The Gathr Grow dashboard is an internal tool for your agency team to manage clients, track program progress, assign tasks, monitor schedule health, and log team activity — all in one place. It is not client-facing.

There are two roles: Admin and Team Member. Admins log in with the admin password and have full access including team management, activity logs, and deleting any task. Team members log in with their own email and password and see their assigned clients and tasks.

On the login screen, choose Admin or Team Member. Admins enter the shared admin password. Team members enter their registered email and password. Contact your admin if you need access added or a password reset.

The left sidebar has all main sections. Items marked Admin only are hidden from team members. Your name and role appear at the bottom of the sidebar. Click Logout to end your session.

My Dashboard is your personal home screen. It shows your active client count, how many need attention, and how many are on track — based on clients where you are the Lead or Tech assignee. It also shows your Tasks list, Today's Priorities checklist items, and a personal calendar.

This panel shows the top unchecked checklist items across your active clients, sorted by urgency. Overdue clients appear first (red), followed by at-risk (yellow), then on track (grey). Click any item to open the client modal and tick it off.

Click any date to open that day's panel. You can log a work entry describing what you worked on. Your entries appear on the calendar as dots. Entries are private to your login unless viewed by an admin on the Team Calendar tab.

Below the task list, My Clients shows one row per active program for each client assigned to you. The colour indicates health: green = on track, yellow = at risk, orange = behind, red = overdue. Click a row to open that client's profile.

Click + New Task in the My Tasks section of your dashboard. Give the task a title (required), set the priority, due date, and status. You can optionally link it to a client and assign it to one or more team members. Click Save.

Yes — any user can create a task and assign it to one or more team members using the Assign To section. Click the person's chip to toggle them on (it turns orange when selected). The task will appear in their My Tasks list on their dashboard.

Share With gives read-only access to a team member who is not the primary assignee. They can see the task and post updates, but they are not listed as responsible for completing it.

Click the task row to open the detail panel. Change the Status pill at the top (To Do → In Progress → Done) and click Save. You can also post a comment in the Activity panel on the right to log progress updates.

Only the person who created the task can delete it. If a task was assigned to you by someone else, you cannot delete it — contact the creator or an admin. Admins can delete any task.

🔴 High — urgent, needs immediate attention. 🟡 Medium — important but not blocking. 🟢 Low — nice to have or can wait. The coloured left stripe on each task row reflects the priority.

Open the task detail panel by clicking the task row. On the right side you'll see the Activity feed. Type your update in the text box at the bottom and click Post. Comments are visible to all users who have access to that task.

Use the All statuses and All priorities dropdowns at the top of the My Tasks section to filter the list. The list updates instantly — no page reload needed.

Go to the All Clients tab and click + Add Client. Fill in the client's name, business name, email, and any other details. Assign a Lead Coach and Tech, and select their enrolled programs. Click Save.

Click the Edit button on any client row in the table, or click the client's name to open their profile modal. All fields are editable. Remember to click Save when done.

New — just added, not yet onboarded. Onboarding — in intake/setup phase. Active — currently being served. On New Program — starting a new program cycle. Completed — finished all programs. Alumni — past client still in the system. Closed — no longer active.

A client can be enrolled in multiple programs simultaneously. In the client modal, the Enrolled Programs section shows one card per program — each with its own start date, end date, status, lead assignee, and week tracker. Progress bars in the All Clients table show one bar per enrolled program.

This free-text field in the client modal is for logging any ad-hoc or hourly work that falls outside the standard program scope — e.g. "3hrs extra reels editing" or "rush ad copy". It's purely for your internal records.

Each enrolled program has its own checklist tab. Click a program tab to switch to that program's week view. Navigate weeks with the arrow buttons. Each checklist item can be checked off, given a status (Pending / In Progress / Done / Blocked), assigned to a team member, and given a note with details or blockers.

Clicking New Cycle resets the week counter for that program back to Week 1, allowing you to run the same program again with the same client without losing their history. The previous checklist data is preserved.

