Business journeys · Symbifox

01 · Growth

Winning clients, and knowing where they came from.

From outreach to a signed client

7 steps · 3 automatic

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The whole journey with nothing typed twice: the prospect picks their own time, and their record moves to qualification on its own.

TriggerA list of prospects OutcomeAn open project and a live hour bank

1
Outreach campaign
Every target gets a booking link of its own.
Outreach
2
Replies and calls trackedautomatic
Replies are recognised in the mailbox, calls matched back to the target.
Outreachemail replies · calls
3
The prospect booksautomatic
A public booking page; proof of consent is recorded on the way through.
AppointmentsPrivacy
4
The target moves on its ownautomatic
The booking advances the outreach record with no one involved.
Outreachappointments
5
Qualification
A human decides: the target becomes an opportunity in the pipeline. Nothing enters the CRM by itself.
Outreach
6
Meeting and report
Calendar entry, agenda, then the report goes out.
Meetings
7
Client onboarding
NDA signed, document matrix opened, hour bank switched on.
CClient onboarding
Electronic Signatureonboarding Hour Bank

From content to inbound demand

6 steps · 3 automatic

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Publishing on a cadence you actually keep, then knowing which article really brought people in.

TriggerAn editorial calendar OutcomeVisits attributed to an article

1
Editorial workshop
Calendar, measured cadence and checks before publishing.
Editorial WorkshopEditorial WorkshopGen proposes, a human applies
2
Publishing to the blog
The article goes out once it has passed the checks, not before.
Editorial Workshop
3
Scheduled distributionautomatic
Social posts scheduled from the same workshop, Bluesky included.
Editorial Workshopsocial · Bluesky Editorial WorkshopLinkedIn · manual channel
4
Tracked linksautomatic
Every link carries its source; you know where the visit came from.
Editorial Workshopsocial
5
The audience, without the botsautomatic
Read every day, before the visitor purge takes the trace away: raw and filtered, side by side.
Editorial Workshopaudience
6
Appointments
An interested reader books a slot directly.
Appointments

The website as the front door

8 steps · 2 automatic

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The site stops being a brochure: each of its doors drops the request straight into the system, with no form ending up in a generic mailbox.

TriggerAn anonymous visitor OutcomeA request that landed in the right record

1
They read, then subscribe
Articles published from the editorial workshop, with tracked links. A newsletter sign-up only counts once confirmed with the button in the email that follows, and the form loads nothing from a third party.
Editorial Workshop
PPublic mailing list sign-up
2
They scan a QR code
The email signature carries a QR code to a link page whose every link is resolved from the database: when the booking slot changes, the printed code follows.
Link Pages
3
They book
A public booking page, with no account to create.
Appointments
4
They ask for helpautomatic
The site's form opens a support ticket directly.
Helpdeskwebsite form
5
They reassure themselvesautomatic
A testimonials page fed by reviews actually published.
Customer Experiencewebsite
6
They donate
A public donation form, for a non-profit.
Fundraisingonline donations
7
They drop off a file
A secure upload over a link, rather than an email attachment.
Secure Transfer
8
Then they become a client
The portal gives them their meeting reports, the documents to acknowledge, their progress and their reviews.
Meetingsclient portal Knowledge Baseacknowledgements
CClient onboardingprogress in the portal
Customer Experienceclient portal

Knowing who you are talking to

8 steps · 4 automatic

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The contact record stops being a name and an email: it carries the tone, who pays, and who to copy.

TriggerA business card OutcomeA complete contact, their known absences and rules for talking to them

1
Capture without a keyboard
A photo of a business card, read automatically from your phone.
Contact EnrichmentScan from your phone
2
Enriched profileautomatic
Email signature and professional profile attached.
Contact Enrichment
3
Relationship preferences
Tone, who pays, the indicators tracked and the rules for who is copied.
Persona
4
What the contact told usautomatic
Their latest satisfaction score and open complaints show on their persona; a low score or an open complaint appears next to their name when you write to them.
Personacustomer experience
5
Away, and you know before writing
A dated absence, with who to contact in the meantime: a banner says so when you write or text. The message can wait for the morning after they are back.
Contact Absencestexts
6
Auto-replies propose the periodautomatic
An out-of-office reply received, or an entry in a Nextcloud calendar kept by hand, becomes a proposed absence that a person accepts or rejects.
Contact Absencesreading auto-replies · Nextcloud calendar
7
Our own absence, declared once
A team member declares their absence once: their responder, shown before it is switched on, and the declined invitations follow the dates.
Contact Absencesout-of-office responder
8
Shared address bookautomatic
Contacts land in the team's address book.
SShared address book

Setting a meeting with several people

8 steps · 5 automatic

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The back-and-forth of emails to find a time, replaced by a poll, then an invitation that works in every calendar.

TriggerSix people to get in a room OutcomeAn invitation everyone can open

1
See who is free
Each colleague sees as much of your calendar as you choose: availability only, titles and locations, or all details. A read-only link opens it to someone outside the company too, in Outlook, Google or Apple.
CCalendar sharing
2
Calendars kept elsewhere countautomatic
A calendar published from Outlook, Google or Apple shows read only, and its busy times close online booking slots. A one-off day off entered there turns on the out-of-office reply; a recurring public holiday does not.
CCalendar subscriptionsout of office
3
Availability poll
Several slots offered, everyone ticks.
Appointmentsavailability poll
4
Meeting setautomatic
The winning slot becomes the calendar entry.
Appointmentsavailability poll
5
A usable invitationautomatic
The invitation file is attached; the recipient's calendar understands it.
CCalendar syncinvitations
6
Video link
One button adds the video room to the invitation.
CCalendar syncvideo meetings
7
Calendars in syncautomatic
Two time zones side by side for distributed teams.
CCalendar syncsecond time zone
8
Reminders that followautomatic
Snoozing a reminder on your phone snoozes it everywhere.
CCalendar syncreminders · linked activities
MMobile calendar

The customer experience loop

7 steps · 5 automatic

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One survey engine, wired into every moment where the client's opinion means something. An unhappy client does not get lost in a spreadsheet.

TriggerAny moment of truth OutcomeA detractor handled and a testimonial published

1
Ask at the right momentautomatic
After an appointment, a meeting, a signature, an onboarding, a maintenance window.
Customer Experienceappointments · meetings · signature · client onboarding
2
Reach everyoneautomatic
By email, or by SMS for contacts who have no address.
Customer Experiencetext
3
Understandautomatic
Sentiment, themes and a summary of the comments received, every day once the daily analysis is switched on.
Customer Experienceverbatim analysis
4
Actautomatic
A detractor opens a ticket; a lost opportunity triggers a “why”.
Customer Experiencesupport · lost opportunity
5
Protect the relationshipautomatic
Contacts in an open loop are held out of bulk sends.
Customer Experiencebulk sends
6
Publish
Testimonials on the site, with formal consent on record.
Customer Experiencewebsite · privacy register
7
Track
NPS on the dashboard, detractors in the daily digest, a portal for the client.
Customer Experiencetile · daily digest · client portal · revenue at risk · onboarding

02 · Delivery

Doing the work, billing it, and proving it.

The meeting that produces work

8 steps · 2 automatic

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A meeting does not end in lost notes: it comes out as decisions, as tasks and as a report that goes out.

