The owner's toolkit

123

12.1 Knowing your numbers

• Overview (dashboard): the first action, metric order, and section order match the business type and enabled modules. The Action Center ranks decisions and exceptions that need the owner. A revenue drop or a day with no sales is business context, not an action by itself. The home works on phones as well as on desktop, so there is no separate Mobile Home, and the Daily Checklist has been retired: its cards live on the home. The Action Center also lists days from the last fourteen that still need a daily closing (with a note when no cash was taken), tomorrow's reminders and open follow-ups, and exceptions such as a void spike or a team member on duty with no sales. A seven-day sales glance sits under today's money. When today's revenue is RM0, the revenue metric says whether the selected branch is closed today, not open yet, open until its effective closing time, or already closed, and shows how many people are scheduled now. Once at least three comparable days exist, revenue pace uses the median of the prior four same weekdays at the same operating-day progress. A repair workspace keeps the four headline metrics, a clear Received, In progress, and Ready pipeline, the Action Center, and money on its default Overview. Open Jobs for stage and priority controls, and use Reports or the Audit Log for detail. Other workspaces keep the matching queue, schedule, performance, and branch sections. Customize remains on desktop and lets you reorder or hide sections on this device. The saved order also applies on small screens. Open Reports, Receipts, Messages, or Settings for detailed trends and email activity. Money calculations, branch filters, and drill-down links stay the same. Today's sales follow the Malaysia calendar from midnight to midnight, including sales before 8am.
• Reports: the wider lens. The report cards and detailed sections follow the priorities of your business type. Revenue, refunds, tender totals, commissions, and date filters use the same calculations in every workspace. The Compared with switch sets every change figure against the previous period or the same period last year, and the link is kept in the URL. The Staff Comparison table sorts the team by commission, sales, transactions, or average sale, and the staff CSV carries the same columns.
• Receipts: every sale, filterable (Active / Voided / Refunded / Partial), day summaries, CSV export.
• Owner data export: Settings > Export includes the Wellness visit, consent-version, event, and practitioner-note records, plus the complete Professional Case datasets: cases, scope versions, approvals, the document register, status history, work and appointment links, custody, updates, payment allocations, and financial events. Receipt exports keep the exact visit or case link and payment purpose.
• E-invoice sandbox: build and submit one consolidated test document for a completed month. The preview excludes voided receipts and blocks any month that has a linked refund.
• Commissions: monthly per-staff earnings from their credited sales and your configured rates; export CSV for payroll. Commission starts off for every team member. Turn it on only for people who should earn it; this affects new service, package, and membership sales only. Set one percentage or fixed RM rate for all active services, packages, or memberships, then adjust individual items when needed. New sales save the rate used at checkout, so later edits do not rewrite past payroll. Voids remove commission; refunds subtract on their issue date; free visits earn none.
• Audit Log: every sensitive action with actor, time, and reason. Booking request acceptance, decline, and automatic expiry also appear here, and so does handing back a job that still owes money, recorded with the outstanding balance and the reason given. Each Repair Job Account also keeps its own estimate versions, decisions, stage corrections, payments, voids, refunds, waivers, handovers, warranty start, cancellation, reopen, and follow-up links. A linked receipt number opens that exact receipt. When something looks wrong, the answer is here.

12.2 The retention engine

• Messages: the daily review queue. It contains the lanes enabled for the workspace. Appointment-led workspaces can open on due booking confirmations. Retail workspaces can open on due ready-job contacts. Workspaces without bookings show follow-ups without empty booking lanes. Start morning queue presents due reminders and follow-ups one at a time. Staff tap, review, edit if needed, then send from your number. Kipas AI does not write messages addressed to customers in this release. The WhatsApp button uses the text currently on screen and stays unavailable when the draft is blank. Deterministic controls exclude customers marked Do not contact from reminder and follow-up targets, independent of AI. The queue records each WhatsApp open or Skip action. Mark contacted or Snooze 7d keeps the full list clean.
• Reminders: appointment nudges due to go out, same review-first pattern.
• Messages > Follow-ups: your daily win-back lane. It includes Expiring credit or memberships, unused Free visits, Lapsed customers, and recent visitors with No next booking. The Suggested outreach section adds customers with package credit or memberships expiring within 30 days, customers with no recorded visit in the past 60 days and no future appointment, and birthdays in the current Malaysia month. Booking contacts and customers marked Do not contact are excluded. The section shows at most 200 lapsed targets and 150 targets for each package-expiry, membership-expiry, and birthday kind. If a server result exceeds a cap, a list-limited notice says that more matching records may exist outside the current result. A load error shows Retry instead of an empty list. A staff account without an assigned branch asks the owner for a branch assignment and does not show Retry. Staff review each prepared WhatsApp message and send it manually. Mark contacted and Snooze 7d use the same tracking as the rest of the lane.
• Promotions: first choose who receives the reward. The form explains the full rule before you save it. Birthday rules use the issue period that you choose later. For customers who have not returned, choose how many days since their last completed visit; a customer with an upcoming appointment does not qualify. Add branch, service, membership, package, or visit conditions only when you need them. Choose a simple duration such as 1 month or 1 year, or set custom dates. A saved manual promotion can make each voucher expire when the promotion ends, 1, 3, 6, or 12 months after issue, or never. The same saved reward can be issued to different customers without rebuilding it; each customer receives a unique voucher and expiry. Issue voucher sends a saved promotion to one registered customer or creates a one-off voucher. Issue to matching customers lets you choose a clear issue period such as This month or Next 30 days. Promotion rewards and saved validity stay locked during issue, retries do not create duplicates, and every voucher is tracked to redemption.

12.3 The team

• Staff: roster, roles, per-person sales and last-active; add staff, send secure account emails, deactivate. Account status distinguishes Invite not sent, Invite sent, Password set, and Signed in. A Pre-tracking badge means authentication proves prior account access, but the event happened before lifecycle tracking. The exact time was not recorded. Not recorded means there is not enough evidence to claim an invite or password step. Repeat account emails have a ten-minute cooldown. (Tip: a kiosk login type exists for a shared counter device.)
• Schedule: working hours, custom hours, days off; feeds booking availability. Its title and guidance use the workspace team language, such as practitioners or team members. If its roster cannot load, it shows Retry instead of pretending the location has no team. Copy Last Week only copies people who are still active at the selected location. An owner who also works the floor appears in this grid at whichever location is selected, the same as any other team member.
• Attendance: clock-ins, network-verified (only from your approved workplace network, set in Attendance Networks), optional selfie sampling. Staff scheduled now on the dashboard comes from Schedule and checks each shift against the current Malaysia time. Attendance shows actual clock-ins separately. Team members with a scheduled day off show a Day off badge and are not counted as "Not in yet".

12.4 Settings that matter