Admin Workflow

D2C operations can use the admin view to manage campaign shifts and keep live coverage visible. The admin view should be the first place operations looks when a shift might be exposed. The goal is to keep the roster current, visible, and actionable without relying on a separate spreadsheet or message thread to know what is happening. The admin surface now covers the roster itself plus the supporting records around it: campaigns, stores, field staff, equipment, reports, and the notification outbox.

Daily Operating Loop

What Admins Check First

Needs action

Start here when time is limited. These are the shifts most likely to need intervention.

Awaiting replies

Look for invited staff who have not accepted or declined yet.

Coverage status

Check whether each shift is covered, short, or over-filled.

Reports

After the work is complete, check the submitted field reports and client rollups.

The overview starts with the coverage summary and the "Needs action" queue, then moves into a browseable roster. The "Needs action" queue is the operational heartbeat, because it keeps the most exposed shifts above the full roster. The roster can stay as a list or switch into a month calendar. The same filters apply across both views, so operations can narrow by campaign, state, coverage, store, retailer, or format and then inspect the result either as rows or as coverage dots across dates.

Admin overview screenshotShows coverage summary, Needs action, filters, and the main roster list.

Calendar view screenshotShows the month view once final campaign and coverage colours are settled.

Create a Shift

Creating a shift is the moment operations turns campaign intent into something staff can actually work. The campaign connects the shift back to the client work being delivered. Store and retailer details tell staff where they are going and keep reporting grouped correctly later. Start and end time drive availability checks, response urgency, and coverage timing. Headcount tells the system what "covered" means, while format helps match the shift to people with the right experience, such as sampling tray, demo table, or roaming work. Required skills should only be used when the shift genuinely needs a specific capability. Notes capture the context that does not fit cleanly into structured fields.

Campaigns, stores, and staff are managed records, not static review content. Operations can create and edit campaigns, add stores with addresses and map coordinates, and maintain staff profiles with skills, home state, optional coordinates, and optional hourly rates. Those records feed the roster directly: store coordinates power directions and map views, staff coordinates improve distance ranking, and hourly rates feed the payroll page once a confirmed shift has finished.

Invite Staff

The invite panel ranks staff so operations does not have to scan the whole team manually. The ranking is a guide, not an autopilot.

In practice, the operator starts with the top-ranked people, reads the reason chips, and looks for warning chips before sending anything. A candidate missing a required skill should be treated as ineligible, while an unavailable or double-booked person should be skipped unless there is a clear operational reason to override. The panel supports both normal invitations and direct assignment. Invitations ask staff to accept or decline; direct assignment marks a known or last-minute ambassador as confirmed immediately and still records a notification. Bulk invite and bulk assign make multi-person shifts practical without repeating the same action several times.

Shift detail screenshotShows coverage buckets, invite/direct-assign controls, briefing links, and report state.

Candidate ranking screenshotShows reason chips, warning chips, required-skill gates, and the operator override path.

Handle Gaps

When a shift is still short, the operator should treat it as a small investigation. First check whether the right people have been invited and whether any pending replies need a nudge. Then check whether the shift details are correct: a wrong time, store, format, or required skill can create an artificial staffing problem. If the shift is close and still exposed, it belongs in escalation rather than quiet monitoring.

When the work changes, edit the shift if the job still exists but its details have moved. Cancel it only when the work is no longer happening. In both cases, the notification outbox is part of the operating record because it shows who should have been informed and whether delivery was sent, skipped, or failed.

After staff are confirmed, the shift detail page becomes the field-control view. Confirmed staff show whether they have checked in, and when a check-in includes both staff and store coordinates, the page shows how far that check-in was from the store. If the store is geocoded, the "Who's nearby" map shows eligible ambassadors around the site using the same distance signal as ranking. Briefing links can be added on the shift so staff see run sheets, planograms, or safety briefs before accepting or working.

Equipment is now represented in the admin workflow. Operations can maintain an equipment catalog, then select the gear required on a shift detail page. That creates the right data shape for field execution, although the staff portal still needs a clearer bring/use display before equipment can be treated as fully closed-loop.

The newer route and payroll pages are first-pass operational views. Routes group confirmed shifts by ambassador and Sydney day, then show each stop in time order with great-circle travel distance where store coordinates exist. Payroll reads confirmed shifts that have already finished, multiplies worked hours by each staff member's hourly rate, and exports the result as CSV. There is also an admin JSON export for the roster domain, which is the current integration handoff for ERP, CRM, or finance review.

Nearby staff map screenshotShows store location, eligible ambassadors, and distance context after map styling is final.

Routes and payroll screenshotShows day routes, travel-distance summaries, payroll estimates, and CSV export controls.

Admin Quality Checks

Before a campaign goes live, the admin view should tell a coherent story. Every shift should have a campaign, store, time, format, and headcount; geocoded stores should be checked where directions or maps matter; at-risk shifts should appear in the action queue; and staff should not receive duplicate invitations for the same work. Required skills should be reserved for genuinely mandatory capabilities rather than used as a loose preference. Once shifts are complete, client reporting should not be treated as final until the relevant field reports are present.