What You Missed (Changelog)
Welcome to Richter's Digital Operations Platform
The complete system you've been helping build
Richter's Digital Operations Platform is a comprehensive, AI-powered business management system built specifically for Richter's Lawn Care and GreenX Tree Care. It replaces spreadsheets, whiteboards, paper forms, and disconnected tools with a unified digital ecosystem that connects 54 employees across 5 departments with real-time data, automated workflows, and intelligent insights.
From the moment a technician clocks in to the weekly performance reviews with leadership, every touchpoint is digitized, tracked, and optimized. The system learns from your data, identifies patterns, surfaces insights, and automates the tedious stuff so your team can focus on what matters: delivering exceptional service.
🌿 Lawn Care Joke of the Day
Why did the lawn care tech bring a ladder to work?
Because they heard the grass was getting HIGH!
Core System Components
Every piece of the puzzle, working together
The Yard (Landing Hub)
The front door to everything. Role-based access routes employees to their tools - technicians get quick actions, managers get analytics, leadership gets the big picture.
Portal (Operations Center)
The command center for managers. PIN-authenticated access to tasks, PTO management, inventory, bag rates, employee data, and real-time dashboards.
TV Dashboard (Break Room)
85" display showing weather, forecasts, compliments, and daily metrics. Auto-rotating pages optimized for 6-10 foot viewing. Keeps the team informed without meetings.
Whiteboard (Shop Display)
Digital replacement for the physical whiteboard. Shows current round products, spray rates, what we're seeing (diseases/pests), upsells, and recent compliments.
My Profile (Employee View)
Personal dashboard showing badges, challenges, performance stats, bag rate analytics, customer feedback, and goal tracking. Gamification meets accountability.
Inventory System
Real-time tracking of chemicals, fertilizers, equipment. Low stock alerts, usage graphs, delivery logging, photo verification, and Zapier integration for automation.
Bag Rate Analytics
Tracks application efficiency (sq ft per bag). Company comparisons, trend charts, distribution histograms, leaderboards, tech detail modals, and weekly/monthly/seasonal views.
MDR Tracking
Manager Daily Reports - tracks daily targets, completions, and performance. Feeds into weekly recaps and identifies coaching opportunities.
Arcade Hub (10 Games!)
Flappy Mower, Turf Runner, Shawn's Grind, Lawn-Man, Fertilizer Run, Grub Defense, Stripe Snake, Pest Patrol, Turf Pong, and Shawn Kart 3D racing!
Customer Feedback System
Compliments & complaints tracking with Jotform webhooks. Links to technicians, surfaces on profiles, shows on TV, CSV import for historical data.
Growth Challenges
AI-assisted coaching system with challenge templates, progress tracking, and automated task creation. Gamification meets professional development.
Badge Report & Analytics
Department-specific team metrics, expanded profile views, badge tracking, and Fun Facts with AI-powered percentile rankings.
Fleet Visualization
Visual truck grid with wash status icons, department color coding, company filtering, sort options, and beautiful vehicle detail modals with view/edit modes.
Mobile PWA
Progressive Web App for field technicians. Offline capability, quick actions, photo uploads, GPS check-in. Works without app store installs.
Fleet Management System - Deep Dive
Everything you need to know about the fleet and maintenance system
The Fleet Management System is a comprehensive vehicle, equipment, and maintenance tracking platform designed to give everyone - from technicians to leadership - visibility into the health and status of every asset in the fleet. It replaces paper logs, whiteboard assignments, and manual tracking with a real-time digital system that automates compliance monitoring, schedules maintenance, and provides instant accountability.
📦 What's Tracked In The System
🚐 Vehicles (Trucks)
Every truck in the fleet has a complete digital profile including:
- Vehicle Number - T-01, T-02, etc. - the unique identifier
- Make/Model/Year - Ford F-150 2019, Chevy Silverado 2021, etc.
- VIN & License Plate - for registration and insurance tracking
- Tank Size - gallons capacity for spray trucks
- Hose Reel Status - whether the truck has a hose reel installed
- Bed Type - flatbed, utility, enclosed, etc.