TriggerA calendar entry or a booked appointment OutcomeAssigned tasks and a client who knows

1
Calendar entry
The meeting is scheduled and synchronised.
Meetings
CCalendar sync
2
Agenda
Items, objectives and documents attached before the meeting. For booking types set up that way, the agenda is created at booking and the person booking is asked what they want to discuss.
MeetingsAppointmentsagenda at booking
3
Time kept topic by topic
During the meeting, the projected end time and the real time spent on each topic stay in view, and notes are taken topic by topic.
Meetingsmeeting timer
4
Recorded on the phone
The audio is dropped under a name taken from the calendar entry, in the folder the transcription process watches.
Audio capture
5
Meeting report
Decisions recorded, attendance noted. The notes taken on each topic become its key points.
Meetingsnotes by topic
6
Tasks out of the decisionsautomatic
When the minutes come from the transcript, every follow-up becomes a task someone owns.
Meetings
7
Sent to the client
The report goes out and stays readable in the portal.
Meetingsclient portal
8
Three emojisautomatic
A feedback request goes out once the report has been sent.
Customer Experiencemeetings

Onboarding a new client

5 steps · 1 automatic

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The four steps of a good onboarding are tracked and visible, rather than left to the memory of whoever is handling it.

TriggerA won contract OutcomeA client who is self-sufficient and equipped

1
NDA out for signatureautomatic
Signed natively; onboarding moves on as soon as the signature comes back.
Electronic Signatureonboarding
2
Information gathering
An onboarding form, with attachments accepted in the answers.
CClient onboardingattachments
3
Kick-off meeting
Agenda and report, like any other meeting.
Meetings
4
Knowledge matrix
The engagement's document repository opens.
Knowledge Base
5
Progress in plain sight
The client follows their own progress, self-serve.
CClient onboardingprogress in the portal

A support request

8 steps · 4 automatic

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Time spent on a ticket lands in the hour bank with nothing typed twice, and the client says whether they are satisfied.

TriggerAn email or a form OutcomeA ticket closed, time booked, a client surveyed

1
The ticket arrives
From the website, an email or the portal.
Helpdesk
2
Duplicate flaggedautomatic
On arrival, a similar open ticket from the same contact or the same organisation is suggested. Merging stays the agent's call, and a merge carries the time already logged with it.
Helpdeskduplicates, merge and incidents
3
Picked up
Distinct waiting states: you see what is blocked and on whom.
Helpdesk
4
One cause, one answer
Tickets that share a cause are grouped under a parent incident. A single answer goes out, in each client's own thread, and no client sees the others.
Helpdeskduplicates, merge and incidents
5
In the morning emailautomatic
Each agent finds their open tickets in the daily digest, breached service levels first.
Helpdeskdigest section
6
Time booked
Time is logged from the conversation, in one tick box.
Stopwatchfrom the conversation
7
Hour banksautomatic
The client's balance updates itself.
Hour Bank
8
Satisfactionautomatic
A detractor reopens a ticket automatically.
Customer Experiencehelp desk

From time spent to the invoice

5 steps · 2 automatic

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Billing what was actually done, with the detail behind every line.

TriggerA week of work OutcomeAn invoice you can defend

1
Timer
Several timers at once, in the system tray.
Stopwatch
2
From the conversation
Log time while replying, without changing screen.
Stopwatchfrom the conversation
3
Consumption trackedautomatic
Hour-bank thresholds and alerts before the ceiling.
Hour Bank
4
Billing
Hours become invoice lines attached to the engagement.
Hour Bank
5
Chased if lateautomatic
Follow-up activities created automatically on overdue accounts.
IInvoice follow-ups

An engagement run like a project

7 steps · 1 automatic

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Blockers are visible instead of narrated: you see what is waiting on the client, what is waiting on a third party, and who has been unblocked.

TriggerAn open project OutcomeA schedule that holds and a client who knows where things stand

1
Stages and schedule
A Gantt of the project, grouped by stage when you want it, that the client reads on the portal without a seat and that exports to PDF.
Schedule
2
What fits in the weeks
The remaining workload is laid out week by week against a declared capacity, and hours with no date stay on display beside it instead of being hidden.
Workload plan
3
Waiting states
Waiting on client and waiting on a third party, distinct from “in progress”.
Waiting States
4
Unblocking announcedautomatic
The assignee is told the moment their task becomes doable again.
UUnblocking notification
5
Anchored recurrences
The next due date starts from the planned date, not the date it was done.
RRecurrence anchoring
Time Windows
6
Tidying up
Merging tasks by moving conversations and attachments across.
Task Merge
7
Progress in plain sight
The client follows progress, self-serve.
CClient onboardingprogress in the portal

The engagement's documents and access

6 steps · 1 automatic

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An engagement's files and passwords stop living in emails and spreadsheets.

TriggerAn engagement starting up OutcomeA findable record and credentials that rotate

1
The engagement's repository
Documents, policies and procedures versioned in one place.
Knowledge Base
2
Cloud files
The file tree is browsed from the project record.
Knowledge Basefile browser
3
Synchronised copyautomatic
The published document lands in the cloud.
Knowledge Basecopy to the cloud
4
Credential vault
Encrypted credentials per project, with a rotation date.
Knowledge Basecredential registry
5
Secure exchange
Sensitive files go out over a tokenised link; an agreement can require a signature before access.
Secure Transfersignature
6
Documents requested by text
The client gets a text, photographs each document from their phone, and the employee receives them encrypted, with a time limit and per-document retention.
Secure Transferdocument requests

Mapping a business process

5 steps

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The map lives in the system: the model is what counts, the PDF is only an output. No more stale diagram in a shared folder.

TriggerA fuzzy procedure OutcomeA standard diagram the client can read

1
Model it
A standard map, edited in the tool.
Process mapping
2
Refine the prose with Gen
Assumptions, open questions and findings: Gen proposes, a human applies, and the diagram is never touched.
Process mappingGen
3
Attach it to the engagement
The process lives in the project and its knowledge matrix.
Process mappingKnowledge Base
4
Get it approved
The people concerned sign off before it is published.
Knowledge Baseapprovals
5
Share it with the client
Read in the portal, with an acknowledgement.
Knowledge Baseacknowledgements Process mappingclient portal

A route on the road

8 steps · 3 automatic

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Route tools on the market send every address and every position to a third party, usually outside Canada. Here the order of the stops, the proof of each visit and the mileage stay on your server.

TriggerA route that comes back every week OutcomeStops with proof, sales invoiced and a printable mileage log

1
The route, set up once
Its stops in order, their time windows, the person, the vehicle and the days it runs. The order can be computed by an engine you host, which receives coordinates only.
Work Routes
2
Route days are created aheadautomatic
A few days in advance, in the time zone of the person in charge. A day the office has edited is never rewritten by the route: it gets a note instead.
Work Routes
3
The position notice comes first (Law 25)
Positions at stops are off by default. Turned on, a position is read only after the person has read the notice and acknowledged it; the acknowledgement keeps the text as read, and positions are erased after 90 days by default.
Work Routes
4
My route, on the phone
The day's stops in order, and one tap per stop: done, customer absent, or postponed to the next planned day. The mark keeps who, when and the note; the position, if turned on, is read once, with no continuous tracking.
Work Routes
5
No signal, the mark waitsautomatic
It shows at once and goes out when the network is back, with the time it was made. A mark sent twice counts once.
Work Routes
6
Selling from the truck
Marking the stop done delivers from the truck's stock, invoices at the customer's price, counts container deposits and records the payment: cash, cheque, card on your own terminal, or on account.
Work Routessales on the road
7
Mileage, into the log
The odometer read at the start and the end of the day gives the kilometres. The printable log turns each business trip into one line: date, depot, customers visited as the purpose, kilometres and odometer, as Revenu Québec and the CRA ask.
Work Routes
8
A finished day does its own entriesautomatic
With their own car, the person finds a draft expense in their name at the per-km rate; nothing is submitted for them. Their hours, from the start of the day to its end, go to the route's project.
Work Routesmileage expenses · travel time

Working with another organisation

8 steps · 2 automatic

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Sharing a file with a client or a partner usually means opening an account for them on your side, or getting one on theirs. Here each side keeps its own Symbifox, and only what is shared crosses over.

