Norzagaray Internal Workspace

Staff Training Manual and Video Walkthrough

Sangguniang Bayan ng Norzagaray

Official entry: https://municipalcouncilofnorzagaray.com/admin

Edition: Training reference prepared from the current local build.

Audience: Secretariat, Vice Mayor staff, councilors, authorized administrative staff and super administrators. Demonstrate only the actions the trainee is authorized to perform.

Important release notice: The expanded workspace documented here was verified locally. This manual is not evidence that the features have been deployed to the official website. The official address above is the intended entry for operational training after rollout. All screenshots in this edition were captured at http://127.0.0.1:55330 using synthetic local test records. Before recording on the official domain, the system owner must confirm that its interface matches this edition. Do not tell trainees that a local preview is the live municipal system.

Privacy notice: This manual contains no login passwords, API secrets or real citizen concerns. Any names, emails, figures and records visible in screenshots are synthetic training/test fixtures. Do not use the screenshot totals as official municipal statistics. Keep staff-only screens and training recordings restricted to the approved audience.

How to use this manual: First read access and navigation, then demonstrate each module using the on-screen steps. Use the narration cues as your speaking guide. Pause for the exercises and confirm the expected result before continuing. Administrative and configuration chapters belong in a separate recording restricted to authorized administrators.

Navigation reference

Use the sidebar rather than entering routes manually. The table lists the expected production paths for the documented build, not a claim that those routes are currently deployed. Exact access depends on protected system roles, named capabilities, and assignment scope. A visible link does not replace server authorization.

Route detail: Legislative Tracker is at /legislative-tracker, outside the /admin prefix. Do not invent an /admin/legislative-tracker training link. Older Users, Roles and Feedback settings links redirect into Settings. The disabled legacy PDF migration utility is not a staff training action.

Keep these actions separate: A tracker proposal is not a published official PDF. A completed Quick task is not legislative approval. A feedback status or internal note is not an email reply to a citizen. Email enrollment does not create an account or grant access. An accepted email request is not proof of inbox delivery.

1. Access, login and navigation

Enter the correct workspace

1. Open the official staff entry address above for normal authorized work. For training, use only the local demonstration address confirmed by the trainer.

2. If not signed in, the /admin route sends you to /login.

3. On Admin Login, check the municipal identity, Sangguniang Bayan ng Norzagaray.

4. Enter your assigned Email and Password, then select Sign In. During submission the button reads Signing in....

5. Wait for authentication and permissions to load. The source displays Successfully signed in! on successful authentication. A loading message is not an instruction to submit again.

6. Check the welcome name and the page reached. Accounts recognized as administrators are directed to /admin; other authenticated accounts are directed to /legislative-tracker. A limited user's tracker landing is not evidence of a failed login.

Expected result: you see the pages authorized for your account. The shared header says Administration on office pages and Internal workspace on the tracker, with Welcome, followed by your display name or email.

The login screen also provides Back to Home. It does not provide a password-reset screen or self-registration control in the inspected source. If access fails, contact the designated system administrator through the office's approved channel. Do not share passwords, create duplicate accounts or assume a Google account used for another service is a website staff login.

Narration cue: “Successful sign-in identifies the user. Permissions determine which work that user can see and perform.”

Learn the navigation map

Do not expect every label on every account. The source conditionally hides several entries and independently checks route and server permissions. Conversely, a visible Dashboard or Legislative Tracker link is not a guarantee that the destination grants access. Opening a copied URL does not bypass authorization.

Office access failures may show Access denied to the internal workspace. Calendar and Quick tasks may show This office module is not available to your profile. Protected administrative pages use Access Denied. Ask an authorized administrator to review the intended role and capability rather than attempting another person's session.

Use the workspace on a phone

1. Use the header control named Toggle Sidebar to open navigation on a narrow screen.

2. Select the required page. The mobile drawer closes when the route changes.

3. Check the heading after navigation so you do not mistake a closed drawer for a completed action.

4. Scroll the page to reach forms below the calendar or task columns. On phones, task columns are stacked instead of arranged side by side.

5. Open the actual dropdown before selecting an option. Long names and native option lists may be displayed differently by the phone operating system.

6. Use the task Status dropdown when dragging is inconvenient. Do not drag a task merely to scroll the page; scroll outside its move handle.

At the end of a session, select Sign Out in the header. Confirm that you are no longer working in an authenticated session before leaving a shared device. Closing a tab alone is not the sign-out procedure.

Common mistakes: recording a personal email in the welcome header, assuming missing navigation means deleted data, and treating a local preview address as the official service.

2. Dashboard

Open Dashboard. The heading is Dashboard, with Office overview · Philippine time beneath it. Counts and available cards depend on current permissions and record scope. Two staff members can legitimately see different totals.

Understand the cards

1. Read the card label before the number.

2. Identify whether it concerns official documents, feedback, proposals, activities or office tasks.

3. Select the card to open its corresponding module.

4. Review the underlying records there before deciding what action is necessary.

Expected result: the appropriate module opens. A card does not automatically apply a matching list filter. For example, a task-status card opens Quick tasks, where all loaded statuses are displayed.

Read Needs attention correctly

Needs attention shows unfinished quick tasks whose due date is today or earlier. Items say Due today or Overdue, followed by a date. The source first retrieves only eight unfinished tasks ordered by due date, then selects due items from that limited set. This is a small priority preview, not a complete outstanding-work register.

If displayed, the links for new citizens feedback submissions and overdue tracker commitments open their respective modules. Use Quick tasks, its scope counter and Load more tasks to inspect the wider task list. No due quick tasks in your scope. must not be narrated as “the whole office has nothing overdue.” An unexpected empty preview is also not proof that every underlying query succeeded.

Read Recent tracker activity correctly

Recent tracker activity displays up to twelve recent tracker events visible to the user. Entries include a proposal title, event type, actor and Philippine-local timestamp. Select a title to open that proposal through an item-specific tracker link.

This panel is not a complete audit log. It is not a history of all calendar edits, quick-task changes, citizen interactions or official-document uploads. No scoped activity recorded. does not establish that no other office work occurred.

The dashboard loads when the page mounts. Return to the page or refresh to obtain a fresh overview after other work; do not describe it as a live streaming dashboard.

Narration cue: “These cards help me choose where to work next. I verify the record in the destination module before acting.”

3. Calendar

Select Calendar. The screen heading is Municipal calendar and the subtitle is Asia/Manila · internal activities and personal deadlines. Dates and overdue decisions use Philippine time, not the viewer's overseas computer date.

Read a month and its agenda

1. Use the controls named Previous month and Next month to change month.

2. Read the Monday-first grid and the month/year heading.

3. Distinguish four kinds of annotation: Weekly meeting template, sourced holidays, Scheduled activities, and Due: task entries.

4. Scroll to Agenda for readable Sourced holidays and Recorded activities details.

5. Open a holiday's source link when checking its legal classification or supporting announcement. Source links open a new tab.

On a phone the grid uses M, H, A and D. Its legend says M meeting template · H holiday · A activity · D task due. Use the Agenda for full holiday and activity names; use Quick tasks for full task details and status.

A Monday Weekly meeting template is a visual reminder, not a saved meeting, attendance record, official schedule or automated invitation. Record an actual activity separately after confirming its arrangements. The template can appear on a holiday and does not prove the office will meet that day.

The bundled national calendar contains proclamation snapshots for 2026 and 2027, with links to a Lawphil proclamation for 2026 and a Philippine Information Agency announcement for 2027. The coverage notice explicitly says Eid dates require separate confirmed proclamations and other years await verification. Do not interpret a blank holiday list as proof that a date is a working day. The snapshots are not an automatically updated national holiday feed.

Add a municipal activity

Authorized office staff see Add municipal activity. In an approved training environment:

1. Enter TRAINING - Records preparation briefing in Activity title, whose visible placeholder is Title.

2. Set Date to the agreed fictional demonstration date. Titles must contain 3 to 160 characters; use a concise description of the activity.

3. For a timed event, enter both Start time (optional) and End time (optional), with the end later than the start. Leave both blank for an all-day entry. Entering only one prevents saving.

4. Enter Place, such as TRAINING room, and Organizer, such as TRAINING Secretariat.

5. Use Description for a brief fictional purpose and preparation instructions. Avoid personal or confidential information.

6. Review Office-wide announcement. Check it only when the activity should be visible across authorized office viewers. This checkbox does not send an email or make a public announcement.

7. Under Assigned participants, select the eligible people who should see the restricted activity. Staff can see the broader office activity list; other authorized viewers see office-wide activities or those listing them as participants.

8. Select Save activity once. On success, Activity saved appears and the form clears.

9. Navigate to the saved month if necessary. Confirm the activity under Recorded activities, with Scheduled status, date, time and location. Refresh to verify persistence before calling the demonstration complete.

