Business Management System Master User Manual

This master guide ties all major app sections together — Admin, Accounting, Marketing, HR, Management, Messaging, Files, Reports, and Nora Reed. Use it as the main help manual before opening the department-specific manuals.

Version 1.0 RJ & SD Ventures Master App Guide Clickable + Searchable
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1. Purpose of This Master Manual

This manual explains how the full Business Management System works as one connected app. The other manuals explain individual departments in detail. This guide explains how the departments work together.

Plain-English meaning: Think of this app like the main office for the business. Each department has its own room, but Admin controls the keys, Management organizes the work, Accounting tracks money, Marketing brings attention and leads, HR manages people, Files store documents, Reports explain what happened, and Nora helps users understand the system.

Use This Manual When You Need To Understand

  • How the full app is organized.
  • Which department should be used for which type of work.
  • How one department’s work affects another department.
  • How reports and files are shared across the system.
  • How Admin should set everything up.
  • How to train new users.
Important: This master guide does not replace the detailed department manuals. It is the “whole system” guide.

2. Manual Library

Use this section to open the detailed manual for each app area.

Admin Setup Manual For CEO/Admin setup, users, roles, permissions, companies, reports, security, and Nora Reed. Open Admin Manual →
Accounting Manual For income, expenses, invoices, payments, receipts, vendors, customers, bank import, reconciliation, and reports. Open Accounting Manual →
Marketing Manual For campaigns, social content, SEO, landing pages, email marketing, analytics, ads, templates, and reports. Open Marketing Manual →
HR Manual For staff, contractors, onboarding, offboarding, documents, policies, training, hiring, privacy, and reports. Open HR Manual →
Management Manual For tasks, projects, deadlines, multiple assignees, all-business tasks, meetings, goals, approvals, and reports. Open Management Manual →
Master Manual This guide. Use it to understand how everything connects. Back to Top →
Recommended use: New users should read the master manual first, then read the manual for their own department.

3. How the Whole App Works

The Business Management System is built around five main ideas:

Companies Each business has its own records, users, tasks, files, reports, and settings.
Departments Each work area has its own tools and responsibilities.
Users Every person logs in with their own account and sees only what they are allowed to see.
Reports Each department creates summaries that help the CEO/Admin understand what happened.

Main App Flow

Admin sets up the system — companies, departments, users, permissions, modules, folders, reports, and security.
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Departments do the work — Accounting, Marketing, HR, and Management each use their own tools.
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Files and messages support the work — documents, discussions, approvals, and notes stay connected.
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Reports summarize the work — each department creates reports for review.
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CEO/Admin reviews the business — activity, performance, money, projects, staff, and risks are reviewed from one place.

4. Main User Roles

Roles decide what a user is responsible for. Permissions decide what a user can actually see and do.

Role Main Purpose Typical Access
CEO/Admin Owns and controls the full system. All companies, all departments, all reports, all settings.
Accounting Head Manages money records and accounting reports. Accounting, accounting files, invoices, reports.
Marketing Head Manages campaigns, content, social media, SEO, and analytics. Marketing, marketing files, content calendar, campaign reports.
HR Head Manages staff, contractors, onboarding, policies, and HR privacy. HR, HR files, staff records, HR reports.
Management Head Manages tasks, projects, deadlines, and cross-department work. Management, tasks, projects, department activity reports.
Department User Works inside one assigned department. Limited to assigned company, department, files, and tasks.
Contractor Works on limited assigned work. Only assigned tasks, projects, or approved files.
Viewer Can review approved information without editing. Read-only access to selected records.
Security rule: Every person should have their own login. Do not share the CEO/Admin account.

5. Company Structure

The company structure keeps business records from getting mixed together. This matters when the same system is used for multiple businesses.

Recommended Company Structure

Company Typical Records
RJ & SD Ventures Business systems, apps, beta testing, company-level operations, admin records.
Birchstone Market Shopify store, products, marketing campaigns, sales, expenses, ecommerce reports.
Legacy Ladies Service work, client admin, bookkeeping, project tasks, contractor records.

Company Selector Rule

Before adding any record, users should confirm the correct company is selected.

