Retail Ops Portal

One login instead of a subscription stack.

Retail operations are death by a thousand logins. I built one portal where work is done, records are kept, and permissions and rules are enforced.

Ticketswhere it starts

Facilitieswho fixes it

Techwho opened it

Announcementsdid it land

Forecastingnext week

Costwhere it ends

Permissionswho sees it

Metrics Registrydefines the numbers Build + Assembleasks them Automation Composersends them

Problems can become five subscriptions and a groupchat.

Ticketing, vendor directory, maintenance tracking and cost tracking are separate tools in most retail companies, and nothing carries between them.

See how the app controls one maintenance issue.

Ticket 4471 keeps its number through every room it passes.

1Ticket placedTicket

FromStore manager, Harbor

Tohelp@ops

Front door lock not latching

Front door lock jammed this morning and won’t latch shut. We’re propping it during hours but overnight it’s a security risk.
2Routed to an owner and a vendorVendor directory
- LocationHarborsender is on the roster
- TypeFacilities, store maintenancerule: lock, latch
- PriorityHighrule: security wording
3Facilities tracks the completed workMaintenance tracking

CTR-1902Redtail Locksmith Mar 14, exterior lock replaced at Harbor
4Cost lands on the ledgerCost tracking

Illustrative. Cost tracking is not in the portal today.

$150Lock replaced, Harbor Posted to the cost ledger, linked back to 4471

The portal

Seven surfaces, all accessible in one place.

One window, one address line, one sign-in. Change the page and everything around it stays put.

Automations Metrics BI

Tickets: Who owns this, and by when?

retail ops portal / tickets Signed in as A. Reyes, Operations

7 open across five locations

SLA breached

4471Front door lock not latching HarborIn review2h overdue 40m

Open

4488Scanner won’t read barcodes RiversideWaiting on vendor1d on track

4502Label printer serial missing NorthgateSubmitted1d due in 1d

Resolved

4462Deposit bag discrepancy LakesideResolved3d closed in 6h, inside target

4471 · Facilities

Target 4h40m over

Front door lock not latching

OwnerA. Reyes StatusIn Review PriorityHigh LocationHarbor

SubmittedIn ReviewWaitingResolved

Store manager, Harbor 2h ago

Front door lock jammed this morning and won’t latch shut. We’re propping it during hours but overnight it’s a security risk.

Priority set High, routed to Facilities

A. Reyes internal note1h ago

Approval first, then booked. Redtail on site by 4pm today. Regional looped in.

Write a reply

Linked records VendorRedtail Locksmith VisitMar 14, exterior lock Cost$150

Routing rules who a request goes to, and how fast

Type	Sub-type	Owner	Vendor on file	Target
Facilities	Locks and doors	Facilities lead	Redtail Locksmith	4h
Facilities	Electrical	Facilities lead	Ardent Electric	2 days
Facilities	HVAC	Facilities lead	Northline Mechanical	2 days
Cash	Deposit discrepancy	Store operations	none on file	4h

Edited here, in effect on the next request.

Vendor roster

Clearwater Cleaning

Cleaning · CTR-2210

HBMTRVNGLK

Mar 121 scheduled

$8,420this year

Northline Mechanical

HVAC · CTR-1184

HBMTNG

Feb 28none open

$6,150this year

Summit Fire & Safety

Fire safety · CTR-3307

HBMTRVNGLK

Jan 22none open

$3,980this year

Ardent Electric

Electrical · CTR-2456

MTRVLK

Mar 04none open

$2,740this year

Redtail Locksmith

Locks · CTR-1902

HBRVNG

Mar 14on site today

$1,310this year

Recent maintenance

Date	Action taken	Ticket
Mar 14	Lock replaced, Harbor	4471
Mar 12	Deep clean, Midtown	4455
Mar 04	Breaker replaced, Riverside	4441
Feb 28	Rooftop unit, Northgate	4429

Maintenance due

Item	Location	Next due
Hood and duct clean	Harbor	Mar 27
Extinguisher check	All five	Apr 22
HVAC filter change	Midtown	May 28
Alarm panel test	Lakeside	Jun 01

Logins masked, and every reveal logged

Location	System	Username	Password	Last reveal	Rotated
Harbor	Point of sale	harbor.pos	••••••••	none this month	Feb
Harbor	Alarm panel	alarm.harbor	••••••••	A. Reyes, 14:22	Jan
Midtown	Point of sale	midtown.pos	••••••••	none this month	Jan
Riverside	Camera portal	riverside.cam	••••••••	none this month	Dec

Devices moved this month

Category	Model	Serial	Location	Status
Handheld scanner	HS-40	SN 4C8-1073	Riverside	Archived 4488
Label printer	LP-08	not recorded	Northgate	Info requested 4502
Countertop register	R-200	SN 7F2-4419	Harbor	Active

Compose what the sender writes

Send to HarborMidtownRiversideNorthgateLakeside

Message

Winter operating hoursOpening moves to 10am from Monday the 4th. Closing is unchanged. Update your door signage before Sunday close.

Pin to top, ahead of newer posts

Delivery 3 of 5 in, 41 minutes

Location	Acknowledged by	Time
Harbor	J. Okafor	9:14
Midtown	P. Nakamura	9:26
Lakeside	M. Diaz	9:38
Riverside	not yet	sent 9:02
Northgate	not yet	sent 9:02

Store preview what Riverside sees

Daily demand, Harbor running here

The shaded band is the likely range. It widens the further out you look.

Forecast accuracy

Location	Forecast errorlower is better	Baseline	Better than the old method?
Harbor	18.4	21.0	yes
Midtown	19.1	22.7	yes
Riverside	24.6	23.9	no
Northgate	31.2	27.4	no
Lakeside	26.8	25.1	no

2 of 5Gate unmet, so it stays switched off at the other three. It runs only where it was earned.

Model signals

RaisedMidtown · Saturday gross

−31.4% against expected. Far outside a normal Midtown Saturday.

WithheldNorthgate · Women’s Flats

−38.2%, a bigger miss than the one it raised.

Spend by month

a normal month

one large line in it

median $2,525

Spend by category

Facilities$13,940
Vendor services$11,265
Tech$6,120

Spend ledger

Date	What	Record	Price
Mar 14	Lock replaced, Harbor	4471	$150
Mar 12	Deep clean, Midtown	4455	$410
Mar 09	Scanner replaced, Riverside	4488	$310
Mar 04	Breaker replaced, Riverside	4441	$320

Every row points back at the record that created it.

Capabilities

Capability	Store	Ops	Admin
Raise a ticket	●	●	●
See every location’s tickets	○	●	●
Vendor and maintenance records	○	●	●
Reveal a stored login	○	●	●
Cost and spend	○	●	●
Change routing and roles	○	○	●

Navigation by role

What it replaces

Every tool you buy is another window to switch to.

Built in-house alongside Replenish and BI, replacing parts of a fragmented software stack.

US employees switch between 13 apps 30 times a day.

Asana, Anatomy of Work Index, 2021. Over 2,000 US knowledge workers, part of more than 13,000 surveyed worldwide.

Switching between applications takes 36 minutes a day, and getting back into a good workflow after a switch takes 9 and a half minutes.

Qatalog with Cornell University’s Ellis Idea Lab, Workgeist Report, 2021. 1,000 remote workers per survey, US and UK.