Diamond Stone Platform: Every Role's Screens
Date: 2026-11-11. Revision 2. Status: draft for owner review. Companion to
docs/JOURNEYS.md (how each person moves), docs/INVENTORY.md (every screen that
exists), docs/SCREENS.md (how a screen is designed) and docs/DESIGN.md (the rules).
This document is the screen book for each kind of staff member and for the business owner. For each role it gives: what they are responsible for, what they need to know through the day, their Home, their Halo, and every screen they use, with what each shows first and how.
1. Rules applied to every role
These are the principles already agreed, applied the same way for everyone.
| Principle | What it means on a role's screens |
|---|---|
| Designed from the person's need | Each role's Home answers that role's first three questions of the day, in order. No shared dashboard |
| Picture before shape before icon before words | A photograph or face where there is one; then a ring, bar, route line, stage dots or calendar strip; then an icon with a figure; a sentence only for something a person wrote |
| Three text levels | Title, value, caption. Captions of one or two words |
| Exact figures | Money in full with OMR; never rounded to save space, except in a chart's axis |
| Reveal | The screen shows what is needed to decide. Everything else is one tap down, and every figure opens what it is made of |
| One action | The Omnibar carries the one thing this role does next on this screen |
| Halo everywhere | Each role's Halo holds only what that role can act on |
| Hidden means absent | A role without rights to cost, salaries or bank details does not see a greyed field; the field is not there |
| Compact size | Office roles use the compact size set. Roles that work standing, outdoors or with gloves (warehouse, driver) use the comfortable set (docs/DESIGN.md, sizes) |
| Nothing typed twice | Each role's work feeds the next role's Halo: sales confirms an order, purchasing sees it; the driver signs a delivery, the accountant sees an invoice to send |
One person, several roles. In a small company one person holds two or three roles. Their Home stacks the blocks of each role they hold, most urgent first, and their Halo and Place merge. Nobody switches "mode".
Still to settle (from docs/BRAND.md section 8): whether the company holds stock and
runs trucks. The warehouse and driver sections below apply only if it does. Where the
company inspects at the supplier's yard and ships direct, "Warehouse" becomes "Inspection
and loading" with the same screens minus the yard.
2. The business owner
Responsible for: the whole business; decisions above everyone's limits; releasing money; the customer's experience.
Needs to know, in order: Is anything waiting on me? Do we have the cash? Are we keeping our promises to customers? Are we making money? Is anything going wrong that nobody has told me?
Works: in short bursts through the day, often away from the office. Most visits are under a minute. So: the Halo and Home must answer without a tap.
Home
| # | Block | Visual | Tap |
|---|---|---|---|
| 1 | Waiting on you | The Halo itself: rings for approvals, payments to release, exceptions | Drawer, then Approve |
| 2 | Cash | The figure, a 30-day line, and a marker for the lowest point expected in the next 4 weeks | Bank accounts, then entries |
| 3 | Owed to us / owed by us | Two bars split by age: on time, late, very late | The customers or suppliers behind each slice |
| 4 | Promises | Four small rings: reply time, quote time, on-time delivery, claims | Dashboard |
| 5 | This month | Sales, margin and profit as three figures with an arrow against last month | Statements |
| 6 | Moving now | Order cards for what ships or lands this week: stone photo, customer face, stage dots | The order |
| 7 | Exceptions | Only when present: bank detail changed, price below floor, large adjustment, period reopened | The record and who did it |
Halo
Approvals (discount, purchase order, payment run, payroll, journal, credit limit, stock adjustment, role change); a customer waiting beyond the promise; a shipment late; month ready to sign; a compliance date near.
