Everything for running the workshop, the sites and the team, in one place.
Use the menu on the left to move between sections, or ask Professor AÜBØT bottom-right.
Inventory & Production Overview
Live bill of materials from the real-world BOM working sheet — stock, pricing and lead times fill in as they're collected.
Shortest-supply parts
The parts furthest below what's needed to build the target quantity set on the Bill of Materials tab.
Recent builds
Latest production activity across all staff. Full log and time tracking on the Production Time tab.
My Site Work
Your visits only — where you're the client manager or on the crew. Anything started but not closed out first, then the next 4 weeks. One tap opens the visit.
Production Planner
What the forecast demands: the sub-assemblies still to build for the current run, and the container preparation & final-assembly sequence. Doing the work is logged in My Workshop — put the clock on a job there and it runs.
Sub-assemblies required
Sub-components built from raw materials (some are themselves built from other sub-components). "Outstanding" is how many more you need to build for the current production run; "Buildable now" checks whether you currently hold enough components to cover that.
Container preparation & final assembly
The drawings worked to on the machine itself, in BOM order. Sub-assemblies built on the bench are in the panel above; individual parts are not drawings and appear in neither. These are not yet jobs in My Workshop — see ROADMAP.md, "Container preparation tasks".
Bill of Materials
Requirements below are driven by your production forecast — see exactly what's short.
What one HYDROS costs in materials
Every bought part that goes into one finished unit, at the prices currently held against those parts. Nothing to do with what's in stock — this is what the machine is made of. Sub-assemblies aren't counted separately; their cost is the parts inside them.
Parts catalog — stock, cost, lead & MOQ
Purchased parts only — the things you actually order from a supplier. Available, cost, lead time (weeks) and MOQ are editable per part. "Unavailable" is stock committed to built sub-assemblies.
Import stock listing spreadsheet
Upload an updated stock listing (.xlsx) — part number, name, stock owned, price, lead time and the two supplier columns are matched automatically by column heading. The stock column is read as the total you own: anything already consumed into a part-built unit is subtracted, so what lands in Ops is what's still free on the shelf. Nothing is written until you review the preview and confirm.
The date you actually walked the shelves. A stocktake is a snapshot, so anything received through the Purchase Logbook after that date isn't in the sheet's numbers — tell Ops when the count was taken and those deliveries are added back on top instead of being wiped. Leave it blank and any part holding receipts is flagged in the preview rather than overwritten quietly.
Useful when a sheet is current in some columns but not others — bring across the ones you trust and leave the rest as they are. Values come in exactly as written, including the stock codes 666 (excess volume, sourced locally) and 3333 (excess volume, sourced from China).
Bulk-update stock, cost & lead time
Paste rows copied from a spreadsheet — Part Number, Available qty, then optionally Cost and Lead time (weeks) — tab- or comma-separated, one part per line. The last two columns can be left off.
Add a part
Puts a new part into the catalog and into the assembly tree in one go. Choose the assembly it goes inside and how many of them each one takes — that is what makes it start counting towards your forecast straight away, rather than sitting in a list nothing reads.
BOM structure
The full assembly tree. Expand an assembly to see what it's built from; dashed rows are individually-stocked parts. Solid rows can be built directly from their listed children — record the quantity built and the time it took.
Stock to check
Where a job was finished but the system thought the parts weren't there. The hardware got built, so the parts existed — which means a count or a delivery was wrong before the job, not because of it. Go and count these, correct the number, then tick it off.
Stock adjustments
Automatic log of every available-quantity correction, most recent first.
Purchase Logbook
Record incoming stock with quantity and purchase price. New purchases add straight to available stock, and the history keeps every order — invoice photo included.
Photograph an invoice
Snap the supplier invoice with the phone camera (or upload a photo). The Professor reads it; you check every line is matched to the right part at the right price — shipping is spread across the lines — and nothing is saved until you confirm.
Record a purchase
Purchase history
Production Logbook
Put a task on the clock when you pick it up — pause it, finish it, and the timed minutes flow straight into the logged build. The clocks run on the server, so a sleeping tablet loses nothing.
Log a build
One form, start to finish: pick what you're working on and put it on the clock. Pause when you're pulled away; Complete drops the timed minutes back in here — then nominate who did the work and log it.