TriggerA client or partner who also runs Symbifox OutcomeA shared file, current on both sides, with no account at the other's

1
Pairing, administrator to administrator
One of the two instances issues an invitation: a single-use code, valid for 48 hours. The other accepts it, and the shared secret is born of both halves, then signs every message.
Federation
2
What this partner may send
On the partner's record: everything the instance can receive, or only the items ticked. A refused send is refused before any lookup, so the refusal reveals nothing about what exists on your side.
Federation
3
A shared task
Only projects that name a peer offer sharing. The task appears at the partner's in a closed project, addressed to someone you propose; it is a proposal, and the partner decides.
Federation
4
What changes followsautomatic
State, due date, messages and small attachments travel both ways. Internal notes stay with their author unless their side chooses otherwise, and a message that begins with 🔒 never leaves.
Federation
5
A channel to talk in
On request, a discussion channel opens for the shared item; what is written there goes to its thread, which keeps a single history. Only people who can already read the item get in, and each round trip takes two to four minutes.
Federationdiscussion channel
6
The agenda, and a proposed topic
The partner reads the agenda and can propose a topic, which waits for your approval before it enters the PDF or the email. The minutes follow, read-only, and a cancellation reaches them without anyone copying it over.
Federationmeeting agendas
7
A deliverable handed over, and its acknowledgement
A policy, a report or the timesheet statement for a period is handed over dated and versioned, and only the acknowledgement of receipt comes back. The statement carries durations only, never amounts; a new version voids the acknowledgement on both sides.
Federationdelivered documents · timesheet statements
8
The schedule and the map live on both sidesautomatic
A line moved, a milestone reached or a progress change goes back to the partner, and a process map arrives there with the versions that follow. The mirror is read, never edited.
Federationschedules · process maps

03 · Communication

One conversation per client, not one per employee.

Every conversation in one place

6 steps · 2 automatic

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A client's history no longer depends on the mailbox of whoever wrote to them. That is what makes a file someone else can pick up when a person leaves.

TriggerFive mailboxes OutcomeA history per client, not per employee

1
One mailbox
Mailboxes are read inside the system, reachable from the top bar.
Emailtoolbar · webmail
2
Attached to the record
One target-record picker for everything that gets imported.
Emailtarget record
3
Refiling
A misfiled email is re-routed; a received file is imported.
Emailrefiling · .eml import
4
Readable threadsautomatic
Real chronological order, subjects without a pile of “Re:”.
Emailchronological order · cleaned subjects
5
Sending under control
Force a scheduled send, write to several threads, signatures per company.
Emailsend now · batch notes · multi-company
6
Hygieneautomatic
No auto-reply to bounces; irrelevant followers removed.
Emailbounces · followers

Phone and text messages

4 steps · 2 automatic

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Calls and texts join the client's history, instead of staying on someone's mobile.

TriggerAn incoming call OutcomeAn exchange attached to the right record

1
Phone extension
A softphone in the browser bar, with no handset.
SSoftphone
2
Extensions created on their ownautomatic
One extension per employee, provisioned automatically.
SSoftphoneprovisioning
3
Texts and calls archivedautomatic
Live SMS, call logs kept.
SSoftphonetexts and logs
4
Attached to the meeting
A meeting report can point at the call that produced it.
Meetingslinked call

04 · Finance and steering

What repeats every month and should not be typed again.

A supplier invoice

4 steps · 1 automatic

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Keying in supplier invoices is one of the most repetitive jobs in a small business. It reads itself.

TriggerA PDF that arrived OutcomeAn invoice entered without retyping it

1
The PDF arrives
By email, attached to the right record.
Email
2
Read automaticallyautomatic
Supplier, amounts and taxes pulled from the document.
Invoice OCR
3
Checked
A human validates what was read before it is posted.
Invoice OCR
4
Signature if required
A purchase order can go out for signature.
Electronic Signaturepurchasing

From signed quote to payment

7 steps · 4 automatic

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The whole path of the money, from quote to payment. Signing happens inside the system, over a public link, with no third-party tool and no extra subscription, and the chasing lives in the same record as everything else.

TriggerA qualified opportunity OutcomeAn invoice paid, or chased

1
Quote prepared
From the opportunity, with the contact's persona (tone, who pays, who is copied).
Persona
2
Sent for signature
The quote goes out over a public link; the client signs without creating an account.
Electronic Signaturequotes and orders
3
Order confirmedautomatic
The signed document, its completion certificate and its audit trail stay attached to the order.
Electronic Signaturequotes and orders
4
Invoice issued
Backed by the hours actually used; an invoice can also require a signature.
Hour BankElectronic Signatureinvoices
5
Recurring billedautomatic
Subscriptions renew without anyone thinking about it.
Subscriptions
6
Staged chasingautomatic
Follow-up activities created on overdue accounts.
RInvoice follow-ups
7
On the morning boardautomatic
Overdue accounts, renewals and thresholds crossed, in the morning digest.
RInvoice follow-upsdaily digest
Subscriptionsdaily digest
Hour Bankdaily digest

Renewing, or understanding why not

6 steps · 2 automatic

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A client almost never leaves as a surprise. The signals are there: they are just spread across four screens nobody looks at together.

TriggerA date coming up OutcomeA renewal decided on facts

1
Dates in plain sight
Subscriptions and services coming to term, by client.
Subscriptions
Hosting Management
2
Revenue at riskautomatic
The recurring revenue of unhappy clients surfaces on the tile.
Customer Experiencerevenue at risk
3
Actual usageautomatic
An hour bank that has stopped going down says as much as a survey.
Hour Bank
4
Payment history
Past delays and the chasing already done.
IInvoice follow-ups
5
Relationship context
Who decides, who pays, what the last opinion was.
PersonaCustomer Experience
6
Renewal
Renewed and signed, or closed knowing why.
Electronic Signaturequotes and orders
Subscriptions

The budget, from plan to actuals

6 steps · 3 automatic

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A budget laid on the chart of accounts, compared with what the books say without anything retyped, and a forecast redone every month instead of forgotten in January.