The Programs tab has three views: By Program (see all clients grouped by their enrolled program), Manage Programs (create and edit program templates), and Manage Add-ons (add-on services).

Each program section shows client cards for every client enrolled in that program. If a client is in two programs, they appear under both sections. Each card shows the client's week progress, program-level status, lead assignee, and deadline badge. Click a card to open the client profile.

Go to Programs → Manage Programs. Click an existing program to edit it, or click + New Program. You can set the program name, colour, duration (weeks), and define deliverables for each week. Each week has a phase label and a list of checklist items with unique IDs.

Each enrolled program card in a client's profile has its own Lead Assignee dropdown, separate from the client-level lead. This lets you assign different team members as lead for different programs within the same client relationship.

Found on the main Dashboard tab, the Schedule Health board shows one row per active program per client. It gives a quick visual of which client-programs need attention, sorted by urgency.

🔴 Overdue — past the expected end date. 🟠 Behind — less than 21 days remaining. 🟡 At Risk — less than 14 days remaining. 🟢 On Track — progressing normally. Done — program status is Completed or Cancelled.

The health board only skips programs whose program status (in the client's enrolled program card) is set to Completed or Cancelled. Make sure you update the per-program status — not just the top-level client status — to remove it from the board.

Go to the Team tab (admin only) and click + Add Member. Enter their name, email, and role (Admin / Lead Coach / Tech). They will receive login access with their email as username. You set their initial password — share it with them securely.

Admin — full access to everything including team management, all activity logs, and deleting any task or client. Lead Coach — standard team member focused on coaching deliverables. Tech — standard team member focused on technical execution. Lead and Tech are labels only; both have the same dashboard access.

In the Team tab, open the member's edit modal and click Remove Member. Their login will be disabled immediately. Clients and tasks they were assigned to are not affected — you'll need to reassign those manually.

The Team Calendar (admin only) shows all team members' daily log entries in a shared calendar view. Select a date to see who logged what that day — useful for tracking team activity and accountability.

In My Dashboard, click any date on your personal calendar, then click the date panel that opens below the calendar. Type your notes in the text box and click Log Entry. Entries are timestamped and linked to your user account.

The Activity Log (admin only) records every significant action in the system: client edits, checklist updates, task changes, notes added, calendar entries, team member changes, and program completions. Each entry shows who did it, what changed, and when.

Yes — use the Team Member dropdown to filter by who made the change, and the Action type dropdown to filter by category (Client changes, Tasks, Notes, Calendar, Team changes).

Yes. Inside a client's profile modal, the Notes & Activity feed on the right panel shows a combined timeline of manual notes added by the team and auto-logged change entries for that specific client.

Those tabs are admin-only and are hidden from team member accounts. If you need access, ask your admin to upgrade your role to Admin.

Make sure you click the Save button in the modal after making changes. If the issue persists, try refreshing the page with the refresh button (top right of the sidebar). If it continues, there may be a server issue — contact your technical admin.

Open the client's profile and find the program card under Enrolled Programs. Set that program's status to Completed. The health board uses per-program status, not the top-level client status.

In the client modal, find the program card and click New Cycle. This resets the week counter to Week 1 and updates the start date. Previous checklist data is kept in history.

Yes. In a client's checklist, click the pencil/note icon on any item to expand its detail panel. You'll see an Assignee dropdown — select a team member. This is saved automatically without needing to re-save the client.

You'll be prompted to confirm. If you confirm, all checklist items for that program across all weeks are automatically checked off as complete. This is useful for bulk-closing a finished engagement.

Data is stored on Railway's persistent volume. Railway maintains infrastructure reliability, but for an additional safety net it's a good practice to periodically export your client data. Speak to your admin about backup procedures.

Report it to your admin or the developer who built the system. Include a description of what you were doing, what you expected to happen, and what actually happened. A screenshot helps.