Build & time log
Task completions
Container preparation and final-assembly tasks — work that isn't a sub-assembly build. Logged from a completed work session with who did it and the timed minutes.
Workshop KPIs
Build-time stats from every logged build with a time recorded — the same average build times also drive the workshop-hours estimate on the Forecast & Ordering tab.
By staff member
Management only. Shown as totals, not a ranking — a person's own times are their own, on their bench, where they can see themselves getting quicker.
By part / assembly
By task
Forecast Production
Units of the finished container to complete, by month. The forecast drives everything downstream — what the Production Planner says to build, and what the Ordering Planner says to buy and when.
Monthly production forecast
Units of the finished container to complete, by month. Leave a month at 0 to skip it.
Ordering Planner
What to buy and when, driven by the production forecast — each part's lead time is worked backward from its build month, quantities round up to the part's MOQ, and any MOQ surplus is banked against later months.
Monthly purchasing plan
Ordering schedule (full detail)
Shopping List
Everything still to buy to complete the whole production forecast, in one list, sorted by supplier so each group can go straight into an order. Each line is what the forecast uses, less everything you already own: Free is loose on the shelf, Installed is already fitted into a unit being built — owned either way, so never bought twice. Quantities round up to each part's minimum order quantity.
What to buy, by supplier
Reports
A copyable shortfall list for the target build quantity set on the Bill of Materials tab, and a full stocktake valuation.
Shortfall shopping list
Stocktake valuation
Every tracked item — raw material or assembly — at available + committed-to-a-build quantity, valued at its entered unit cost. Materials consumed into a sub-assembly stay on this list so the count reconciles at stocktake.
Sell finished units
Removes the finished unit(s) from stock, and backs out a proportional share of every component embedded in them from the stocktake — they've left the business for good.
🎓 Professor AÜBØT
Ask in plain language — inventory/production or Care Plans. Answers are grounded in your live data, not guesses.
Treatment Plants
Every HYDROS plant, judged at a glance: green is running well, amber is worth a look, red needs someone today. Open a plant for its live tiles, trends, remote control, Robo-Lab and cameras.
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Put a site on the dashboard
Pick any Care Plan site to start monitoring it. It gets its own API key for the unit (or a bridge) to send data with — and until that's connected, demo mode can stand in so the screens have something to show.
Who can see which plants
By default every staff member sees every plant. Tick specific plants against a person to restrict them to just those — the shape client logins will use later. Admin and Management always see everything.
Care Plans
Annual management plans for every site — schedule, checklists, odour surveys and visit sign-off, grounded in Aubin's Field Technician Guideline.
Add a site
Sites
Online monitoring
Run at least fortnightly for Online and Total Care Plan sites. Not a scheduled appointment — start one whenever it's due, and the counter resets on completion.
Comments & Activity
A permanent record for this site — anything worth keeping, not tied to a specific visit. Entries can't be edited or deleted once added.
Book - an Unplanned Callout
Reactive visits outside the annual plan — typically an alarm or a breakdown. Set out why you're going and what has to be done; you'll pick the day, the crew and what they need on the next screen. Anything found during a routine activity belongs on that visit instead.
Open callouts
Book - a Routine Activity
Preventative visits from the annual plan. Each one is raised with its target month; confirm the day here once it's agreed, or reschedule it if it moves.
Site details
Units on this site
Every HYDROS serial installed here. The Care Plan is administered under the site name and covers all of them. Assign a unit to a site from its own record under F.A.T. & Serials, or add it here.
Spares & Consumables Inventory
Live stock-on-hand at this site. The master list is shared across every site (admin-managed below). Day-to-day movements — what got used, what got replenished — are logged on the visit itself, not here.
Visit commentary
What a crew should have in their head before walking onto this plant for a given kind of visit — the context, what to focus on, and how to set the plant up for what's coming. A note with no month is the standing one for that visit type. Give it a name and a month and it becomes that site's own service occasion, which is how seasonal sites work: name them whatever suits the place, in whatever months suit it.
Outstanding & coming up
Everything still owed at this site, wherever it was first raised, and what's booked for the next four weeks. Items carry forward automatically each time a visit is booked, so this is the site's real state — not just what's on the next checklist.
Overdue
Record of completed activities
Annual overview
Every scheduled maintenance, monitoring and reporting activity for this site (Section 1 of the Annual Management Plan).
