One dashboard per manager

1Purpose

Every person starts the day on one screen that tells them what needs them today. If they haven't opened it by their check-in time, the Hermes bot messages them; if they still haven't, it calls them; if that fails, it tells their manager.

2Dashboard layout (?page=dashboard — becomes the home page after login)

2.1 Top bar

• Greeting, date, "as at" time, Seen ✓ status for today.
• Bot inbox badge (pending approvals), notifications bell.

2.2 KPI tiles (everyone)

2.3 Role dashboards — one per managerial role

My interpretation of each role (please correct anything that's off):

Packing staff keep the simple Packing dashboard (pick list, Allocate / Dispatch buttons).

Alex — Savoury Production

• Make-list today + next 3 days for savoury categories (QUICHE, PIE, CROUSTADE, SAVOURY): need vs live stock vs allocated, in cartons and units.
• Shortfalls blocking dispatch (airline orders short on savoury lines), sorted by dispatch date.
• Production Planning snapshot: savoury rows only, "to produce" column, link to full planner.
• Forecast vs stock: 8-week average demand per savoury product (Pattern Bot) vs freezer stock → weeks of cover.
• Menu-change watch: savoury products with stock but no orders for 6 weeks; new codes on recent POs.
• Tiles: Savoury to make today · Short lines · Weeks of cover (lowest) · Expected POs this week.

Annie & sweets team — Sweets Production

• Make-list for sweet categories (danishes, tarts, friands, cakes) + Tartlet NEED TO MAKE row.
• Annie Makes Cakes orders due in the next 7 days — including bespoke enquiries waiting for a product / quote.
• Shortfalls on sweet lines for airline and non-airline orders.
• Forecast vs stock for sweets (Rhubarb Danish, Fig Tart, Friand, Portuguese Tart …).
• Tiles: Sweets to make today · Tartlets to make · Annie orders this week · Bespoke enquiries open.

Ruth — Office Manager

• Today's desk: new orders to review (incl. bot drafts from email), uninvoiced (split SkyCrest Xero / Annie Makes Cakes Xero), unconfirmed, transport not booked for tomorrow.
• Bot inbox (draft orders, confirmation emails, booking drafts) with Approve / Edit / Reject.
• Tomorrow's dispatch schedule: Interstate (by port → Roadmaster), Sydney (driver), Non-airline.
• Expected orders (Pattern Bot): kitchens usually ordering by now but silent.
• Team seen board (§2.5) for staff she manages.
• Tiles: To invoice · To confirm · Bookings missing · Bot drafts waiting.

Mark — General Manager

• Today at a glance: dispatching today / tomorrow with % ready, short lines, late orders (dispatch date passed).
• Exceptions board: anything red — shortages blocking dispatch, unbooked interstate, stock negative, temperature readings above limit, bot errors.
• Team follow-through: seen board for all managers and staff, Hermes escalations today, overdue bot proposals.
• Week view: cartons dispatched this week vs 8-week average, on-time dispatch %, shortages this week.
• Tiles: On-time dispatch % · Orders at risk · Escalations today · Cartons this week vs avg.

Directors — Tisna, Heri, Vivi

• Monthly trend: cartons and POs per month (12 months), by business (SkyCrest / Annie Makes Cakes) and by port.
• Customer concentration: share of volume by caterer and kitchen (today dnata ≈ 96 % of airline POs).
• Product mix & menu cycle: top products with ▲▼ trend, products stopped / new this year, write-off risk (stock with no demand).
• Operational health: on-time dispatch %, shortages, temperature compliance %, stock accuracy (reconciler findings).
• Risks & decisions: open items Mark has escalated.
• Read-only. No daily chase — Hermes sends a Monday 08:00 weekly summary instead.
• Tiles: Cartons this month vs last · Top customer share · On-time % · Compliance %.

Reminder rules by role (defaults — adjust)

2.4 Insight widgets

• Airline volume — cartons per week, last 12 weeks, by port (SYD / MEL / BNE / PER / ADL / CBR / DRW).
• Top products — last 8 weeks vs previous 8 (▲▼).
• Order rhythm — each kitchen's typical gap and days since last PO.
• Activity feed — latest bot actions in plain English.

2.5 Staff "seen today" board (Ruth, Mark, admin)

3"Seen" tracking — how the app knows

• A view counts when the user opens the dashboard and it stays visible ≥ 10 seconds (JS visibilitychange + timer → ?api=dashboard_seen). Opening another page does not count.
• Stored per user per day. Acknowledging via WhatsApp/SMS reply "OK" or pressing a key on the call also marks it acknowledged (but not "seen" — both are shown).
• Only rostered days count: each staff member has working days, check-in time, and a leave flag.