Example: A Facebook campaign for Birchstone Market should be saved under Birchstone Market, not RJ & SD Ventures. A CarbWise beta tester task should be saved under RJ & SD Ventures.

6. Department Map

Each department owns a different type of work. The map below helps users decide where to go.

If You Need To... Go To... Why
Add income, expenses, invoices, receipts, payments, or financial reports Accounting Money records belong in Accounting.
Create campaigns, plan social posts, track SEO, landing pages, or analytics Marketing Audience growth and promotion belong in Marketing.
Add employees, contractors, policies, onboarding, training, or private HR files HR People records belong in HR.
Create tasks, projects, deadlines, meeting notes, goals, or follow-ups Management Work planning and tracking belong in Management.
Add users, change permissions, configure companies, settings, security, or reports Admin System control belongs in Admin.

7. How Admin Connects Everything

Admin is the foundation. Nothing else works properly until Admin is set up correctly.

Admin Controls

  • Which companies exist.
  • Which departments exist.
  • Which modules are turned on.
  • Which users can log in.
  • Which users can see each company.
  • Which users can access each department.
  • Which users can view, add, edit, delete, approve, or export records.
  • Where files and reports are saved.
  • How security and audit logs work.
  • How Nora Reed is allowed to help users.

Admin Setup Affects Every Department

Admin Setting What It Affects
Company Access Which business records a user can see.
Department Access Which section appears after login.
Permissions Whether a user can view, create, edit, delete, export, or approve.
Folders Where department files and reports are stored.
Report Settings Which reports are generated and who can open them.
Security Settings How private business data is protected.

8. How Accounting Connects

Accounting connects business activity to money records. When other departments create work that affects money, Accounting should record the financial side.

Accounting Connects To

  • Marketing: Ad spend, campaign costs, software subscriptions, product sales, and revenue from promotions.
  • Management: Budget-related tasks, project costs, purchase requests, and invoice follow-ups.
  • HR: Contractor payments, staff-related expenses, and HR service costs.
  • Admin: Company setup, invoice settings, tax settings, permissions, reports, and exports.

Accounting Example Flow

Marketing runs a campaign and spends money on graphics, ads, or software.
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Accounting records the expense and attaches the receipt.
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Marketing records campaign results such as traffic, leads, clicks, or sales.
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Accounting records income from resulting sales or invoices.
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Reports show whether the campaign helped the business.

9. How Marketing Connects

Marketing connects the business to customers, audiences, leads, traffic, and sales opportunities.

Marketing Connects To

  • Accounting: Marketing expenses, ad budgets, sales results, and campaign ROI.
  • Management: Campaign tasks, content approvals, deadlines, and launch projects.
  • HR: Marketing staff, contractors, content creators, and training.
  • Admin: Platform settings, permissions, report access, folders, and integrations.

Marketing Example Flow

Marketing creates a campaign for a product, landing page, beta test, or service.
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Management creates tasks for copy, graphics, posting, review, and deadlines.
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Marketing publishes content and tracks results.
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Accounting records costs and sales connected to the campaign.
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Reports show performance so Admin can decide what to keep, improve, or stop.

10. How HR Connects

HR connects people to the system. If someone works in the business, HR helps track who they are, what they do, what documents are needed, and what access they should have.

HR Connects To

  • Admin: User accounts, roles, permissions, onboarding access, and offboarding access removal.
  • Management: Assigned tasks, performance reviews, training tasks, and staff follow-ups.
  • Accounting: Contractor payments, staff-related expenses, and service agreements.
  • Marketing: Marketing contractors, creators, social media helpers, and training.

HR Example Flow

HR adds a new contractor and collects required documents.
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Admin creates app access based on the contractor’s role.
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Management assigns tasks to the contractor.
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Accounting records payments when contractor invoices are received.
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HR offboards the contractor when work is complete and Admin removes access.

11. How Management Connects

Management connects work across the whole business. It turns ideas, problems, goals, campaigns, reports, and decisions into tasks and projects.

Management Connects To

  • Accounting: Invoice follow-ups, expense reviews, budget tasks, and report deadlines.
  • Marketing: Campaign tasks, content schedules, launch deadlines, and approval work.
  • HR: Onboarding tasks, training tasks, performance review follow-ups, and staffing needs.
  • Admin: All-business tasks, user access reviews, system setup, and maintenance tasks.