Expected result: a Scheduled calendar activity, not a Quick task. An activity does not automatically create a preparation assignment. Create a separate task if someone must deliver an output by a deadline.

If Holiday conflict: appears, read the named holiday and confirm authorization before continuing. The interface permits scheduling despite the warning; that is not legal authorization to ignore the holiday.

Edit or cancel an activity

1. Locate the Scheduled entry under Recorded activities and select Edit.

2. Scroll to Edit activity, inspect the existing values, and change only the agreed fields.

3. Select Save activity, or Discard changes to leave the editor without saving those edits.

4. To cancel the saved activity instead, use its Cancel button in the agenda.

5. Supply a meaningful reason in Reason to cancel [activity title]? The server requires a reason of 3 to 500 characters. Dismiss the prompt to abandon cancellation.

6. Verify Cancelled status and the struck-through title in the agenda. The cancelled activity is removed from the Scheduled entries in the month grid but retained in the agenda.

Discard changes is not cancellation. Cancellation is not deletion and does not automatically complete, cancel or reassign related Quick tasks. The shown interface does not offer reopening a Cancelled activity. Review dependent work separately.

Add a sourced local holiday safely

The staff section Add sourced local holiday says Enter a one-year date and official source. This does not change legal deadlines.

1. Check whether the holiday is already listed and confirm the official document with the responsible office.

2. Enter Local holiday title, shown with the placeholder Title.

3. Set its exact Date, including year. This is a one-off annotation, not an annually recurring rule.

4. Choose Classification: Regular, Special non-working, Special working, or Local observance, matching the source rather than your assumption.

5. Enter the verified HTTPS Official source URL.

6. Select Add local holiday. Confirm Sourced local holiday added, then check the selected month and Sourced holidays for the Local · entry and working source link.

Do not invent an official URL for a fictional example or save a fake proclamation in production. For filming, show these fields without saving unless an approved training source is provided. HTTPS validation does not establish that a website is official or its statement correct.

There is no local-holiday edit or delete control in the inspected calendar. Report mistakes through the authorized administrator rather than adding contradictory duplicate entries. Adding a holiday does not recalculate task dates, tracker commitments or legal deadlines.

4. Quick tasks

Select Quick tasks. Read the on-screen warning: Office follow-up only. Completing a task does not approve legislation or resolve feedback.

Read the board and its limits

The columns are To do, In progress and Done. Cards show a title, Due date, optional Overdue marker, optional related-item link, and Status dropdown. The source loads tasks ordered by due date and then ID, initially up to 100. Showing [loaded] of [total] tasks in your scope. identifies the current limit. If available, use Load more tasks to extend the loaded set by 100.

Column headings count loaded cards, not necessarily all scoped records. Dashboard totals can therefore exceed board column counts until additional tasks are loaded. Ordinary assignees see their own permitted tasks; authorized office staff can oversee broader work. Losing access to a linked record can hide its associated task from an assignee. A missing task is not automatically deleted.

Create a linked or standalone task

Authorized staff see Assign quick task:

1. Enter TRAINING - Prepare briefing attendance sheet in Task title, using 3 to 160 characters.

2. Open Assignee, initially Choose assignee, and select the approved training participant. Do not mistake the selected creator for the accountable assignee.

3. Set Due date to the agreed Philippine-local completion date. It is a date, not an appointment start time.

4. Open Related visible item (optional). Choose None for standalone work, or a visible Proposal ·, Feedback ·, or Activity · option.

5. Confirm that the assignee already has permission to see that related item. The form explicitly states The assignee must already be allowed to view the linked item. A link does not grant access.

6. Select Create task, wait for the board to reload, and find the card under To do.

7. Verify the title, due date and related link. Refresh and check again in the authorized training session.

The related-item picker retrieves a bounded set of up to 100 proposals, 100 feedback records and 100 Scheduled activities. It is not a searchable complete archive. A missing option may reflect permissions, ordering or that limit. Do not link a different record merely because the intended one is absent.

Open related proposal targets the selected tracker proposal. Open related feedback opens the feedback workspace, and Open related activity opens Calendar; those latter links are not item-specific detail shortcuts. Locate the correct record after arrival.

To change task details, authorized staff select Edit task, scroll to Edit quick task, review the title, assignee, due date and related item, then select Save task. Editing details preserves the task's existing status. The shown editor has no dedicated discard button, so avoid starting an edit while another unsaved task entry matters. There is no task-delete control in this screen.

Update status with the dropdown

1. Find your assigned task, or a task you are authorized to manage as office staff.

2. Open its Status dropdown, accessible as Status for [task title].

3. Select In progress when work has started, or Done after the described output is complete.

4. Wait for the saved response and board reload. Verify the card appears in the intended column, then refresh for a final persistence check.

Staff and the authorized assignee can update status. A visible dropdown does not override server permissions. If access has changed, stop and ask the administrator rather than repeatedly selecting options.

Move with mouse, touch or keyboard

For mouse or touch, press the separate grip button named Move [task title], drag toward the intended column and release over that column. Do not start from the related link, title, Edit task or dropdown. The target column is highlighted. Releasing outside a column does not save a new status; dropping in the existing column is a no-op.

On a phone, columns stack vertically. While holding the grip near the top or bottom edge, the page can scroll to reveal another column. Keep the pointer or finger over the intended column before releasing. If the journey is awkward, cancel the gesture and use Status instead. Normal page scrolling remains available away from the handle.

For keyboard operation:

1. Tab to Move [task title].

2. Press Enter to pick up the task.

3. Press Left Arrow or Right Arrow to choose among To do, In progress and Done, even when the columns are stacked on a phone.

4. Read Move task to [column]; press Enter to drop or Escape to cancel.

5. Press Enter to save the chosen status, or Escape to cancel before saving. Space is also supported for pickup/drop.

All methods use the same authorized status operation. A highlighted target is not proof of a saved change. On failure, the page can say Could not move “[task title]”: [error]. Try again. Confirm the actual current column, check connectivity and permission, then retry deliberately. Avoid repeated gestures while a save is pending.

Narration cue: “Done means this follow-up task is complete. Approval of legislation and resolution of feedback remain separate authorized actions.”

5. Ordinances

Purpose and access

Choose Ordinances to maintain the official ordinance library. This is separate from a working proposal in Legislative Tracker. Uploading a document, changing visibility, or changing a title is not a legal signature, enactment, approval, or effectivity decision. Enter the approved official number, title, and document exactly. Do not casually rewrite legal text or upload a revised legal instrument as if it were a scanning correction.

The screen heading is Ordinance Management. The table columns are Number, Title, Year, Status, and Actions. Status is Visible or Hidden, meaning website publication status, not legislative approval status.

Find and inspect a record

1. Open /admin/ordinances from the sidebar.

2. Enter part of the official number or title in Search ordinances.... Allow a brief pause for the list to update. This management search checks number and title, not the Intro field or text inside a PDF.

3. Read Total: ... ordinances as the count for the current search, not necessarily the full collection.

4. Use numbered pages, Previous, and Next when shown. There are ten records per page. Pagination is absent when there is only one page.

5. Confirm the number, title, year, and status before acting. The order is descending year, then newest upload within that year. It is not guaranteed ordinance-number order or enactment-date order.

6. If permitted, choose the pencil icon to open Edit Ordinance. Where a current PDF exists, use its filename link under Current file: to inspect it in a new tab. Cancel exits without submitting form edits.

Authorized staff who also have feedback-view permission may see a link reporting new citizens feedback above this page. It opens /admin/feedback; it is not an ordinance status or an ordinance-specific feedback count.

Add an ordinance

1. Select Add Ordinance.

2. Complete Number and Title, both required. Use the approved official spelling and numbering.

3. Enter Intro if an approved summary is available. This is a summary field, not a replacement for the official instrument.

4. Check Year carefully. It starts with the computer's current year, which may be wrong for an older record.

5. Under PDF File, choose the approved PDF if available. A record can be created without a PDF, so do not mistake a successful metadata save for proof that a file was attached.

6. Review Publish immediately. It starts checked. For a training record or a record awaiting publication clearance, clear it before saving.

7. Select Create once. While processing, the button shows Creating.... Wait for Ordinance created and the dialog to close.

8. Find the row again and confirm its fields and Hidden or Visible badge. If publication was authorized, separately verify the public record and PDF through the public library.

The service accepts genuine PDF bytes up to 10 MB. Renaming a different file to .pdf is not sufficient. Server limits also include number up to 150 characters, title up to 500, Intro up to 10,000, and a whole-number year from 1800 through 2200. The upload checks do not establish that the document has been legally approved or comprehensively malware-scanned.

