Tropilux Supply

01 · Start Here

Signing In & Navigation

Open the app in a browser, or install it: on an iPhone using Safari specifically (other iOS browsers can't install home-screen apps this way), a banner styled like a native install prompt — built into the app itself — offers to walk you through Share → Add to Home Screen. Dismiss it once and it won't ask again on that device. Sign in with your work email and password.

1. Where you land on login depends on your role: Admin lands on the Dashboard; Office is routed straight into Item Requests instead; Warehouse, Staff, and Employee all land on the same page — Task Manager — since the Dashboard doesn't exist for them. (If you later click into a page your role can't open, you're bounced to that same fallback — except Office, which bounces to the Dashboard rather than back to Item Requests in that case.) A link inside a notification email can also drop you somewhere specific, like directly on the request or task it's about.
2. The sidebar on the left is your map of the system, in this order: Dashboard, Task Manager, Timesheet, Item Requests, Misc Requests, Item Intake, Inventory, Used Inventory, Manual Entry, Orders, Shelves, Locations, Users, Reports & Notifications, Backups — this manual follows that same order. The sidebar only lists what your role can actually use; if a section here isn't in your sidebar, that's expected, not a bug.
3. Your name, initials, and role sit at the bottom of the sidebar, next to the sign-out button. On a phone or narrow screen, the sidebar tucks behind a hamburger menu.

02 · Start Here

Dashboard

Five stat cards, each a shortcut into the filtered list behind it.

Below the cards, a Low Stock Alerts list flags anything running out — click an item to jump straight into Inventory, filtered to it — and a Recent Orders list shows the latest purchasing activity with status pills, plus counts of properties, units, and outstanding orders.

03 · Daily Operations

Task Manager

A board of six task types tied to the apartment lifecycle, each with its own color and icon: Maintenance, Move In, Move Out, Transfer, Billing, Admin. The page has two views: Task List (browse) and Assign Task (create).

BrowsingTask List

Type tabs across the top show live counts for each of the six task types. Within a type, scope tabs narrow the list to All, Assigned to Me, or Assigned by Me (Admin gets the full "All" view by default). Status pills filter by Pending, Awaiting Admin, or Completed. Further filters cover location, staff member, priority, whether it's recurring, free-text search, and a date range. Admin/Office can export the current filtered view to CSV.

CreatingAssign a Task

Pick the task type, assign one or more employees, set a deadline and a priority (Low or Urgent). Maintenance, Admin, and Billing tasks can all be made recurring — Daily, Weekly, Bi-Weekly, Monthly, Quarterly, Bi-Annually, or Annually — which automatically spawns the next occurrence as soon as one is completed.

Maintenance & AdminSimple Tasks

A free-text description with photo uploads. Every assignee marks their part done; for Maintenance, Admin/Office still gives a final close once everyone has confirmed. Admin-type tasks close automatically the moment all assignees confirm — no separate sign-off step.

Move In / Move Out / TransferChecklist Tasks

These three share a 7-point checklist, each item marked Yes/No with notes: Cleaning, Utilities, Appliances, Linens & Bathroom, Kitchenware, Inspection, Keys.

• Move In — date, time, and deposit details, plus the checklist.
• Move Out — the checklist, plus key return and a damage log: for each damaged or missing item, record the item (picked from the catalog), quantity, a damage type, a photo, and a description.
• Transfer — runs the whole thing twice: once for the unit being left, once for the unit being moved into. These aren't independent — the Move-Out half has to be completed before the Move-In half can be started.

Move In and Move Out both lock down a few fields as required, not optional: an Actual Move-In/Move-Out Date, and a note on any checklist item marked "No." Move Out additionally requires electric and water meter readings before it can be completed. If "Keys returned" is marked No, the system automatically adds a damage-log entry for the missing key rather than making you log it by hand. All three checklist types finish the same way — a step literally labeled Verify Billing & Close Task, which asks Admin to confirm the charges set up when the task was created have actually been collected before it closes.

BillingBilling Tasks

Each assigned person submits a note (readings, amounts, whatever the billing cycle needs). A progress chip shows how many of the assigned staff have submitted so far. Anyone except Office can mark a Billing task complete.

04 · Daily Operations

Timesheet

Everyone logs their own hours, day by day.

