Management Section User Manual

1. Management Overview

The Management section is where leaders organize work, assign tasks, track projects, review progress, manage deadlines, and make sure each department is moving in the right direction.

What the Management Section Is For

Who Should Use This Section

• CEO/Admin: Can see all management work, all companies, all users, and all department activity.
• Management Head: Can create projects, assign work, review progress, and generate management reports.
• Department Heads: May see tasks assigned to their department and update their own progress.
• Staff/Contractors: May only see tasks assigned directly to them, depending on permissions.

2. First-Time Setup

Before the Management section is used every day, the business should set up departments, users, task options, statuses, project categories, and access rules.

First-Time Setup Checklist

1. Add departments.
   Create the departments that will use the system, such as Accounting, Marketing, HR, Management, and CEO/Admin.
2. Add users.
   Make sure each staff member, department head, or contractor has the correct account.
3. Set user roles.
   Choose who can create tasks, edit tasks, assign tasks, delete tasks, review reports, or manage settings.
4. Create task categories.
   Set common categories such as Operations, Marketing, Accounting, HR, App Development, Customer Support, and Admin Work.
5. Review task statuses.
   Confirm the statuses match the way the business works.
6. Set company options.
   Confirm whether tasks can be assigned to one business, multiple businesses, or all businesses.
7. Create sample projects.
   Add one test project and a few sample tasks to make sure the workflow is clear.

Why Setup Matters

Good setup prevents confusion. If users, departments, companies, and permissions are set correctly, everyone knows what they are responsible for.

3. Management Dashboard

The Management Dashboard shows the current work situation at a glance. It helps leaders quickly see what is happening, what is late, and what needs attention.

What You May See on the Dashboard

How To Use the Dashboard

1. Open the Management section.
2. Confirm the correct company or business view is selected.
3. Review overdue tasks first.
4. Review tasks due today.
5. Check project progress and blocked items.
6. Click any dashboard card to open the detailed list.

4. Company Selector

The company selector controls which business the management work belongs to. This is important when the system is used for multiple companies.

Why This Matters

A task for Birchstone Market should not be mixed with a task for RJ & SD Ventures or Legacy Ladies. Keeping companies separate makes reports, priorities, and responsibility clearer.

How To Use It

1. Find the Company dropdown or selector near the top of the Management section.
2. Select the company you want to work in.
3. Choose All Businesses only when the task applies to every company in the system.
4. Confirm the company before saving tasks, projects, meetings, reports, or files.

Example

5. Departments

Departments are the main work areas of the business. Each department has its own responsibilities, users, tasks, files, and reports.

Common Departments

• Accounting: Money, invoices, receipts, expenses, and financial reports.
• Marketing: Campaigns, social media, content, ads, landing pages, and analytics.
• HR: Staff, contractors, policies, onboarding, and internal records.
• Management: Projects, tasks, operations, planning, and follow-up.
• CEO/Admin: Full business oversight, permissions, reports, and settings.

How Departments Are Used in Management

When creating a task or project, you can assign it to a department so the correct team knows it belongs to them.

How To Assign a Department to a Task

1. Create or open a task.
2. Find the Department field.
3. Select the department responsible for the work.
4. Add an individual assignee if needed.
5. Save the task.

6. Tasks

A task is a single piece of work that needs to be done. Tasks are the most important part of the Management section because they turn ideas into action.

What a Good Task Includes

• A clear title
• The correct company
• The correct department
• One or more assigned people
• A due date
• A priority level
• A status
• Clear instructions or notes
• Files or links if needed

How To Create a Task

1. Open the Management section.
2. Click New Task or Add Task.
3. Enter a short, clear task title.
4. Select the company or choose All Businesses if the task applies to every business.
5. Select the department responsible for the task.
6. Assign the task to one or more people.
7. Choose a due date.
8. Set the priority.
9. Add instructions, details, links, or files.
10. Click Save Task.

Good Task Title Examples

Task Notes

Task notes should explain what the person needs to know to complete the work. Good notes reduce follow-up questions and mistakes.

7. Assigning Tasks to Multiple People

Some tasks require more than one person. The Management section should allow a task to be assigned to multiple users when teamwork is needed.