- Department Assignment - Lawn Care 🌿, Pest Control 🐛, Tree & Shrub 🌳, Aeration 🌱, Liquid Applications 💧
- Company - RLC (Richter's Lawn Care) or GX (GreenX Tree Care)
- Status - Active (green), Spare (blue), Maintenance (yellow), Out of Service (red), Retired (gray)
- Assigned Technician - who is currently driving this truck
- Current Mileage - tracked for maintenance scheduling
- Purchase Date - for depreciation and age tracking
- Last/Next Service Dates - maintenance scheduling
- Notes - free-form notes for anything special about this vehicle
🚜 Equipment (Machines)
Every piece of equipment that rides on or goes with a truck:
- Equipment Number - Z-01, S-05, etc.
- Equipment Type - Z-Spray 🚜, Push Spreader 🔧, Backpack Sprayer 🎒, Ride-On Spreader, Hose Reel 🔄, Aerator 🌱, Skid Sprayer 💧
- Make/Model/Year - equipment details
- Serial Number - for warranty and tracking
- Current Hours - hour meter reading for maintenance triggers
- Assigned User - which tech operates this equipment
- Assigned Vehicle - which truck this equipment rides on
- Status - same as vehicles (Active, Spare, Maintenance, etc.)
💧 Truck Wash Tracking
The wash compliance system tracks when trucks are washed and alerts when they're due:
- Wash Date - when the truck was washed
- Wash Type - exterior, full, or quick
- Washed By - who did the wash
- Location - where the wash happened
- Photos - optional verification photos
- Compliance Status:
- 💧 Blue = Compliant (washed within 7 days)
- 💧 Orange = Due Soon (7-14 days since wash)
- 💧 Red = Overdue (14+ days since wash)
- 💧 Gray = Never washed / no data
📋 Assignment History
Every time a truck or equipment changes hands, it's logged:
- What asset was reassigned (vehicle or equipment)
- Who it was assigned to (new owner)
- Who it was previously assigned to
- Who made the change and when
- Optional reason for the change
This creates a complete audit trail so you always know who had what and when.
🔧 The Mechanic's Perspective (Jack's View)
Jack McMahon (or whoever the shop mechanic is) has a completely different experience of the system focused on what needs to be fixed, maintained, and tracked.
📅 Daily Maintenance Queue
Every day, Jack can see a prioritized list of what needs attention:
- Urgent tasks show first (safety issues, breakdowns)
- High priority next (overdue scheduled maintenance)
- Normal priority (regular scheduled maintenance)
- Low priority (nice-to-have, cosmetic)
Each task shows the vehicle/equipment number, what needs to be done, estimated time, and any special instructions.
🔄 Maintenance Templates
The system has pre-built maintenance templates that auto-generate tasks:
| Template | Applies To | Frequency | Est. Time |
|---|---|---|---|
| Oil Change - Truck | Trucks | Every 5,000 miles | 30 min |
| Oil Change - Z-Spray | Z-Sprays | Every 100 hours | 20 min |
| Air Filter - Truck | Trucks | Every 15,000 miles | 15 min |
| Grease Fittings | All Equipment | Every 14 days | 20 min |
| Tire & Brake Inspection | Trucks | Every 30 days | 25 min |
| Pre-Season Inspection | Equipment | Feb 15 yearly | 60 min |
| Winterization | Equipment | Nov 30 yearly | 45 min |
📝 Completing Work
When Jack finishes a task, he logs:
- Work performed (what was actually done)
- Parts used (automatically deducts from inventory)
- Labor hours
- Odometer/hour meter reading
- Findings (what was discovered)
- Recommendations (future work needed)
- Photos (optional documentation)
🔴 Repair Requests
When a tech reports a problem (via form or portal), it shows up in Jack's queue:
- Who reported it and when
- What's wrong (issue description)
- Urgency level (urgent, high, normal, low)
- Which truck/equipment
- Contact info if Jack needs more details
Jack can convert these into maintenance tasks, order parts, or mark as resolved.