Every screen
| Area | Screen | Shows first | The owner does |
|---|---|---|---|
| Control | Approvals list | Requests as cards: who asks, face; what, with the figure; how far over the limit as a bar | Approve, send back, pass to another |
| Control | One approval | The two or three figures that decide it (for a discount: margin light, percent against limit, customer's payment record as stars) | Approve with fingerprint |
| Control | Dashboard | Each promise as a ring with target mark and trend | Tap for the orders behind it |
| Control | Exceptions digest | A dated strip of unusual events, each with a face and an icon | Open, mark reviewed |
| Control | Compliance calendar | A calendar strip with countdown chips | Open the item |
| Control | People and roles; limits | Each role as plain sentences; limits as a table of bands | Change (a second person confirms) |
| Control | Audit log | A timeline: face, icon, record | Filter, export |
| Money | Money overview | Section 8 of docs/INVENTORY.md; drawn |
Drill down |
| Money | Payment run | Total, number of suppliers, bank balance after as a bar | Release with fingerprint |
| Money | Payroll to approve | Total, people count, change from last month as bars per person | Approve |
| Money | Statements | Statement rows, this year and last | Open any figure down to the paper |
| Money | Margin by order, customer, stone | Ranked bars, each with a photo or face | Open |
| Money | Cash forecast | A line for 13 weeks with a floor; what lands each week as stacked blocks | Open a week |
| Money | Month-end close | The ring of steps; what the accountant flagged | Sign the close |
| Sell | Pipeline | Stages as columns of faces with a total under each | Open a quote |
| Sell | Customer | Face or logo, orders, balance, rating, last contact | Call, message |
| Sell | Any quote or order | As sales sees it, plus cost and margin | Approve, comment |
| Catalogue | Stock value and old lots | Bars by stone; lots older than 180 days marked | Mark down |
| Buy | Suppliers | Supplier cards: on-time ring, quality ring, amount owed | Open |
| Deliver | Map of shipments | Pins with customer faces; late ones marked | Open |
| People | Team today | Faces: in, out, on leave | Open a person |
| Reach | Where enquiries come from | Bars by source with the orders that followed | Open |
| Inbox | Waiting too long | Conversations past the promise, with the timer | Open, reassign |
| Me | Alerts, devices, cover while away | Set who covers, with dates |
Hidden from the owner: nothing. Cannot: approve what they created; a named second approver is asked.
3. Administrator
Responsible for: people's access, phones, settings, connections. No money rights.
Needs to know: Can everyone get in? Is anything disconnected? What is left to set up?
Home
| # | Block | Visual |
|---|---|---|
| 1 | Access | Faces with a status dot: active, invited and not yet joined, locked |
| 2 | Connections | One light per channel and service: WhatsApp, email, text messages, maps, tracking, e-invoicing |
| 3 | Setup left | A ring of the setup steps, with the next one named |
| 4 | Recent changes | A timeline of settings changed: who, what |
Halo
Invitation not accepted; lost-phone report; role change waiting for the owner; a connection down; a staff document about to expire (if also HR).
Every screen
| Screen | Shows first | Does |
|---|---|---|
| People and roles | Faces grouped by role | Invite, change role, suspend |
| Invite | Name, phone number, role; then a QR code or WhatsApp invitation | Send |
| A person | Role in sentences; phones; last sign-in; what they can approve | Sign out a phone, re-invite |
| View as a role | The app exactly as that role sees it, with a banner | Leave |
| Devices and sessions | Every signed-in phone as a row with model and last use | Sign out |
| Connections | Lights; last success; reconnect button | Reconnect, test |
| Settings | The groups in docs/INVENTORY.md section 13, each with an icon and a count of unset items |
Edit |
| Numbering, templates, documents | A preview of the document as the customer sees it | Edit |
| Audit log | Timeline | Filter, export |
| Data | Backup light and date; import and export | Run export |
| Privacy requests | Requests with a countdown to the legal deadline | Fulfil |
| Inbox | Internal and support messages | Reply |
Hidden: all amounts, cost, salaries, bank details. Cannot: post or approve anything with an amount; give themselves a money role without the owner.
4. Accountant
Responsible for: complete and correct books; collecting and paying on time; tax; month-end; the audit.
Needs to know: What must be recorded today? What is due in and out? Does everything agree? How far is the month from closing?
Works: at a desk for long stretches, with documents. So: dense lists, quick entry by photograph, and a queue that moves to the next item by itself.
