Retreat Center AppField guide
ENES
Worker guide

Your day in the app

What to do today, where things are, what to tick, and how to tell a manager that something needs attention.

Today’s work

After you sign in you are on the Dashboard view: the map, with two tabs on its edges. The left tab 📋 is today; the right tab 🗓 is tomorrow and the guests who need a check-on. The number on a tab is how much is still open.

  1. Tap the 📋 tab (or drag it) to open Today. On a tablet the panel is always open on the left.
  2. Tick a task when it is done. Your name is recorded beside it.
  3. Cannot do it? Tap ⛔ and write why. The task shows Blocked with your reason. Clear the reason later to unblock it.
  4. Below the tasks, ⏳ Overdue and 📅 Scheduled show the calendar work that is yours.
  5. Tap the darkened map to close the panel.
Today: tasks first, then overdue and scheduled work.

Scheduled work and what “overdue” means

  1. Tick the box on a scheduled row to mark it done at once — or tap the row to open it.
  2. Inside, tick the steps if there are any, add a note if something is worth saying, and tap ✅ Mark done.
  3. Made a mistake? ↩ Reopen undoes it, until a manager has signed it off.
  4. Work that was not done does not disappear. It waits under ⏳ Overdue until it is done — the button then reads ✅ Done late.
Missed work waits until someone does it late or a manager acknowledges it.

📅 Calendar in the top bar shows the whole month: a number on a day is work still open, ✓ means all done, ⏳ means something was missed.

Guests who need a check-on

  1. Open the right tab 🗓. A card names the guest and what to check.
  2. After you have seen them, tap Log check-on and write how they are. The task is marked done.
  3. If something is wrong, tap Contact medical team. It opens an emergency note already started — finish the sentence and save it.

The map

Every place at the retreat is a round pin. Tap a pin to open that place. The app does not track your phone’s position — you find yourself by the places around you.

  1. The buttons at the top right change what the map shows. They are in English in both languages: 🛰 Satellite the photo from above; 🌳 Plan a drawn plan of forest, cleared ground and water that always works with no signal; 🥾 Trails the walking paths.
  2. The chips along the top filter the pins: 🍳 Kitchens, 🛏 Bungalows, 🥾 Trails and so on. Tap the same chip again to go back to 🗺 All.
  3. Pinch to zoom in until crowded pins come apart.
Satellite view. Chips filter the pins; the buttons change the map.

Reading a pin

You seeIt means
A plain numberHow many lists belong to this place
📷 3Notes, photos or video left here
🛠 2 and a red ringOpen problems reported here
⛔The area is closed — open the place to read why
Black dot (bungalows)A guest is staying here today
Yellow dotA guest is booked and has not arrived yet
Green dotThe bungalow is free
Small blue / orange / red dot or a faceA note: normal, high priority, or emergency (red and pulsing)
Square pin with a gateA gate. Green border: working. Red: not working. Tap it to read its notes. Gates show only under “All”.

Opening a place

  1. Tap its pin. A sheet drops from the top with everything that belongs to the place.
  2. At the top: a closure warning if the area is closed, and 👤 Responsible for this area — the person to ask.
  3. For a bungalow, the guest comes next: who is staying, from when, until when, and how many days are left. Then the green 📋 Bungalow Checklist bar, with when the bungalow was last inspected right under it. For any other place, the inspection line sits at the top and the schedule follows it.
  4. Then 🛠 Issues & repairs, the schedule, the lists, and 📷 Notes, photos & video.
  5. Close with × or flick the header upward.
Everything about a bungalow, in one sheet: guest first, then the checklist and its inspection.

Stamp a place as inspected

  1. Open the place and tap 🔎 Mark inspected.
  2. Write what you found, or leave it empty, and confirm.
  3. The place now shows “Inspected by” your name, the date and the time. A stamp cannot be removed, and it notifies nobody — if you found a problem, report it (below).

Managers and admins can put inspections on the calendar — 📅 Schedule inspections next to the stamp — so they appear as scheduled work on the right day.

Lists

Lists live inside the place they belong to: the kitchen’s shopping list is in the kitchen. Managers create lists; you tick them, add to them and can take them shopping.

  1. Open the place and tap the list’s title to unfold it.
  2. The bar under the title shows where the list stands — for example 📨 Submitted or ⏳ Waiting for materials — who submitted it, and who signs it off.
  3. Tick an item when it is bought or done. It shows ✓ and your name. Tick again to undo.
  4. Badges on an item: 🔴 running low, 🌿 dietary, ⭐ special request.
A list inside the kitchen's panel.

