Secretariat

The Segreteria (Secretariat) gathers in a single list the things to do today in the salon: the appointment to close, the chat waiting for a reply, the review without a response, the order to pay, the product to reorder. The list is not written by hand: each task is worked out from the program's data and disappears, or counts as done, when that data changes.

Contents

1. How to open it
2. The To-Do List
   1. The checkbox is not ticked by hand
   2. Order and refresh
3. Where tasks come from
   1. Renewing the legal consents
4. The lateness triangles
5. The details bubble
6. What changes with the role
7. Common problems
8. Related entries

How to open it#

Choose Segreteria from the side menu, above the groups (see Side menu). The page is open to all three roles: Titolare (owner), Responsabile (manager) and Operatore (operator). On the left there is the To-Do List, described in this entry.

The To-Do List#

At the top you can read the title To-Do List, today's date in full (for example «sabato 26 settembre», Saturday 26 September) and, on the right, the counter in the form done/total (for example «2/7»). The counter also counts tasks already done that you can no longer see.

Each task is a line of the notebook, with:

• a checkbox on the left;
• the title, preceded by a warning triangle when the task is late;
• a small i (tooltip «Dettagli», Details) on the right.

If there is nothing to do the notebook stays empty and the counter shows 0/0. Tasks arrive in blocks: as you scroll towards the bottom more arrive, with no maximum number. If a block does not load, «Impossibile caricare altri compiti. Riprova» (Unable to load more tasks. Try again) appears at the bottom: one click tries again.

The checkbox is not ticked by hand#

Tasks are closed by actually doing the action (replying to the chat, paying the order, recording the receipt of goods…), not by ticking the line. If you click the checkbox of a task that has not been done, you are taken to the page where the task is carried out; the checkbox stays empty. When the program notices that the task has been done, the checkbox turns green with a tick, the title is struck through and after a moment the line fades away. A task that has already been done can no longer be clicked.

Order and refresh#

Open tasks come first, from the most urgent (nearest or already past deadline) to the least urgent; the ones that are done stay at the bottom.

The list refreshes by itself:

• when the page is opened;
• every minute while the page is visible;
• when you return to the browser tab after leaving it in the background;
• about half a second after a new chat message arrives, because a message can open or close a handover to the operator.

There is no «Aggiorna» (Refresh) button. If the first load fails, the last list received stays on screen.

Where tasks come from#

The list shows today's tasks and past tasks not yet done. All tasks concern the location you are working in (see Locations map and active location), except those marked «di tutta l'attività» (for the whole business).

Notes on the sources:

• Appointments: only those of today and not cancelled, otherwise past days would pile up.
• Chats to handle: only the chats that the AI assistant has handed over to an operator. Chats of blocked contacts do not appear.
• Payments and deliveries: they appear when the deadline is today or already past.
• Stock reorder: only active physical products, not «voci personalizzate» (custom items), with a quantity equal to or below the minimum stock. Those already reordered do not appear.
• Accounting deadlines: only outgoings, that is, things to pay.
• Contracts expiring: the contract end date is confidential data, which is why only the Titolare sees the task. The checkbox opens Personale ▸ Anagrafica (Staff ▸ Records): to renew the contract, select the team member and choose Modifica (Edit).
• Shifts to reassign: they arise when a team member with future shifts has their access removed, is deleted or is removed from the location. Their future shifts are cancelled and the task lists the slots left uncovered. If the cover is only partial, only the slots that are still empty remain in the task. After 90 days the task disappears anyway.
• Channels to reconnect: it arises when the connection to a channel (for example Instagram, TikTok, Pinterest or WhatsApp Business) has expired and the automatic renewal did not succeed, so the channel was switched off. Reconnecting is done by the Titolare (see Connecting social accounts); the task disappears by itself as soon as the channel is active again.

Renewing the legal consents#

The consents task does not lead to another page: it opens the window «Rinnova i consensi legali» (Renew the legal consents).

1. The users that the person looking can manage appear, with one line for each document and its status: In regola (Up to date), Mai confermato (Never confirmed), Scaduto (Expired) or Testo aggiornato (Text updated).
2. The documents to renew are already ticked. The «i» icon next to each one opens the document so you can read it again; at the top there is Seleziona tutti (Select all).
3. Press Rinnova selezionati (Renew selected). «Consenso rinnovato.» (Consent renewed.) or «N consensi rinnovati.» (N consents renewed.) appears and, when everything is up to date, the window closes.

The confirmation is valid for 12 months, or until the text of the document changes. Everyone can renew for themselves; the Responsabile can also do it for Operatori and the Titolare also for Responsabili and Operatori. The documents are described in Legal pages.

The lateness triangles#

If an open task has a deadline that has already passed, a warning triangle appears in front of the title:

• yellow if the delay is 2 days or less;
• red if the delay is more than 2 days.

A task that is still on time, or already done, has no triangle. For example, an appointment from this morning that has not yet been completed shows the yellow triangle.

The details bubble#

A click on the i (tooltip «Dettagli») opens a box below the button with:

1. the title of the task;
2. the detail, if there is one;
3. the deadline in words: «Entro le 18:00» (By 18:00) if it is today and not yet past, «Scaduto il 3 set» (Expired on 3 Sep) for a past day, «Entro il 28 set» (By 28 Sep) for a future day. If the task is late the line has the colour of the triangle and is in bold;
4. «Vale per tutta l'attività» (Applies to the whole business), if the task does not belong to a location;
5. for posts not published and channels to reconnect, a red Errore box with the reason recorded by the social network (shortened to 400 characters and cleaned of confidential keys). If nothing was recorded, «Nessun dettaglio registrato» (No detail recorded) appears.

The box closes with Esc, with a click elsewhere, by resizing the window or by scrolling the page. A second click on the same i closes it.

What changes with the role#

Common problems#

Related entries#

• Calendar
• Comunicazioni
• Payment schedule
• Stock
• Shifts
• Legal pages