Operations Module Guide

Create a project

Go to Operations → Projects → New Project. Enter the name, owner, start and end dates, total budget and description. Add budget categories (e.g. Travel ₹50,000, Materials ₹1,20,000, Contractor ₹2,00,000). Add project members from the employee directory. Set a budget warning threshold (e.g. 80% — alerts fire when utilisation reaches this level).

Create tasks with 4 assignment modes

Go to Operations → Tasks → New Task. Enter title, description, priority (Low/Medium/High/Critical) and due date. Under Assign To, choose one of four modes:

• Individual — a specific employee
• Team — a saved team of employees
• Department — all active employees in a department
• Role — all users with a specific role (employee, HR, volunteer)

You can also set an Incharge — a specific employee who is responsible for the task regardless of the wider assignment. The incharge can delegate sub-tasks to team members.

Submit an expense claim

Employees go to Expenses → New Claim in the PWA. Enter amount, category (must match a project budget category if linked to a project), description and upload a receipt photo (S3). Click Submit. The L1 approver (line manager) receives a notification. After L1 approval, the HR approver receives a notification for the second level. Both approvals are logged with timestamps.

Log a vehicle trip

Employees go to Vehicle → Start Trip in the PWA. Select the vehicle (the app shows the last recorded odometer reading). Enter the starting odometer. The trip timer begins. The PWA silently records GPS at the start, midpoint (30-minute intervals) and end. When the employee arrives, tap End Trip and enter the final odometer reading.

Admins view all trip logs at Operations → Vehicles → Trip History. Export trip sessions for mileage reimbursement calculations.

Add an asset

Go to Operations → Assets → New Asset. Enter name, category, purchase date, purchase cost, useful life (years) and residual value. Choose a depreciation method: SLM (equal annual depreciation), WDV (higher depreciation in early years) or UOP (depreciation per unit produced/used). Assign the asset to an employee or location.

The system calculates and displays the current book value at any date. When an asset is returned or disposed of, update the record with the disposal date and scrap value.

Run a procurement cycle

The procurement cycle flows: Purchase Requisition → Purchase Order → Goods Received Note → Issuance.

1. Raise a Purchase Requisition from Operations → Procurement → New PR
2. HR or Finance converts the PR into a Purchase Order after vendor selection
3. On delivery, create a Goods Received Note — stock is updated atomically
4. Issue items to employees or departments via Issuance — stock decrements immediately