The staff area, section by section

Structure and locations

The Structure item shows the organization tree: the organization, its locations and the connected people. It is the starting point for understanding how everything else is organized.

In Locations you define the operating spaces: the main location, satellite sites, workshops. Each location has its own name, profile and groups.

• Multiple locations under the same organization, no separate accounts.
• Every activity, menu and announcement is published for a specific location.
• Reference contacts only see the location of the people linked to them.

People

People is the list managed by the organization. Each person has a profile with contact details, their location and their group.

Groups let you split days or workshops: when you record the day you work per group, not on the whole list.

• A complete profile per person: contacts, location, group.
• Active or archived status: archived people leave the daily lists but their history stays.
• A direct link between the person and the reference contact: the same person seen from Admin and the reference-contact portal.

Collaborators and reference contacts

This is where access is managed. Collaborators and reference contacts enter with an invitation they receive by email.

Roles are simple: those who run the organization (admin), those who record the day (collaborators), those who read it (reference contacts). No permissions to configure by hand.

• Each invitation is a personal link: recipients create their own account with their own password.
• Open signup is disabled: only invited people get in.
• When someone is no longer linked to the organization, the account is deactivated without deleting history.

Attendance

The daily register starts here: for each day and each group you mark who is present, absent or late.

The page is designed to be filled in within seconds, even from a phone, between one welcome and the next. Records stay in history: you can always go back and look at a past day.

Activity log

It is the heart of the day: for each person or group you record what happened — activities, workshops, outings, notes.

Activities are recorded during the day and immediately become visible to reference contacts in the portal and in the evening brief. No shared Word documents, no end-of-day phone calls.

• Activities per person or per group.
• Simple text notes, in language reference contacts can understand.
• Everything you record feeds the 8 PM brief automatically.

Meals

Define the lunch menu for each day, with the available options. Reference contacts record a linked person's choice directly from the portal.

You see in advance how many people are eating and how many chose each option: the kitchen knows what to prepare before the morning.

• Menus with multiple options per day.
• Choices recorded by reference contacts, with a visible history.
• If a menu changes, existing choices are cancelled but stay in history.

Tasks

The weekly board of tasks: who does what, on which day. Designed to give each person a concrete, visible role.

Assigned tasks appear in the reference contact portal and on shared displays: responsibility becomes recognition.

Calendar

Events from all locations in a single view: appointments, closures and holidays. What is in the calendar enters the daily schedule and therefore the reference contacts' evening brief.

Communications

The bulletin board for reference contacts: reminders, schedule changes, organization news. You publish an announcement and it appears in the portal right away.

An announcement can be marked as important: in that case, besides the board, an immediate email reaches the location's reference contacts.

• Chronological board: reference contacts always see the latest announcements first.
• An “important” flag for immediate emails.
• Read receipts: you can see who opened an announcement.

Displays

The list of TVs and tablets connected to the locations. For each one you see its status (online or offline), the last check-in and a preview of what it is showing.

Pairing a new display takes thirty seconds: open “Pair display”, scan the QR code with the room's tablet, give it a name. No personal account on the device.

• Multiple displays per location, one per room or floor.
• If a display loses connection it goes offline and keeps showing the last known day.
• Rename, regenerate access or disconnect a display at any time.

Settings and audit log

Settings holds the organization's data: name, time zone (used for evening brief delivery) and contact information.

The audit log is the diary of who did what: every important change is tracked. Useful when several people work side by side and you need to know who updated a profile or cancelled a menu.