Routine checklists
Every new site starts on the standard templates. Customise a list here to suit this client — future visits that haven't started pick the change up straight away, and the standard template is untouched. One-off jobs still get added on the visit itself and never become permanent.
Resourcing
Who's going, and what they need. Saves itself as you tick, and every change re-checks the crew and the SWAT ute against all other booked visits that day — a red flag goes up on any double-booking.
Odour survey
Complete immediately on arrival, before disturbing tanks, opening lids or undertaking maintenance works (Section 4).
Sludge and water monitoring
Parameters are fixed by the reporting template — fill in what was tested; blank rows are left out of the report.
Checklist
Spares & consumables used
Log what came off the site's own shelf (used) and what topped it back up from the van (replenished). Site stock updates immediately; warehouse stock only moves once an admin signs the report off.
Post-visit interview
Complete after the visit — this feeds the maintenance report below. Type the answers or run it hands-free with Professor AÜBØT.
Create report
Formatted to Aubin's Site Visit Maintenance Template and ready to send to the client.
Visit status
SWAT Stock
One shared pool, not per-site — what's carried on the SWAT ute for topping up sites between warehouse trips. Restocking here draws from warehouse stock immediately.
Stock on hand
Add a new part
Added to the shared master list — it'll appear here and on every site's Spares & Consumables Inventory.
Templates
The reusable checklists that get copied onto a visit when it's created. Editing a template only changes future visits — it never rewrites the checklist on a visit that's already been created.
My Workshop
What's on your bench, and everything on the clock across the workshop. Open a job to see how it's built, put the clock on it, and log it when it's done — the stock moves itself.
On my bench
Everyone on the clock
Fabrication Procedures
How a job is actually done, captured the way it's actually taught. Somebody who knows the work talks it through, Ops writes it up, you check it reads right, and the floor works to the published version. What was said is kept word for word underneath.
Record a new procedure
Press record and talk through the job the way you'd explain it to a new starter — start to finish, in order. Stop when you're done and Ops writes it up. You can also type or paste it instead. Nothing is written up until you press the button, and the draft is yours to correct before anyone sees it. Every procedure is tied to the drawing it's written against — you can start without the number, but it's needed before anyone can publish it.
Draft procedure
All procedures
Serial Number Generator
Commencing production generates the unit's serial number — HYDROS, the commencement date reversed, then its order that day. The serial anchors the unit's record for life: who built and tested it, and every F.A.T. and C.A.T. result.
Commence - a New Unit
Generates the next serial for the chosen date and opens the unit's record.
Register - a Unit Already in the Field
For machines built before this system existed, or whose serial was assigned another way. The serial is recorded exactly as it appears on the unit — it isn't forced into the HYDROS date format. From then on it behaves like any other unit: C.A.T. records, notes and its site all hang off it.
Unit register
Every serial ever issued. Opening a unit lands on its acceptance-test record.
System Test
F.A.T. before a unit leaves the factory, C.A.T. at commissioning — each run copies the current template so old results are never rewritten. Pick a unit to run or review its tests.
Units
Unit record
Acceptance tests
F.A.T. before it leaves the factory; C.A.T. at commissioning. Each run copies the current template, so old results are never rewritten.
System Test drawing
The plant as the System Test left it, saved when the run finished. Every device carries the verdict it earned. Kept with this test record because the record is the deliverable — there is no export to fall back on.
Test details
Software & connectivity
Device tests
The full activation matrix — contactors, circuit breakers, PLC I/O, watchdog and dashboard checks per device. Designators come from the template; scroll right for all columns.
Validations & calibrations
Reference is the known standard (buffer, target rate); reading is what the instrument actually said.
Physical installation checks
Control panel
Watchdogs & UPS
Packing & stowage
Miscellaneous
Test status
System Test
What is being sent to the machine
Incident Reports
Report incidents and near misses the moment they happen, investigate what went wrong, and set corrective actions so it can't happen again. Near misses count — they're the free warnings.
Report - an Incident or Near Miss
A one-line title is enough to start — the full investigation happens on the next screen.
Incident register
The incident
Corrective actions
Work down the hierarchy of controls: eliminate the hazard if you can, engineer it out if you can't, and manage it with procedure only when neither is possible.