Edit metadata, replace, or clear a PDF

1. Locate the correct row and select its pencil icon.

2. Amend only authorized Number, Title, Intro, or Year values.

3. To retain the existing PDF, leave the file chooser empty.

4. To replace it, select a newly approved PDF. Verify that the replacement is for this ordinance, is complete, and has readable pages before selecting Update.

5. To remove the current PDF association, use Clear PDF. The form displays PDF will be removed. Undo reverses that pending decision before submission. Choosing a new file also clears the pending removal choice.

6. Select Update, wait through Updating..., and confirm Ordinance updated. Reopen the record to verify the result.

Replacement creates a new stored file while preserving historical source associations. This screen has no version-history browser or rollback button. A replacement is not a promise that every older public bookmark disappears. While a record remains visible, the implementation preserves associated public aliases for compatibility. Hiding the record retracts its associated public mirrors, subject to safety checks. Escalate an incorrect public version immediately rather than assuming replacement alone withdrew it.

Publish, hide, and delete

The eye-related icon in Actions toggles publication immediately. For a visible row, the crossed-eye action hides it; for a hidden row, the eye action publishes it. There is no separate publication confirmation dialog. Verify the resulting badge and public access. Hidden is not deleted: authorized staff can still manage the record and its private source.

The trash icon is different. It opens the native confirmation Delete?. Cancel it unless deletion of this exact record is approved. Confirming deletes the record, not a recoverable archive. There is no restore action in this page. Private historical source and audit information may remain, so deletion is not a promise of complete data erasure.

Publication and hiding can fail if the service cannot safely reconcile PDF storage. Messages such as Operation requires reconciliation, Storage outcome unknown, or Shared visible alias cannot be retracted require technical review. Do not keep clicking, create a duplicate, or use the disabled legacy migration route as a workaround. Record the number, action, and displayed error without including credentials.

Import CSV

Import CSV is an official-record metadata import, not a staff-account import. Selecting a file starts processing; there is no import preview or separate final confirmation.

1. Prepare a checked CSV with headers number,title,intro,year. Intro may be empty. Quote titles containing commas using standard CSV quoting.

2. Do not supply PDF links. A nonempty pdfUrl triggers CSV PDF URLs cannot be imported. Upload the PDF through the record editor. This is not a supported remote-file import.

3. Verify every row is approved for public visibility. The import creates records as visible and does not offer the Add form's hidden option.

4. Select Import CSV and choose the file only when authorized. Wait for the success count or an error.

5. Inspect the imported rows and attach PDFs individually through their editors.

Rows are processed sequentially. An error can occur after earlier rows have already been created. The import is not an all-or-nothing transaction. Inspect existing results before retrying to avoid duplicates.

Training example, narration, and exercise

Use TRAINING-ORD-001, title TRAINING ONLY: Sample Records Handling Demonstration, Intro Fictional material for local staff practice only, year 2026, and a clearly watermarked synthetic PDF. Uncheck Publish immediately. This is not a real ordinance number or legal text.

Recording cues: Show the route and search first. Pause over the unchecked publication option, then over the resulting Hidden badge. Zoom into Current file, Clear PDF, and Undo without showing real documents. Narrate: “This library controls the public record display. Saving a file does not approve a law. Visibility changes can affect public PDF links.”

Exercise: In an authorized disposable session, find the synthetic row, correct its Intro, keep the existing PDF, and verify it remains hidden. Explain why CSV is unsafe for an unpublished batch. Do not demonstrate deletion on an official record.

6. Resolutions

Purpose and access

Choose Resolutions at /admin/resolutions to manage the official resolution library. Its heading is Resolution Management, with Number, Title, Year, Status, and Actions columns. Resolution permissions are separate from ordinance permissions. Do not assume an ordinance editor can also modify resolutions.

Resolutions are not automatically subject to every ordinance workflow or legal deadline. This screen records and publishes documents; it does not perform a Mayor action or decide legal validity.

Search and add

1. Type part of a number or title in Search resolutions... and wait for the result. The total follows the search. Search does not inspect Intro or PDF contents.

2. Use page numbers, Previous, and Next where available. Ten rows appear per page, ordered by descending year and then upload time.

3. Choose Add Resolution if authorized.

4. Complete required Number, Title, and Year. Enter optional Intro only from an approved summary.

5. Review Publish immediately, checked by default. Clear it for material that must stay hidden.

6. Choose the approved file under PDF, if applicable. The same real-PDF and 10 MB server limits apply.

7. Select Create, wait through Creating..., and verify Resolution created, the new row, and its visibility badge.

8. Cancel closes the form without creating it.

Edit and replace

1. Select the row's pencil icon to open Edit Resolution.

2. Verify number and title before changing metadata.

3. Leave PDF empty to retain the existing file, or choose an approved replacement to replace the current association.

4. Select Update, wait through Updating..., and confirm Resolution updated and the saved fields.

5. Verify the public PDF separately only if the record is authorized to be visible.

Important screen difference: the resolution editor does not display the ordinance editor's current-file link, Clear PDF, or Undo controls. Do not instruct staff to look for those buttons here. There is also no on-screen version-history or restore selector. Use the public resolution detail at /resolutions/:id for a visible record's public presentation, not an invented row-level View button.

PDF replacement retains historical associations just as in Ordinances. A replacement on a visible record is not a complete withdrawal of earlier public URLs. Do not substitute an unapproved legal revision for a corrected scan.

Visibility, deletion, and CSV

1. Use the crossed-eye icon on a visible row to hide it, or the eye icon on a hidden row to publish it. There is no extra confirmation dialog. Check the badge and authorized public outcome.

2. For approved deletion only, select the trash icon and read Delete?. Cancel if uncertain. Confirming permanently removes the record from this management workflow; it is not Archive and has no page-level undo.

3. Use Import CSV only for approved visible metadata. The headers are number,title,intro,year; PDFs must be attached later in the record editor.

4. Selecting the CSV starts import immediately. A populated pdfUrl is rejected. Check a failure for partial completion before retrying. The success message reports how many resolutions were imported.

A missing action can mean insufficient permission. An empty table alone does not prove there are no records, particularly while loading or if a read has failed. The record pages do not provide a dedicated explanatory error panel for every list failure. Reload, check the search and authorization, and report a persistent failure instead of recreating records.

Training example, narration, and exercise

Use TRAINING-RES-001, title TRAINING ONLY: Sample Office Appreciation Resolution, year 2026, an explicitly fictional Intro, and an optional watermarked local PDF. Start hidden.

Recording cues: Show Add Resolution, its PDF label, and the Hidden badge after creation. Narrate: “The controls resemble Ordinances, but resolution permissions and legal handling are separate. This editor does not have Clear PDF.”

Exercise: Find the synthetic resolution by number, open Edit, change only the approved training summary, leave the file chooser empty, and verify the saved metadata. Explain the difference between hiding a record and deleting it.

7. Citizens Feedback

Purpose, entry points, and privacy

Choose Citizens Feedback in the internal sidebar at /admin/feedback. It is the private office review list. The public form is a different page, /citizens-feedback, despite sharing the Citizens Feedback title.

The private module accepts super administrators and authorized admin/custom-profile staff with feedback View access. Feedback Edit is separately required for updates. A tracker Councilor role does not itself grant feedback access. A custom profile can authorize this module, but permission labels do not grant unrelated tracker assignments. Feedback access unavailable means access needs review by a super administrator.

The purpose is internal intake, review, routing, and outcome documentation. Status and notes are internal office records. This screen has no citizen-reply composer, send-reply button, attachment upload, concern deletion, or historical-email import. A Dashboard Replies sent tile is not a sending tool; its source explicitly says Citizen reply sending not configured.

Instructor narration: “Saving a note here tells the office what happened. It does not send that note to the citizen.”

Understand how a concern arrives

For demonstration, use only a pre-authorized local fixture with external sending disabled. Do not submit practice concerns to production.

1. Open the public Citizens Feedback page.

2. For an identified submission, enter required First name and Last name. Middle name (optional), Email (optional), and Mobile number (optional) are optional. If supplied, email must be valid and mobile must follow the supported 09 plus nine-digit format.

3. Alternatively, select Submit anonymously. Identity/contact fields disappear and the backend discards those values, even if previously entered.

4. Fill required Barangay, Agency or topic, and Concern. The concern must be 10 to 2,000 characters; backend limits are 100 for barangay and 200 for agency/topic.

5. Read the privacy notice. Avoid sensitive identity numbers and unrelated personal data. Complete verification when shown.

6. Click Submit feedback and wait for Feedback received with a reference.

7. Keep the reference. Send another concern starts another form; do not use it to retry a concern already confirmed saved.

Expected result: the concern is persisted before the form reports success. The receipt itself says it confirms saving, not a government response. Optional office email notification is a separate outcome; provider acceptance is not proof of inbox delivery. There is no public reference-status lookup here. Do not promise a citizen an automatic reply or full historical inbox.