Management Example Flow

Admin or CEO identifies a business goal, such as launching a new app feature or campaign.
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Management creates a project and breaks it into tasks.
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Tasks are assigned to departments and users.
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Departments complete their work and update task statuses.
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Management reports progress and Admin reviews results.

12. Messaging & Files Across the App

Messaging and Files are support tools used by every department.

Messaging Is Used For

  • Asking questions about tasks.
  • Sending department updates.
  • Requesting missing files.
  • Asking for approval.
  • Sharing project updates.
  • Keeping work communication inside the app.

Files Are Used For

  • Accounting receipts, invoices, and reports.
  • Marketing graphics, captions, campaign plans, and SEO files.
  • HR agreements, staff documents, policies, and training files.
  • Management project plans, meeting notes, reports, and procedures.
  • CEO/Admin reports, audit logs, backups, and system notes.

File Rule

Important: Files must be uploaded to the correct company and department folder. HR and CEO/Admin files should never be placed in general folders.

13. Reports Across the App

Reports are how the app turns daily work into business understanding. Each department creates its own reports, and Admin reviews the big picture.

Department Common Reports Used For
Accounting Profit & Loss, income, expenses, invoices, tax summary. Understanding money, taxes, payments, and profitability.
Marketing Campaigns, content, SEO, landing pages, analytics. Understanding traffic, clicks, engagement, leads, and sales support.
HR Staff list, contractors, onboarding, training, missing documents. Understanding people, access, documents, and training needs.
Management Tasks, projects, overdue work, department activity, blocked items. Understanding progress, delays, workload, and responsibilities.
Admin Daily summary, audit log, user activity, permission changes. Understanding the full system and protecting the business.

Report Flow

Departments do work and update records.
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Reports summarize activity by company, department, user, project, or date range.
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Admin reviews reports to make decisions, spot problems, and plan next steps.

14. Nora Reed Across the App

Nora Reed is the built-in AI office assistant. Nora can help users understand the app, draft content, summarize activity, prepare reports, and guide people through tasks.

Nora Can Help With

  • Explaining how to use app sections.
  • Helping create task instructions.
  • Drafting messages.
  • Summarizing campaign notes.
  • Helping prepare report summaries.
  • Explaining invoice or accounting steps.
  • Helping with onboarding instructions.
  • Answering beginner questions.

Nora Access Rule

Nora should only access what the current user is allowed to access. A Marketing user should not be able to ask Nora for private HR records. A contractor should not be able to ask Nora for Admin reports.

Nora Brand Rule

Nora should display and say the company name as RJ & SD Ventures, pronounced R-J and S-D Ventures.

15. Recommended First Setup Order

The setup order matters. Follow this sequence so the system is clean before real users start entering records.

  1. Admin login and security.
    Create the main CEO/Admin account, change default password, and enable security settings if available.
  2. Add companies.
    Create RJ & SD Ventures, Birchstone Market, Legacy Ladies, or any other business records.
  3. Add branding.
    Upload logos, confirm names, and add company details.
  4. Create departments.
    Accounting, Marketing, HR, Management, CEO/Admin.
  5. Enable modules.
    Turn on the app areas each company needs.
  6. Create roles and access groups.
    CEO/Admin, department heads, staff, contractor, viewer.
  7. Create users.
    Add one login for each person.
  8. Assign permissions.
    Give users only the access they need.
  9. Create folders.
    Set up folders for each company and department.
  10. Configure department settings.
    Set Accounting, Marketing, HR, and Management options.
  11. Configure reports.
    Set department reports and Admin daily summaries.
  12. Configure Nora.
    Set Nora’s identity, permissions, and allowed help areas.
  13. Remove sample data.
    Clear fake records before using real data.
  14. Test as a regular user.
    Confirm users only see what they should see.

16. Daily Workflow

The daily workflow helps everyone use the app consistently.

CEO/Admin Daily Check

  • Review Admin dashboard alerts.
  • Check daily reports if enabled.
  • Review urgent tasks and overdue items.
  • Check important messages and approvals.
  • Review department activity if needed.

