IHInfinity Ops · Field Guidelives at /guide · updates with every release

Everything about how we work, in one place.

How-to videos

Short videos, about one to two minutes each. Tap Watch and it plays right here once you are signed in, with Google or with your name and PIN. The office videos open in Google Drive: sign in with your company Google account.

Everyone

Events Team

Crew

What changed lately · October 2026
Earlier updates, September 2026
  • A card that cannot load says so: it reads Card unavailable with the time it checked, instead of an empty list that looks like good news.
  • Past Due on the department boards works, and says so when nobody has been assigned today's rolled-over tasks.
  • The janitorial maintenance queue is named Janitorial, for the role, not a person. Old bookmarks still land on it.
  • A run with no driver texts nobody, and no run is texted about more than twice a day.
  • Alerts off: admins can take a recurring internal run off texting. It stays on the board with an ALERTS OFF badge.
Earlier updates, August 2026
  • 🏢 Two companies, one Dispatch (groundwork): Dispatch can now tell Infinity Hospitality apart from Nashville Lighting & Production. Same pages, same boards, same runs — each company sees only its own. Nothing you use changes: if you are IH staff you will not notice a thing, and every screen looks exactly as it did. NLP's side is empty until their data arrives. Admins see a small "Working as" bar on the Hub and can switch companies for their own session.
  • 📨 One nav, every page: every screen now carries the SAME dropdown to every other door in the company · Dispatch, Planning, Property Brain, The Brain, Org Chart, all of it. "Which door do I use?" below is rewritten for this.
  • 👥 Events Team hub (NEW): a read-only entry point for Directors/EDs/ECs into Dispatch's operational side: schedule, ops, missing items, and (director-tier) maintenance queues, all in one place.
  • 📅 Master Calendar (exec): a full-day/week view across all 9 canonical calendars, one screen.
  • 📋 Self-service Out-of-Office: submit your own OOO and see your own OOO history right from /me, no more asking someone else to enter it for you.
  • 📦 Maintenance picker, all locations: Report an Issue now lists all 8 venues plus every IPP property plus "Other", not just the original short list.
  • 🍳 Kitchen day view, click-your-name: tap your name on the kitchen board for your own personal day, same pattern as the culinary "My Schedule" link.
  • 🖨 Compact "Print Staff" grid: a tighter, print-friendly staff roster view.
  • 📊 Per-team Tuesday check-in views: each team now gets its OWN filtered check-in sheet: your team's tastings only, not every team's.
  • 💼 CEO dashboard cards: a set of exec-facing summary cards on the CEO dashboard.
  • 🔑 Company Google accounts sign in with Google now, no PIN: if you have an @infinityhospitality.net or @dreameventsandcatering.com account, the Google button is the only door, PIN is turned off for you. Everyone else (field/crew staff with no company account) keeps using name and PIN (type your name, then your PIN) exactly as before. See the rewritten "Logging in" card below for the full, current picture of all doors.
  • 📋 Mobile Inventory Count (NEW): /inventory-count: same name-and-PIN login, pick your location (Bell Tower, Bridge Building, Cherokee Dock, Saddle Woods, Saint Elle, The Cordelle, Estelle, Catering Kitchen, or the monthly Warehouse count), enter counts on your phone. Partial counts save as you go: walk away and come back, nothing's lost. "Can't find it" is a real button, never a fake zero. Par comes live from the Master Inventory Sheet / Warehouse Sheet now. See the Warehouse card below for the current, real state of that connection.
Earlier updates, July 2026
  • 🔑 Sign in with Google (NEW): if you have an @infinityhospitality.net or @dreameventsandcatering.com account, use the Google button — one tap, no PIN to remember. Your access level is set for you.
  • 🚚 Combine any run onto any other run (NEW): Combine is now run-to-run — fold a run onto any other run, including one that already belongs to a multi-truck event, and even on a different day. Pick the target run in the Combine list (its day is shown). Split un-combines it.
  • 🎭 Stage size & height on runs (NEW): runs now show the actual stage, e.g. “Stage: 8×16 · 12in”, pulled from the event team's Stage Needs — not just a Yes/No. Shows on the board, event page, and your run text.
  • 📋 Event tasks show under the run (NEW): when a task is linked to an event, it appears automatically under that event's run — with its item breakdown — so the crew see exactly what to bring. Breakdowns keep their line-by-line list.
  • ⚠ Missing item — clearer buttons: a missing item walks a simple path: Claim it → send it on a run or a new run → Mark delivered or Call it off. Once you claim it, everyone else sees “you're on it”; if two people grab it at once, the second is told who has it. It stops flashing the moment it's handled.
  • 🏠 Properties desk (NEW): Baylee's page: Property Brain chat, property maintenance filed straight to David, and the whole portfolio's watch list. Hub → Properties.
  • 📋 Planning Dashboards: every designer and coordinator gets their own live book: events, readiness rings, one-tap doc links.
  • 🔧 Report an Issue (NEW): maintenance, vehicle, or property problems: file from the hub, pick the venue, done. No sirens: these travel silently and you get email updates as yours moves. Check the "already in play" list first so we don't double-file.
  • New look: every screen now wears the Infinity brand. Nothing moved: same buttons, same places.
  • Missing-items central queue: flag a missing item from the events dashboard; dispatchers claim, resolve, or send a run.
  • Deliver & collect: a delivery run can now pick up a past event’s rentals at the same venue on the same trip, no solo pickup runs. Set it from either the leftover event or the delivery run (Event page → “Pickups”).
  • 🐞 "Something wrong?" button on every page: report bugs or weirdness in 10 seconds, straight to the help desk.
  • Culinary standing links: /schedule/current = this week; /schedule/upcoming = next week (send while building it, the link never changes even if you edit and re-post).
  • Warehouse standing links: /warehouse/current = this week; /warehouse/upcoming = next week: same publish-and-bookmark flow as culinary. Publish the warehouse week to light them up.
  • My Schedule: tap your name on the culinary schedule for your personal week.
  • PIN update: shared PINs are now view-only (crew) and report-only (events). Use YOUR last-4 to make changes.