When To Assign Multiple People

• One person creates the work and another reviews it.
• Several department heads need to contribute.
• A task requires both marketing and accounting input.
• A project step needs a backup person.
• A manager wants several people aware of the task.

How To Assign Multiple People

1. Create or open a task.
2. Find the Assign To or Assignees field.
3. Select the first person responsible.
4. Add additional people using the plus button, dropdown, checkbox list, or multi-select field.
5. Choose a task owner if the app supports it. The owner is the main person responsible for final completion.
6. Add notes explaining who should do what.
7. Save the task.

Primary Owner vs Helpers

8. Assigning Work to All Businesses

Some tasks apply to every business in the system. Instead of creating the same task repeatedly, use the All Businesses option when available.

When To Use All Businesses

• Monthly password/security review
• Update all business contact information
• Review all active subscriptions
• Prepare month-end reports for all companies
• Check all websites for broken links
• Review all social media accounts

How To Assign a Task to All Businesses

1. Create a new task.
2. Find the Company field.
3. Select All Businesses.
4. Select the responsible department or person.
5. Add a clear checklist in the task notes.
6. Set the due date and priority.
7. Save the task.

Recommended Note Format for All-Business Tasks

9. Priorities & Statuses

Priorities show how important a task is. Statuses show where the task is in the workflow.

Task Priorities

Task Statuses

How To Update Status

1. Open the task.
2. Find the Status dropdown.
3. Select the correct status.
4. Add a note if the change needs explanation.
5. Click Save.

10. Projects

A project is a larger piece of work made up of multiple tasks. Projects are used when one task is not enough to organize everything.

Examples of Projects

• Launch CarbWise beta
• Build the Business Management System
• Improve Birchstone Market SEO
• Create a new marketing campaign
• Prepare month-end business reports
• Set up HR onboarding system

What a Project Should Include

• Project name
• Company or All Businesses selection
• Project owner
• Start date
• Target completion date
• Project goal
• Tasks
• Files
• Notes
• Status

How To Create a Project

1. Open the Management section.
2. Click Projects.
3. Click New Project.
4. Enter the project name.
5. Select the company or choose All Businesses.
6. Assign a project owner.
7. Add a clear project goal.
8. Set the start date and target completion date.
9. Add the first tasks.
10. Attach files or links if needed.
11. Click Save Project.

11. Project Board

A project board shows tasks visually by status. It helps managers see what is not started, in progress, waiting, ready for review, and completed.

Common Project Board Columns

How To Use the Project Board

1. Open a project.
2. Click Board View if available.
3. Review the task cards under each status column.
4. Click a task card to view details.
5. Move the task to a new column when its status changes, if drag-and-drop is enabled.
6. Update notes, due dates, and assignees as needed.

Board View vs List View

12. Calendar & Deadlines

The calendar shows tasks, project dates, meetings, follow-ups, and deadlines in date order.

What Appears on the Calendar

• Task due dates
• Project start dates
• Project target completion dates
• Meetings
• Follow-up reminders
• Review dates
• Recurring task dates

How To Use the Calendar

1. Open the Calendar or Deadlines area.
2. Select the company, department, or all-business view.
3. Choose day, week, month, or list view.
4. Click an item to open details.
5. Update dates or status if needed.

Deadline Rules

• Every important task should have a due date.
• Do not use urgent unless the work truly needs immediate attention.
• Update deadlines before they become overdue if the timeline changes.
• Add notes explaining why a deadline was moved.

13. Meetings & Notes

The Meetings area helps keep track of meeting topics, decisions, action items, and follow-up tasks.

What Meeting Notes Are For

• Recording what was discussed
• Recording decisions
• Creating follow-up tasks
• Keeping departments aligned
• Preventing forgotten promises or unclear instructions

How To Create a Meeting Note

1. Go to Management.
2. Open Meetings or Notes.
3. Click New Meeting Note.
4. Add meeting title.
5. Select company and department.
6. Add date and attendees.
7. Write discussion notes.
8. Add decisions made.
9. Create follow-up tasks if needed.
10. Save the meeting note.

Recommended Meeting Note Format

14. Goals & KPIs

Goals describe what the business wants to achieve. KPIs are numbers used to measure progress.

