
- Choose who does it (everyone, all workers, all managers, or a person), who else should be alerted, the priority, an optional signer-off, and optional steps — one per line — that become a checklist.
- Save. Save as template keeps the rule and steps for next time.
- A schedule attached to a guest is for managers and admins only, automatically. Workers never receive it, and its inbox card reads “Scheduled care for NAME” instead of the title.
- Only the manager who created a schedule, or an admin, can edit, pause, skip, move or delete it.
- Every completion is kept as proof, even after the schedule itself is deleted — useful for yearly inspections.
When work is missed
Missed work never silently disappears. It sits under ⏳ Overdue on the dashboard and in the calendar until someone closes it, one of two ways:
| Kind of work | How it is closed |
|---|---|
| No clock time | The doer can still do it: ✅ Done late. Or a manager or admin taps 👁 Acknowledge the miss. |
| With a clock time | It cannot be done late. The app shows “MISSED 08:00 — do not give late without checking”, and only a manager or admin can 👁 Acknowledge the miss — after deciding what should happen. |
A missed high-priority occurrence also sends one “MISSED” card to the creator, the doer and the people alerted.
Weekly tasks and planning someone’s day
Panel → Tasks also holds the older weekly routine (📅 Weekly SOP) and 🧑🔧 Plan a person’s day: pick a person and a date, see exactly what they will see, and add a one-off task or a 🧘 patient check-on for that day. One-off tasks need a signer-off. Migrate tasks → schedules copies all of these into the calendar without deleting anything.
Condensed views: Cook and Translator
An admin can give a manager a view mode. It is a focus aid, not a restriction: every permission stays, and the full app is one tap away.
| Mode | Opens into |
|---|---|
| 👩🍳 Cook | The kitchen shopping lists only, plus today’s schedule |
| 🗣 Translator | Guests (in residence and arriving, with 🩺), the Ceremony House, the bungalows, the gates, and today’s schedule |
🔓 Full view in the header switches to the whole app; the same button, now showing the mode’s name, switches back. The phone remembers.
Alerts: what reaches you, and when
| What happened | App open | App closed |
|---|---|---|
| High-priority note | Orange banner across the top | An inbox card, next time you open the app |
| Emergency note | Red banner | A text message to every manager account with a phone number — plus the inbox card |
| Gate event | 🚧 banner | A text message to the gate contacts; an inbox card for managers and admins |
| List submitted, status change, sign-off request, problem reported, task assigned, 🔴 guest status | A toast and the 🔔 count | An inbox card |
| A worker’s PIN was reset | A toast and the 🔔 count | A card to every manager and admin, with that worker’s running count |
Messages
✉ New message — at the top of Communication, or in the inbox — sends a plain message to everyone, all workers, all managers or one person, with CC. The Communication feed lists messages together with the notes: what you sent shows as “You → to NAME”, what you received has ↩ Reply, which opens a new message already addressed to the sender. Messages / Notes filter the feed. Only managers and admins write or reply; workers read.
Backup, restore and reports
- Panel → Backup → Download Backup (JSON) saves one file with today’s date.
- 📦 Items CSV and 🧘 Patients CSV open in a spreadsheet. 📊 Overdue Items Report lists items that have sat unticked for more than a week.
A list that vanished
No list disappears on its own: it was archived, cleared after sign-off, deleted, or moved to another place. Each has a way back, and none of them needs a backup file.
| What happened | Where it is | Way back |
|---|---|---|
| Archived, or cleared by an admin | Panel → Lists, marked archived | ↩ Restore on the row. A cleared list needs an admin; it comes back as a new request with its signer kept. |
| Deleted | Gone from the Lists tab; its history is kept | Panel → Backup → 🧾 Recover a deleted list → Find deleted lists…: each one shows when it was deleted and by whom. Pick the place and tap Rebuild. |
| Moved or limited | Under another place, or visible to some people only | Edit on the row |
A rebuilt list holds the items of its last New cycle plus everything added since, minus what was removed, all un-ticked; template items keep their two languages, and “Used before” still remembers the old list’s whole history.
| In the backup file | Not in it |
|---|---|
| Places, lists and their items, gates and hours, gate work orders, gate contacts | Notes, photos, video and voice |
| Bungalow checklists, bookings with each guest’s 🩺 profile, reported problems | User accounts and pictures |
| Areas of responsibility, schedules and templates | History: who ticked what, completions, inspections, gate events, the inbox |
| Weekly SOP items and one-off tasks, the icon library, area closures |