The current public privacy text is imprecise about optional name/contact fields; the actual form and backend require first/last names for non-anonymous submissions. Teach the explicit required fields above and escalate wording correction separately. Records are held for manual review pending an approved official retention policy, not automatically purged after a promised period.

If verification/network/service failure occurs, the screen preserves the current draft and asks the citizen to retry later. Do not promise recovery after closing or refreshing the page. Production submission also depends on separately configured verification and gateway services, not merely a visible button.

Find and open a submission

1. Open the private Citizens Feedback navigation item.

2. Review new concerns, the count of records still in New status. It is not the count of your current search results.

3. Use Search reference, submitter or concern. Search covers reference, first name, last name, barangay, agency, and concern summary. It is not an email/mobile or internal-history search. Special characters are sanitized, and the search term is bounded.

4. Use All statuses, New, In review, Referred, or Resolved. Changing search or filter returns to the first page.

5. Click Refresh to reload.

6. Review columns Submitted, Reference, Submitter, Barangay, Agency / topic, Concern, Status, and Updated. Long concerns are shortened in the table.

7. Use Previous and Next to move through pages of 20. The page indicator reflects the filtered total. Newest submissions appear first. On a phone, scroll the table horizontally.

8. Click the linked Reference to open the complete detail dialog.

The dialog shows Submitted, Submitter, Barangay, Agency / topic, complete Concern, and Status. For identified submissions it also shows Email and Mobile, using None when missing. Anonymous submissions display Anonymous without those contact fields. Use Close when finished.

Recording cue: use a fictional anonymous record first. For the identified example, keep only synthetic contact data visible. Feedback timestamps use the browser's locale/timezone rendering; unlike the tracker, this component does not explicitly force Asia/Manila. Check the recording device's timezone rather than claiming every screen uses the same clock.

Record status and internal notes

With feedback Edit capability:

1. Open the reference and read the full concern and existing Internal history before acting.

2. Under Update status, choose the appropriate status. The available labels are exactly New, In review, Referred, and Resolved.

3. Enter Internal note (optional) when useful, up to 2,000 characters. A nonblank note must have at least three trimmed characters. Record facts, destination office, and actual action without unnecessary personal details.

4. Click Save update. It is disabled when neither status nor note has changed; it displays Saving… while processing.

5. Confirm the dialog's current Status, the table's Updated value, and the new Internal history entry with timestamp, old status, new status, and note.

6. Close and reopen the same reference to confirm the saved record before leaving it.

A note-only update is allowed with the same status, so history may show In review → In review. Status changes do not require a note, but an explanatory note is good office practice. The backend accepts the four listed statuses without enforcing a one-way lifecycle. Reopening a concern is therefore possible, but it should reflect office policy and a clear reason, not accidental dropdown selection.

Use these as operational interpretations, not automated promises: New is newly received; In review records office examination; Referred records that staff have routed the concern; Resolved records an office outcome. Selecting Referred does not send a referral, assign a tracker councilor, or notify another agency automatically. Selecting Resolved does not prove the citizen was contacted or agrees with the outcome. The module does not automatically link a concern to an ordinance.

Expected result: a saved internal status and immutable update history. There is no edit/delete control for an old history entry. Correct an error with a new note or justified status update. Do not put a citizen-facing message into Internal note expecting it to be sent.

Fictional example, troubleshooting, and exercise

Fictional TRAINING example: prepare an anonymous concern with Barangay TRAINING sample barangay, Agency or topic TRAINING - street lighting, and Concern TRAINING ONLY: A fictional footpath has a nonworking lamp. Please route this sample concern for review. Use the generated reference, not an invented claim of successful submission.

1. Find the reference in the private list and open it.

2. Change New to In review. Note: TRAINING: Reviewed this fictional intake for routing. Save and verify history.

3. Change to Referred. Note: TRAINING: Demonstrated an internal routing entry only; no external referral was sent. Save and verify.

4. Add a note without changing Referred. Explain the same-status history entry.

5. Only after the instructor supplies a fictional completed outcome, set Resolved with TRAINING: Sample follow-up completed in the exercise; no citizen message sent.

Common problems and safe responses:

- No matching concerns. Clear search and return to All statuses; inspect page controls and Refresh. The table only contains persisted submissions available to the implementation. Earlier email-only concerns are not automatically imported.

- Unable to load feedback. Check the authorized account/session, network, and feedback View access. A blank or failed history load is not proof that no history exists; reopen after restoring connectivity.

- Unable to save update. Confirm feedback Edit, a genuine change, a valid status, and note length of 3 to 2,000 trimmed characters. Reopen or refresh the exact reference before retrying to avoid duplicate internal notes if the network outcome was uncertain.

- Update fields absent. A View-only user can inspect records/history but cannot save. Do not borrow another person's session.

- No email arrived. Saving, optional office email acceptance, delivery, and citizen response are separate. This review screen does not show a mail-delivery monitor or retry button. Escalate configuration/delivery checks to authorized administrators; do not delete/recreate the concern as a mail retry.

- Citizen asks for an answer. Use the office's separately authorized communication procedure. Citizen reply sending is not enabled here. Never claim Save update emailed, texted, or publicly answered them.

Trainee exercise: find the synthetic concern, explain anonymous versus identified data, filter New concerns, record In review with a factual note, add a note-only update, and verify both history entries. Demonstrate that a view-only account cannot edit. End by explaining the difference between a saved concern, internal status, office notification email, and citizen reply.

Final recording cue: show Close, return to the list, and finish on the fictional reference with its saved status. Narrate: “We have documented office action. We have not sent a citizen response.”

8. Legislative Tracker

Purpose and access

Legislative Tracker is an internal working-record register. It follows concerns raised at meetings, the lead councilor's preparation commitment, discussion, documented legislative milestones, and recorded Mayor action. It is table-first, not the separate Quick tasks board.

Choose Legislative Tracker in the internal sidebar. Its route is /legislative-tracker, not /admin/legislative-tracker. A saved internal item link may use /legislative-tracker?item=...; possessing a link does not grant access.

Access has two layers: the account's protected tracker responsibility and its current capabilities. A custom role name or an Edit checkbox does not by itself grant authority over every proposal.

Relevant capabilities include proposal View/Create/Edit, discussion View/Create, and attachment View/Create/Delete. Attachment Delete is used for the implemented Archive action. Ordinary councilor membership alone does not authorize reading private citizen feedback or managing public official documents.

Expected result: the header identifies your tracker responsibility. If Tracker access unavailable appears, ask a super administrator to check active tracker membership and proposal View access. Seeing the navigation link is not proof of authorization.

Instructor narration: “This is our working accountability register. It records what staff entered; it does not enact legislation, publish a PDF, or supply a legal signature.”

Read the overview and find a record

1. Open Legislative Tracker and read the Legal review required. notice.

2. Review Total, Due today, Overdue, and Awaiting Mayor. Counts reflect records your account can access, not necessarily all office records. Due and overdue cards exclude closed items.

3. In Proposals and resolutions, use Search title, reference, action. Search covers title, reference, and next action, not every discussion or attachment.

4. Use All councilors to select a lead or coauthor, All stages to select a stage, and All statuses to select Due today, Overdue, Awaiting Mayor, or Followed up.

5. Return dropdowns to their All options and clear search when looking for a missing record. Filters combine; they do not replace one another.

6. Click a title or Details. On a narrow phone screen, use the title or View details on the record card.

7. Use Refresh when another authorized staff member has made a change.

Desktop columns are Title / reference, Type, Lead and coauthors, Stage, Committed date, Latest update, Next action, Status, Last followup, and Mayor receipt / action. Scroll the table sideways to inspect the right-hand columns. Records initially load by most recently updated first; do not assume official-number order. Latest update uses the most recent available activity event, falling back to the item's update time.

Committed dates are working commitments. Due means the date is today in Asia/Manila; Overdue means it is earlier; Upcoming means later. Closed is shown for Approved, Vetoed, and Adopted resolutions that do not require Mayor action. Closed is an office-workflow display, not a legal effectivity certificate. The Due today/Overdue filters compare the committed date directly, so a closed row can still match a date filter even though the overview cards exclude closed rows.

Followed up means a followup activity exists, not that the councilor answered. Awaiting Mayor means stage Forwarded. Overview totals are not recalculated from your current search filters.

Recording cue: show a wide table, the horizontal scroll, and then a phone card. Pause over Stage and Status to explain why they are different.

Create a proposal from a meeting concern

Use an authorized councilor, Vice Mayor, Secretariat, or super-administrator training account with proposal Create access. The Mayor does not get New proposal. The button is disabled when the councilor directory is empty.