The basicsevery single person, office or field

🏠 The Hub: your one link

Everything lives behind one address: /hub. Bookmark it on your phone. It routes you to the Crew Board, Events Dashboard, Kitchen & Warehouse boards, the Culinary Schedule, and this guide.

🔑 Logging in: pick the door that's yours

  • Have a company Google account (@infinityhospitality.net or @dreameventsandcatering.com)? Use the Google button. It's the only door for you now. One tap, no PIN, and your access level is already set for you. If you land on the name-and-PIN screen and try your PIN anyway, you'll get a friendly message pointing you back to the Google button instead. That's expected, not a bug.
  • No company account: field/crew staff's main door: tap your name from the type-ahead list (start typing, pick yourself), then enter your PIN. First time ever logging in? Your starting PIN is the last 4 digits of your own cell: the app will ask you to pick your own permanent PIN right then, so from that point on it's yours alone, not something anyone could guess from your phone number. Five wrong tries pauses it for 30 seconds (60, then 2 minutes at most, if it keeps happening within the hour), never longer; "Forgot your PIN?" works at every moment, including during the pause, and texts you a reset code: no admin needed unless your phone itself changed.
  • No phone on file at all? This name-and-PIN door isn't set up for you yet: tell your manager to add your cell number, or ask for an admin-issued temporary PIN to get started.
  • On the Crew Board (crew.html) specifically: that page is PIN-only by design, no Google button there. It's the field-staff door on purpose; company-email holders sign in through the main login page instead, and the system itself refuses a PIN attempt from a company account no matter which page it's tried on.
  • Managers: the shared Manager PIN (kitchen/warehouse) still works, unchanged, for the shared role logins.
  • The old shared crew PIN (posted in the warehouse) still exists as a fallback, view-only for a shared tablet, but it's no longer the front door. If you land on a screen offering a bare 4-digit box instead of "type your name," that's this older fallback; use the name-and-PIN door above for anything that should carry your own name. On the fallback specifically, if your last-4 matches someone else's, it'll still ask "which one are you?". This is the one place that collision can still happen.
  • The honest fine print on phones: your starting PIN and text alerts both come from the cell number on your staff record. Most of those numbers were never independently re-checked after being loaded, if you've been asked "is this still your number?" after logging in and said yes (or fixed it), yours is confirmed; if you haven't been asked yet, it's still running on the original, unverified number. Wrong PIN that should be right, or no run texts at all, both trace back to this. Tell your manager to check/update your number either way.

🎬 Watch the 2-minute video: your first sign-in, your own page, the Hub and where help lives (in How-to videos at the top of this page).

💬 The status language: same everywhere

ScheduledLoadingReady🚚 DepartedArrived✓ CompleteKilled

Every run moves through these. A killed run is cancelled but never erased: if you see one struck through, it's history, not a mistake. The same words and colors appear on your phone, the wall TVs, and the office dashboard: when you tap Arrived, the warehouse TV flips at the same moment.