On Submit, fill in up to three shift slots for the day, each with a start/end time picker and one or more properties worked at (with notes per property):

Or skip shifts entirely and mark the day a Sick Day — or flag it a Public Holiday, which also hides the shift-entry fields unless you additionally check Worked on Holiday. The three shift slots are checked against each other too; overlapping times are rejected.

My Entries shows your own submission history. Reports (Admin/Office only) shows everyone's hours with a bar chart by worker, CSV export, and a date range filter that follows the company's Thursday–Wednesday payroll week.

05 · Daily Operations

Item Requests

The core daily loop: someone at a property needs something, the warehouse supplies it. (Shown in some places as Apartment Requests.)

Step 1New Request

Staff open a new request and work through: property → unit → rooms → items. A single request can cover multiple rooms, and each room can list multiple items.

• Pick each item from the catalog (searchable, with a photo) — from either the new-stock catalog or the Used Pool directly — or type a description if it isn't a catalog item.
• Set a quantity per item and an overall priority — Low, Medium, or High.
• Give a reason per line — Damaged, Missing, Repair, New, or Other — plus a free-text note.
• Attach a photo per item if it helps — a photo of the damage being replaced, for instance.

The system won't let you request more of an item than currently exists in stock — if you split one item across two lines (say, some damaged and some new), the check adds those lines together rather than checking each alone — and it warns you if the same item was recently dispensed to the same unit, to catch accidental duplicate requests.

Step 2Review

• Approve All — clears every line as requested.
• Partial Approve — adjust the approved quantity line by line; open to Warehouse as well as Admin/Office at this first-pass review stage.
• Reject — declines the request outright.

If any line is flagged Requires Admin Approval — either because the item itself is flagged, or because the requested quantity crosses that item's approval threshold — a Warehouse approval doesn't finalize it. It routes instead to Pending Admin Approval, a second queue only Admin/Office can clear. Swapping in a substitute item at dispense time doesn't get around this: if the substitute is also flagged, the request bounces back to Pending rather than skipping the check. The Pending tab has its own toggle filter for "Requires Admin Approval" requests, plus filter chips by reason (Damaged/Missing/Repair/New/Other) with live counts.

Step 3Dispense

• Disburse All — hands out every approved line in full.
• Partially Disburse — hands out only some of the approved quantity. The request moves to Partial Dispensed, and a separate Disburse More Items button appears so the remaining approved quantity can be handed out later, in one or more further installments.
• Substitute & Disburse — swap in a different catalog item (or a different pool — new vs. used) at the moment of hand-out, capturing that substitute's real price and stock impact.

Stock is deducted from whichever pool the item came from — for the new-stock pool, the oldest purchased batch is used first, so what the request "cost" stays accurate even as supplier prices move.

Step 4Return (when it applies)

Some catalog items — typically tools and equipment — are flagged Requires Return of Used Item. For those, the loop doesn't end at dispense:

1. The requester (or anyone) marks the unused quantity as Return Unused Item.
2. Warehouse then physically checks it back in with Accept Unused Item — this is the only moment stock is actually credited back. A flagged return never inflates the count just because someone said it was coming back.

06 · Daily Operations

Misc Requests

For anything that isn't an inventory item — "the printer's out of toner," "need sign-off on this expense." Anyone submits a description, sets a priority (Low, Medium, or High — the same scale as Item Requests), and addresses it to either Admin or Warehouse, which routes it into that team's queue. Like Item Requests, each one gets a stable number, formatted MISC-2026-### — numbering starts at 101 each year on both, not 001. Search here only matches the requester's name and the notes field, not priority or who it's addressed to.

07 · Inventory & Stock

Item Intake

For things that show up without a purchase order — found items, donations, whatever gets pulled off a job site.

Step 1Submit Intake

Pick an existing catalog item or type a new one, choose the destination pool (New or Used), a condition (Used–Good, Used–Fair, For Parts, or Damaged), a quantity, a shelf, and notes. A photo is required — the form won't submit without one.

