Quick add
The things you do most, from one place.
Distribution days
Open a day before handing out hampers so every issue is logged against it.
Needs attention
Nothing open
Open an event to start capturing.
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Find someone
Type a name or ID number. The repeat check runs automatically.
Recorded today
Requests
Log what people ask for when they phone, walk in or message, then triage it. Requests are captured by staff; beneficiaries cannot submit directly.
Beneficiaries
Search by name, ID number, or area.
Shifts
Create a shift, then sign volunteers up and mark attendance on the day.
Leaderboard
Points: 10 a shift attended, 2 an hour logged, 5 extra for weekends.
Roster
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Tap a day to assign duties. The organisation assigns; people see their own.
My duties
Who you are on the roster.
Duties
The roles that need filling. Set how many people each one needs; the calendar flags any day that falls short.
People on the roster
Anyone on a rota needs a name, an email address and a cellphone number; a duty nobody can be reminded about is a duty that gets missed. One person per line: name, email, cellphone. Commas, tabs or semicolons all work, so you can paste straight out of a spreadsheet.
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Service calendar
Which days you gather. The rota is generated against these.
Upload a calendar
Bring in a whole year at once. One row per day: date, name, and optionally duties and notes. Duties listed for a day mean only those are rostered on it; leave it blank and every duty applies.
Or paste the rows:
Festivals that move with the moon (Eid, Diwali, Pesach, Vesak) are not built in, because their dates shift each year and a wrong one on a rota is worse than none. Add them here, or ask me to look them up for a given year.
Fill the rota
Generates assignments across the service days in the range, spreading the load evenly. It never moves anyone already assigned, and nobody gets two duties on the same day.
Export
The roster for the month on screen, or everything.
Organisation summary
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Setup and analysis
Things you set up once and revisit occasionally, kept out of the daily screens.
Organisation
What kind of NPO this is, and what it calls things. Changing the sector relabels the platform: a clinic sees patients and consultations, a school sees learners and sessions. You can override any word afterwards.
People and access
Who may use this platform, and as what. Approval is yours; nobody gets in by filling in a form.
Approved
Your access keys
Issued with your organisation when it was approved. The staff key is controlled by the platform administrator and can only be reissued by them. The volunteer key is yours to change. Keys are a convenience, not a lock. Give the staff key only to staff.
Event types
Build your own. Each type can carry its own fields, captured whenever you open an event of that type, a head count, a venue, a theme, a collection total, anything you need.
- Procedures
- Facility layout
- Data, import and audit
Facility layout analysis
Systematic Layout Planning. Define the zones, rate how closely they need to sit, record the material flows, then compare a proposed arrangement against the current one.
Zones
The activity areas in the facility, with their floor area.
Relationship chart
Muther's closeness ratings. A absolutely necessary, E especially important, I important, O ordinary, U unimportant, X undesirable.
Schematics
Drawn from the zones, ratings and flows above. They redraw as you change the data.
Material flows
Trips per day between zones, and the walking distance for each, in the current and the proposed layout.
Standard operating procedures
One place for the written procedures, with versions and a record of who has read which version.
Acknowledgement
Report period
Share it
Copy the whole report as plain text for a donor email or board pack.
Backup
A complete snapshot of every table in one file. Keep it wherever you keep your own records, a private repository, a drive, an external disk. The format is stable and sorted, so successive backups produce clean diffs.
Google Sheets backup. Writes every table into one spreadsheet on your Drive, replacing what was there. It runs as whoever clicks it, using their own Google account, so they need edit access to the file.
Google Drive archive. Saves a dated, complete snapshot as a file, rather than overwriting. The sheet shows you where things stand now; these show you where they stood then. Take one after every distribution day.
The spreadsheet has one tab per table and opens directly in Google Sheets or Excel, upload it to Drive and share it with whoever needs to read it. The JSON is the exact-fidelity copy: use it if you ever need to reload the data into another system.
This file contains personal information, ID numbers, addresses, household details and consent records. Encrypt it or store it somewhere access-controlled. Never commit it to a public repository, and remember that version history keeps deleted records forever, which conflicts with a POPIA deletion request.
Import existing records
Bring in the NPO's current spreadsheet. Copy the rows including the header, paste below, or drop a CSV file.
Or paste rows here:
Match your columns. Anything left as “Ignore” won't be imported.
Working…
Audit log
Every change to a person's record. The last forty shown; the full set exports below.
Export
Your NPO owns this data. Pull it out whenever you want.