Home
| # | Block | Visual | Tap |
|---|---|---|---|
| 1 | Today's queue | Five counters as icon and figure: bank lines, bills, invoices to send, receipts to apply, payments to prepare | The queue, one item at a time |
| 2 | Cash | Figure per bank account with a tick when matched to today | Bank |
| 3 | Due this week | A calendar strip: money in above the line, money out below | The day's items |
| 4 | Agreement | Six lights: customers, suppliers, stock, assets, payroll, VAT each against the ledger | The difference |
| 5 | Close | The ring of twelve steps and the target date | Close checklist |
| 6 | Dates | Countdown chips: VAT return, social protection, tax return | The item |
Halo
Bank lines unmatched; bill photographed and waiting; delivered and not invoiced; payment proof from a customer to check; cheque due today; VAT due; a difference between a sub-ledger and the ledger; auditor's request; journal sent back by the owner.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Bank matching | One bank line; best match with a confidence ring; next best | Match, split, skip |
| Bank accounts; statement import | Accounts with matched-to date | Import |
| Bills | The photographed bill beside what was read; three ticks: ordered, received, billed | Post |
| Invoices | Delivered-not-invoiced first; then stage dots: sent, viewed, paid | Send |
| Receipt | Amount; the customer's open invoices as bars that fill as it is applied | Apply |
| Payment proof | The customer's slip image beside the invoice | Accept, reject with reason |
| Credit note; refund | The original invoice with the part being reversed marked | Send for approval |
| Owed to us | Age bars; customers ranked with faces | Remind, statement |
| Owed by us | Calendar strip of due dates | Prepare payment |
| Payment run | Selected bills; total; balance after | Send to owner |
| Cheques | A strip by due date: received above, issued below; bounced in red | Deposit, clear |
| Petty cash | The float as a bar; spends with receipt photos | Top up, count |
| Journal | Debit and credit with a balance bar | Post or send to approve |
| Repeating entries; accruals and prepayments | A schedule: months as cells filled or due | Run |
| Ledger; Entry | Account movement as a small chart; entry with its source card | Trace, reverse |
| Chart of accounts | A tree with balances as bars | Add, edit |
| Stock value; Landed cost | Bars by stone; a shipment's costs spread over its lots | Apply, write down |
| Fixed assets | Asset cards with a depreciation ring | Add, dispose, run depreciation |
| Leases, loans, letters of credit | Each as a timeline of payments or deadlines | Record |
| Currencies and rates | Rate with its source and date | Update, revalue |
| VAT | The return as boxes; countdown; exceptions | Build the pack |
| Withholding tax; income tax working | The working as a short statement | Export |
| E-invoicing | Sent, accepted, rejected as three counters | Retry |
| Payroll posting | The approved payroll as one entry | Post |
| Month-end; year-end | The ring; a count per step | Clear each step |
| Periods | Months as cells: open, closed, locked | Close; ask to reopen |
| Statements; notes | The statement; the note schedules | Export |
| Audit pack; auditor requests | Checklist of schedules; requests with age | Build, answer |
| Reports | Tiles by purpose | Run, export |
| Opening balances; posting rules | Tables | Load, propose a change |
| Customers and suppliers (money view) | Statement, terms, limit, payment record as stars | Change terms (approved) |
Sees: cost, margins, salaries in total, bank details. Cannot: release payments, approve own journals, change limits.
5. Sales
Responsible for: replying fast, quoting well, winning the order, keeping the customer informed until delivery.
Needs to know: Who is waiting for me? What can I offer and when? Where is my customer's order? Am I on target?
Works: on the phone all day, often with the customer on a call or on WhatsApp. So: the customer and the stone are always pictures; a quote is built in under a minute.