Plain-English Explanation

A goal is the target. A KPI is the scoreboard.

Examples of Goals

• Launch CarbWise beta
• Get 25 beta testers
• Improve monthly sales
• Complete the Marketing manual
• Reduce overdue accounting tasks
• Publish weekly social content

Examples of KPIs

How To Add a Goal

1. Open Goals or KPIs.
2. Click New Goal.
3. Enter the goal name.
4. Select the company or department.
5. Choose the target date.
6. Add the measurement or KPI.
7. Assign an owner.
8. Save the goal.

15. Requests & Follow-Ups

Requests and follow-ups are used when someone needs information, approval, a file, a decision, or an update from another person.

Examples of Requests

• Request a receipt from Accounting
• Ask Marketing for campaign graphics
• Ask HR for a contractor agreement
• Ask CEO/Admin to approve a large expense
• Request a status update from a department head

How To Create a Follow-Up

1. Open the task, project, meeting note, or request area.
2. Click Add Follow-Up.
3. Choose who needs to respond.
4. Write what is needed.
5. Add a due date.
6. Save the follow-up.

Good Follow-Up Example

Poor Follow-Up Example

16. Approvals

Approvals are used when work needs to be reviewed before it becomes final.

Items That May Need Approval

• Completed tasks
• Project milestones
• Large spending requests
• Marketing campaign launches
• Policy changes
• New vendor requests
• Reports before sending

Approval Statuses

How Approval Works

1. A user completes work or submits a request.
2. The item is marked as Pending Review.
3. The reviewer checks the details.
4. The reviewer approves, rejects, or requests changes.
5. The assignee gets notified of the result if notifications are enabled.

17. Management Files

The Management Files area stores documents related to operations, projects, notes, plans, reports, checklists, and decisions.

Examples of Management Files

• Project plans
• Meeting notes
• Task checklists
• Business procedures
• Department summaries
• Reports
• Strategy notes
• Training documents

How To Upload a Management File

1. Open Management Files or the main Files section.
2. Select the correct company.
3. Select the Management folder.
4. Choose or create the correct project folder.
5. Click Upload File.
6. Select the file from your device.
7. Add a clear description.
8. Click Save.

Recommended Folder Structure

• Management
  • Projects
  • Meeting Notes
  • Reports
  • Procedures
  • Checklists
  • Completed Work

18. Messages & Communication

Management often depends on clear communication. The Messages area helps users talk about tasks, projects, updates, and questions inside the app.

When To Send a Message

• Ask for clarification on a task
• Send a project update
• Request approval
• Ask for a missing file
• Notify someone that work is blocked
• Share a decision or change

How To Message About a Task

1. Open the task or project.
2. Click Comment, Message, or Add Update.
3. Write a clear message.
4. Mention the person if needed.
5. Attach files if needed.
6. Click Send.

Good Message Example

Poor Message Example

19. Management Reports

Management Reports summarize work activity, project progress, deadlines, completed tasks, overdue tasks, and department performance.

Common Management Reports

How To Generate a Management Report

1. Open Management.
2. Click Reports.
3. Select the report type.
4. Select company, department, user, project, or all-business view.
5. Choose a date range.
6. Add filters if needed.
7. Click Generate Report.
8. Review the report.
9. Export, print, email, or save if needed.

20. Daily Activity Summary

The Daily Activity Summary shows what happened during the day in the Management section.

What It May Include

• Tasks created
• Tasks completed
• Tasks updated
• Projects updated
• Files uploaded
• Messages sent
• Approvals requested
• Overdue tasks
• Blocked work

How To Use the Daily Summary

1. Open Management Reports.
2. Select Daily Activity Summary.
3. Choose the date.
4. Select company, department, user, or all-business view.
5. Generate the summary.
6. Review completed, overdue, and blocked work.
7. Save the summary if needed.

21. Search, Sort & Filter

Search and filters help users find tasks, projects, people, deadlines, files, and reports without scrolling through long lists.