1. Click New proposal.

2. Enter Title, a meaningful working title of 3 to 200 characters.

3. Enter Reference, up to 80 characters, or leave it blank for a generated tracker reference. A working reference is not an enacted ordinance number. References must be unique within their record type.

4. Select Type: Ordinance or Resolution. Ordinances require Mayor action in this workflow. For a resolution, select Requires formal Mayor action only when appropriate to the actual procedure. Confirm uncertain cases with the responsible office before saving.

5. Select Lead councilor. Councilor accounts have their own lead fixed; staff recorders select an active councilor. The lead is accountable even when another person enters the record.

6. Enter Meeting date, the actual meeting date, today or earlier. It defaults to the Manila date. The helper says Usually Monday. Use the actual date for special meetings. Do not change a special meeting to Monday for convenience.

7. Enter Municipal concern, 3 to 1,000 characters explaining the issue raised, not merely repeating the title.

8. Under Coauthors (optional), check participating active councilors. The lead is excluded. Selecting a coauthor changes assignment visibility; do not add someone just to notify them.

9. Enter Committed date, the promised preparation/submission date, and Next action, a concrete instruction up to 300 characters.

10. Click Save proposal. Wait for Proposal created, then find and open the saved row.

Expected result: stage Proposal, saved meeting context, lead/coauthors, commitment, next action, and a Created entry in Activity timeline. Recorded by identifies the recorder separately from authorship; some names may display as Authorized recorder or Authorized user where the screen lacks a directory name.

Fictional TRAINING example: Title TRAINING - Pedestrian safety near a sample school; Reference TRAINING-SAFETY-01; Type Ordinance; concern TRAINING ONLY: Discuss marked crossing points outside a fictional school. Select prepared synthetic councilors as lead and coauthor. Use the actual training meeting date and an agreed practice commitment. Next action: Prepare a first draft for Secretariat review. These are demonstration details, not a real municipal initiative or official number.

Mistakes: do not invent a meeting date for a migrated record, confuse the recorder with the author, or choose Resolution merely to bypass Mayor handling. If a save fails, check required text lengths, active councilors, duplicate reference/type, meeting date, and current capabilities before retrying.

Correct context or reassign early ownership

Only authorized Vice Mayor, Secretariat, and super-administrator recorders with proposal Edit access receive Edit while stage is Proposal or Committee.

1. Open Details, choose Edit, and confirm the Edit proposal dialog.

2. Correct Title, Reference, Lead councilor, Meeting date, Municipal concern, Coauthors, or Next action as needed.

3. Enter Reason for change, 3 to 500 characters, explaining the correction.

4. Click Save proposal, reopen the record, and inspect the Edited activity.

Type, the Mayor-action requirement, and committed date are not editing fields here. A blank reference during editing keeps the existing reference. To remove a coauthor through the screen, uncheck them in Edit and provide the reason. Authorship changes affect current access; old comments are not a substitute for an active assignment.

For the separate Reassign responsible councilor control:

1. While the item is Proposal or Committee, choose Select councilor under that heading.

2. Choose a new active lead who is neither the current lead nor a current coauthor. To make an existing coauthor the lead, use the authorized Edit form and ensure they are no longer also checked as coauthor.

3. Fill Reason for reassignment, 3 to 500 characters.

4. Click Reassign, confirm the new lead, and inspect the Reassigned timeline event.

Expected result: current ownership changes with an immutable reasoned history. No formal legislative milestone is created. After Scheduled, ordinary context editing and reassignment are intentionally unavailable. Escalate errors rather than creating a second official-looking record or looking for a nonexistent rollback button.

Comments, replies, tags, and notifications

Use Comments and follow-ups for an actual conversation. Progress note is a separate timeline entry, not a threaded discussion.

1. Open the item and scroll to Comments and follow-ups.

2. Type in Add a comment or status request, up to 1,000 characters. For example: TRAINING: Please confirm whether the draft is ready for review.

3. Use Tag people, then Select a person, to choose eligible participants. Select people one at a time, up to ten. Use the small removal control on a selected tag to correct a selection. Typing a name into the message alone is not selecting a tag.

4. Optionally select files with Attach up to 5 files (PDF, DOCX, PNG, JPEG; 10 MB each).

5. Click Post comment and confirm the new comment, author, timestamp, tags, and any linked documents.

6. To answer a particular entry, choose its Reply, type Your reply, and click Post reply. Cancel reply returns to a new top-level comment.

7. For a recipient demonstration, switch safely to the prepared recipient account, open Notifications, and click the relevant notice. It is marked read and opens the corresponding item/comment.

Only already authorized proposal participants are tagging candidates; a tag is not an assignment or access grant. The server validates eligibility. Replies also notify an eligible parent-comment author. Top-level comments by oversight staff or a super administrator create a Followup activity; an ordinary councilor comment does not automatically become that staff followup event.

The notification inbox shows up to the latest 50 notices, with an unread badge, and checks periodically, approximately every 30 seconds. These are recipient-private in-app notifications, not email or SMS. Lost access can remove visibility. Comments and mentions have no edit/delete controls in this implementation, so proofread before posting and correct mistakes with a new explanatory entry. A posting quota can reject excessive comments.

Troubleshooting: if the screen says a comment was posted but a document could not be linked, inspect the discussion before retrying. Do not assume nothing saved, and do not repeatedly post duplicate messages. Escalate a persistent link failure.

Instructor narration: “The tag tells an eligible colleague to look here. It does not give a colleague a role, send a citizen email, or move this proposal to another stage.”

Progress notes and next actions

1. Locate Progress note in Details.

2. Enter an accurate progress statement, up to 1,000 characters.

3. If necessary, enter Updated next action (optional), up to 300 characters. Set it before submitting the note, even though this field appears below the note button.

4. Click Log progress note.

5. Confirm Note logged, the Note in Activity timeline, and any revised Next action.

Authorized assigned councilors, coauthors, and office recorders need discussion Create access. Leaving the optional field blank preserves the next action. Neither a note nor a comment changes Stage. Use a threaded comment when a response or tag is needed.

Supporting documents: private drafts, not publication

1. Under the item's Supporting documents, read the private-working-file warning.

2. Choose files using Add files (up to 5, 10 MB each; PDF, DOCX, PNG or JPEG).

3. Click Upload documents and wait until uploading finishes.

4. Confirm the displayed filenames, sizes, and dates. Click a filename to request a download.

5. If authorized to archive item-level attachments, choose Archive, enter the reason in the browser prompt, and confirm. Use a meaningful reason of 3 to 500 characters. Cancel the prompt to leave the file unchanged.

Files are stored separately in private tracker-private storage. They do not become a public ordinance or resolution. Final official records are entered/uploaded separately through the authorized Ordinances or Resolutions module. Recording a milestone or uploading a draft here does not perform that publication step.

The download service checks current access and issues a short-lived link, currently 60 seconds. Do not distribute that bearer link. If it expires, click the filename again. Files are format-checked but not malware scanned; open only trusted documents. Renaming an unsupported file to .pdf does not make it acceptable.

If Some files were not uploaded. Check the list before retrying. appears, review the list first because earlier files may already have saved. Archive hides a working attachment from the active list and records history; it is not a demonstrated permanent destruction or a user-facing restore workflow. Comment attachments appear under their comment without the item-level Archive control. The comment file chooser may be visible even when separate attachment permission will prevent upload.

Commitments and due reminders

For an authorized Vice Mayor with proposal Edit capability:

1. Open Revise committed deadline.

2. Set New committed date to a different date.

3. Enter Reason for change, 3 to 500 characters after trimming.

4. Click Save revision.

5. Confirm Deadline revised, the new Committed date, and the timeline's old date, new date, and reason.

Do not use deadline revision to erase a missed commitment. Earlier revisions remain in the append-only history.

For due work, the Vice Mayor can use Log due reminder. It is disabled for upcoming or closed work. The RPC also requires discussion Create capability even though the surrounding screen control is gated by proposal Edit. The result In-app reminder checked does not guarantee a new event was inserted: duplicate checks are suppressed for the same commitment and due/overdue kind. Loading or refreshing the Vice Mayor view also checks due items automatically.

This reminder is a logged in-app timeline event, not an email, SMS, or necessarily a tagged-comment notification. Use a comment and selected tags for a directed follow-up conversation.

Record milestones and Mayor outcomes

Follow the real office process and documentary evidence. Do not click through stages merely because buttons exist.

Each requires proposal Edit access as well as the protected responsibility. There is no ordinary skip-stage, backward-stage, veto-override, provincial-review completion, or automatic approval control in this screen.

To record a legislative milestone:

1. Open Details using the correct training responsibility account.

2. Under Record legislative milestone, choose Select next stage. Only the next valid option is offered.

3. For Scheduled, Enacted, Adopted, or Forwarded, enter Official document reference, 3 to 300 characters, identifying actual supporting evidence. Committee does not require this field.