Training outcome
Nearly every incident ends in training. Describe what the team needs to be trained on, then push it onto the training matrix — it becomes outstanding for every employee until they've signed it off, and the training document can be attached to it later.
Tick this for hands-on work — workshop and site tasks where someone has to be watched doing it properly. Leave it clear for read-and-sign material like procedures and policies.
Review at the safety meeting
Nothing here reaches the team until it's been presented. This incident goes on the next monthly safety meeting's agenda automatically, gets walked through with everyone, and is finalised — along with any training — when that meeting's report is approved.
Status
Safety Meetings
The monthly safety meeting, same agenda every month: a target topic in detail, recent incidents and near misses, open issues, the open floor, and a training matrix check. Record it, let Professor AÜBØT write it up, review, approve, and it goes to everyone.
Start - a Monthly Safety Meeting
Pick the target safety topic before the meeting — it's the one item that changes month to month.
Meeting history
Agenda
The standing agenda — items 2, 3 and 5 are filled in live from the app's own records, so nothing has to be gathered by hand before the meeting.
Attendees
Incidents for review
Walk the team through each one — what happened, how it happened, what went wrong, and how to stop it happening again — then capture everyone's contributions to the remedy. Approving this meeting's report finalises these incidents and issues their training to the team.
Record the meeting
Start recording on the device in the room (Chrome/Edge). The transcript builds up below as people talk — it can also be typed or tidied by hand.
Meeting report
Review and edit before approval — once approved the record locks and the report is emailed to all employees.
Timesheets
Management only. Every person's weekly hours for the pay week — Thursday to Wednesday — including anyone who hasn't filled theirs in. Approve each one, ask a question against anybody's week, then send the summary to payroll. Set out in the Weekly Timesheet and Pay Week Reporting Policy.
Pay week
Employment basis & standard hours
What each person is employed as, and the hours their timesheet pre-fills with. Employment basis decides which leave they can claim — a casual has no paid annual or personal leave, so those buttons never appear on their questionnaire.
Staff
Admin only. Create a login for each staff member so their stock changes, purchases, and build/time entries are attributed to them.
Add staff member
All accounts
My Training
The policies and training modules you personally have to read and sign off. Anything new or revised appears here, and stays until you have confirmed you understand it.
My training
Training Modules
Aubin's controlled policy documents. Read each one that applies to you, then confirm you understand it and agree to abide by it. Your sign-off is recorded in the training matrix.
The ones you have to sign off are on , under My Aubin.
Search the modules
Ask in plain language — "how long can I drive in a day", "do I need a receipt" — and this searches inside every published document, not just the titles. For a proper answer to a question, ask Professor AÜBØT, who reads the same documents and quotes the passage back to you.
Training matrix
Admin only — who has signed what, across every published policy.
Add a policy or training module
Upload a new document as you create it. PDFs open in the browser so staff can read and sign in one place; Word and PowerPoint files download instead. Use an existing title with a new revision number to publish a revision — everyone assigned will be asked to re-sign it.
Policy library
Admin only — set who has to acknowledge each policy, and whether it's published to staff. Assignments save as you tick them. To load a new or revised document, drop it on the G: drive and run node import-policies.js.
Management
Admin only. Each person's delivery record at a glance: the dial reads their average over the last six months — needle left of centre is early, right is late — beside their next four weeks of commitments and anything overdue right now.
Workshop sign-off
Work the crew has finished and sent up. Nothing has moved on the shelf for any of it — the parts come out of stock and the assembly goes on it at the moment you sign it off, and not before. Check the work first. Nobody can sign off a batch they were on.
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Stock requests
Parts somebody at a bench has asked for. Marking one handed over does not change any count — parts come out of stock when the build they go into is signed off, and taking them off here as well would take the same parts off twice. This is the errand list.
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Email (SMTP)
Admin only. Where the app's reminder, digest and policy emails go out from — your Gmail account, through Google's mail server. Each box saves the moment you leave it. The password is never shown back: the app only ever says whether one is set.
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Activity Log
Admin only. Who's signed in, when, roughly how long they were active, and which sections they visited that session.
Person by person
Sign-in habits, time in the app and changes made over the last four weeks. Deliberately basic: reads aren't counted and no per-person page trail is kept.