TriggerA financial year starting OutcomeA variance explained before it becomes an overrun

1
The budget by line item
Each line groups general-ledger accounts; the planned amount is spread by month. No analytic distribution to enter first.
Operating Budgets
2
Actuals read from the booksautomatic
Posted entries fill the Actual column on display. Nothing is copied over.
Operating Budgets
3
Subscriptions become commitmentsautomatic
An upcoming renewal already counts as committed, and the theoretical figure follows the calendar rather than elapsed time.
Operating Budgetsrecurring commitments
4
The campaign knows its spend
A campaign attached to an analytic account sees its costs next to the return Odoo already computes.
Operating Budgetscampaigns
5
The forecast is redone every month
Over 12 to 18 months, one vintage per month: you can reread what you believed in March and what actually happened.
Operating Budgetsrolling forecast
6
Seeded from dated commitmentsautomatic
What is dated lands in the month it falls; only the remainder is averaged.
Operating Budgetsseeded from subscriptions

Steering the day

5 steps · 1 automatic

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A screen that answers “what needs me”, rather than a collection of reports to go and fetch.

TriggerThe start of the day OutcomeKnowing what to do, without digging

1
Home screen
What needs a hand, first; billing, hosting, knowledge and privacy on the same surface, with no second screen.
Home screen
2
Cards per area
Hour bank, subscriptions and customer experience as tiles.
Hour Banktile
Subscriptionstile
Customer Experiencetile
3
The morning digestautomatic
One email: today's activities, tasks and overdue items.
DDaily digest
4
Automations account for themselves
Why a rule fired, who changed it, what governs a record; and rules built without writing code.
AAutomations
5
On the move
Hosting alerts readable on a phone.
Hosting Managementmobile alerts

Your figures on a dashboard you design yourself

7 steps · 2 automatic

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Odoo Community reads dashboards but cannot design them. Here you build them on screen, and every figure is recomputed under the access rights of the person looking.

TriggerAn Odoo view you check every month OutcomeA dashboard where each person sees only their own figures

1
Ready-made dashboards arrive on their ownautomatic
Each one installs itself as soon as the module it reads is present, with its named measures. “Duplicate and edit” gives you a copy that no update touches.
BI Dashboardsprofessional services · hour banks · hosting · customer experience
2
Add to a dashboard
A pivot or a graph, anywhere in Odoo, goes to a dashboard as a table, a chart or a tile. The first insertion creates the Period and Customer filters, which apply to the whole page.
BI Dashboards
3
Named measures
Margin, billable hours, NPS: a measure is defined once, as a filtered total or a formula of other measures, and used everywhere. A tile compares the year to date with the same dates last year, not with the whole year.
BI Dashboards
4
Each person sees their own figuresautomatic
Every value is recomputed for the person looking, under their own access rights, never as superuser. In the same dashboard, each person sees their hours and management sees everything.
BI Dashboards
5
The editor overwrites no one
It saves itself after a second and a half of inactivity. If someone saved in the meantime, you reload that version or replace it, and it stays in the history.
BI Dashboards
6
A Grist source, closed by default
A Grist document can be added as a source, and nobody sees its data until a group or a person is allowed. Its key is seen by administrators only, never by readers.
BI Dashboards
7
A report you can explore
Period and customer slicers at the top, and a click on a bar filters the whole page on that customer or that month. A right-click on a customer opens its detail page, and report templates start from the dashboards already installed.
BI Dashboardsinteractive reports

05 · People

The people who do the work, from hiring to the last day.

Hiring, from the posting to the signed offer

8 steps · 2 automatic

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You pay for an advert without knowing what it brought in, and an interview with no scorecard is decided on the mood of the day. Here the panel scores blind against a frozen scorecard, and every note is written to be read by the person evaluated.

TriggerA job to fill OutcomeA signed offer, and what the hire cost

1
One link per job board
Each job board gets its own short link: clicks and applications are counted per source, and the clicker's IP address is never written.
Recruitmentstatistics per board
2
A scorecard drawn from the catalogue
32 templates ship with the module, with weighted criteria, the question word for word and what a 1, a 3 or a 5 is worth. You adapt the scorecard to the job, and it freezes once published.
Recruitment
3
The panel scores blind
Each person scores each criterion and sees the others' scores only after submitting their own. A knock-out criterion flags the session; it refuses nobody.
Recruitment
4
Emails that say what they are
Acknowledgement, invitation, refusal and withdrawal each have their own subject; the refusal no longer promises to keep the CV, and says the decision was taken by a person.
Recruitmentcandidate emails
5
The candidate sees their file
Through a signed link or an account: only the state before the decision, then the decision, the written reason and the interview book, without the raters' names.
Recruitmentcandidate portal
6
A refusal follows its scheduleautomatic
At closing, the application takes its retention rule; a nameless measurement of the scorecards is computed before any real destruction is allowed.
Recruitmentprivacy
7
What the hire costautomatic
Spend on the job, panel hours and cost per job board; an hour no rate covers is named, never counted as zero.
Recruitmentcost per hire · cost per board
8
The offer, then the signature
The job offer is drafted as a branded letter and sent for signature. The hire itself stays a human decision.
Recruitmentjob offer · signature

An employee arriving and leaving

8 steps · 5 automatic

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The two moments when something is always forgotten: an access not handed over on day one, an access not taken back on the last day. Here the two lists are the same list.

TriggerA hire OutcomeA workstation equipped on day one, closed cleanly on the last

1
Contract signed
Electronic signature, with a completion certificate.
Electronic Signature
2
Workstation preparedautomatic
The workstation policy is applied, installed with no manual step.
Blue Fox OS workstationsunattended install
3
Phone assignedautomatic
One phone extension per employee, provisioned on its own.
SSoftphoneprovisioning
4
Email identityautomatic
A signature standardised by template and the right sending address.
Emailmulti-company
5
Access handed over
From the project's vault, with a rotation date.
Knowledge Basecredential registry One-time-code vaultpersonal vault
6
Trained from day one
Simulated phishing and training, with a risk profile per person.
Security Awareness
7
Benefits resolved from day oneautomatic
The contract and department open the entitlements; the employee asks, and the usage register follows.
Employee experienceeligibility by rule
8
On the way outautomatic
Records handed on, thread subscriptions removed, credentials to rotate.
Emailfollowers Knowledge Basecredential registry Employee experiencedestroyed on departure

Mandatory training, proven

8 steps · 4 automatic

DetailsCollapse

Training that was taken is worth nothing to an inspector without the document that proves it, and a certificate marked “valid” that never expires is lying two years later.

TriggerTraining required by law, an agreement or a policy OutcomeA named register that says who is up to date, with the proof attached

1
The rule, quoted in full
Who owes what, from hiring or from a date, within what delay and how often: a specific activity or a number of hours per category.
Training registerTraining registerQuébec references
2
Obligations keep themselves currentautomatic
One line per person concerned, with its due date; a daily job re-evaluates states and expiries, including for a whole process role.
Training registerTraining registerby process role
3
The online course writes the proofautomatic
On completion, the record is written, dated the day the person finished, with the version of the content taken; SCORM packages play inside Odoo.
Training registereLearning · SCORM
4
The session and its signed sheet
Attendance writes the record dated the day of the session; the sheet is signed person by person and comes out as a PDF for the file.
Training registersessions
5
The document read countsautomatic
A read acknowledgement, signed when a signature is required, writes the record tied to the version read; a new version reopens the obligation.
Training registersigned acknowledgement
6
My training, on the phone too
Each person sees their own obligations, records and documents, and nothing of anyone else's; the phone shows them read-only.
Training registermobile
7
The cost against the budgetautomatic
The cost of training taken fills the actuals of a budget line, and upcoming obligations already count as committed.
Training registerbudget
8
The certificate and the statement
The certificate carries the date of the training and the right employer; documents are kept six years, and the participation statement supports the return without replacing it.
Training registerQuébec

Shifts, from the schedule to payroll

8 steps · 3 automatic

DetailsCollapse

A schedule changed without notice or a shift offered out of the agreed order is what ends up in a grievance. Here labour standards are the floor, and the trail of changes cannot be erased.

