Board
Builds
Notifications
New build β issue serial numbers
Dashboard
Open units by column (avg days sitting there)
Units completed per week
By part number
Open units by person
Steps ticked per person
| Person | Last 7 days | Last 30 days |
|---|
Longest sitting (what's stuck)
| Serial | Part number | Column | Days | Who |
|---|
Completed units (its own filters β the ones at the top of the page don't apply here)
| Serial | Part number | Build | Completed | Cycle (days) |
|---|
Settings
My password
A passphrase β three or four unrelated words β is easier to remember and harder to guess than a short complicated one. If you forget it, an admin can reset it for you.
Serial numbers
Part numbers
Each part number has its own checklist and columns β set them in Checklist & columns below. A new part number starts with the standard checklist (Pick, PIC Keyed, Production Entry Raised, Assemble, QC, Transfer to Warehouse).
| Part no. | Name | Short | Order | Active |
|---|
Checklist & columns
The checklist and columns of the part number chosen above β every part number has its own. Changes apply to works orders issued from now on; ones already issued keep the checklist they were issued with.
| Order | Column | Colour | New units land here | Counts as done | Active |
|---|
Retire a column with Active rather than deleting it β units that passed through it keep their history. A step can only move a unit to one of its own part number's columns.
| Order | Step | Who can tick | When ticked, move unit to | Per build | Ask before ticking | Active |
|---|
To reorder steps or columns, drag a row by its β Ώ handle, or use β² βΌ. The new order saves straight away and also applies to works orders already in progress, so their checklist shows in the new order. Who can tick is enforced: only that role β or a manager/admin β can tick the step, and steps are always ticked in order. Per build marks steps done once for the whole build (Pick, PIC Keyed, Production Entry Raised): the unit checklist then offers on every open unit in this build. Ask before ticking pops a Yes/No question first β Sage is asked whether the stock quantity has been updated. Changes to steps apply to builds issued from now on; units already issued keep the checklist they were issued with.
Users
| Name | Initials | Role | Also | Last login | Active | Reset password |
|---|
Roles: manager issues builds, assigns work, ticks any step and edits settings Β· stores ticks Pick and uploads pick sheets Β· sage ticks the Sage steps Β· tech comments, raises shortages, signs pick sheets and can hand a unit to someone else Β· viewer is read-only Β· admin = manager + user accounts. Full table under Help. Also adds roles on top of the main one β someone who does the pick and the Sage entries is stores + sage and ticks both sets of steps. Managers tick everything already, so they have nothing to add; a viewer stays read-only.
Board (kanban) tab
Email notifications
Each assignment email says what to do next, depending on where the build is. Edit the paragraph for each case below, press Preview to see the whole email, then Save.
Line breaks are kept, **double stars** make text bold, and {build} {product} {serials} {assigner} {next} are filled in β {next} is the next step, e.g. "5. QC".
The greeting, the subject line and the build details underneath are added automatically.
Preview only β nothing is sent, and unsaved wording is not kept until you press Save.
No email is sent when you assign a build to yourself. After every assignment the message at the bottom of the screen says whether the email went.
Help
How a build flows
- New Build β a manager picks the part number and quantity, and can assign the build to the tech who'll build it. The tracker gives the build the next works order number (e.g. WO-2026-0011) and issues the next serial numbers: one unit per serial.
- Pick sheet β stores or a manager uploads the PDF pick sheet on the build. Open it to sign, tick lines, date it and add comments. Save keeps everything on the build; Download signed PDF gives you a copy with it all stamped on.
- Handing on β whoever has the build assigns it to the next person from Builder on the build: stores β Sage β the manager β the tech. Each hand-over emails that person what to do next.
- Build progress is ticked strictly in order β the next step is highlighted. Stores tick Pick; Sage tick PIC Keyed and Transfer to Warehouse; the build steps are ticked by whoever Settings β Who can tick names (a manager can always tick). Pick, PIC Keyed and Production Entry Raised are done once per build: leave on every open unit in this build ticked and one tick covers every unit. Sage is asked to confirm the stock quantity before PIC Keyed is saved. Ticking a step moves the unit on to its next column automatically β Pick moves it to On Racking (Unstarted). Unticking the step that moved it sends it back (untick QC and the unit goes back to Quality Check); a unit you moved to another column by hand stays where you put it.
- When every step is ticked the unit shows Completed and is no longer assigned to anyone. Once every unit on a build is finished, the build turns Complete by itself β find it on Builds with Status β Complete. Unticking a step on a finished unit opens the build again.
Who can do what
| Admin | Manager | Stores | Sage | Tech | Viewer | |
|---|---|---|---|---|---|---|
| Issue builds, move units between stages, Settings | β | β | ||||
| Hand the build on to the next person (emails them) | β | β | β | β | β | |
| Give a single unit to someone else β e.g. one that fails QC goes back for rework (emails them) | β | β | β | β | β | |
| Tick build progress (as set now in Settings) | any step | any step | Pick | PIC Keyed, Transfer to Warehouse | β | β |
| Upload pick sheets | β | β | β | |||
| Sign / comment on pick sheets, comments, shortages | β | β | β | β | β | |
| See everything, Notifications, Dashboard | β | β | β | β | β | β |
| User accounts | β |
The Tick build progress row shows what is set right now. Who can tick each step is chosen per step in Settings β Checklist & columns (Who can tick); a manager can always tick any step. Steps are ticked in order, so a build step can't be ticked until Pick, PIC Keyed and Production Entry Raised are done. Someone with two jobs can be given an extra role in Settings β Users β Also β but a role covers every step in its column: giving a tech Sage so they can tick one Sage step lets them tick all the Sage steps listed above.
Tips
- Notifications lists everything that's happened, newest first, with anything new since you last looked highlighted β the tracker opens on it when there's something new. For me narrows it to work assigned to you and builds you issued.
- Builds: search by works order, part number or serial. Your filters, sort and columns are saved to your login, so everyone has their own view and it follows you from PC to PC. Reset puts it back to the default.
- Assign a whole build from the build itself (Builder) β every open unit goes with it. Anyone working on the build can give a single unit to someone else from the unit itself β one that fails QC, say β while the rest carry on.
- The progress bar is the checklist: 8 of 10 ticked = 80 %.
- Each part number has its own checklist and columns: Settings β Checklist & columns, choose the part number. A step added or changed there applies to works orders issued from then on; ones already issued keep their checklist.
- Dashboard β Completed units (at the bottom) lists every finished unit, newest first, 50 to a page. It has its own Year and Part number filters and a serial / works order search β the filters at the top of the dashboard don't apply to it. Up top, Assigned to counts the open units someone has now, and the finished units they ticked a step on.
- A shortage raised on the build flags every unit in it; one raised on a unit flags just that unit.
- Discussion is the comment thread on a works order and on each unit. Type @ and pick a colleague to tag them: they get an email with your comment, and it shows in their Notifications β For me. If they reply to the email, it goes to you, but the reply isn't added to the thread. Set the Type to Question or Action required when you need something back. It shows as a badge on the comment and leads the email subject. Tagged under a comment lists who was told, with a β once they've opened it. A comment with nobody tagged is a record, not a message: nobody is notified. A comment on the works order shows on every unit; one on a unit shows on that unit and on the works order.