Administrator Daily Guide

What to check each day, in what order, and what to do about it. The system does the texting; you handle people who haven't signed up for texts, replies it couldn't understand, and anything that needs a phone call. For roster, roles, opt-in codes and the start-of-quarter tasks, see the full Administrator Guide (§12 lists the quarter-start tasks). For screenshots of every page, take the Admin Screen Tour.

The two rules that never bend

Only people who signed up on /join get texts. You can't sign anyone up: an import, an admin, or "sure, text me" in the hall does not count. Members who haven't signed up are covered by hand through Messages & Deliveries.
New offers, reminders and notices wait for 8:00 AM. The system doesn't start them between 9:00 PM and 8:00 AM ward time. An answer to someone who just replied is different: if a member texts back, or you log their reply or book a visit, at 10 PM, the confirmation or new times go out right away.

Daily check (about 5–10 minutes)

Work through these in order. The first two are where members are waiting on a person.

1. Escalations: anything waiting on a person

Open Escalations. The dashboard's Escalations needing action number counts only paused and stalled threads, so open the page even when it reads zero. Empty sections say so; skim past them.

Section	What it means	What you do
No reply	Offered times lapsed without a usable answer. The thread is still open.	Contact the companionship and book any agreed time from Calls. A late text reply still works.
Paused threads	Three replies in a row it couldn't understand, a counter-offer with no other times, or a yes to times that had already lapsed. The thread is paused.	Call or text them yourself; book from Calls.
Delivery failures / Delivery unconfirmed	The carrier rejected a text, or never confirmed it.	Check the number on their record; if it's right, reach them another way.
Cancelled visits	A leader removed the availability under a confirmed visit. New times go out automatically.	If nobody there can be texted, this is the only notice: use the row's Messages button, or call. No thread to hand over: tell the members yourself.
Leader replies needing attention	A leader texted something it couldn't act on, usually "I can't make it". The visit is unchanged.	Call the leader. Possible opt-out request: nothing was sent back, so ask what they want. Could answer either: see below.
Leaders who cannot be texted	Active leaders who opted out or never signed up. They get no reminders or alerts.	Watch their companionships yourself. Only the leader can turn texts back on.
Member replies no leader received	A reply meant for the leader, but there is no assigned leader or they can't be texted. Nobody else has seen it.	Contact the member; book from Calls.
Reply parse outages	The reply-reading service failed, so the member got no answer.	Read their words in the row, contact the member (their name opens their page), and book any agreed time from Calls.
Make-ups that could not be rescheduled	No times left for a cancelled make-up. The minister was told someone would reach out.	Reach out, or ask their leader to.
Replies to make-up offers saved for relay	A minister replied about a make-up offer never sent to them. Nothing was done with it.	Read it on that make-up's card on Messages, then relay the offer or log the reply.
Offers that will not go out	New times or invitations the system owed but won't send.	Reach out, or ask their leader to; book from Calls.

Could answer either is a leader who also ministers: their text could have answered a visit they lead or their own companionship's scheduling, so it was applied to neither. For a post-visit check-in, set the outcome of each visit they led in the past week on Visits, then ask them to resend anything about their own times. The day before a visit they lead, pass any words about their own times to their companionship's leader. The full Administrator Guide (§8) explains both cases.

2. Messages: relay to members who can't be texted

Open Messages & Deliveries, Conversations, Active tab. Each card lists the members who can't be texted, with the message each would have received.

Send it from your own phone. It's already written to come from you. Members who haven't signed up also get a sign-up link with their code; opted-out members never do.
Press Log relay, so the next admin sees "Relayed to …" on that member's row.
When they answer, type their own words into Log reply (for example "2 works"). The system reads it like a text: it may confirm the visit, offer new times to relay, or, after three replies it couldn't understand, pause the thread onto Escalations. If they say "2", log "2".

Logging a reply can text the companionship's other signed-up members. It never texts the member you're relaying for.

If relaying goes nowhere, press Needs a call (one member) or Companionship needs a call (the whole group).

3. Calls: work the phone list

Open Calls. Only what someone flagged lands here: from Messages, from Needs a call on Visits, or with Mark a companionship as needing a phone call.

Open call card shows who to call (Copy number), the leader, three Suggested times and Show all times. Untick any member the visit isn't with, then press Book: it confirms the visit, texts the signed-up members it's with, and resolves the request. If the time can't be booked, the card says why while you're still on the phone.
No luck? Record it under Log a call (No answer, Voicemail, Call back, Declined). Previous attempts stays on the card for the next admin.
Individual members: press Clear once you've reached them. Clearing means "handled," not "booked."

A few times a week

Visits: once a visit's time has passed, press Mark completed (or Mark everyone completed) or Mark missed; leaders are asked by text, so many are already filled in. A Missed line offers Schedule make-up when the minister qualifies, or shows why not. A line that can't be texted offers Relay offer or Relay on Messages, and Needs a call. A Not scheduled line offers Needs a call too. If a member says they already met their leader, open Record past visit on their line, enter when, and press Record visit; nothing is texted.

Coverage: nudge Not covered and Partly covered cards; Open on Visits jumps to the card. A companionship with no leader is never scheduled: on Roster → Companionships, filter Leader to Unassigned, press Change leader, and pick a leader or Any leader (Flexible).

Quick answers

Situation	Do this
"I'm not getting texts."	Check Opt-in on Roster. Pending: send their code and `https://ministering.beaconpointe2nd.org/join`. Opted out: they text START themselves; if they never signed up, they then sign up at `/join`. Not listed: see the Administrator Guide (§4.6).
"I replied and nothing happened."	Check Escalations (Paused threads, Reply parse outages, Member replies no leader received), then Messages & Deliveries → Deliveries & Responses.
A leader can't make a confirmed visit.	Texting won't move it. Call them. It moves only when they remove the availability under it on their own dashboard; Calls refuses a new booking while the old visit stands.
A leader can't sign in.	Roster → ⋮ → Reset Auth (or Issue Sign-in Code if they never set one up). The one-time code is shown only on that page; give it to them in person or by phone, then check Sign-ins.
A leader says their dashboard looks wrong.	Roster → ⋮ → View as leader (read-only, and logged).
What is a leader booked for, or still offering?	Schedule in the menu (choose the leader), or Roster → ⋮ → Open schedule (read-only).
A member wants texts to stop.	They text STOP. You can't do it for them.

Adding, retiring or reactivating people, roster imports and roles are in the full Administrator Guide (§4).

Things not to do

Don't text Pending or Opted-out members through the system, or look for a way around it. Relay from your own phone.
Don't assume Archived on Messages means done. Paused threads are archived too. Check Escalations.