Reference
Who can do what, what every status means, how to read the map, and what to do when something does not behave.
Who can do what
| Action | Worker | Manager | Admin |
|---|---|---|---|
| See the map, places, lists, notes | ✓ | ✓ | ✓ |
| Tick and add list items; claim a list for shopping; share and print | ✓ | ✓ | ✓ |
| Create a list; edit or remove items; change status; forward; new cycle | — | ✓ | ✓ |
| Delete a list | — | own | ✓ |
| Restore an archived list; rebuild a deleted list from its history | — | ✓ | ✓ |
| Restore a list an admin cleared | — | — | ✓ |
| Write a note; edit your own note | ✓ | ✓ | ✓ |
| Delete a note; edit anyone’s note | — | ✓ | ✓ |
| Fill a bungalow checklist; stamp a place as inspected | ✓ | ✓ | ✓ |
| Reset a bungalow checklist | — | ✓ | ✓ |
| Report a problem; take charge; set Open / In progress | ✓ | ✓ | ✓ |
| Sign something off | — | if named | if named |
| Clear signed-off work | — | — | ✓ |
| Tick a task or scheduled work | ✓ | ✓ | ✓ |
| Acknowledge missed work | — | ✓ | ✓ |
| Create schedules and tasks | — | ✓ | ✓ |
| Edit or delete a schedule | — | own | ✓ |
| See a guest’s name, dates and booking notes | ✓ | ✓ | ✓ |
| See or write a guest’s 🩺 profile, daily status and care schedule | — | ✓ | ✓ |
| Add or change places, people, bookings, gates; record gate events | — | ✓ | ✓ |
| Close an area | — | ✓ | ✓ |
| Read messages under Communication | ✓ | ✓ | ✓ |
| Write or reply to a message | — | ✓ | ✓ |
| Create accounts; set a worker’s new PIN | — | ✓ | ✓ |
| Remove a user | — | — | ✓ |
| Export a backup; restore | — | ✓ | ✓ |
| Assign areas of responsibility; set view modes and designations | — | — | ✓ |
| History and statistics | — | — | ✓ |
Statuses
Lists
| Status | Meaning |
|---|---|
| 📝 Draft | Not sent. Only its author and the managers and admins see it. |
| 📨 Submitted | Sent and waiting |
| 👁 Seen | A manager has read it |
| 🛒 Purchased | Bought |
| 🚫 Unable to purchase | Could not be bought |
| ⛔ Denied | Refused |
| 🔧 Repaired | The work is done |
| ⏳ Waiting for materials | Blocked until something arrives |
| 📆 Will come back to this | Put off until the date on the card |
| ✔ Closed | Signed off |
Everything else
| Thing | Statuses |
|---|---|
| Reported problem | Open In progress Resolved (by sign-off) |
| Gate work order | Open In Progress Complete (by sign-off) |
| Gate | Serviceable Unserviceable None |
| Task on the Today panel | Pending Done Blocked |
| Guest’s stay | In Booked Past |
| Guest’s day | 🟢 content · fine · happy 🟡 tired · has not slept 🔴 needs close attention |
| Area of responsibility | Assigned · tentative · ends in N days · UNASSIGNED (red) |
Map legend
| On the map | Meaning |
|---|---|
| Round pin with an icon | A place. Number = its lists · 📷 = notes · 🛠 + red ring = open problems · ⛔ = closed |
| Black / yellow / green dot on a bungalow | In residence / booked, not yet arrived / free |
| Square pin with a gate | A gate: green border serviceable, red unserviceable; the number is open work orders |
| Small dot or face | A note: blue normal, orange high priority, red and pulsing emergency |
| Cyan lines | Walking trails (🥾 Trails) |
| Green / sand / blue areas | The site plan (🌳 Plan): forest, cleared ground, water. The dashed box is the edge of what was traced. |
| Red dots (📍 Pings) | Positions recorded by a GPS tracker in the past — not anyone’s live position |
The satellite photo is sharp up to a point; zoom in further and the app enlarges it rather than going blank. The site plan stays sharp at every zoom and needs no signal.
Troubleshooting
| What you see | What to do |
|---|---|
| “Wrong name or PIN” | Check the spelling of your name exactly as the account was created — a display name changed later does not change it; a manager sees the sign-in name under Panel → Users → Edit. Capitals do not matter. Forgot the PIN? A manager or admin sets a new one for you (Set new PIN). |
| “Too many failed tries — wait a few minutes, then try again” | After several wrong PINs or passwords the sign-in service locks the account briefly. Waiting is the only cure; retyping makes it longer. |
| “No connection to the sign-in service” or “Still no answer — the connection is slow” | Signing in needs a signal. Move to where there is one and try again; the form is never stuck for more than a few seconds. |
| A manager or admin forgot their password | On the sign-in screen, type the email, then tap “Forgot your password?”. A reset link arrives by email — check spam. |
| Cannot sign in on a new phone with no signal | The first sign-in on a device needs a connection. Do it where there is one. |
| The save button on a note is grey | There is no signal. Leave the note open; when “🟢 Back online” appears, tap save. |
| The microphone does not work on an iPhone | Apps opened from the iPhone home screen cannot record. Open the app in Safari for voice notes. |
| A text is in the wrong language, with no ⇄ | It was saved with no signal, so it was never translated. Editing it while online translates it. |
| I swiped through my cards and lost one | 🔔 → “Show all” lists the last 50, read or not. |
| The gates disappeared from the map | A map filter is on. Tap the active chip again to return to “All”. |
| I cannot find “Build list” | It needs a tablet or computer. On a phone, use “Used before”. |
| A list is not on the map | Check Panel → Lists. A draft is seen only by its author and staff; a limited-access list by the people ticked; an archived or cleared one has a ↩ Restore button. Not in the tab at all? It was deleted: Panel → Backup → Recover a deleted list rebuilds it and shows who deleted it and when. |
| The app looks old after an update | Close it completely and open it again with a signal. The version is shown next to your name in the top bar. |
| The shared checklist link says it does not contain a list | The link was cut when it was copied. Share it again with a signal, so the short link is sent. |
| The shared link says it is no longer available | A short link lasts 60 days. Share the list again. |
| The WhatsApp link is not tappable on a phone | It was shared with no signal, so the full-length link went out. Share again with a signal — the short link is tappable on any phone. |
Words the app uses
| Word | Means |
|---|---|
| Place / location | A pin on the map: a kitchen, a bungalow, a shed, a bridge |
| Patient | A guest of the retreat |
| Signer-off | The one manager or admin who confirms a piece of work is complete |
| Clear | An admin’s final step: the finished item leaves the screens and stays in the records |
| Cycle | One round of a repeating shopping list |
| Area of responsibility | A part of the center’s work that one person answers for |
| View mode | A condensed opening screen for a cook or a translator |
| Inbox card | A notification waiting inside the app |