4. For Forwarded, additionally enter Official Mayor receipt date. It must be an actual recorded receipt date, not a planned dispatch date, and cannot be in the future.

5. Click Record milestone.

6. Confirm Milestone recorded, the new Stage, and the Stage event. For Forwarded, inspect Mayor receipt/reference and the Awaiting Mayor overview.

A resolution without Requires formal Mayor action closes at Adopted; do not apply the ordinance receipt timeline to every resolution.

To document a Mayor outcome:

1. Use the authorized Mayor training account and open a Forwarded item.

2. Read Document Mayor action and its warning that this is not a legal signature.

3. Fill Official action reference, 3 to 300 characters, identifying the existing signed/official action.

4. Choose Record approval or Record veto, matching the evidence. Do not click both for demonstration on one item.

5. Confirm Approval reference recorded or Veto reference recorded, the resulting Approved or Vetoed stage, the action reference in the table, and the Mayor action timeline entry.

For an ordinance with receipt recorded, the screen may show Provisional 10-day veto date calculated from receipt plus ten calendar days. It is explicitly subject to legal validation by the legal officer and Sanggunian Secretary under the on-screen RA 7160 section 54(b) notice. It is not a legal deadline opinion. Provincial 30-day review is separate. No automatic deemed approval is recorded, and reaching the displayed date does not change status. Workflow tracking is not official signature, legal approval, publication, or legal effectiveness.

Recording cue: use different fictional items for an approval example, a veto example, and a resolution closing at Adopted. Mark every evidence reference TRAINING and verbally state that none is an official act.

Administrator-only role panel and exercise

A super administrator may see Assign tracker role above the overview.

1. Choose an existing account under Select account.

2. Choose Councilor, Vice Mayor, Secretariat, or Mayor.

3. Click Assign role and verify the assignment. For an active selection, Current role and Revoke access are available.

4. Do not revoke or change a councilor with open lead/coauthor work until responsible staff have handled those assignments. The server blocks such changes. Self-assignment and self-revocation are also blocked.

This provisions a tracker responsibility, not a new account or legacy admin rights. For a routine video, show the panel without changing actual users.

Trainee exercise: In the authorized local fixture, create the fictional safety proposal, locate it by reference, upload one harmless TRAINING PDF, post a tagged request, and have the synthetic coauthor reply. As Vice Mayor, record a reasoned deadline revision and move to Committee. As Secretariat, record successive evidence-backed practice milestones. As Mayor, record one fictional outcome. Verify the current stage, lead, receipt, and immutable history. Finish by explaining why neither the draft file nor the Mayor button constitutes publication or a legal signature. If any required role is unavailable, stop at that step rather than bypassing authorization.

9. Announcements

Purpose and access

Open Announcements at /admin/announcements as a super administrator. This is a template-based office email workflow, not a public news-page editor. The safe order is saved template, draft, preview, exact audience review, explicit queue confirmation, individual dispatch, status review. A draft save or preview sends nothing. Queueing also does not mean the provider has received the messages.

Prepare and save a draft

1. Ensure an approved template version and recipient enrollment exist in Settings.

2. Under Template, choose a saved version. Options include its category, name, and version. Selection copies that version's subject and default body into the form.

3. Review Title / subject, up to 180 characters, and Body, up to 10,000. Both require at least three characters; a subject cannot contain line breaks.

4. For an Assigned work template, supply Proposal ID, the actual internal proposal identifier. Do not put an ordinance number, title, or invented reference in this field.

5. Choose Preview to show or hide Announcement preview. It previews the current text only. It does not save changes or determine the final audience.

6. Choose Save draft and confirm Draft saved. No email sent. The screen then shows its draft ID, revision, state, and server audience.

7. To return to a saved campaign, select it under Recent drafts. Only the ten most recent are displayed. There is no separate all-campaign search on this page.

Selecting another template clears the currently selected draft state. It is not a version switch within the same saved campaign until explicitly handled and saved as intended. Unsaved typing can also differ from the last saved draft: always save the final text before confirming its audience. Queueing uses the saved server snapshot, not an unsaved preview.

Review and explicitly queue

1. In Audience and confirmation, read Server eligible recipients and each email marked individual To.

2. Choose Refresh recipient list for the current saved draft when recipients may have changed. Confirm both addresses and count.

3. Check category, body, subject, proposal association where applicable, draft ID, and revision. Do not include private proposal or citizen details in a broad general announcement.

4. Type exactly QUEUE [draft ID], using the actual displayed ID, in the confirmation field. Do not literally type the square brackets.

5. Choose Queue messages only after authorized approval of those exact saved details and recipients.

6. Verify Queued [count] individual messages. Provider delivery has not occurred.

The server binds queueing to the saved revision and exact eligible roster. Audience changed; preview again means refresh the list and re-review, not force the old confirmation through. Queueing accepts between one and 25 eligible recipients. A count outside that range must be resolved before queueing.

Eligibility is checked again before dispatch. Unenrollment, an email change, inactive membership, or loss of proposal relationship can prevent a previously queued delivery. A category checkbox is not an access grant. Assigned work is scoped to the linked proposal; office feedback notices are not a general councilor mailing list.

Dispatch, retry, and interpret status

1. Select the relevant campaign under Recent drafts if necessary.

2. Under Delivery status, inspect each address, state, and attempts count.

3. For an approved queued or failed row, Dispatch / retry requests that one delivery. It is not a campaign-wide Send all button.

4. Review the returned Delivery status: message and reload/reselect the campaign when needed to see current campaign state. The UI refreshes deliveries after dispatch, but does not automatically refresh every displayed campaign value at the same time.

5. If a provider ID appears, the row adds provider accepted. Report this accurately as provider acceptance, not inbox delivery, reading, or citizen receipt.

The sender must be enabled and correctly configured on the server. Otherwise dispatch can be unavailable. Messages can be queued, sending, accepted, failed, skipped, or cancelled in the underlying workflow. Although the data model includes delivered, this dispatch function records provider acceptance rather than proving delivery through a receipt webhook.

Do not repeatedly click after a failure. The implementation permits at most three provider attempts, enforces failed-attempt cooldown, serializes active provider work, and limits dispatch requests. Errors can include configuration unavailable, request limit reached, or a delivery being ineligible, cooling down, or already handled. A sending row has no normal Dispatch / retry button in this UI; ask technical support about a stuck in-flight state rather than creating a second campaign to force a resend.

The designated disposable local configuration uses a local mail fixture, not the real provider endpoint. A response marked local fixture only proves only a local simulation. It is not a real message, sender verification, or delivery test. Keep external dispatch outside the training recording unless separately approved and verified by the deployment operator.

Cancel and locked campaigns

For a selected draft or queued campaign, Cancel attempts cancellation. Unlike a universal “close form” button, this changes campaign state. There is no separate confirmation dialog for this action. The success message says Queued unsent deliveries cancelled.

Cancellation is permitted only before any delivery attempt has started. The server can return Cannot cancel after delivery has started, even if the UI still offers Cancel. It cannot recall a provider-accepted email. Queued drafts cannot be edited through Save draft, and the server rejects updates to a non-draft campaign with Draft is locked. Do not treat a cancelled or accepted campaign as an editable draft. A separately approved new draft is a new communication, not an undo.

Training example, narration, and exercise

Use the saved TRAINING General v1 template, title TRAINING ONLY: Local Office Notice Practice, and body This fictional local exercise demonstrates review and queue controls. It is not an official notice and requires no action. Use only the approved synthetic local roster.

Recording cues: Capture separate shots of Save draft, Preview, the exact audience list, the confirmation field, the queued message, and fixture-only status if a separately authorized local demonstration is arranged. Mask nontraining addresses. Narrate: “Saved is not queued. Queued is not sent. Provider accepted is not delivered. This local fixture does not send real mail.”

Exercise: Have the learner identify the selected template version, save the final text, explain why refreshing the audience matters, and state the exact confirmation phrase from the displayed draft. For a no-send exercise, stop before Queue messages and describe the next controls without clicking them. Ask why visible office CC settings do not turn these individual announcements into a shared-recipient email.

10. Settings and all configuration pages

Overview and the three distinct responsibilities

Settings is super-administrator-only. Its child navigation is Overview, Users, Roles & permissions, Email templates, Update recipients, Integrations, and Feedback / privacy. Open /admin/settings to see the Accounts and permissions and Announcements information panels. This overview has no save form.

Keep three operations separate:

- Users creates and maintains a staff login.

- Roles & permissions, with assignments managed under Users, defines and assigns a capability profile within protected system responsibilities.

- Update recipients enrolls an address for selected email categories. Enrollment does not create a login or change permissions.

The header explicitly says Public registration: not enabled. There is no public staff self-signup and no staff CSV importer in these Settings pages.