Home
| # | Block | Visual | Tap |
|---|---|---|---|
| 1 | Waiting for a reply | Conversation rows: face, first line of their message, a timer that changes colour near the promise | Reply |
| 2 | My open quotes | Quote cards: stone photo, customer face, days left as a bar | Follow up |
| 3 | My orders moving | Order cards with stage dots and next date | Open, share tracking |
| 4 | This month | A ring against target; won and lost as two figures | Pipeline |
| 5 | Follow-ups today | Samples sent, visits, calls as a short list with faces | Done |
Halo
New enquiry with its timer; customer replied; quote opened by the customer; quote expiring; sample delivered (time to call); order waiting on the customer (approval or payment); a hold on stock about to lapse; approval returned.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Enquiries; Enquiry | Their message; what they looked at as stone thumbnails; where from | Reply, quote |
| Customers; Customer | Face or logo; orders; rating; balance as "on time" or "late" (no amounts unless allowed) | Call, message, quote |
| New customer; contact | Phone number first; duplicate check | Save |
| Quote builder | Customer, stone photo, finish and thickness chips, area, price; stock and lead time as two figures; margin as a light | Review |
| Review before sending | Exactly what the customer will see | Send |
| Quotes; Quote | Status dots: sent, opened, accepted; versions | Follow up, revise, mark lost |
| Ask for a lower price | The request with the light turning amber or red | Send to approve |
| Orders; Order | Stone photo, stage dots, next date, what the customer still owes as a ring | Share tracking, message |
| Proforma | The document | Send |
| Samples | Requests with courier status as dots | Send, follow up |
| Catalogue and stock | Stone tiles with photos; free m²; holds with expiry | Hold for a customer |
| Slab photos | The actual slabs, full screen | Share with the customer |
| Shipments (view) | Route line for their customers' orders | Share |
| Inbox; Conversation | Section 11 of the inventory | Reply, quick reply, attach |
| Customer feedback | Stars and the comment | Thank, raise a case |
| Pipeline and targets | Stages as columns of faces | Move, open |
| Calendar; tasks | Their own follow-ups | Add, done |
| Me | Leave, expenses, alerts |
Hidden: cost, supplier names, other salespeople's customers unless shared, salaries, bank details. Sees instead: a margin light and a price floor they cannot go under without approval.
6. Purchasing and shipping
Responsible for: getting the right stone from the right supplier, inspected, loaded, documented and delivered on time.
Needs to know: Which orders have no stone yet? What must be inspected and when? Where is every shipment? Which documents are missing?
Works: between the office, suppliers' yards and the port. So: inspection and loading screens work one-handed and without signal.
Home
| # | Block | Visual | Tap |
|---|---|---|---|
| 1 | Orders needing stone | Order cards with a red "no supplier" dot, days to the promised date as a bar | Buy for this order |
| 2 | Today | A day strip: inspections, loadings, vessel cut-offs | The record |
| 3 | Moving | A small map with pins; late ones marked | Shipment |
| 4 | Documents missing | Shipments with a checklist ring | Documents |
| 5 | Supplier replies | Prices received, as supplier faces with the figure | Compare |
Halo
Confirmed order with no supplier order; inspection due; packing list received; shipment late; position not updated for too long; document mismatch; customs hold; supplier claim deadline; carrier accepted or declined; delivery signed.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Suppliers; Supplier | Logo; on-time and quality rings; stones they supply as thumbnails; open orders | Call, ask for a price |
| Ask for a price; compare replies | Replies side by side as columns: price, days, photo of the lot | Choose |
| Supplier order | Stone photo; lots; stage dots; amount; what is paid as a ring | Send, chase |
| Inspection | Slab by slab: photo, measured size, defects marked on the photo; accept, hold, reject | Finish |
| Lot matching | Lots side by side against the job's range: one job, one lot (docs/MATCHING.md) |
Choose the lot |
| Packing list | The photographed list beside what was read | Confirm |
| Goods receipt | Slabs to tick | Receive |
| Supplier claim | Photos, quantity, a deadline countdown | Send |
| Shipments and map; Shipment | Route line; stage dots; last update with its age | Update, assign |
| New shipment | What, from, to, when; weight against the truck or container as a bar | Book |
| Assign | Own truck and driver, or carriers as cards with price and rating | Assign |
| Carriers; rates | Carrier cards: on-time ring, agreed rates | Ask for a price |
| Trucks and drivers (if own fleet) | Truck cards with document expiry chips | Assign, log service |
| Loading | Slab list to tick; photo of the load | Confirm loading |
| Export documents | A checklist; mismatches between documents marked | Make, upload |
| Customs steps | Stage dots with dates | Update |
| Container tracking | Vessel route line with the port dates | Refresh, correct by hand |
| Delivery proof | Photo, signature, time and place | Accept |
| Claims | Photos; who is responsible as a choice | Decide, pass to accounts |
| Delivery calendar | Week strip | Move a delivery |
| Catalogue and stock | As sales, plus cost | Reserve |
| Inbox | Supplier and carrier conversations | Reply |
Sees: cost and supplier names. Hidden: selling margin totals, salaries, customer balances. Cannot: approve own purchase order, release payment.
