Six workflows, step by step
The app is built around a few chains of responsibility. Each one below shows who acts, in what order, and what the app does in between.
1 · A shopping list, from need to cleared
- Manager
Create and submit
Panel → Lists: title, place, the items or steps typed or pasted one per line, who it is for, and who signs it off. “Save as draft” keeps it private; “Submit list” sends it.
📨 Submitted - The app
Everyone concerned is told
The signer gets “Yours to sign off”; the people the list is for get “New list”. Cards wait in each inbox.
- Worker
Add what is needed
From the quick-pick template, from “Used before”, or typed by hand. Each item keeps the name of who added it.
- Worker
Take it shopping
“I’m shopping this” claims it. Tick as you buy — or share it by WhatsApp to someone without the app, and tick the real list from the result they send back.
- Manager
Set the outcome
Purchased, Unable to purchase, Waiting for materials, or “Will come back to this” with a date. The submitter is told at every change.
🛒 Purchased - Manager
Sign off — the named signer only
“Sign off as complete” closes the list. Nobody else has the button. If the wrong person was named, any manager can forward it first.
✔ Closed - Admin
Clear
The admin checks and clears it. It leaves every screen and stays in the records — an admin can restore it from Panel → Lists if it is needed again. For a list that repeats, a manager uses “New cycle” instead and the chain starts again.
2 · A problem, from “I saw it” to fixed
- Worker
Report it where it is
Open the place → Issues & repairs → Report an issue. Describe it, choose the kind, attach a photo, and name who signs it off (the person responsible for the area is pre-selected).
Open - The app
The place turns red
Its pin gets a red ring and a 🛠 count. Managers, admins, the area’s responsible person and the signer each get a card.
- Everyone
Someone takes charge
“Take charge” puts a name on it; the status moves to In progress. Anyone can do this, workers included.
In progress - Manager
The signer confirms the fix
Only the named signer can “Sign off as complete”, which resolves it. The reporter and the admins are told.
Resolved - Admin
Clear
The resolved problem stays listed, greyed, until an admin clears it. The red ring goes when nothing is open.
3 · A gate event
- Manager
Record what happened
Panel → Gates: a pickup or drop-off (🚐), a change to the gate’s condition, or — when the gate is Unserviceable — a work order with a signer-off.
- The app
The gate contacts are texted
One text message per gate contact, sent from the manager’s device — which therefore has to be online. Other managers with the app open see a 🚧 banner; managers and admins get an inbox card.
- Manager
Work the order
Open → In Progress. Each status change is itself a gate event. The map pin shows the count of open orders and a red border while the gate is unserviceable.
- Manager
Sign off, then clear
The named signer completes it; an admin clears it — the same chain as everything else.
Complete
4 · A guest’s stay
- Manager
Book the stay
Panel → Patients: bungalow, name, arrival, last day → Save bookings. One row, however long the stay.
- The app
The map counts the days
Yellow dot on the bungalow before arrival, black while in residence, green the day after the last day. Everyone sees the name and dates.
- Worker
Make the bungalow ready
The 23-point bungalow checklist; the last tick stamps it with the worker’s name and the time.
- Manager
Record what the team must know
The 🩺 profile: incoming issues and phobias. Managers and admins only. A card tells them a profile changed — the name only, never the content.
- Manager
Each day: how are they?
🟢 🟡 🔴 with an optional note. A 🔴 sends a card to managers and admins. Care at fixed times goes in the calendar, attached to the stay — staff-only automatically.
- Worker
Check-ons
A manager can plan a “patient check-on” for a day. It shows on everyone’s right-hand panel; whoever sees the guest logs how they are.
- The app
The stay ends by itself
After the last day the bungalow goes green and the stay folds under “Past stays”. A schedule attached to a stay ends, unless changed, on the stay’s last day.
5 · Scheduled work — and what happens when it is missed
- Manager
Create the schedule
What, attached to what, how it repeats, optional clock times, who does it, who else is alerted, optional signer and steps.
- The app
It appears when it is due
On the doer’s Today panel, in the calendar, and on the place it belongs to. At a timed slot’s minute, a banner — if the app is open. Nothing rings a closed phone.
- Worker
Do it and mark it
Tick the row, or open it to tick the steps and leave a note. The completion is kept permanently as proof.
✅ Done - The app
If it is not done, it carries over
The next day it sits under “Overdue”. If it was high priority, the creator, the doer and those alerted get one “MISSED” card.
⏳ Overdue - Worker
No clock time: do it late
“Done late” closes it, flagged as late.
- Manager
With a clock time: a person decides
It cannot be ticked late by anyone. A manager or admin finds out what happened, decides what to do, and then “Acknowledges the miss”, with the reason.
6 · Handing over an area
- Admin
Assign with an end date
Responsibilities → the area → Assign: the person, “Until” for a seasonal posting, “Tentative” if it may change.
- Admin
Schedule who comes next
“Schedule a handover”: the next person and the date they take over. The card shows “Then: NAME from DATE”.
- The app
The date arrives
The handover takes effect by itself. Every place in the area now names the new person; new problem reports go to them.
- The app
If nobody was lined up
The day after “Until”, the area turns red: a ⚠ count on the Responsibilities tab and one warning card per week to admins and Maestro / Family until someone is assigned.