📱 Texting with the system

  • You'll get a text when your run should depart. Reply 1 (or "departed"), 2 (or "here") when you arrive, 3 (or "done") when complete: the boards update instantly.
  • Tastings never text anyone. They're schedule-only, by design. Don't wait for a tasting text.
  • A run with no driver texts nobody, and nobody gets more than two texts a day about the same run. The “has not departed” text stops once the delivery time has passed.

⚠ Missing something at an event?

Don't call around, flag it. On your run (crew) or the events dashboard (events/culinary): pick FOOD / ALCOHOL / RENTAL / other, add a note and your name. The right people get texted, it lands on the wall boards, and dispatch can send a run with the item. You'll see it resolved in the queue.

🎬 Watch the 2-minute video (in How-to videos at the top of this page).

🐞 Something broken or weird?

Every page has a "Something wrong?" button. Tap it, say what you expected vs. what happened, send. It goes straight to the help desk with a snapshot of the page: and the Brain reviews every report nightly. If you left your number, you may get a status text when it's fixed. Please use it, a 10-second report beats a rumor that "the app is broken."

🎬 Watch the 1-minute video (in How-to videos at the top of this page).

🔧 How to report a maintenance issue

Something broken at a venue, the kitchen, the warehouse or an office? File it from your phone in about a minute. No sirens: it goes straight to the maintenance team and you get email updates as it moves. Only a vehicle report also sends a text.

🎬 Watch the 90-second video (in How-to videos at the top of this page).

  1. Find it. On /me, tap Report maintenance. Or Hub → Report an Issue, under Maintenance issues (/flag-file). Not signed in? It asks you to sign in first (company Google account, or your name + your own PIN) and brings you right back. Your name goes on the report for you.
  2. Check the list first. Scroll to Already in play at the bottom. If your problem is already there, it's being handled. No need to file it twice.
  3. Where: pick the venue or building. Not listed? Pick Other / not listed and type the address or spot.
  4. Type: leave it on General maintenance for anything broken in a building (goes to David). Truck or van? Pick Vehicle (goes to Jake), and that one also sends a text.
  5. What's wrong: one short line, like a headline. Details (optional): exactly where, since when, how bad.
  6. Urgency: Normal is already picked. Tap 🔥 Urgent only if it can't wait.
  7. Photos (optional): tap it to take a picture or pick one. More than one is fine.
  8. Tap File it. You'll see your report number and how many photos attached.
  9. Check on it later: come back to the same page. Yours shows open, then in progress with an estimated done date once the fixer sets one. When it's fixed, it leaves the list.
An app problem (a page not loading, a button doing nothing) is not maintenance: use the 🐞 "Something wrong?" button on that page instead.

🧭 Which door do I use?

Every single page · Dispatch, Planning, Property Brain, The Brain, Org Chart, all of it, now carries the SAME dropdown in its header to every other door in the company. You don't need to remember which app hosts what anymore; open the dropdown from wherever you already are. Still: the Hub (/hub, bookmark it) is the front door and the dropdown's own top link · Field Guide (this page) · Report an Issue for anything broken at a venue · the 🐞 "Something wrong?" button on any page when the APP itself misbehaves (that one goes to the fix-it queue, not maintenance).

📅 My Day & My work: your own page

/me is your one personal page. My Day sits on top: today, your out-of-office requests (submit and see your history right there) and your quick links. My work sits below it: the cards for your own job. The old /dash link still works and brings you here. Every signed-in person has it; what you see scales to your role automatically.

⚠ A card says “Card unavailable”

That card could not load its information, so it says so, with the time it checked, instead of showing an empty list that looks like good news. The card is broken, not your day: tap the 🐞 "Something wrong?" button.

Warehousedrivers · loaders · warehouse leads

📺 The warehouse board (the TV)

Today's runs, live: truck, crew, depart-by time, status chips. Standing/recurring runs sit in their own labeled section below the event runs. If a row pulses, it just changed.

🚚 How runs work

  • Runs can be parents with children or consolidated: one truck, several stops. Check the run card, not your assumptions.
  • Run date ≠ event date. A Friday load-out for a Saturday wedding shows Friday. Work the run date.
  • Depart-by times are computed from real drive time. If an address changes, times recalc for the day being viewed.
  • The second rentals truck is real. Two similar runs on one event usually means two trucks, never assume duplicate.