Step 2Admin Review — this is where stock actually changes

Approve with one of: Add to New Inventory, Merge into Existing Inventory, Add to Used Inventory, Merge into Existing Used Inventory (a searchable picker lets you merge into a specific variant), Send for Repair, Discard / Trash, or Give Away. For the four add/merge decisions, the Inventory or Used Inventory record updates immediately — the count is live in the catalog the moment Admin approves, before Warehouse does anything further. "Add to New/Used Inventory" isn't a one-click choice — it opens the full item form right there, so category, min stock, unit cost, approval settings, and (if applicable) variant details all get filled in as part of approving. Or mark it Needs Info, which sends a message back to whoever submitted it (they can attach a new photo when they respond); it comes back for another look. It can also be marked Unresolved or rejected outright.

Step 3Warehouse Confirm

For decisions that need physical follow-through — sending something out for repair, discarding it, giving it away — the assigned person confirms it actually happened: Confirmed, Denied, or Unresolved, with notes. Admin/Office can also step in to deny or unresolve. For an add/merge decision, there's nothing left for this step to change in the catalog — it's a paper-trail confirmation, since the count already moved back at Review.

08 · Inventory & Stock

Inventory

The master catalog of everything the warehouse can hand out.

BrowsingTwo Views, Plus Filters

Grouped shows one card per item, expandable to reveal its variants. Expanded flattens every sellable line — every size/color combination — into its own row, which is faster when you're hunting one specific variant. Your device remembers which view you last used. Quick-filter chips sit above the list for Low Stock and Out of Stock (each its own count, not just a colored border), plus one chip per category.

Adding / EditingThe Item Form

When a Warehouse user opens an existing item, every field except photo and shelf is locked, with a banner explaining why — this keeps costs, thresholds, and approval flags in Admin's hands.

Bulk AddTwo Ways In

The Bulk Add modal has two tabs: a manual multi-row entry grid for typing in several new items by hand, or a CSV/XLSX upload using a two-sheet template (Simple Items and Variant Items).

09 · Inventory & Stock

Used Inventory & Returns

What happens to items that come back.

Pending ReturnsThe Disposition Workflow

When a returnable or used-pool item comes back from a property, it lands here as a pending return, tied to the request it came from. The list can be narrowed by a property dropdown, and exported to CSV.

1. Received — Warehouse stamps it once it's physically back on-site.
2. Split (optional) — a multi-quantity return can be split into two records with different quantities, so part of a batch can take one outcome and the rest another (e.g. half restocked, half discarded).
3. Suggest Disposition — Warehouse or Admin proposes what should happen, with condition, notes, and an optional photo: Restock, Discard at Property, Discard at Warehouse, Give to Staff, Send for Repair, Keep for Parts, Lost/Stolen, or Different Item (Logged via Intake) — used when what physically came back isn't a match for what was dispensed, and has already been logged separately through Item Intake instead.
4. Approve — Admin approves, rejects, or overrides the suggestion; Office can view but not act on it here.
5. Execute — Warehouse or Admin carries it out. A Restock outcome requires confirming a condition and shelf location, and creates or updates the matching Used Pool record.

Anything sitting in the queue too long is flagged with an aging badge so it doesn't get forgotten.

Used PoolThe Used Catalog

A sellable/available catalog of used items, laid out just like regular Inventory — its own add/edit modal, variant support, bulk import, history, and CSV export. It's fed by restocked returns and by Item Intake, and can also be stocked directly. A used-pool item dispositioned directly here (not through a return) has a slightly narrower set of outcomes than a Pending Return does — Lost/Stolen is only reachable via the Pending Returns flow.

10 · Inventory & Stock

Manual Entry

A quick way to adjust stock outside the normal request or order flow — logging items used off-book at a property, or correcting a count that's drifted from reality.

On New Entry, choose Use Inventory (deduct stock) or Add Inventory (add stock that was found or counted) — an entry can list several items at once via "Add Row," each independently picked from the new or used pool, alongside the property/unit it's for and who collected it. An optional Custom Date & Time field lets you backdate the entry to when it actually happened, rather than when you're submitting it. Submit, and it lands in the Entries queue as Pending. That queue has its own status tabs (Pending / Approved / Rejected), free-text search, and a date range filter, and Admin/Office can export the current view to CSV.

Stock only actually moves once Admin approves the entry (with a check that a "use" entry can't exceed what's on hand). Rejecting can include a reason, though the system doesn't require one — inventory is left untouched either way. Office can view the queue but can't create or approve entries; a separate hard delete (Admin-only) removes a record entirely regardless of status.