TRAINING scenario: A fictional clerk needs a login, restricted official-record access, and meeting notices. Describe three separate decisions rather than one “add user and subscribe everyone” action.

Recording cue and exercise: Show Overview before opening any form. Narrate: “An account, an access profile, and an update subscription are different records.” Ask the learner to name the correct child page for each request.

Users

Purpose and access: /admin/settings/users is where a super administrator manually creates staff accounts, changes another user's password, manages the displayed legacy role, assigns a named permission profile, and deletes accounts. The table shows Email, Full Name, Role, and Actions.

Create a staff login

1. Select Add User to open Create New User.

2. Enter Email and Full Name for the approved staff member.

3. Enter Password and Confirm Password using an approved secure credential procedure. Do not record these fields or put the password in a training script.

4. Choose Role: Tracker only, Admin, or Super Admin. Tracker only is the default. It does not itself assign a councilor, Mayor, Vice Mayor, or Secretariat responsibility or proposal ownership.

5. Select Create User. Wait through Creating... and verify User created successfully and the new table row.

6. Use Cancel to leave without creating the account.

Passwords must match and contain at least 12 characters. The server also caps them at 128 characters, accepts full names from 2 to 120 characters, and validates the email. Expect Passwords do not match, Password must be at least 12 characters, or an account-creation error when requirements are not met.

The creation service marks the account email confirmed administratively. That is not proof the person received mail. It does not send a welcome email or an invitation in this implementation. Arrange approved credential handover separately. Do not invent an activation-email step.

Assign a permission profile

1. In Assign permission profile, choose the user and check Current:.

2. Choose an active Permission profile, or No profile only if restoring built-in legacy capability is intended.

3. Enter Assignment reason, shown with placeholder Reason, at least three meaningful characters.

4. Select Save assignment and verify Permission profile updated and the updated Current value.

A profile takes effect on server authorization immediately. Removing it is not “deny all”: No profile restores the user's built-in legacy capability. The server rejects self-assignment changes and assignment to a protected super administrator. A name such as “Mayor copy” does not grant Mayor authority.

Other user actions

- For a row with a displayed legacy role dropdown, choosing Admin or Super Admin submits a role change immediately. There is no separate Save button or confirmation. Expect Role updated successfully on success. Rows without a legacy role display Tracker only, not this same dropdown. The server disallows changing your own legacy role and protects the last super administrator from demotion through this role operation.

- The pencil icon opens Change Password, not a full name or email editor. Enter New Password and Confirm Password, then Update Password, or Cancel. Success is Password updated successfully. This administrative endpoint rejects changing the currently signed-in user's own password. It is not an email-based reset flow.

- The trash icon asks Are you sure you want to delete this user? Cancel unless approved. Deletion is an actual account deletion, not suspension or archival. It can fail because of retained references or other backend constraints. Self-deletion is rejected. Do not promise recovery or that deleting a person erases official audit history.

TRAINING example: Use display name TRAINING Records Clerk, a synthetic address such as training.clerk@example.invalid, and an authorized disposable account only. No example password is provided.

Recording cues: Mask all credentials and use a synthetic user table. Narrate: “The pencil changes a password. The profile assignment restricts capabilities. Neither enrolls this person for email.”

Exercise: Without writing to the official system, identify how to create a Tracker only account, assign a read-only profile, and separately request update enrollment. State why No profile can broaden access rather than remove it.

Roles & permissions

Purpose and access: /admin/settings/roles manages named capability profiles. Built-in responsibilities remain protected: Super admin is protected; Vice Mayor and Secretariat have oversight; councilors see assigned work; Mayor sees forwarded work. Custom checkboxes never confer unrelated assignment visibility, user management, or legal milestone powers.

1. Choose New empty role, or Clone Councilor, Clone Vice Mayor, Clone Secretariat, or Clone Mayor. Cloning pre-fills a capability matrix, not the protected system appointment.

2. Enter Role name, 2 to 80 characters, and optional Description (optional), up to 500 characters. Reserved system names cannot be reused exactly. Use a distinct descriptive custom name.

3. Review every resource row: Proposals, Discussion and follow-up, Published ordinances, Published resolutions, Draft attachments, Citizens feedback, and Calendar and quick tasks.

4. Select View, Create, Edit, and Delete / archive only where supported and approved. Checking another action also checks View; unchecking View clears its other actions.

5. Respect disabled cells: proposal archive is unavailable; comments are immutable; feedback creation belongs to public submissions and feedback is retained. The column heading does not mean Archive exists everywhere.

6. Enter Reason for change, 3 to 500 characters. Select Save role and verify Role saved and the profile in Custom profiles.

7. To edit, select a listed custom profile, review all capabilities, enter a new reason, and save. Existing assignments use the changed profile, so treat this as an access change, not a cosmetic edit.

8. To retire, reassign its users under Users first. Select Retire and answer Reason to retire [name]? Reassign its users first. Cancel the prompt to stop. Success is Role retired. A profile still assigned to users is rejected.

On a narrow screen, swipe the matrix sideways to see every action. Do not assume the first visible checkboxes are the entire role. Changes and assignments are audited, but this page is not an audit-history viewer.

TRAINING example: Create TRAINING Ordinance Viewer, allowing only View under Published ordinances, with reason Local training access demonstration. Assign it only to an approved synthetic non-superadmin account through Users.

Recording cues and exercise: Show a disabled immutable-comment cell and the helper text on assignment scope. Narrate: “Capability is not legal authority.” Ask the learner to explain why Clone Mayor plus Edit does not authorize an ordinary councilor to take Mayor action.

Email templates

Purpose and access: /admin/settings/email-templates saves versioned text within a fixed approved branded email shell. It does not send mail.

1. Choose Type: General announcements, Meeting / activity notices, Assigned work, or Office feedback notices.

2. Read Latest saved: for the selected type. Changing type does not automatically load the latest saved text into all editor fields. Review the fields rather than assuming they match that version.

3. Enter Name, Subject / preview title, and Default body. These are text values, not a custom HTML editor or arbitrary layout designer.

4. Inspect Synthetic preview and expand Plain text fallback. The preview uses a synthetic recipient, not a real address.

5. Select Save new version and verify New template version saved. No email sent. and the latest version indicator.

Name must be 3 to 100 characters, subject 3 to 180 without line breaks, and body 3 to 10,000. Each save creates an immutable version. There is no overwrite, delete-version, or rollback button here. An announcement selects a specific saved version; creating a newer template does not silently change an existing campaign.

TRAINING example: Type General announcements, Name TRAINING General v1, subject TRAINING ONLY: Office Practice Notice, body This fictional local exercise is not an official notice. No action is required.

Recording cue and exercise: Zoom into the preview disclaimer and success message. Narrate: “Previewing and versioning are not sending.” Ask the learner to save a revised synthetic version in a disposable environment and identify which version should be selected later in Announcements.

Update recipients

Purpose and access: /admin/settings/update-recipients manages the email roster separately from accounts and access. The left panel lists recipients with enrollment, confirmation, categories, and any visible-CC marker; despite its Enrolled update recipients heading, saved unenrolled rows can also appear.

1. Start in Add recipient, or select a left-hand row for Edit recipient. Clear resets the form, not the stored roster row.

2. Under Existing staff account, select a staff member or External office address.

3. Check Email and Display name. A linked staff email is populated and read-only. An external address is entered directly.

4. Select the appropriate Categories: General announcements, Meeting / activity notices, Assigned work, and Office feedback notices.

5. Choose Enrolled for email updates only when approved.

6. For an external address, review Administrator attests this address is an intended recipient. Enrollment requires confirmation; administrative attestation records your decision, not mailbox ownership proof. It is not a verification email workflow.

7. For external office addresses only, consider Show address as visible CC on office notices (other recipients will see it). Leave it off unless that disclosure and access to office notice contents are approved.

8. Enter Reason for change, 3 to 500 characters, and choose Save recipient.

9. Verify Recipient settings saved. No email sent. and the row's email, categories, enrollment, and Admin attested, Account confirmed, or Unconfirmed status.

10. To stop future eligibility, reopen the row, clear enrollment or adjust categories, give a reason, and save. There is no recipient Delete button on this page.

Duplicate emails, account-email mismatches, missing confirmation, or invalid details can prevent saving. A changed external email needs appropriate renewed attestation. Do not assume earlier confirmation covers a different mailbox.

Enrollment alone does not guarantee selection. The server also checks account activity and category eligibility. Assigned work requires a linked account with the relevant proposal relationship or authorized oversight; an external address is not eligible merely because Assigned work was checked. Office feedback notices are restricted to authorized office staff or explicitly intended external office destinations, not ordinary councilors by category alone.