👤 My Day: your runs on your phone

The depart text carries your link, or go Hub → Crew Board → My Day. Your stacked assignments for the day: tap Departed → Arrived → Done as you go, see tasks, flag a missing item right from the run.

📦 The Warehouse Schedule, your week & your day

From the Hub tap Warehouse Schedule (or bookmark /warehouse/current): no login, it opens straight to Whole Week: the full crew and every run going out, same as the culinary schedule. Want just your own shifts and runs? Tap My Day and enter the last 4 of your cell (same last-4 as everywhere else; if two people share the last 4, just tap your name).

📋 Load plans & pack-outs

Weekly pack-out sheets drive what goes on the truck. Building the schedule itself? The written how-to lives with the ops docs (ask a manager for Trung's schedule guide).

📱 Mobile Inventory Count (NEW)

Go to /inventory-count on your phone, log in the same name-and-PIN way as everywhere else, tap your location. Enter a count for each item, or hit Can't find it if it's genuinely not there: never guess a zero. Every value saves the moment you stop typing; you can lock your phone and pick back up later with everything still there.

Honest state right now: the "Par" line reads live from the actual Master Inventory Sheet (or the Warehouse Sheet, for the monthly Warehouse count). That connection went live 08.10.2026. Counts you enter are NOT reaching the sheet yet, though: Dispatch can read the sheet but write access hasn't been granted (confirmed Viewer-only as of this writing). Your counts are saved safely in Dispatch either way and will start mirroring to the sheet automatically the moment write access is granted, no re-entry needed. All 8 locations are built: Bell Tower, Bridge Building, Cherokee Dock, Saddle Woods, Saint Elle, The Cordelle, Estelle, Catering Kitchen, plus the monthly Warehouse count.

Golden rule: if a run looks wrong: duplicated, misdated, phantom, don't delete anything. Flag it with the bug button. Runs are killed, never deleted, and "duplicates" have burned us before.

Catering & Culinarykitchen · chefs · catering leads

🔖 ONE link to remember: /schedule/current

/schedule/current is always the current approved week; /schedule/upcoming is always the next posted week. Send that one while you build next week and it never changes, even through edits and re-posts. Bookmark once and stop chasing new links.

📅 The schedule, on your phone

  • Day-by-day, grouped by event & venue, with day quick-nav.
  • The MOD is on every card: tap to call. That's your who-to-ask.
  • Tap your own name → My Schedule: your whole week: events, kitchen shifts, and any dispatch runs you're on, folded together.
  • Humanity owns shifts. The schedule displays them; shift changes happen in Humanity, not here.

📺 The kitchen board (the TV)

Today's food runs with hot-food and late-night flags, plus standing runs in their own section. Same status chips as everywhere else.

⚠ Shorted or missing food/alcohol?

Flag it from the events dashboard (events PIN + your name, every flag has a name on it). It texts the right people and enters the central Missing queue where dispatch can send a run.

Tastings never text. They live on schedules only. If you're waiting on a tasting SMS, stop waiting. Check the schedule.

Events Teamcoordinators · designers · on-site leads

📊 The events dashboard

Three tabs: Today · This Week · Missing. Each event card shows crew size, depart times, and a clipboard indicator, 📋✓ means the day-of rollup has been opened by the team; 📋⌛ means not yet.

📕 The event page: one event, everything

  • On-Site Team card sits on top. Who's in charge: with Event Staff below it.
  • Docs drawer: floorplan, packlist, BEOs (food & alcohol), service timeline, allergy sheet, whatever's attached to the deal.
  • Set Times: if you see the amber "Times not confirmed" warning (the week view tags the same event "Not Set"), confirm the timeline: that drives every depart calculation.
  • Staffing warnings: OOO / OUT / OFF badges next to names come straight from the schedule, catch conflicts before day-of.

⚠ The Missing queue: how a flag becomes a fix

Report (anyone, with their name) → Claim (a dispatcher/manager takes it) → Resolve or Send-Run (a real run is created to deliver the item) → history. Reporting works with the events PIN; claiming/resolving/sending needs your own PIN. Those actions carry your name.

📋 Your Planning Dashboard

Your book, live: every upcoming event you're on, a readiness ring (8 checks: team, final count, times, floorplan, packlist, BEO, timeline), and real links to every doc. If a number looks wrong there, it's wrong on the HubSpot deal: fix the source and the page follows. When something breaks, use its 🐞 button: don't text it in.

Everything here reads from HubSpot's deal: venue, guest count, docs. If an event looks wrong on the dashboard, it's usually wrong on the deal. Fix the source.