What You Can Search For

• Task title
• Project name
• Assigned person
• Department
• Company
• Status
• Priority
• Due date
• Keyword in notes
• File name

How To Search

1. Open the task, project, file, or report list.
2. Click the search box.
3. Type the keyword, person, company, project, or task name.
4. Review the results.
5. Clear the search box to show everything again.

Common Filters

22. Export, Print & Email

Export tools let users save or share management information outside the app.

Common Export Options

How To Export a Report

1. Open the report or list you want to export.
2. Apply filters if needed.
3. Review the information before exporting.
4. Click Export, Download, Email, or Print.
5. Select the format.
6. Save or send the file.

23. Management Settings

Management Settings control how the Management section works.

Settings You May See

• Task categories
• Task statuses
• Task priorities
• Project categories
• Default due date rules
• Reminder settings
• Approval rules
• Report defaults
• Department access
• All-business assignment options
• Multi-assignee options

Who Should Change Settings

Management settings should normally be changed only by CEO/Admin or an authorized management leader.

24. Permissions

Permissions control what each user can see and do in the Management section.

Common Permission Levels

Permission Best Practices

• Give users only the access they need.
• Limit delete permissions.
• Limit report exports to approved users.
• Review permissions when staff roles change.
• Deactivate users who no longer need access.

25. Daily / Weekly / Monthly Workflow

A consistent workflow keeps management organized and prevents important work from being missed.

Daily Management Tasks

• Review overdue tasks.
• Review tasks due today.
• Check blocked or waiting tasks.
• Review messages and follow-ups.
• Update task statuses.
• Create new tasks for urgent work.

Weekly Management Tasks

• Review project progress.
• Check department workload.
• Review completed tasks.
• Move or reschedule tasks if priorities changed.
• Review upcoming deadlines.
• Hold or record management meetings if needed.

Monthly Management Tasks

• Generate monthly management summary.
• Review all active projects.
• Review department performance.
• Close completed projects.
• Archive old files if needed.
• Plan next month’s major goals.

Simple Weekly Management Review Checklist

1. Open the Management Dashboard.
2. Review overdue tasks.
3. Review tasks due this week.
4. Review blocked items.
5. Review project progress.
6. Update task owners and due dates if needed.
7. Create new tasks for next steps.
8. Generate a weekly summary report if needed.

26. Troubleshooting

I Cannot See a Task

• Check the selected company.
• Check the department filter.
• Check whether the task is assigned to you.
• Check completed or archived tasks.
• Ask CEO/Admin if you may not have permission.

I Assigned a Task to the Wrong Person

1. Open the task.
2. Go to the assignee field.
3. Remove the wrong person.
4. Add the correct person.
5. Add a note explaining the change if needed.
6. Save the task.

I Assigned a Task to the Wrong Company

1. Open the task.
2. Check if you have permission to edit the company field.
3. Select the correct company or All Businesses.
4. Save the task.
5. If the field is locked, contact CEO/Admin.

A Task Is Overdue But Still Active

• Contact the assignee for an update.
• Check whether the task is blocked.
• Move the due date only if the timeline truly changed.
• Add a note explaining why it is late.
• Escalate if the work is urgent.

A Project Progress Percentage Looks Wrong

• Check whether completed tasks are marked completed.
• Check whether cancelled tasks still count toward progress.
• Check whether all project tasks are attached to the project.
• Refresh or regenerate the project report.

I Cannot Edit or Delete a Task

You may not have permission, or the task may be locked because it is completed, approved, archived, or part of a finalized report. Contact CEO/Admin if the task needs correction.

27. Beginner Management Glossary

This glossary explains common management terms in plain language.

28. Quick-Start Checklist

Use this checklist when teaching a new management user how to get started.

New User Checklist

1. Log in to the Business Management System.
2. Open the Management section.
3. Confirm the correct company is selected.
4. Review the Management Dashboard.
5. Create one simple task.
6. Assign the task to one person.
7. Create one task assigned to multiple people.
8. Create one task using the All Businesses option.
9. Update a task status from Not Started to In Progress.
10. Create one project and add tasks to it.
11. Add a meeting note or project note.
12. Generate a simple task summary report.
13. Search for a task by keyword, assignee, project, or status.
14. Ask CEO/Admin before changing settings, permissions, or deleting records.

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