7. Warehouse (only if the company holds stock)
Responsible for: receiving, storing, finding, loading and counting stone without damage or error.
Needs to know: What arrives today? What do I load, and which exact slabs? Where is it?
Works: standing, outdoors, dusty hands, bright sun, often gloves. So: the comfortable size set, very large buttons, the camera and scanner first, almost no typing, and everything works without signal.
Home
| # | Block | Visual |
|---|---|---|
| 1 | Next job | One large card: a truck icon and "Receive" or "Load", the stone photo, the count of slabs |
| 2 | Today | A short list of jobs with a time and a tick |
| 3 | Scan | A large scan button |
Halo
Truck arriving; order to load; count due; a slab reported damaged; a hold about to lapse.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Receive | Slabs as large photo tiles to tick; a camera button for damage | Confirm |
| Scan result | The slab or lot: photo, size, where it is, held for whom | Move, report |
| Find | Search by stone or number; result with its yard place | Go |
| Load | The exact slabs for this order as tiles; ticks; a photo of the loaded truck | Confirm loading |
| Move | From and to as two large choices | Move |
| Count | One lot at a time: expected, counted | Next |
| Report damage | Photo first, then a choice of what happened | Send |
| Labels | A label preview | |
| Today's list | Jobs with ticks | Open |
| Me | Leave, payslip, alerts |
Hidden: all prices, cost, customer balances. Quantities only.
8. Company driver (only if the company runs trucks)
Responsible for: delivering the load, undamaged, to the right place, with proof.
Needs to know: Where next? Who do I call? What do I hand over and collect?
Works: in the cab and on site; must not use the phone while moving. So: the comfortable size set, four languages, one job on screen, and buttons that can be hit without looking closely.
Home
The current job. There is no other Home.
| # | Block | Visual |
|---|---|---|
| 1 | Where | A map tile with the site, a note ("Gate 2, blue water tank") |
| 2 | Go and Call | Two large buttons |
| 3 | Stages | Loaded, Left, Arrived, Photo, Signed: done ones ticked, the next one very large |
| 4 | Problem | One button |
Halo
This job; the next job; a message from the office.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Job | As above | Next stage |
| Proof | Camera, then signature on the screen | Send |
| Problem | Photo first; then five picture choices: damage, nobody on site, cannot enter, breakdown, other | Send, call the office |
| My jobs | Today and tomorrow | Open |
| Truck check (start of day) | Six picture ticks: tyres, lights, straps and so on | Done |
| Fuel and repair | Photograph the receipt | Send |
| Me | Language, payslip, leave |
Hidden: prices, customer balances, other deliveries' customers.
9. HR and payroll
Responsible for: staff records, attendance and leave, correct pay on time, documents that must not expire.
Needs to know: Who is here? What expires soon? Is payroll ready and right?