Managersoffice · dispatchers · directors

🛠 The admin dashboard, tab by tab

  • Map, live runs with real drive times.
  • Week View, the week's runs at a glance.
  • Trucks, fleet & assignments.
  • Forecast, workload ahead.
  • Staff: roster, phones, links. Phone hygiene = login + SMS + identity. Keep it clean.
  • Daily Tasks, pack / load / deliver / setup task types.
  • Dispatch: the day's operation, statuses, kills. A recurring internal run nobody will ever drive can be taken off texting with Alerts off on its run page (admins only): it stays on the board wearing an ALERTS OFF badge, and the daily report lists every run that has it.
  • Schedule, warehouse week grid; click any person's day for their person-day.
  • Settings: the important one, below.

🔑 Staff sign-in, manager's-eye view

  • Google is the required door for company-email staff, PIN is refused: anyone with an @infinityhospitality.net or @dreameventsandcatering.com account signs in with Google only, the system refuses a PIN attempt from them with a friendly message pointing back to the Google button. Name and PIN is the door for everyone else (field/crew staff with no company account): name first, never a bare PIN, with a lockout after wrong tries and a self-serve text reset built in. The old shared 4-digit crew PIN still exists as a fallback link on the same login screen, not removed yet. That's the one place a last-4 collision ("which one are you?") can still happen.
  • Provisioning a new staffer: a phone number on their Staff record is what sets up their name-and-PIN sign-in and their starting (last-4) PIN. No phone = no name-and-PIN sign-in yet. Add the number, or issue an explicit temporary PIN yourself from Staff settings (forces them to choose their own at next login, same as everyone else).
  • Lost/changed phone, locked out: reset from Staff settings: reverts to entry-PIN mode on whatever number is on file now, forcing a fresh choose-your-own-PIN at next login.
  • The phone-verification gap: most staff phone numbers were seeded once and never independently re-confirmed. If someone's PIN or run texts are wrong, check/update their number on the Staff tab first. That's very likely the actual cause.

⚙ Settings: what to know

  • Access PINs: rotate the shared crew & events PINs anytime. Shared = view/report-only by design.
  • HubSpot sync summary: shows exactly which pipelines sync (both Event Planning pipelines) and which don't. "Missing event" checklist: 1) right pipeline? 2) right stage?. That's the cause 99% of the time.
  • System Health: whether the app is healthy, how fresh the HubSpot sync is, how long the texting connection has left, and every alert the system has raised.
  • Texting alerts: if the texting connection can't renew itself you'll see a red banner here and an email, then a text to the owner before texting stops. If you see the banner, reconnect Salesmsg in Settings.

📋 Inventory count: who's counted, who hasn't (NEW)

/inventory-assignments: a read-only view of all 8 built count locations (the 7 venues + Catering Kitchen, plus Maggie's monthly Warehouse count), who's assigned, and this week's/month's progress (counted / can't-find / total, last activity). Built for Tae, who runs weekly inventory across the venues. Tae and Maggie don't have their own sign-ins here yet, so for now this page is open to any admin or kitchen-manager login, the same as the other manager-only screens.

🧠 The Brain's window

The Infinity Brain reads Dispatch through a read-only door (it can never write). Morning emails, stat cards, and briefings are built from the same data you see here: if the boards are right, the Brain is right.

📋 Department boards & maintenance queues

  • Past Due on a department board lists yesterday's unfinished tasks. If it is empty because nobody has been assigned today's rolled-over tasks, it says so, with a count.
  • Maintenance queues are named for the role, not the person: the janitorial queue is Janitorial. Old bookmarks still land on it.
🔄 How this guide stays alive (the law)

This page is part of the same app as the features it describes. No staff-facing change goes live without updating its section here plus one line in What changed lately. Whoever builds a change: that's part of the definition of done. Managers: when you approve a feature, ask "did the guide move too?" If you're reading something that doesn't match the app, that's a bug: hit the 🐞 button.

What changed lately rotates monthly (standing convention, since 08.09.2026): the strip under the videos shows the CURRENT month only (plus a few days' grace into a new one), one line per change, about five at most: it answers "what changed lately," never "what changed once." How a thing works lives in its section above, not in the strip. On first touch of a new month, the strip moves into the "Earlier updates" archive below it, dated, collapsed, never deleted. A new video gets one line in How-to videos, and that line is the only place its link appears.

Guide born 07.03.2026 · kept current with every update since