Department Daily Work

Department Daily Focus
Accounting Add income, expenses, receipts, payments, and check unpaid invoices.
Marketing Review campaigns, content tasks, social posts, landing pages, and analytics.
HR Check onboarding, missing documents, training, messages, and staff updates.
Management Review due tasks, overdue tasks, blocked work, projects, and follow-ups.

17. Weekly Workflow

Weekly reviews keep the business from drifting off track.

Weekly Review Checklist

  1. Review all open projects.
  2. Review overdue tasks by department.
  3. Review marketing campaigns and content posted.
  4. Review unpaid invoices and major expenses.
  5. Review onboarding, training, and missing HR documents.
  6. Review new files uploaded during the week.
  7. Review permissions if users changed roles.
  8. Create tasks for the next week.
Best practice: Weekly reviews should create clear next steps. If a report shows a problem, create a Management task to fix it.

18. Monthly Workflow

Monthly workflow helps the business close the month, review performance, and plan the next month.

Monthly Close Checklist

Area Monthly Tasks
Accounting Import bank statements, reconcile accounts, run profit/loss, expense, invoice, and tax reports.
Marketing Review campaign performance, social content, landing page results, SEO work, and next month’s plan.
HR Review staff records, contractors, onboarding, training, missing documents, and permissions.
Management Review project progress, completed work, overdue tasks, blocked items, and next month’s priorities.
Admin Review users, permissions, reports, audit logs, backups, security, and system settings.

19. Workflow: Adding a New User

This workflow shows how HR, Admin, and Management connect when a new person joins the system.

HR creates staff or contractor record with name, email, company, role, department, and documents.
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Admin creates user login and assigns company access, department access, role, and permissions.
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HR assigns onboarding documents, policies, and training.
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Management assigns first tasks or projects.
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User begins work with only the access they need.

Admin Check Before Activating User

  • Correct company access?
  • Correct department?
  • Correct role?
  • Correct permissions?
  • HR documents complete?
  • Training assigned?
  • No unnecessary Accounting, HR, Admin, or export access?

20. Workflow: Marketing Campaign to Sales

This workflow shows how a marketing campaign moves through the app.

Marketing creates campaign with goal, audience, platform, message, dates, and content plan.
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Management creates tasks for graphics, captions, posting, review, tracking, and follow-up.
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Files store campaign assets such as graphics, copy, links, and brand files.
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Marketing tracks results such as views, clicks, signups, traffic, leads, and sales support.
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Accounting records campaign costs and income from sales or invoices.
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Reports show campaign performance so Admin can decide what to repeat, improve, or stop.

21. Workflow: Invoice to Payment

This workflow shows how invoice work connects Accounting, Management, Files, and Reports.

Accounting creates invoice for a customer or company.
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Invoice is sent and stored in Accounting files.
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Management task is created if follow-up is needed.
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Payment is recorded when money is received.
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Accounting reports update income, unpaid invoices, and monthly totals.
Important: Do not manually enter the same income twice if invoice payment recording already creates the income entry.

22. Workflow: Hiring to Onboarding

This workflow shows how HR, Admin, Management, Files, and Accounting may connect when hiring.

HR adds applicant or contractor candidate.
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HR records interview notes and status.
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HR starts onboarding after the person is selected.
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Admin creates user access with correct permissions.
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Management assigns first tasks and training follow-ups.
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Accounting records contractor payments if the person invoices the business.

23. Workflow: Project to Completion

This workflow shows how Management coordinates larger work that touches multiple departments.

Management creates project with goal, company, owner, dates, and tasks.
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Tasks are assigned to Accounting, Marketing, HR, Management, or Admin users.
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Departments complete work and update task status.
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Files are uploaded to the correct project or department folders.
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Approvals happen where needed.
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Project report is generated and reviewed by Admin or Management.
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Project is marked complete and final files/reports are saved.

24. Permission Rules

Permissions protect the business. Users should only see what they need to do their job.

Basic Permission Rules

  • CEO/Admin has full access.
  • Department heads get access to their department.
  • Regular users get access only to their assigned work.
  • Contractors get the lowest access possible.
  • HR records are restricted.
  • Accounting exports are restricted.
  • Admin settings are restricted.
  • Delete permission is restricted.
  • Export permission is restricted.