📦 Parts Inventory
The system tracks parts inventory so Jack knows what's in stock:
- Current quantity on hand
- Reorder point (alerts when low)
- Storage location ("Shelf A-3", "Oil Cabinet")
- Cost tracking
- Which vehicles/equipment each part applies to
❄️ Off-Season Phases
During off-season, work is organized into phases:
- Phase 1: Initial Assessment - Full inspection, document all issues
- Phase 2: Critical Repairs - Safety and major mechanical issues
- Phase 3: Preventive Maintenance - Oil, filters, belts, hoses
- Phase 4: Deep Cleaning - Pressure wash, detail interiors
- Phase 5: Final Prep - Calibration, final checks, ready for season
Each phase auto-generates tasks for every vehicle/equipment when activated.
🏠 Shop Tasks
Beyond vehicle maintenance, the system tracks shop property tasks:
- Mow Shop Lawn - Weekly on Mondays
- Clean Shop Bay - Weekly on Fridays
- Check Fire Extinguishers - Monthly
- Organize Parts Shelves - Monthly
- Mow Shawn's Property - Weekly on Wednesdays
- Mow Blake's Property - Weekly on Thursdays
📊 The Manager's Perspective
Managers need to know who has what, where everything is, and if there are problems - without digging through spreadsheets or asking around.
🗺️ Visual Fleet Grid
The main Fleet Management page shows a visual "parking lot" view:
- Every truck displayed as a card with emoji 🚐
- Color-coded ring around each truck matching department (green for lawn, orange for pest, etc.)
- Wash status icon (💧) showing compliance at a glance
- Company badge (RLC/GX) on each card
- Assigned technician name and avatar
- Unassigned trucks shown with dashed border in yellow
- Maintenance trucks shown in yellow/amber
🔍 Filtering & Sorting
Managers can quickly filter the fleet view:
- By Company - Show all, RLC only, or GreenX only
- By Department - Lawn, Pest, Tree, etc.
- By Status - Active, Spare, Maintenance, Out of Service
- Sort by - Vehicle number, department, last wash (overdue first or recent first)
📋 View Density
Three view modes for different needs:
- Full View - Large cards with all details, equipment list, tech info
- Compact View - Medium cards, key info only, fits more on screen
- Ultra Compact - Minimal row-style view, maximum density for quick scanning
🚛 Vehicle Detail Modal
Click any truck to see its full profile in a beautiful modal:
- Current compliance status (Compliant/Due Soon/Overdue/Never)
- Days since last wash
- Total washes recorded
- Compliance percentage
- Visual progress bar
- "Log a Wash" button
The modal has View Mode (read-only, beautiful display) and Edit Mode (form fields for making changes). Click the Edit button to switch.
🔄 Drag-and-Drop Reassignment
Managers can reassign assets by dragging:
- Drag a technician onto a truck to assign them
- Drag equipment between trucks
- Changes are logged automatically to assignment history
📈 Stats Bar
At the top of the page, quick stats show:
- Total vehicles in fleet
- Assigned vs unassigned trucks
- Trucks in maintenance
- Spare trucks available
- Wash compliance rate
⚠️ Alerts & Warnings
The system highlights problems:
- Trucks overdue for wash (red wash icon, pulsing badge)
- Aging vehicles (5+ years old shown with orange age badge)
- High mileage warnings (100k+ miles)
- Unassigned trucks (dashed yellow border)
- Equipment hour warnings (2000+ hours)
🎯 The Leadership Perspective
Leadership needs strategic visibility - fleet health, compliance trends, cost analysis, and capital planning - not day-to-day operations.
📊 Fleet Health Dashboard
High-level metrics at a glance:
- Overall Compliance Rate - What % of fleet is wash-compliant
- Active vs Inactive Assets - How much of the fleet is actually working
- Maintenance Backlog - How many tasks are overdue
- Average Fleet Age - Trend over time
- Cost Per Mile/Hour - When data is tracked
💰 Financial Insights
Track costs across the fleet:
- Maintenance costs by vehicle/equipment
- Parts spend by category
- Labor hours by task type
- Total cost of ownership per asset
- Repair vs preventive maintenance ratio
🔮 Capital Planning
Data to inform purchasing decisions:
- Age distribution of fleet (how many trucks are 5+ years old)
- Mileage/hours trends (which units are approaching end of life)
- Repair frequency (which units cost more to maintain than replace)
- Utilization rates (are we over/under-equipped)
📈 Trend Analysis
See patterns over time:
- Wash compliance trend (are we getting better or worse?)