Home
| # | Block | Visual | Tap |
|---|---|---|---|
| 1 | Today | Faces in three groups: in, away, on leave | The person |
| 2 | Expiring | A timeline of the next 90 days with face chips at their dates (visa, labour card, passport, licence) | The document |
| 3 | Requests | Leave and expense requests as cards with a face | Approve |
| 4 | Payroll | A ring of the days to pay day; ready or not as a light | Payroll run |
| 5 | Joining and leaving | People mid-way through a checklist, as a ring each | The checklist |
Halo
Leave request; expense claim; document expiring; payroll due; new joiner to set up; leaver to settle; social protection due.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Staff; Employee | Face, role, since when, reports to; leave ring; documents with expiry chips | Edit |
| New employee | Photograph the ID and passport; fields fill | Save |
| Contract and pay | Pay elements as a stacked bar | Change (approved) |
| Documents | Tiles with expiry chips | Renew, upload |
| Attendance | A month grid per person: present, late, absent as coloured cells | Correct |
| Leave | Team calendar with bars per person; balances as rings | Approve |
| Payroll run | Each person: net pay with a small marker where it differs from last month and why | Send to owner |
| Payslip | The slip as the employee sees it | Send |
| Salary file; social protection return | Total, people count, a tick when sent | Mark sent |
| Advances and loans | Balance as a bar falling each month | Record |
| Expense claims | Receipt photo beside the claim | Approve |
| Leaving | Checklist ring; end-of-service worked out step by step | Settle |
| Letters | A preview | Issue |
| Holidays and working week | A year strip | Edit |
| Company items held | Items with a face | Return |
Sees: salaries. Hidden: cost of goods, customer balances, bank details of suppliers. Cannot: approve or release the payroll they prepared.
10. Marketing
Responsible for: the website, the stones' pictures and words, the channels, and bringing enquiries.
Needs to know: What is bringing enquiries? What is waiting to publish? What is missing a photo or a translation?
Home
| # | Block | Visual | Tap |
|---|---|---|---|
| 1 | Enquiries this week | A figure, a line, and bars by source | The source |
| 2 | Waiting to publish | Page and post thumbnails as they look on a phone | Review |
| 3 | Gaps | Stones with no photo or no Arabic, as greyed tiles with a count | Fix |
| 4 | Schedule | A week strip with post thumbnails | Open |
| 5 | Channels | A light per channel | Reconnect |
Halo
Page waiting to publish; review to answer; channel disconnected; stone without photographs; a scheduled post failed.
Every screen
| Screen | Shows first | Does |
|---|---|---|
| Pages; editor; preview | The page as a phone shows it | Publish |
| Menu and footer | The menu as it appears | Edit |
| Stones (pictures and words) | Photo set; main picture; names; description in both languages side by side | Save |
| Media library | A grid; each with rights and description | Add |
| Projects and testimonials | Project photos; consent tick | Publish |
| Post | The post preview per channel | Schedule |
| Post calendar | Month with thumbnails | Move |
| Lead tools | Each tool with its completion rate as a ring | Edit |
| Sources | Bars: visits, enquiries, orders | Open |
| Search engines | Pages with a light for title and description; broken links count | Fix |
| Translations | Missing items count per page | Translate |
| Reviews | Stars and text | Answer |
| Brand assets | The logo versions and where each is used | Publish, roll back |
| Team and business cards | Cards as they look | Edit |
| Inbox | Website and social messages | Reply or pass to sales |
Hidden: cost, margin, customer balances, salaries. Cannot: change prices.
11. What each role's Home shares
So that eight Homes are still one app:
- The same order of parts: Halo, then the role's blocks, then the Omnibar.
- The same blocks reused: an order card is the same card for sales, purchasing and the owner; only the figures a role may see differ.
- The first block is always "what needs me". The last is always the least urgent.
- No Home has more than seven blocks. Three are visible without scrolling on a 360 × 780 screen at the compact size.
12. Checks for each role before it is built
- Sit with one person who does the job and list their first ten actions of a normal day. Each must be within two taps of Home.
- Show them their Home for five seconds, hide it, and ask what needs them. They should say it.
- Check every screen in their table against the hidden list for that role, on the server's responses, not just on screen.
- Run their day on their own phone, outdoors for warehouse and driver.
13. Everything each role does, by rhythm (revision 2)
Added 11 November 2026. Sections 2 to 10 list each role's screens. This section lists each role's work: what they do every day, every week, every month and when something happens, including everything added since (back-to-back orders, content, social channels, the store, photo requests, settings). In the sketch, the role buttons at the top show one role's whole app at a time.
Screens drawn per role in the sketch: owner 63, accountant 48, sales 47, purchasing 45, marketing 39, administrator 34, warehouse 30, HR 28, driver 19; customer 20, trader customer 16, visitor 13, auditor 10, logistics company 8. Many are shared.