Permission Example

User Type Should See Should Not See
Marketing user Campaigns, content tasks, marketing files, marketing reports. Private HR files, full accounting records, Admin settings.
Accounting user Income, expenses, invoices, receipts, accounting reports. Private HR notes, social content drafts unless needed.
HR user Staff records, onboarding, policies, HR files. Full accounting exports unless approved.
Contractor Assigned tasks and approved files. Other users’ records, Admin settings, HR files, accounting data.
Critical: Permission mistakes can expose private company, staff, or financial information. Test access before real use.

25. Data Safety Rules

The system should protect business data, staff data, financial records, and login information.

Data Safety Rules

  • Do not store passwords in ordinary notes.
  • Do not upload HR files to general folders.
  • Do not give All Businesses access unless needed.
  • Do not share the Admin login.
  • Do not export sensitive reports unless approved.
  • Remove user access when someone leaves.
  • Review permissions regularly.
  • Back up important records.
  • Use official integrations instead of pasting private credentials.

Most Sensitive Areas

Admin Settings HR Files Accounting Exports Audit Logs Backups Credentials Private Reports

26. Training New Users

New users should not be dropped into the system without guidance. Use the manuals and a short practice workflow.

Recommended Training Order

  1. Read this Master User Manual.
  2. Read the manual for their assigned department.
  3. Show them how to select the correct company.
  4. Show them their dashboard.
  5. Show them how to search the manual.
  6. Show them how to upload files correctly.
  7. Give them one practice task.
  8. Confirm they understand what they are not allowed to access.
  9. Let them ask Nora Reed beginner questions if enabled.

Department Training Manuals

  • Admin users: Admin Setup Manual
  • Accounting users: Accounting Manual
  • Marketing users: Marketing Manual
  • HR users: HR Manual
  • Management users: Management Manual

27. Troubleshooting

User Cannot See the Right Section

  • Check user role.
  • Check department assignment.
  • Check company access.
  • Check module access.
  • Ask user to refresh or log out and back in.

Records Are Showing Under the Wrong Company

  • Check company selector.
  • Open the record and verify company assignment.
  • Move record if allowed.
  • Review user training on company selection.

Reports Look Wrong

  • Check selected company.
  • Check date range.
  • Check filters.
  • Check whether records are missing or saved under the wrong company.
  • Check whether sample data is still present.

Files Are Hard to Find

  • Search by file name.
  • Check correct company.
  • Check department folder.
  • Check project folder.
  • Review folder naming rules.

User Can See Too Much

  • Open Admin immediately.
  • Review user role.
  • Review company access.
  • Review module access.
  • Review file permissions.
  • Review report permissions.
  • Save corrections and test with the user account.

28. Master Glossary

This glossary explains common terms used across the app.

Term Simple Meaning
Admin The control area for users, companies, permissions, settings, security, and reports.
Company A business profile inside the app.
Department A work area such as Accounting, Marketing, HR, or Management.
Module A major app section or feature.
User A person who can log in to the app.
Role A job-based label such as Admin, Department Head, Staff, or Contractor.
Permission A rule that controls what a user can see or do.
Task A single piece of work that needs to be done.
Project A larger goal made up of multiple tasks.
Report A summary of records, activity, money, people, campaigns, or projects.
Audit Log A record of important activity in the app.
All Businesses A setting used when work or access applies to every company in the system.
Nora Reed The built-in AI office assistant for the Business Management System.

29. Quick-Start Checklist

Use this checklist to understand and launch the full system.

Master App Checklist

  1. Read this master manual.
  2. Open the Admin Setup Manual.
  3. Create company records.
  4. Create departments.
  5. Enable modules.
  6. Create roles and permissions.
  7. Add users.
  8. Set file folders.
  9. Set report folders.
  10. Configure Accounting.
  11. Configure Marketing.
  12. Configure HR.
  13. Configure Management.
  14. Configure Nora Reed.
  15. Remove sample data.
  16. Test permissions with a regular user account.
  17. Train each user with their department manual.
  18. Start using the app with real business records.
Master goal: Everyone should know where their work belongs, how departments connect, and when to use Admin, Accounting, Marketing, HR, Management, Files, Reports, and Nora Reed.

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