Announcements send individual private To messages without cross-user CC or BCC. The visible-CC option applies to the separate office feedback notice path. That office path uses the configured office destination, feedback@municipalcouncilofnorzagaray.com, with approved enrolled external CC addresses. Neither roster entry nor attestation proves mailbox forwarding or provider delivery.

TRAINING example: Link the synthetic TRAINING Records Clerk account, choose Meeting / activity notices, and give reason Local training roster demonstration. For an external-address explanation, use training.office@example.invalid and do not send to it.

Recording cue and exercise: Point to the difference between enrollment and confirmation. Narrate: “This saves a subscription decision. No email was sent and no permissions changed.” Ask the learner to explain why visible CC can disclose an office address, while an announcement uses individual To deliveries.

Integrations

Purpose and access: /admin/settings/integrations is a masked status view, not an API-key editor. It shows Email provider, Sender, Bot protection, Trusted gateway, Office destination, Office recipient enrollment, and Backend.

1. Open the page and wait for status data.

2. Read Configured / value masked or Missing or unverified against the individual service. The display identifies Resend, Turnstile, and deployment-managed Supabase, not their secret values.

3. Note that Last changed: not reported by deployment is not a rotation audit timestamp.

4. Observe that Change in provider secret store is disabled. There is no browser field for replacing a key, switching a provider, or reconnecting a project.

5. If configuration is missing, report the service label to the authorized deployment operator. Rotation belongs in the provider secret store during a coordinated release.

Unable to read server health means this screen could not establish health. Even a present key does not prove sender-domain verification, forwarding, or receipt. The Backend card is an identification/configuration display, not a comprehensive backend uptime test. No live test message is sent here.

TRAINING example: Discuss a fictional “Missing or unverified” Email provider result and create no real secret. Recording cue: Show only the masked status page. Narrate: “This button is intentionally disabled. Credentials are deployment-managed.” Exercise: Name the information to give technical support without copying any key or claiming mail delivery.

Feedback / privacy

Purpose and access: /admin/settings/feedback displays Feedback configuration. It is not the Citizens Feedback case list and does not edit a privacy policy or delete citizen submissions.

1. Read Security mode when available.

2. Check Turnstile verification, Trusted gateway quota, Office notice email enabled, Email provider key, Sender address, Office address configured, and Office address enrolled / attested.

3. Interpret Value present as configuration presence, not proof of a working end-to-end service. Missing requires deployment review.

4. Read Records retention. When configured as manual review it says Manual review · no automatic deletion. Status unavailable is not permission to delete records.

5. Refer any official retention-period decision to the records office. There is no save button, retention scheduler, or secret editor on this page.

If Unable to read server configuration health. appears, do not certify the service from an incomplete display. The health page does not prove a citizen acknowledgment was sent. The inspected office mail path explicitly sends an office notice, not a reply to a citizen.

TRAINING example: Explain a fictional local configuration with office email disabled and manual-review retention. Recording cues: Show the retention wording without exposing citizen records. Narrate: “Configuration presence, records retention, and delivery evidence are different checks.” Exercise: Explain why manual review is not automatic deletion after a fixed period, and why a green key indicator does not prove a message reached an inbox.

11. Daily staff workflow and trainee exercise

Start of day

1. Sign in with your own assigned account and verify the welcome identity.

2. Open Dashboard, review Needs attention, then inspect Quick tasks for the complete loaded scope.

3. Use Load more tasks where offered. Prioritize overdue and due-today work without assuming the Dashboard preview is exhaustive.

4. Check Calendar and Agenda for today's recorded arrangements and sourced holiday notices. A Monday template is not a confirmed meeting.

During the day

Open the actual related proposal, feedback record or activity before acting. Update task status to In progress when work starts. Authorized staff should correct assignment or due-date errors through Edit task, not by creating duplicate reminders. If an activity moves or is cancelled, review related tasks separately. Use the appropriate specialist module for official legislative or feedback decisions.

End of day

Mark only completed follow-up work Done, check its saved location, and verify any critical edits after refresh. Review remaining commitments for handover through the office's approved communication process. No automatic email or SMS reminder delivery is promised by these chapters. Sign Out before leaving a shared device.

Guided trainee exercise

In the approved isolated environment, the trainer provides one staff account and one eligible assignee without exposing credentials in the recording. The trainee must:

- Explain why their navigation and totals may differ from the trainer's.

- Identify a holiday source and explain why an M marker is not a saved activity.

- Create the fictional briefing activity, confirm its Scheduled agenda entry, then edit its place.

- Create the fictional attendance-sheet task with an eligible assignee and an authorized activity link, or None if the link is not permitted.

- Move the task to In progress with Status, then demonstrate keyboard pickup and Escape without changing its status.

- Move the task to Done using a permitted method and verify persistence after refresh.

- Cancel the fictional activity with TRAINING - practice session concluded and explain why that does not resolve feedback or approve a proposal.

- Find the task count/Load more controls, explain their limit, and Sign Out.

The trainer checks outcomes in the displayed records, not merely whether buttons were clicked. Stop the exercise if a real account, live database or confidential record appears.

12. Training-video shot list and filming checklist

Recommended teaching order follows access, interpretation, scheduling, assignment and daily practice. These are modular chapters, not claims about actual recording duration.

Filming-safe checklist

- Confirm the local demonstration origin and isolated backend before any save or cancellation. The live official entry may be shown as text, not used for training writes.

- Obtain approval for the selected role, fictional records and visible participant names. Never assume source examples are seeded application data.

- Hide password managers, browser autofill, notifications, personal tabs, email addresses, citizen details, private proposals and token-bearing links.

- Do not record credential typing, password recovery, account creation, mail dispatch, resets or production operations.

- Capture full headings, field labels, open dropdown selection and the resulting saved record. Use a readable zoom and both desktop and phone views.

- Pause after saves and verify readback and refresh in the training environment. Cut repeated waiting, not the evidence of the result.

- If a permission error or missing control occurs, explain the actual scope. Do not switch to an unapproved powerful account for a cleaner shot.

- Show only available controls. Do not invent local-holiday editing, activity reopening, task deletion, universal search, automatic invitations or email/SMS reminders.

- Keep each recording segment replaceable if deployment or labels change. Recheck the deployed interface before publishing the video as live-system instruction.

Additional module scenes for the complete series

Record these after the office-navigation scenes, using the detailed chapters above as the step-by-step script. Separate routine staff training from restricted super-administrator training.

Screen reference gallery

Each figure is a local-build reference using synthetic records. The real counts and available controls vary with the signed-in user. Follow the text walkthrough; these screenshots are not evidence of a live deployment.

Dashboard screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin

Calendar screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/calendar

Quick tasks screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/tasks

Ordinances screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/ordinances

Resolutions screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/resolutions

Citizens Feedback screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/feedback

Legislative Tracker screen

Intended official route: https://municipalcouncilofnorzagaray.com/legislative-tracker

Announcements screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/announcements

Settings screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings

Users screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings/users

Roles and permissions screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings/roles

Email templates screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings/email-templates

Update recipients screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings/update-recipients

Integrations screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings/integrations

Feedback and privacy screen

Intended official route: https://municipalcouncilofnorzagaray.com/admin/settings/feedback

Sign-in screen

New proposal form

Mobile navigation drawer

Add Ordinance form

Add Resolution form

Tracker record details

Trainer sign-off and release checklist

1. Confirm the system owner has approved training against the intended environment. Confirm the live interface matches the local edition before saying a feature is live.

2. Test the actual trainee accounts and roles without changing production passwords for a demonstration. Never share the local test login as a live account.

3. Prepare only clearly labeled TRAINING records in an approved training environment. Do not display real citizen names, contact information, concerns, attachments, password fields, API credentials or unrelated staff assignments.

4. Verify every demonstrated Save result, task movement and upload by reopening or refreshing. A successful click alone is not a successful record update.

5. Keep announcement distribution and citizen messages disabled for rehearsal unless the exact audience and one-time test have been approved. Do not dispatch a campaign just to demonstrate its button.

6. Demonstrate both a desktop sidebar and the navy phone menu. Explain the active navigation highlight and status-dropdown fallback for task movement.

7. Ask a trainee to repeat their daily workflow, identify a wrong-permission state, distinguish a private attachment from a public PDF, and explain why a note is not a citizen email.

8. Obtain Secretariat review of terminology, responsibility assignments and record-handling procedures. Obtain appropriate legal review before teaching any statutory timer or approval decision as authoritative.

9. Restrict the administrator configuration lesson to its intended audience. Store the approved manual and recording with edition control; revise screenshots after a material interface change.

Training completion record: Trainee name: ____________________ Role: ____________________ Trainer: ____________________ Date: ____________________ Modules practiced: ____________________ Follow-up needed: ____________________