TriggerA period to staff OutcomeCoded hours for payroll, and a trail that holds up in a grievance

1
Working conditions
Québec labour standards ship as the floor; a collective agreement raises it, and a less favourable value is replaced by the standard.
Shifts
2
A schedule built from templates
Shift templates fill the schedule, which is copied to the next period; each employee declares their availability.
Shifts
3
Standards checked before publishingautomatic
Five days' notice, 32 hours of weekly rest, a meal break after five hours, 50 hours in the week: the schedule warns before it goes out, and never blocks.
Shifts
4
Every change on the logautomatic
Once the schedule is published, every addition, change or cancellation is recorded with before, after, who and when, and the employee is notified. The log cannot be edited.
Shifts
5
The open shift follows the call list
Offered one person at a time, by seniority, rotation or inverse seniority; every offer and refusal is timestamped, and the offer moves on by itself when the answer time runs out.
Shifts
6
Swaps between colleagues
Give a shift away or exchange it: the colleague accepts, then a manager approves when the working conditions require it, with the warnings in front of them.
Shifts
7
Taxable benefits, sortedautomatic
A meal or a taxi after overtime is marked taxable, not taxable or to check, for Québec and federally, with the reason.
Shifts
8
The pay period exported
Regular hours and overtime, time bank, the three-hour minimum, holiday indemnity and premiums go out as a CSV; the exported period locks, and deductions stay with the payroll service.
Shifts

Labour relations, one file for both sides

8 steps · 2 automatic

DetailsCollapse

A grievance is rarely lost on the merits: it is lost on a missed deadline, or on a seniority list corrected after the fact. Here employer and union read the same file.

TriggerA certified bargaining unit OutcomeDeadlines kept and seniority that can be defended

1
The unit and its agreement
Union, bargaining unit, certification and collective agreement per company, with its articles and its expiry.
Labour relations
2
Seniority, with its reason
The seniority date lives on membership of the unit, not on the contract, and any date that differs from entry into the unit requires a written reason.
Labour relations
3
The posted list, frozen
The posted seniority list is never recomputed; an error is fixed by posting a corrected, dated list, which leaves the trail.
Labour relationsemployer side
4
The job awarded, or the written reason
Bids on a posting are ranked; awarding the job to someone less senior requires a written reason, the one that will be reread in a grievance.
Labour relationsemployer side
5
Grievance deadlines, computedautomatic
Each step carries its contractual time limit and its due date; an ordinary employee sees only the grievances that concern them.
Labour relations
6
Obligations, with a reminderautomatic
An activity is placed on the person responsible before the due date, and a recurring obligation creates the next one instead of erasing the history.
Labour relationsemployer side
7
Dues follow the unit
Dues are withheld from everyone the unit covers, member or not, as section 47 of the Labour Code requires; the remittance applies the rule in force at the end of the period.
Labour relationsemployer side
8
Union side: reconcile and vote
The union reconciles what it received against what the employer declared; the right to vote follows membership, and quorum is measured on members present.
Labour relationsunion side

Employee benefits, from catalogue to use

8 steps · 4 automatic

DetailsCollapse

Odoo knows who works here. It did not know what that person is entitled to, whether they use it, or what it costs.

TriggerA benefits catalogue OutcomeBenefits that are paid for and actually taken, and retention measured

1
The catalogue
Every benefit has its provider, its validity period and its cost model: per person, per use or flat.
Employee experience
2
Entitlement resolves itselfautomatic
An eligibility rule by contract, seniority or department; nobody ticks boxes employee by employee.
Employee experienceeligibility by rule
3
The request, then the use
The employee asks, someone decides, and the usage register keeps the trace at the model's cost.
Employee experiencerequests · usage register
4
The receipt is read from the photo
A photographed receipt fills in the expense's total and taxes, but only when its own arithmetic balances; otherwise nothing is pre-filled.
RReceipt reading
5
The expense report gives the real costautomatic
An approved expense becomes a benefit use, at the field figure rather than the estimate.
Employee experienceexpense reports
6
Allergies, readable by whoever organises
Health information, with express consent: the person and administration read it, the catering list names no one.
Employee experienceallergies · privacy
7
What nobody takes gets flaggedautomatic
The dashboard tile and the digest flag benefits paid for that nobody takes, and requests still waiting.
Employee experiencedashboard · digest
8
Kept for the length of employmentautomatic
A declared purpose, a retention rule, and the measure that survives the destruction of the lines.
Employee experienceprivacy

Life at work: announcements, celebrations and pulse

8 steps · 2 automatic

DetailsCollapse

Odoo's “general” channel stays empty, and an important announcement scrolls away before it is read. Here an announcement stays up until it expires, and reading it is proven without scoring anyone.

TriggerNews to share OutcomeAnnouncements whose reading is proven, and a climate measured without naming anyone

1
The announcement and its audience
The whole company, some departments or some groups, with an expiry date; anyone outside the audience cannot see it by any route.
Noticeboard
2
Required reading, proven
The audience is notified once and confirms reading; a manager sees who on their team has not confirmed, and the home screen counts what is waiting for you.
Noticeboardhome tile
3
The feed fills itselfautomatic
A new arrival, an upcoming event or a badge given by a colleague appears on its own; a cancelled event leaves the feed.
Noticeboardevents · recognition
4
Polls and surveys
A poll is voted in one click on the card, signed or anonymous; an Odoo survey or an availability poll is announced on the feed, never with a personal voting link.
NoticeboardOdoo surveys · availability
5
A report goes to the right person
A post or a comment is reported to moderation, never to the person it targets, and the file keeps a copy of the content as it stood.
Noticeboard
6
The card the whole office signs
Only a person who agreed is celebrated, and their date is kept without the year; the card is signed through a public link or a QR code, with no account.
CelebrationsCelebrationsrecipient groups
7
The card delivered, on the feed tooautomatic
It goes out at the planned time with a PDF and a self-contained page as keepsakes, and appears on the noticeboard; an empty card is never delivered.
CelebrationsNoticeboardcelebrations
8
The pulse, anonymous by design
The answer register leads to no one, and below five respondents no score is shown; when a wave closes, the displayable axes appear on the noticeboard.
Employee experiencepulse Noticeboardpulse

06 · Compliance and governance

What you have to be able to show, not just claim.

An internal policy, from drafting to acknowledgements

6 steps · 3 automatic

DetailsCollapse

Proving a policy was read is usually the missing part. Here it is built in.

TriggerA policy to adopt OutcomeNamed acknowledgements and a registry you can browse as folders

1
Drafting
The policy lives in the knowledge matrix, versioned.
Knowledge Base
2
Approvalsautomatic
Published only once everyone who had to sign off has.
Knowledge Baseapprovals
3
Signature if required
A distribution that requires a signature really does get signed.
Electronic Signaturedocuments
4
Distribution
Every recipient reads it in the portal and acknowledges it.
Knowledge Baseacknowledgements
5
Copy to the cloudautomatic
The document lands in the file tree.
Knowledge Basecopy to the cloud
6
The registry as foldersautomatic
Each time a version is published, the registry is laid out again as folders filed by a template (document type, process, ISO 27001, Québec's Law 25), with its master list and only the version in force. On Nextcloud, only what changed is rewritten, and nothing is deleted.
Knowledge Baseregistry as a folder tree · Nextcloud deposit

Law 25, GDPR, PIPEDA: one register

7 steps · 3 automatic

DetailsCollapse

Consent, proof, the access request and the destruction in a single register rather than in a spreadsheet. You choose the framework that applies; the register itself does not change, and a company selling outside Quebec does not have to keep five systems.

