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Operations: the handoff between the tools you already have

Most businesses already have software: an order system, a shared board, a spreadsheet, the books. The trouble is between them.

Someone retypes an order from an email into the system, and the owner is the only person who knows how the pieces fit. Another dashboard does not fix that. The missing piece is usually one handoff or one duplicated task.

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One order, from phone call to pickup

At CakeMiami, every order runs through CakeTrack, the order system that replaced sticky notes. Once the checkout link is paid, scanning the sales order moves the order from stage to stage.

Intake is operator-assisted by design.

Owned and operated · CakeTrack

CakeTrack order #2222 marked 3-Made and Paid, with the customer card showing a demonstration name, phone, and email, language and Nut Allergy tags, and View Customer and Text actions, shown with demonstration data.
Order #2222 at made: its payment status and the customer's allergy tag travel with the order. Shown with demonstration data.

Owned and operated · CakeTrack

CakeTrack order list with order numbers, payment status, production status such as received, made, or ready, shop status, and pickup location, shown with demonstration data.
Pickup location sits on every order, next to its stage. Shown with demonstration data.
One order from payment to pickup

Conceptual diagram

One order from payment to pickupA paid order prints its sales order and box label. Scanning the sales order moves it to received. Moving it to made requires checking off each item, so a wrong filling or a missing accessory stops the step. It then moves to made, to ready for pickup or in transit for delivery, and to complete. The customer gets a text at each stage, with pickup instructions or a delivery link.Paid orderIts sales order and box labelprintReceivedScanning the sales order movesit alongItems checkedA wrong filling or a missingaccessory stops the stepMadeReadyFor pickup, or in transit fordeliveryCompleteCustomer textsA text at each stage, withpickup instructions or adelivery link
One order from payment to pickupA paid order prints its sales order and box label. Scanning the sales order moves it to received. Moving it to made requires checking off each item, so a wrong filling or a missing accessory stops the step. It then moves to made, to ready for pickup or in transit for delivery, and to complete. The customer gets a text at each stage, with pickup instructions or a delivery link.Paid orderIts sales orderand box labelprintReceivedScanning thesales order movesit alongItems checkedA wrong fillingor a missingaccessory stopsthe stepMadeReadyFor pickup, or intransit fordeliveryCompleteCustomer textsA text at each stage, with pickup instructions or a delivery link

A submitted request becomes assigned work

Tublo is an owned work-management app, with forms, boards, automations, and templates.

Conceptual diagram

A request from a form to doneSomeone submits a request through a Tublo form. The answers land as an item on a board and an automation rule assigns it. The rule's run history shows what happened, and a status change can trigger the next configured step.RequestSubmitted through a Tublo formAssignedThe answers land as a board item,and a rule assigns itHandledThe rule's run history shows whathappenedDoneA status change can trigger thenext configured step
A request from a form to doneSomeone submits a request through a Tublo form. The answers land as an item on a board and an automation rule assigns it. The rule's run history shows what happened, and a status change can trigger the next configured step.RequestSubmitted through a Tublo formAssignedThe answers land as a boarditem, and a rule assigns itHandledThe rule's run history showswhat happenedDoneA status change can triggerthe next configured step
The rule handles the rules Tublo supports, not any outside system.

Owned and operated · Tublo

Tublo Forms screen reading Collect responses as new items on a board, with a Create a board form panel for the form name, the board, and the responses group.
Tublo's Forms screen, where a board form is set up: its name, the board it feeds, and the group its responses land in. Real data, redacted.

Owned and operated · CakeTrack

A customer changes pickup to delivery

When a customer switches after paying, staff choose the address and time on the same order.

Conceptual diagram

Pickup changed to delivery on the same orderA paid order set for pickup has its fulfillment method changed to delivery on the same order. It moves to the delivery queue with the change recorded on it.Paid orderSet for pickupMethod changedOn the same orderDelivery queueThe change is recorded on it
Pickup changed to delivery on the same orderA paid order set for pickup has its fulfillment method changed to delivery on the same order. It moves to the delivery queue with the change recorded on it.Paid orderSet for pickupMethodchangedOn the sameorderDeliveryqueueThe change isrecorded on it

Formerly owned and operated · AvicoTech

Counting in cases and loose units

Warehouse staff count in cases and loose units; an inventory record wants one quantity.

This is one finished module inside a larger Avico application that is not finished, and it is shown for what the module itself does.

Conceptual diagram

A count in cases and loose unitsStaff scan a case, add more cases and loose units, see the breakdown and correct a count, and review it before it is finalized.Scan a caseAdd cases and loose unitsSee the breakdownCorrect a count if neededReview, then finalize
A count in cases and loose unitsStaff scan a case, add more cases and loose units, see the breakdown and correct a count, and review it before it is finalized.Scan a caseAdd cases and looseunitsSee the breakdownCorrect a count if neededReview, then finalize

Name the handoff that costs the most time

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