The words we use

The things

Organization — your church, company, crew or team. Everything belongs to one, and people you invite see only yours.

Run — one space being made ready by one time. Next Sunday morning. The conference on the 14th. Runs are separate from each other: their own plan, their own people, their own report.

Space — the building or room the run happens in. Named however your team refers to it.

Zone — a part of the space someone can stand in and be responsible for. Main room, entrance, storage. Between 1 and 8 per run, and 2 to 5 is typical.

Task — one piece of work, in one zone, with steps someone unfamiliar could follow.

Gear case — a labelled physical thing that has to be in a particular zone, confirmed present by a person looking at it.

Request — a helper saying they’re stuck. Five kinds: missing gear, need another person, instructions are unclear, safety concern, something else.

Sign-off — a person confirming something is ready. Happens at two levels: a zone lead confirms their zone, and a coordinator confirms the whole space.

Readiness report — the record produced at sign-off. Who did what, when, what wasn’t done.

The people

Coordinator — plans the run, watches the board, signs the space off. Has an account.

Helper — someone doing the work on the day. Joins from a link, no account, nothing installed.

Zone lead — three different things, unfortunately. A name typed into the plan (no powers), a helper given lead controls during setup, or an invited account scoped to particular zones. Who leads a zone explains which you want.

Administrator — a coordinator who can also manage the team and the organization’s settings.

The states a run moves through

Draft — being planned. Nothing live, nobody invited, edit freely.

Setup active — live. Helpers claim and finish work, requests come in, you watch it happen.

Ready — signed off. The report exists.

Closed — finished and read-only.

Words for work

Required — must be finished before its zone can be confirmed ready. Optional work doesn’t block anything.

Waived — required work deliberately cut, with a reason and a name attached. Counts as dealt with; is not the same as done, and the report shows the difference.

Close by — a deadline on an item that still needs doing, just not before the ready time.

Unsent — something you did on a phone with no signal, held on that phone until it can send. Your coordinator can’t see it yet.

Waiting — a task that can’t start until an earlier one finishes. It becomes available on its own.

Words we deliberately don’t use

Templates. People ask for them. What exists instead is copying a previous run, which does the same job without a separate thing to maintain.

Checklists. A checklist is a list of ticks. The point here is that a tick carries a person’s name and a time, and that a zone isn’t ready because the boxes are full — it’s ready because somebody said so.