Owner
| When | Does | Where |
|---|---|---|
| Every day | Clears approvals: discounts, supplier orders, payment runs, journals, credit notes, posts | Halo; Approvals |
| Every day | Looks at cash, money owed, promises, what ships | Home |
| Every day | Releases payments prepared by the accountant | Payment run |
| Every week | Reads the exceptions digest and marks it reviewed | Exceptions |
| Every week | Looks at the pipeline and the cash forecast | Pipeline; Cash ahead |
| Every week | Approves the week's posts | Approvals |
| Every month | Approves payroll; signs the month-end close | Payroll run; Close |
| Every month | Reads margin by order, customer and stone; how the site is found | Reports; Sources |
| Every quarter | Reviews who can do what; the restore test | Control |
| When it happens | Bank details changed; a period reopened; a limit changed; a large claim; a new market | Exceptions; Halo |
| Sets once, revisits | Approval limits; what customers see; store and sample policy; which posts skip approval | Settings |
Administrator
| When | Does | Where |
|---|---|---|
| Every day | Checks everyone can get in and every connection is up | Home; Connections |
| When it happens | Adds a person; changes a role; signs out a lost phone; re-invites | Invite; People; One person; Devices |
| When it happens | Reconnects a channel before its sign-in lapses | Channels; Connections |
| Every week | Finishes setup items; reviews settings changed | Settings; audit log |
| Every month | Checks the backup light; answers privacy requests | Data; Privacy requests |
| Sets once, revisits | Company details; numbering; document layouts; automatic messages; what customers see; photo-request rules | Settings |
Accountant
| When | Does | Where |
|---|---|---|
| Every day | Matches bank lines; records bills from photographs; applies receipts; checks payment proofs | Bank; Bill; Receipt; Payment |
| Every day | Sends invoices for signed deliveries; deposits cheques due | Invoices; Cheques |
| Every week | Prepares the payment run; reminds late customers; tops up and counts petty cash | Owed by us; Payment run; Owed to us; Petty cash |
| Every week | Applies landed costs to shipments received; applies sample credits | Landed cost |
| Every month | Runs the close: agreement checks, old stock, late debts, accruals, depreciation | Close; Journal |
| Every month | Posts payroll; reviews statements | Payroll posting; Statement |
| Every quarter | Builds the VAT return pack | VAT |
| Every year | Year-end; audit pack; answers the auditor | Audit pack; Requests |
| When it happens | Credit note for an accepted claim; a back-to-back loading (goods in transit); a supplier's bank change | Credit note; Entry |
Sales
| When | Does | Where |
|---|---|---|
| Every day | Answers enquiries and messages inside the promise | Halo; Inbox; Conversation |
| Every day | Quotes; follows up opened quotes; sends proformas | Quote builder; Quote; Proforma |
| Every day | Tells customers where their order is | Order; Search |
| Every day | Packs or follows up sample orders | Samples |
| Every week | Reviews the pipeline against target | Pipeline |
| When it happens | Adds a customer and sets what kind they are (end client, contractor, architect, developer, trader) | New customer; Customer |
| When it happens | Chooses how an order is fulfilled with purchasing | Order: how to fulfil |
| When it happens | Marks a question "worth answering publicly"; records why a quote was won or lost | A question becomes an answer page |
| When it happens | Opens or follows a case | Case |
Purchasing and shipping
| When | Does | Where |
|---|---|---|
| Every day | Orders stone for confirmed orders, mostly back to back from the factory | Order: how to fulfil; Supplier order |
| Every day | Follows every shipment; corrects a position by hand | Shipments; Shipment |
| Every day | Books transport and enters or confirms driver details | Assign transport; Driver details |
| When it happens | Asks suppliers for prices and compares | Compare prices |
| When it happens | Inspects at the factory, slab by slab, with the camera guide; picks the best three for marketing | Inspection; Capture; Best three |
| When it happens | Checks export papers for mismatches | Papers |
| When it happens | Decides a claim; raises one with a supplier | Claim |
| Every week | Reviews suppliers' on-time and quality | Suppliers |
Warehouse (only if stock is held)
| When | Does | Where |
|---|---|---|
| Every day | Receives, with damage photographed | Goods receipt |
| Every day | Loads the exact slabs and photographs the load | Load |
| Every day | Finds slabs by scanning | Scan result |
| Every week or month | Counts, lot by lot | Count |
| When it happens | Reports damage; moves stock | Scan result |
Driver
| When | Does | Where |
|---|---|---|
| Start of day | Checks the truck | Truck check |
| Each job | Go, call, Loaded, Left, Arrived, photograph, signature | Job; Delivery proof |
| When it happens | Reports a problem with a photograph | Problem |
| When it happens | Photographs a fuel or repair receipt | Expense |
HR and payroll
The full HR plan, with the Oman rules behind each reminder, is docs/HR.md.