TriggerA collection of personal information OutcomeA register you can defend, in two languages and five frameworks

1
Installed in one move
The compliance suite installs as a block.
Privacybundled install
2
Framework chosen
Quebec, federal, European Union, United Kingdom or New Zealand.
PrivacyPIPEDA framework · GDPR framework · UK framework · New Zealand framework
3
Consent collectedautomatic
The proof is recorded where the collection happened; a consent can also be signed electronically.
PrivacyElectronic Signatureprivacy register
4
Every module declares itselfautomatic
Email, meetings, transfers, surveys, awareness, texts and employee benefits each record what they collect.
Emailretention Meetingsprivacy register Secure Transferprivacy register Customer Experienceprivacy register Security Awarenessprivacy register SMS & Callsprivacy Employee experienceprivacy
5
Register kept
Purposes, retention periods and the people responsible.
Privacy
6
Access request
The request is handled and documented in the register; files go out over a tokenised link, not as an attachment.
PrivacySecure Transfer
7
Scheduled destructionautomatic
The retention deadline triggers the purge and records it in the register.
Privacy

A confidentiality incident (Law 25)

8 steps · 1 automatic

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A service provider must notify its client without delay of any breach or attempt, yet the law says neither what the notice contains nor how to prove it was received. On the client's side, even an incident judged to carry no serious risk must go into the register.

TriggerA security event at the service provider OutcomeA notice whose receipt can be proven, and a register that says what it still lacks

1
The event is assessed
A hosting security event gets a privacy assessment: does it touch personal information held for a client? A “no” needs its rationale too, and the affected organisations are proposed from the services involved.
Privacynotices from hosting
2
One notice per affected organisation
One draft per organisation, pre-filled with the circumstances and the resolution. The notice carries the facts, never the conclusion, and no information that identifies a person.
Privacybreach notices · notices from hosting
3
Signed, then sent to the designated address
The notice goes to the reception address designated on the client's record; without one, it does not go out. Once signed it is frozen with its PDF and fingerprint, and an update becomes a new version.
Privacybreach notices
4
An acknowledgement that holds up
The link in the email acknowledges nothing on its own: it also takes a one-time code sent to the designated address. The acknowledgement keeps the time, the fingerprint seen, the name and title, and says “received”, not “agreed”.
Privacybreach notices
5
The notice stays with the privacy role
The tracking of a notice's emails is shown to the privacy role only, and no text message goes out from a notice's thread: the email is the record.
Privacyemail tracking · no text messages
6
At the client's, the notice lands in the registerautomatic
When the two instances are paired, the notice arrives in the client's incident register as a “Declared” record, with the awareness date set to the time of receipt. An activity goes to the privacy officer, and the risk assessment stays with the client.
Federationbreach notices
7
The incident register
Every incident is recorded, including one concluded to carry no risk of serious injury, and that conclusion is documented either way. The register says in plain words what is still missing among the eight items the regulation lists.
Privacyincident register
8
Two dates, and no countdown
Occurrence and awareness are two separate dates, and the five-year retention runs from awareness. The law says “promptly”: the day count shown is a follow-up marker, not a regulatory deadline.
Privacyincident register

Corporate resolutions and registers

4 steps · 2 automatic

DetailsCollapse

The corporate registers and the compliance calendar in the same place as the rest.

TriggerA board decision OutcomeA register that is current and signed

1
Resolution drafted
From the corporate registers.
CCorporate governance
2
Sent for signature
Directors sign over a public link.
Electronic Signatureresolutions
3
Register updatedautomatic
The signed resolution is filed in the register.
CCorporate governance
4
Compliance calendarautomatic
The annual deadlines come back on their own.
CCorporate governance

IT audit and security posture

5 steps

DetailsCollapse

What insurers and large buyers ask for: an inventory of suppliers, a documented posture, and proof that the staff has been trained.

TriggerA requirement from an insurer or a client OutcomeAn audit report and trained staff

1
Audit run
An inventory of IT suppliers and an assessment of compliance.
IT Audit
2
Access inventoried
A credential vault per project, with scheduled rotation.
Knowledge Basecredential registry One-time-code vaulta vault the server cannot read
3
Staff tested
Simulated phishing campaigns and a risk profile per person.
Security Awareness
4
Training tracked
Training modules and individual progress.
Security Awareness
5
Workstations governed
Workstation policies and unattended installs, for a managed fleet.
Blue Fox OS workstationsunattended install

07 · By sector

Configurations the suite covers as it stands.

A co-ownership or a portfolio of buildings

8 steps · 2 automatic

DetailsCollapse

One error in counting the votes is enough to have a general meeting's decision annulled, and a statement of charges delivered after 15 days loses the claim against the buyer. Here the thresholds come from the Civil Code, and the article is shown next to the result.

TriggerA building to administer OutcomeA register, accounts and a maintenance log the syndicate can stand behind

1
The building's register
Syndicate, landlord, housing cooperative or housing non-profit: its buildings, its fractions and their successive owners, with dates. The total of the quote-parts is checked against the declared base without blocking data entry.
Co-ownership
2
The budget, then the fund calls
The board fixes the contribution after consulting the general meeting, and each call is allocated across the fractions to the cent.
Co-ownershipcharges and fund calls
3
The general meeting and its votes
The notice is checked against the 10 to 45 day window, weighted votes follow the order the Code imposes, and transmission of the minutes is counted against 30 days.
Co-ownershipgeneral meetings
4
The maintenance log, then the study
An independent professional establishes the log and signs the on-site examination declaration from a link, with no account. The contingency fund study cannot be recorded as obtained before the log is established.
Co-ownershiplog and study · electronic signature
5
From the occupant's request to the work order
The occupant reports it on the portal, the request reaches the team that answers for the building, and the work order opens from it. Once settled, the decision goes back by email, with a survey if the syndicate turned it on.
Co-ownershipoccupant portal · operations · from request to work order · satisfaction
6
Preventive work opens when it falls dueautomatic
Every night, each asset's schedule opens the work that is due. On closing, the date goes into the maintenance log, and work not done has to say why.
Co-ownershipoperations · log and operations
7
Text messages, with consentautomatic
When the syndicate has opened the channel, a parcel logged at reception sends a text to whoever consented, with no door number and no carrier. The consent is dated, withdrawn rather than erased, and mirrored in an Act 25 consent file.
Co-ownershiptext notices · privacy (Act 25)
8
A fraction is sold
The statement of charges due leaves by secure link after the prior notice to the owner, and a link nobody opened is flagged: past 15 days, the buyer is no longer liable for the charges.
Co-ownershipcharges and fund calls · secure hand-over

Renting a dwelling, from lease to notice

8 steps · 1 automatic

DetailsCollapse

In Québec, a lessee's silence accepts a modification of the lease but refuses a repossession. And a lessor who lets the month pass after a refusal sees the lease renewed on the old terms.