11 · Inventory & Stock

Orders

Purchasing from suppliers.

All shows every order as a card. Pending narrows to drafts not yet sent. Ordered is a flat, searchable list of every still-outstanding line across every placed order — useful because a shipment arrives mixed and doesn't respect purchase-order boundaries. It has its own sub-filters, each with a live count: All, Outstanding, Nothing yet, Partly in, Received, and Closed.

Step 1Draft & Place

Pick a supplier and add line items to a draft. The Review & Order step (Admin) locks in the actual quantity and unit cost per line, with optional notes per line, then submits it to the vendor.

Step 2Receive

• Receive All — a one-click close for a fully-arrived order.
• Partial — a shipment modal with a per-line quantity-received stepper and progress bars, distinguishing what's "arriving now" from the running "total received."
• Per-line controls — Receive, Correct, Mark Not Received, or Reopen a single line from the flat Ordered list, without touching the rest of that order. Two people can receive different lines of the same order at the same time without conflicting.

Receiving more than was ordered, walking back a quantity already marked received, and marking a line Not Received are all Admin-only — Warehouse's per-line controls are otherwise Receive, Correct, and Reopen.

12 · Warehouse Setup

Shelf Locations

The warehouse's own shelf and bin labels — the dropdown you'll see throughout Inventory, Orders, and Used Inventory wherever an item needs a "where is it" answer.

A simple named list: search, add, edit, delete, or upload a CSV of labels in bulk.

13 · Warehouse Setup

Locations

The property list — every building Tropilux furnishes and maintains.

Add a property (name and address), then add its units three ways:

• Single Unit — unit number, type (Standard or Studio), bed/bath count, and square footage.
• Bulk Add — a sequential range of unit numbers (e.g. 101–120) sharing the same specs.
• Upload CSV/XLSX — import a whole property's unit list at once.

14 · Administration

Users

The staff directory — stat cards up top, a role-filter chip row (All / Admin / Office / Warehouse / Staff / Employee), then a searchable card grid: name, email, phone, a color-coded role badge, and Active/Inactive status.

Admin adds people, sets their role, and toggles them active or inactive — or removes an account entirely with a separate, permanent Delete User action, distinct from deactivating it. The important part beyond the basics: Admin can restrict a non-admin user to specific properties (assigned_locations) and inventory categories (assigned_categories) — this is what quietly narrows what that person sees everywhere else in the app.

15 · Administration

Reports & Notifications

Admin-only.

Daily Usage Reports rolls up item-request activity over a window you choose — 7 days by default, up to 31 — with per-day CSV export, plus a full inventory-snapshot export you can pull any time.

Email Notifications is a grid: every Admin or Office account down the side, every event type across the top — new item request, misc request, maintenance, move-in/out, transfer, billing, admin tasks, and a "staff marked done" row that exists only for Move In and Move Out (the other task types don't have a completion email at all). Flip a switch to decide who gets emailed for what, with a live preview of the exact subject and body of each notification.

16 · Administration

Backups

Admin-only. A defined set of core collections — users, properties, shelf locations, inventory (new and used), stock lots, pending returns, orders, item requests, misc requests, manual entries, item intakes, tasks, and timesheets — is backed up automatically once a day, written to two independent places (Google Drive and cloud storage), so a failure in one doesn't take out both copies.

The main screen is a grid of daily runs: status (Completed / In Progress / Failed), size, and what triggered it. A Run backup now button starts one on demand — though the daily backup itself is actually triggered from outside the app, by a scheduled job that runs overnight (roughly 2–3am); a failed run is logged as Failed and doesn't hold up the next day's backup. Pre-restore safety snapshots are hidden from this grid by default — a "Show pre-restore snapshots" checkbox reveals them, and unlike a regular backup, a snapshot can only be restored as the whole database, not one collection at a time. Opening a backup shows a per-collection breakdown with links to the stored files.

17 · Reference

Roles at a Glance

One shared rulebook governs every screen in the app — roughly 140 individual permission switches, but they break down into a consistent shape per role:

18 · Reference

Status Glossary

The same handful of status words recur across modules. Here's what each one means when you see it.