| When | Does | Where |
|---|---|---|
| Every day | Sees who is in; answers leave and expense requests | Home; Employee |
| Every week | Checks attendance and follows up absences | Attendance |
| Every month | Prepares payroll; sends the salary file; the social protection return | Payroll run |
| Every month | Chases documents about to expire | Home; Employee |
| When it happens | Joins a person; settles a person leaving | Invite; Employee; Leaving |
Marketing
| When | Does | Where |
|---|---|---|
| Every day | Answers comments, reviews and website chat passed to them | Inbox |
| Every week | Chooses from the content pool; edits the drafts the system made; sends them for approval | Content pool; Post; Where this goes |
| Every week | Fills gaps in the calendar; does the by-hand channel tasks | Calendar; By-hand task |
| Every week | Writes answer pages from real questions; fixes failed publish checks | Page editor; Publish checks |
| Every month | Reads results and sources; reviews pages past their date | Results; Sources |
| Every month | Looks at photo requests: who answered, who to stop asking | Photo asks |
| When it happens | Reconnects a channel; publishes a stone or project | Channels; Page editor |
Every employee
| When | Does | Where |
|---|---|---|
| Any time | Sees payslips, leave, documents, alerts, devices | Me |
| When it happens | Asks for leave; claims an expense by photographing the receipt | Leave request; Expense |
| When it happens | Works without signal and sends later | State: offline |
What this showed
- Sales and purchasing share the most. Order, shipment, lot, stock and the inbox are used by both, with different fields visible. They are built once, with the role deciding what shows.
- The owner's app is the largest because it sees everything, but the owner's own work is seven screens. Home, Approvals, Payment run, Exceptions, Pipeline, Cash ahead and Close cover it.
- The driver and warehouse apps are small on purpose.
- Still not drawn for any role: stock value, landed cost, salary file, fixed assets, media library, translations, price lists, a supplier record, a truck record. They are specified in
docs/INVENTORY.md.
Arranging the Halo (added 11 November 2026)
The Halo sets in this document are each role's starting arrangement. A person may
keep up to three rings in fixed places, order and remove what they watch, and put off
or hand over work within limits the administrator sets. Rings marked required for a
role cannot be removed (docs/SHELL.md).
Phones (added 11 November 2026)
The administrator invites each person, helps them install from Chrome, and sees on the
Phones list who is ready, on which phone and version (docs/INSTALL.md section 3).
The accountant at a desk (added 12 November 2026)
The Money area has a desk layout, the one exception to the phone-only staff app:
docs/MONEY-DESK.md. Section 4's screens keep their content; the desk gives them
three panes, a rail and a keyboard. Approvals and the release of payments stay on the
phone.
The driver, replanned (12 November 2026)
Orders go direct from the factory, so the company driver of section 8 is not built
first. A carrier's driver uses the same one-job screen by a link. What is held about
any driver, and what the job screen adds (crate count, the plan handed over, damage
noted before signing), is in docs/LOGISTICS.md sections 3 and 6.
Purchasing: asking for prices and registering suppliers (12 November 2026)
Section 6's "Ask for a price; compare replies" and "Suppliers" are now planned in
full in docs/SUPPLIERS.md: who to ask, the messages, an answer read beside its
source, the confirmation, comparison on landed cost with a reason, standing prices,
and a supplier's registration and states. The accountant checks bank details; the
owner approves, and sees every single-supplier or not-cheapest choice.