TriggerA dwelling to let OutcomeA lease, notices and rent kept within the Civil Code's deadlines

1
The showing, even when the dwelling is occupied
From the dwelling's record, “Faire visiter” opens the showing listing without retyping the address. If the dwelling is rented, the 24-hour notice of article 1931 applies at once.
Appointmentsproperty showings · Buildings bridge
2
The lease, as agreed
Lessees, the Tribunal administratif du logement form used, term, rent and the article 1955 restriction. The signed form is attached, never reproduced, and there is no security deposit field at all.
Residential lease
3
The lessee sees their file
An invitation in the lessor's name opens each co-lessee's lease, notices and rent to them, read only.
Residential leaselessee portal
4
Rent stays currentautomatic
Every day, an unpaid term turns late and its days keep counting. Rent deposited at the court office is not arrears, and no resiliation is ever suggested: only the court resiliates.
Residential leaserent and arrears
5
The notice, and what silence will mean
The sending window is computed in calendar months, and the date of receipt sets the response deadline; until it is known, no deadline is shown.
Residential leasenotices
6
The refusal, and the lessor's deadline
After a refusal, the last day to apply to the Tribunal is shown on both sides: past one month, the lease is renewed on the old terms.
Residential leasenotices · lessee portal
7
The lessee resiliates
The ground decides who must attest. A ground of violence stays with management, off the thread and off the portal, and the Act 25 register declares it separately.
Residential leasenotices · privacy (Act 25)
8
A departure without notice
Belongings left behind prevent resiliation of right. Once notice is given, the date before which nothing may be sold or given away is computed, and an earlier disposal is refused.
Residential leaseabandonment of the dwelling

A school, over one school year

8 steps · 1 automatic

DetailsCollapse

A family is rarely one parent and one child: two separated parents both receive notices while only one pays, a stepparent picks the child up but signs nothing. The school records it once, and everything else refers to it.

TriggerA new school year OutcomeEvery adult told what concerns them, and proof of every answer

1
Admission and re-enrolment
The application comes in through the public form, the application fee is invoiced once the office has checked it, and a named person decides: the rank is only an aid. Students already enrolled re-enrol on the portal against the registration fee.
Symbifox Schooladmission and re-enrolment
2
The contract for educational services
Detailed price, the caps of the Act respecting private education enforced as constraints, at least two instalments; every parent who signs receives it for electronic signature.
Symbifox Schoolcontract for educational services
3
Who receives what
Parental authority, signing, paying, pick-up: each role is ticked once per adult, and the family portal opens to those who receive notices.
Symbifox Schoolfamily portal
4
This year's consents
Photos, the group's contact list, outside platforms: each purpose is asked separately, of the parents before 14 and of the student from then on.
Symbifox SchoolLaw 25 consents
5
Student accounts follow enrolmentautomatic
Every 15 minutes, the account of a student enrolled this year stays active and that of a student who left is suspended, portal access included.
Symbifox Schoolstudents' computers · the student on the portal
6
Attendance
Absences the family declared arrive already justified in the roll call, and an absence with no reason tells the family the same day.
Symbifox Schoolattendance and absences
7
The field trip authorisation
Each parent who signs answers in one click, with no account. A refusal always wins, and every answer keeps its dated proof.
Symbifox Schoolauthorisations
8
Homework, hand-in and correction
Homework shows on the portal and in the parents' own calendar; the student hands in the work, and the teacher returns it with a mark and a corrected copy.
Symbifox Schoolhomework and calendar · work handed in

An association and its members

8 steps · 1 automatic

DetailsCollapse

A members' meeting is rarely challenged on the substance. It is challenged on a notice sent too late, or on a vote cast by someone who was not in good standing.

TriggerA membership application OutcomeMembers in good standing, and meeting decisions entered in the register

1
The membership register
Categories, periods and voting rights; the membership and its payment have two separate states, and the payment is recorded whatever its source. Anyone who has been a member never leaves the register.
Members
2
Joining online
The public form always creates a new contact and answers the same way whether or not the email is known; the team reconciles afterwards.
Membersportal and online applications
3
The fee and its receipt
The invoice becomes the source of the payment, and a registered charity issues the official receipt for the eligible part of the fee.
Membersinvoicing and tax receipts
4
Renewal gets preparedautomatic
When the organisation has turned it on, the daily pass prepares the next period and sends the reminders; a reminder more than three days late is skipped, not sent.
Membersrenewals and reminders
5
The member on the portal
Status, renewal and a membership card as a PDF. The directory stays closed until the organisation opens it, and only those who consent appear in it.
Membersportal and directory
6
The voter list
It is read at the record date, not today, and a member organisation has a single line on it, carried by its voting delegate.
Membersgeneral meetings and votes
7
Convening the meeting
“Convoquer” checks the notice period and opens the email for review; nothing leaves on its own. Members who did not consent to email are notified by post, and each email notice keeps its sending date.
Membersgeneral meetings and votes
8
The vote, then the corporate register
Quorum, proxies capped where the by-laws allow them, and a majority of the votes cast; once the meeting is closed, an adopted proposal becomes a members' resolution in the corporate register.
Membersgeneral meetings and votes · corporate register

Non-profit: donations and receipts

5 steps · 2 automatic

DetailsCollapse

Canadian donation receipts have precise rules. Producing them by hand is a source of errors, and of rejections at filing time.

TriggerA fundraising campaign OutcomeCompliant official receipts

1
Fundraising structure
Funds, campaigns, appeals and donors.
Fundraising
2
Online donation
A public form on the site and a donor portal.
Fundraisingonline donations
3
Official receiptautomatic
Compliant with the CRA and Revenu Québec, in French, with the eligible amount.
Fundraisingofficial receipts
4
History in the portal
The donor downloads their own receipts.
Fundraisingonline donations
5
Donor experienceautomatic
A survey goes out after the donation is confirmed.
Customer Experiencedonations

Managed service provider

9 steps · 5 automatic

DetailsCollapse

Fleet tracking, maintenance and recurring billing form a single chain instead of three tools, and the supplier's cost sits next to the revenue.

TriggerA fleet of clients to maintain OutcomeMaintenance that is billed, measured and never forgotten

1
Fleet tracked
Services, domains, versions and maintenance due dates, per client.
Hosting Management
2
The fleet on the office plan
Every workstation and server has its spot on the floor plan, which colours what needs attention: end-of-life system, expired warranty, device under repair.
Floor planshosting
3
Systems are up to date, or you know they are notautomatic
Every machine reports its pending packages, kernel and due reboot; a missing report is an alert, not silence.
Hosting Managementsystem updates · digest
4
Upstream security advisories, matched to the fleetautomatic
The register of in-house modules and of components exposed to an upstream advisory, with one verdict per module and a digest section that only appears when it has something to say.
DDevOpsdigest
5
The client's tickets
The site's form feeds the help desk directly.
Helpdeskwebsite form
6
Time and hour bank
Time on the job is logged and drawn down from the bank; an end-of-day email lists the live projects so nothing is missed.
Stopwatchend-of-day reminder Hour Bank
7
At night, a watchman sortsautomatic
Incoming emails, texts and tickets are judged during the night window; silence is the default, and only what cannot wait wakes anyone.
NNight watchman
8
Recurring billing, margin alongsideautomatic
The subscription follows from the service without retyping the recurring costs, and the supplier's cost is set against the revenue.
Subscriptionshosting
9
Satisfaction measuredautomatic
A request goes out after every job.
Customer Experiencehosting

A venue that plays music

4 steps · 1 automatic

DetailsCollapse

SOCAN and Re:Sound are paid in one transaction through Entandem, but the rate paid today is not final: the Copyright Board can certify it years later, retroactively.

