← Back to Wiki
Operations Handbook
Daily operations guide for managing orders, production, fleet, and community support.
Quick Reference
| Task | Frequency | Location |
|---|---|---|
| Check new orders | Daily | /admin/orders |
| Review support tickets | Daily | /admin/requests |
| Check fleet health | Daily | /admin/fleet |
| Production log | Per shift | /admin/production |
| Inventory check | Weekly | /admin/production |
| Campaign engine review | Weekly | /admin/campaign-engine |
| Review community ideas | Weekly | /community/ideas |
| Impact dashboard | Monthly | /dashboard |
Daily Morning Checklist
- Orders — Check
/admin/ordersfor new paid orders. Mark as "Processing" once confirmed. - Support Tickets — Review
/admin/requestsfor QR-scanned support requests. Triage by priority. - Fleet — Check
/admin/fleetfor washing machine heartbeats. Flag any machines offline >24h. - Messages — Check
/admin/messagesfor user messages via the QR portal.
Order Processing
PAID→PROCESSING→SHIPPED→DELIVERED
- Paid: Verify order details, confirm shipping address, check inventory
- Processing: Coordinate with production/warehouse, package order, print label
- Shipped: Add tracking number, customer gets notification, monitor delivery
- Delivered: Mark complete. Customer can claim via QR code.
Production Operations
Log each shift at /admin/production. Record: shift date, workers present, beds completed, any quality issues, inventory levels (HDPE plastic, steel poles, canvas).
- Plastic Processing: Collect → Sort by type (HDPE only) → Shred → Melt → Press into leg moulds
- Assembly: 2 steel poles + canvas + 4 plastic legs = 1 Stretch Bed
- QR Tagging: Every bed gets a unique QR code linked in the asset register
- Quality Check: Weight test (200kg), canvas tension, leg fit tolerance
Fleet Management (Washing Machines)
The 11 deployed washing machines send telemetry data via Particle.io and Openfields webhooks. The fleet rollup cron runs every 6 hours.
- Heartbeat alerts: Machines that miss 24h of data get flagged
- Usage tracking: Cycle counts, energy consumption (kWh), water usage
- Maintenance: Track via support tickets. Common issues: water inlet, drain pump, control board
Campaign Engine
The campaign engine at /admin/campaign-engine manages engagement scoring and pipeline follow-ups.
- Scoring runs weekly (Monday 6am) — orders 5pt, QR claims 3pt, tickets 2pt, newsletter 1pt
- GHL sync runs daily (7am) — pushes Grantscope targets to GoHighLevel CRM
- Pipeline followup runs weekly (Wednesday 8am) — auto-emails stale contacts
- Tiers: Aware (1-2pt), Engaged (3-5pt), Active (6-9pt), Champion (10+pt)
Automated Cron Jobs
| Job | Schedule | What It Does |
|---|---|---|
| Fleet Rollup | Every 6h | Aggregates washing machine usage data |
| EL Sync | Daily 8am | Syncs Empathy Ledger stories |
| Weekly Digest | Sunday 10pm | Compiles activity summary email |
| Engagement Scoring | Monday 6am | Scores contacts, syncs GHL tier tags |
| GHL Sync | Daily 7am | Pushes Grantscope targets to GHL |
| Pipeline Followup | Wednesday 8am | Auto-follows up stale pipeline contacts |