CREATE TABLE IF NOT EXISTS staff_profiles (
  username TEXT PRIMARY KEY,          -- links to users.username
  display_name TEXT NOT NULL,
  role TEXT NOT NULL DEFAULT 'office',   -- savoury_prod | sweets_prod | office_mgr | gm | director | packing | admin
  mobile TEXT DEFAULT '',             -- E.164, e.g. +61400000000
  channel TEXT DEFAULT 'whatsapp',    -- whatsapp | telegram | sms | email
  work_days TEXT DEFAULT 'Mon,Tue,Wed,Thu,Fri',
  checkin_time TEXT DEFAULT '07:30',
  call_allowed INTEGER DEFAULT 0,     -- staff opt-in for phone calls
  manager_username TEXT DEFAULT '',
  on_leave_until TEXT DEFAULT '',
  active INTEGER DEFAULT 1
);
CREATE TABLE IF NOT EXISTS dashboard_views (
  id INTEGER PRIMARY KEY AUTOINCREMENT,
  username TEXT NOT NULL, view_date TEXT NOT NULL,
  first_seen_at TEXT NOT NULL, last_seen_at TEXT NOT NULL,
  view_count INTEGER DEFAULT 1,
  UNIQUE(username, view_date)
);
CREATE TABLE IF NOT EXISTS reminder_log (
  id INTEGER PRIMARY KEY AUTOINCREMENT,
  username TEXT NOT NULL, reminder_date TEXT NOT NULL,
  step INTEGER NOT NULL,              -- 1 message, 2 message+summary, 3 call, 4 manager
  channel TEXT NOT NULL, status TEXT NOT NULL,   -- sent | delivered | answered | failed | acked
  provider_ref TEXT DEFAULT '', detail TEXT DEFAULT '',
  created_at TEXT DEFAULT (datetime('now','localtime'))
);

4Hermes Reminder Bot

4.1 What Hermes is

Hermes Agent (Nous Research, open source) is an always-on AI agent with:

• a messaging gateway — WhatsApp, Telegram, Slack, Signal, Email and more from one process;
• a built-in cron scheduler that delivers results to any connected platform;
• an optional telephony skill (Twilio) — buy/keep a number, send SMS, place calls with a spoken message (TwiML), or AI voice calls via Bland.ai / Vapi.

4.2 Escalation ladder (default — editable per person)

Stops immediately when the person opens the dashboard or replies OK. Maximum one call per person per day. No messages outside 06:00–18:00 or on non-rostered days.

4.3 Architecture

 Shared host (existing)                        Small VPS / office mini-PC (new)
 ┌──────────────────────────────┐            ┌──────────────────────────────────┐
 │ stock_control.php            │  HTTPS     │ Hermes Agent                     │
 │  • dashboard + seen tracking │◄──────────►│  • cron: every 15 min 06:00–11:00│
 │  • ?api=agent_unseen  (GET)  │  bearer    │  • messaging gateway (WhatsApp,  │
 │  • ?api=agent_reminder (POST)│  token     │    Telegram, SMS, email)         │
 │  • ?api=agent_ack      (POST)│            │  • telephony skill → Twilio call │
 │  • cron: other PHP bots      │            │  • skill: skycrest-reminder      │
 └──────────────────────────────┘            └──────────────────────────────────┘

• Hermes needs a persistent process (the gateway), which shared PHP hosting can't run → a small VPS (from ~US$5/month) or an always-on office PC.
• The PHP app stays the source of truth. Hermes only reads agent_unseen (who is overdue + their to-do summary) and writes agent_reminder / agent_ack.
• Endpoints authenticated with a long random bearer token (stored in a config file outside public_html on the host and in ~/.hermes/.env on the VPS) — separate from user logins, read-only except reminder logging.
• agent_unseen returns only: display name, role, channel, mobile, step due, and a short to-do summary. No prices, no customer contact data.

4.4 Hermes skill: skycrest-reminder (outline)

Schedule: every 15 minutes, 06:00–11:00, Mon–Fri (Australia/Sydney)
1. GET  /stock_control.php?api=agent_unseen            → list of {user, step, channel, mobile, summary}
2. For each entry:
   step 1–2 → send_message(platform=channel, to=mobile, text=template)
   step 3   → telephony: twilio call (TwiML <Say> summary, <Gather> press 1)
   step 4   → send_message to manager
3. POST /stock_control.php?api=agent_reminder           → log each send (status, provider ref)
4. Inbound reply "OK" / keypress 1 → POST ?api=agent_ack
Never: message anyone not in the staff list; call without call_allowed; exceed 1 call/day/person.

The telephony skill's own safety rule says to confirm before calling. Here the confirmation is given in advance by policy: staff opt in (call_allowed), the owner approves the ladder, and calls are limited to the allow-listed staff numbers.

4.5 Costs and setup (indicative)

• VPS: ~US$5–10 / month. Hermes: open source.
• WhatsApp: Hermes' built-in bridge pairs to a phone number (use a dedicated business SIM). Telegram: free bot.
• Twilio: Australian number + per-minute call and per-SMS charges (check current Twilio AU pricing).
• LLM for Hermes: any supported provider; reminder messages are templated, so usage is small.

4.6 Privacy & consent

• Staff consent to work reminders and (separately) to calls; recorded in staff_profiles.
• Only work information in messages; mobile numbers visible to admins only.
• Reminder log kept 90 days.

5Admin screens

• Admin → Staff: profile, mobile, channel, check-in time, work days, call opt-in, manager, leave.
• Admin → Reminders: today's board (§2.5), ladder timings, quiet hours, kill switch, last Hermes heartbeat (alert if Hermes hasn't checked in for 30 min).