TriggerA licence to renew OutcomeA retroactive adjustment quantified before it lands

1
The venue
Floor area, uses, where the music comes from and the Entandem account, one record per venue.
Music Licensing
2
The tariff, proposed and certified
One line per period carries both rates and its source; each says whether it was read from the tariff text.
Music Licensingtariff reference
3
The licence period
Renewal date, proof of payment, computed status and a reminder as an activity.
Music Licensinglicence periods
4
The retroactive exposure is quantifiedautomatic
What was paid under an uncertified tariff stays a revisable amount; the day the Board rules, the adjustment is computed period by period.
Music Licensingretroactive adjustment

08 · The workstation

The minutes nobody bills, but everybody loses.

An employee's day

8 steps · 2 automatic

DetailsCollapse

Time lost looking for where the information is gets billed to nobody. That is where the minutes are won.

TriggerAn open session OutcomeFewer windows, less searching

1
One desk per job
Named multi-panel layouts, one click away.
Desk
2
Find anything
Search across every module, from the keyboard.
Home screenuniversal search · searchable menu
3
Notes that turn into work
A quick note, typed or dictated from your phone, converts into an activity or a task.
Notepad
VVoice dictation
4
Gen, the built-in assistant
It sees the record you have open and answers with your data; the history stays on your server. See Gen
Genadministration · model access
5
Time logged, already sorted
The timer also starts from the Android app, offline included, and every hour logged takes the work category of its project.
StopwatchAndroid app Work categoriestimesheets
6
Real working time, for yourselfautomatic
Once the person concerned turns it on, the real length of their day is rebuilt from their own traces, beside the hours they entered. Only colleagues they name see it too.
Working Timetimesheets
7
Official letters
Letterhead, mail merge and a standard layout.
Letters
8
Recognitionautomatic
Points and badges on work actually done.
Fox QuestCustomer Experiencerecognition

One gesture per NFC tag

8 steps · 2 automatic

DetailsCollapse

A timestamped pass proves someone came by, not what they saw. An inspection register asks for a result per item, and what was done when something was wrong.

TriggerThe monthly fire extinguisher round OutcomeA register checkpoint by checkpoint, and every issue followed through to its correction

1
The round and its checkpoints
Checkpoints in order, the person in charge and, if needed, a schedule; one tag per checkpoint is created in one go. A template builds the round, its checkpoints and their tags from a plain list.
NFC tagsrounds
2
A checklist on each checkpoint
Compliant or not, a measured value with its range, a choice, some text. The shipped checklists (extinguishers, emergency lighting, fire doors) are starting points, to check against the rule that applies.
NFC tagsreadings and registers · rounds with readings
3
Tags, written and labelled
They are written from the app, and each one prints as a label with its QR code for a phone without NFC. What is written is a public code, never a secret: identity comes from the paired phone or the open session.
NFC tags
4
One tap, the pass and the reading
The phone says “checkpoint 3 of 7, next: server room” and shows the checklist. Saving it records the pass and writes the reading, with no second tag.
NFC tagsrounds · rounds with readings
5
In the basement, with no networkautomatic
The phone keeps the checklist of a tag it has read once. With no network, the tap is kept with its time, checklist included, and goes out when the signal returns, up to 72 hours later.
NFC tagsreadings and registers
6
The issue, through to its correction
A non-compliant result creates an activity for the person in charge. The reading is never rewritten, not even by a manager: the correction and its date are added to it.
NFC tagsreadings and registers
7
A missed checkpoint gets flaggedautomatic
A round started and not finished within its duration, or scheduled and not done within its window, becomes an activity for the person in charge, one per miss. The schedule is read in that person's time zone.
NFC tagsrounds
8
The register as a PDF
The columns of a paper register: date, item checked, checked by, result, correction and its date.
NFC tagsreadings and registers

09 · The foundation

What you never see, and without which none of it holds.

These modules appear in no journey because they are not one: they settle the typography, the time zones, the sessions, the branding and the setup. We name them anyway: that is what explains why everything else behaves the same way everywhere.

Technical foundation

Module setup

Brand

TTime zones

BBrand customisation

Application icons

Dark Mode

TToolbar preferences

MMulti-company by default

SSession shared across subdomains

SStable authentication sessions

Forge

Third-party timer compatibility

PAI bridge

VAttachment versioning

GRecord privacy guard

Warm start

CCollabora Online fixes

Free colours

AvatarsImpersonation

Ready-made bundles

No code: just a list of modules, to switch on a complete posture in one move rather than ten tick boxes.

OOperations bundle

PProductivity bundle

Coming from Odoo Enterprise

Recover what an Enterprise to Community migration left behind, and see what is left to settle.

Enterprise migration recovery

What the suite does not cover

Symbifox has no inventory or manufacturing module. A company that has to manage stock or bills of materials will rely on Odoo's standard modules, which Symbifox does not extend. In the field, Symbifox covers recurring routes (stops in order, proof at each stop, mileage, a screen on the phone), not the dispatch of work orders. Engagements and job sites, on the other hand, are run as projects: that is the “An engagement run like a project” journey.

And for the home

The Symbifox Personal applications (family, health, household budget, credit and identity) appear in no journey: they serve a household, not a company. See Symbifox Personal

Winning clients, and knowing where they came from.

Outreach campaign

Replies and calls trackedautomatic

The prospect booksautomatic

The target moves on its ownautomatic

Qualification

Meeting and report

Client onboarding

Editorial workshop

Publishing to the blog

Scheduled distributionautomatic

Tracked linksautomatic

The audience, without the botsautomatic

Appointments

They read, then subscribe

They scan a QR code

They book

They ask for helpautomatic

They reassure themselvesautomatic

They donate

They drop off a file

Then they become a client

Capture without a keyboard

Enriched profileautomatic

Relationship preferences

What the contact told usautomatic

Away, and you know before writing

Auto-replies propose the periodautomatic

Our own absence, declared once

Shared address bookautomatic

See who is free

Calendars kept elsewhere countautomatic

Availability poll

Meeting setautomatic

A usable invitationautomatic

Video link

Calendars in syncautomatic

Reminders that followautomatic

Ask at the right momentautomatic

Reach everyoneautomatic

Understandautomatic

Actautomatic

Protect the relationshipautomatic

Publish

Track

Doing the work, billing it, and proving it.

Calendar entry

Agenda

Time kept topic by topic

Recorded on the phone

Meeting report

Tasks out of the decisionsautomatic

Sent to the client

Three emojisautomatic

NDA out for signatureautomatic

Information gathering

Kick-off meeting

Knowledge matrix

Progress in plain sight

The ticket arrives

Duplicate flaggedautomatic

Picked up

One cause, one answer

In the morning emailautomatic

Time booked

Hour banksautomatic

Satisfactionautomatic

Timer

From the conversation

Consumption trackedautomatic

Billing

Chased if lateautomatic

Stages and schedule

What fits in the weeks

Waiting states

Unblocking announcedautomatic

Anchored recurrences

Tidying up

Progress in plain sight

The engagement's repository