Going shopping with a list

  1. Tap 🛒 I’m shopping this. Everyone now sees that you have it.
  2. Read the red 🚫 Shopping notes box first — it says what not to buy.
  3. Tick as you buy.
  4. When you are back, tap Done / Release.

Add an item

  1. Tap + Add item.
  2. Type the name. If it has been on this list before, the app suggests it and fills in last time’s quantity and unit.
  3. Set the quantity and unit, and tick 🔴 🌿 ⭐ if they apply.
  4. Tap Add Item. Your name is kept with the item.
Adding one item by hand.

Add many at once: the quick-pick sheets

  1. Kitchen lists have 🛒 Market list; tool shed lists have 🧰 Tool shed list. Every list has 🕘 Used before — everything this list has ever held, most used first.
  2. Search or scroll, and tick what is needed. The quantities are the usual ones; change any of them.
  3. Tap Add 5 (the number is how many you ticked).
Tick what is needed; the button counts for you.

Send a list to someone without the app

  1. Tap 📤 Share on the list and choose the language of the list (Spanish unless you change it).
  2. 💬 WhatsApp — checklist link sends a link that opens the list with tick boxes — no app, no login. ✉️ Text message — tick-box text sends the list as plain text with ☐ boxes.
  3. The link is prepared while the sheet opens (Preparing the link…) and needs a signal. It is short, so any phone can tap it, and it works for 60 days. With no signal the full-length link is sent instead — it opens from WhatsApp on a computer, but a phone may not make it tappable.
  4. The shopper ticks what they bought, marks 🚫 what was not available, and sends the result back to you by message.
  5. Then tick the real list in the app yourself. The link is a copy: nothing the shopper ticks comes back into the app on its own.
What the shopper sees from the link — no app, no login.

🖨 PDF opens a clean page of the whole list to print or save.

Notes

A note is how you tell everyone something about a place: what you saw, a photo of it, a voice message.

  1. Open the place and tap ＋ Add note / photo here. Or tap an empty spot on the map to leave the note exactly there.
  2. Write what is happening.
  3. Attach if it helps: 📷 photo, 🎥 video, 🎙️ voice (tap to start, tap again to stop), 📎 a picture, sound or video file. Up to 100 MB each.
  4. Choose the priority (table below).
  5. Tap Save Note.
A high-priority note about to be saved.
PriorityUse it whenWhat happens
NormalIt is informationIt appears on the map, in the place and under Communication. Nobody is alerted.
High PriorityA manager should look todayManagers and admins get an inbox card, and a banner if their app is open.
🚨 EmergencySomeone is in dangerThe same, plus a text message to the managers who have a phone number on their account.

You can edit your own notes (tap the note, then Edit). Only managers and admins can delete a note. Communication in the top bar lists the newest notes from everyone and the messages sent to you, newest first; Messages / Notes filter them. Tap a note to jump to it on the map. Messages are read here; writing or replying to one is for managers and admins.

Communication: everyone's notes and the messages sent to you, in your language. ⇄ marks a translation.

Bungalow checklist

  1. Open a bungalow and tap 📋 Bungalow Checklist. The checklist is in English.
  2. Tick each of the 23 points as you verify it, or ✓ All when everything is in order.
  3. Something broken? Tap 🔧 on that line and describe the repair.
  4. When the last box is ticked the checklist is stamped “Completed by” your name and the time. Unticking any box removes the stamp.
The last tick stamps the checklist with your name.

Report a problem

  1. Open the place, unfold 🛠 Issues & repairs and tap 🛠 Report an issue.
  2. Describe it, and choose what kind it is: broken wood, termites, insects, rot or damp, roof or leak, electrical, other.
  3. Choose who Signs off — the manager or admin who will confirm it is fixed. The person responsible for that area is already selected. This is required.
  4. Add a photo. It saves a walk.
  5. Tap Save Note — the button keeps that name on this form.
Reporting a problem. Who signs it off is required.

The place gets a red ring on the map, and the managers, the person responsible for the area and the signer are told. If you are going to fix it yourself, tap 👷 Take charge and set it to In progress. Only the named signer can mark it resolved.

What a worker cannot do

So you know when to ask a manager:

  • Create a list, change its status, or remove items from it
  • Delete a note
  • Record a gate event or a gate work order
  • Write or reply to a message (you can read them under Communication)
  • Acknowledge missed timed work, or sign anything off
  • See a guest’s health notes — those are for managers and admins only