Run the setup

Inviting your team

Once the plan is reviewed, you can create helper invitations. Each is a private link. Send it however you already talk to your team — group message, email, printed on the wall.

Helpers don’t make accounts and don’t install anything. They open the link, say what to call them, pick a zone, and start.

Starting setup

Start setup is the switch. Before it, assignments are read-only and nobody can claim anything. After it, work is live: people claim tasks, mark them done, and send updates you see as they happen.

Start it when the team is actually arriving, not the night before. The report records when setup started, and a run that shows nine hours of setup for forty minutes of work tells a confusing story later.

Reading the board

Every zone, with what it’s doing. You’re looking for the ones that aren’t moving.

• Needs help — somebody has raised a request here. This is the only state that means act now.
• No team — nobody has joined this zone. Work can’t start on its own.
• Not planned — the zone has no work in it. Expected if you meant it; worth a look if you didn’t.
• In progress — being worked on. Nothing needed from you.
• Ready — the zone’s lead has confirmed it.

The zones are ordered worst first, so the top of the board is always the thing most deserving your attention.

Help requests

A helper who is stuck sends a request rather than wandering off to find you. They pick a kind — missing gear, need another person, instructions are unclear, safety concern, or something else — and add detail. It appears on your board immediately, with the zone and the person.

Requests are the check that most often holds a run open, and that’s correct. Every one has to be resolved or withdrawn before the space can be called ready. A request you ignore doesn’t quietly expire; it sits there being the reason the run isn’t ready.

Resolving one is you saying the problem is handled. If it turns out not to be a problem, withdraw it. Both are recorded, with who and when.

Adding work once you’ve started

You’ll find work you didn’t plan. Add it to the zone from the board while the run is live — it appears for helpers in that zone straight away.

Zone sign-off

When a zone’s required work is finished and its required gear is confirmed, its lead confirms the zone ready. That’s a person putting their name to it, not a counter reaching zero.

A zone with nothing planned in it can’t be confirmed — there’s nothing to confirm. A zone you switched off is exempt entirely.

Confirming the space ready

When all four checks pass, you can confirm ready. That’s the sign-off, and it’s yours: the software can tell you every check has passed, but only you can say the space is ready.

The moment you do, the readiness report exists.

You can reopen a run after signing it off — sometimes you have to. The report records that too: it shows the space was signed off and then reopened, and by whom. Nothing about the record quietly rewrites itself.