- Maintenance completion rate by month
- Repair request volume (seasonal patterns)
- Parts consumption trends
🚨 Escalation Handling
When things fall through the cracks, leadership is notified:
- Tasks overdue by 48+ hours escalate to manager
- Tasks overdue by 7+ days escalate to leadership
- Multiple overdue items on same vehicle trigger review
- Safety-related items have shorter escalation timelines
📋 Compliance Reporting
For insurance, audits, and documentation:
- Complete maintenance history by vehicle
- Inspection records with dates and findings
- Photo documentation of work performed
- Assignment history (who had what when)
🗄️ Under The Hood: Database Structure
For the technically curious, here's how the data is organized:
┌─────────────────────────────────────────────────────────────────────────────┐
│ FLEET DATABASE SCHEMA │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌──────────────────┐ ┌──────────────────┐ ┌──────────────────┐ │
│ │ fleet_departments│ │fleet_vehicle_ │ │fleet_equipment_ │ │
│ │ │ │ statuses │ │ types │ │
│ │ • Lawn Care │ │ • Active │ │ • Z-Spray │ │
│ │ • Pest Control │ │ • Spare │ │ • Push Spreader │ │
│ │ • Tree & Shrub │ │ • Maintenance │ │ • Backpack │ │
│ │ • Aeration │ │ • Out of Service │ │ • Ride-On │ │
│ │ • Liquid Apps │ │ • Retired │ │ • Aerator │ │
│ └────────┬─────────┘ └────────┬─────────┘ └────────┬─────────┘ │
│ │ │ │ │
│ ▼ ▼ ▼ │
│ ┌────────────────────────────────────────────────────────────────────┐ │
│ │ fleet_vehicles │ │
│ │ id, vehicle_number, make, model, year, vin, license_plate, │ │
│ │ tank_size, has_hose_reel, bed_type, department_id, company, │ │
│ │ status_id, assigned_user_id, purchase_date, current_mileage, │ │
│ │ last_service_date, next_service_due, notes │ │
│ └──────────────────────────────────┬─────────────────────────────────┘ │
│ │ │
│ ┌─────────────────────────┼─────────────────────────┐ │
│ ▼ ▼ ▼ │
│ ┌─────────────────┐ ┌─────────────────┐ ┌─────────────────────┐ │
│ │ truck_washes │ │fleet_equipment │ │fleet_assignment_ │ │
│ │ │ │ │ │ history │ │
│ │ • wash_date │ │ • equipment_num │ │ │ │
│ │ • wash_type │ │ • type_id │ │ • asset_type │ │
│ │ • washed_by │ │ • assigned_user │ │ • assigned_to │ │
│ │ • location │ │ • assigned_veh │ │ • previous_user │ │
│ │ • photos │ │ • current_hours │ │ • changed_by │ │
│ └─────────────────┘ └─────────────────┘ │ • change_reason │ │
│ └─────────────────────┘ │
│ │
│ ┌────────────────────────────────────────────────────────────────────┐ │
│ │ MAINTENANCE SYSTEM │ │
│ ├────────────────────────────────────────────────────────────────────┤ │
│ │ │ │
│ │ maintenance_templates ──► maintenance_tasks ──► maintenance_log │ │
│ │ (7 templates) (auto-generated) (work completed) │ │
│ │ │ │
│ │ fleet_parts_inventory ──► fleet_parts_usage ──► fleet_parts_orders│ │
│ │ (stock tracking) (used on jobs) (reordering) │ │
│ │ │ │
│ │ repair_requests ──────────► maintenance_tasks │ │
│ │ (from techs) (converted to work) │ │
│ │ │ │
│ │ shop_tasks ───────────────► shop_task_instances │ │
│ │ (recurring) (generated daily/weekly) │ │
│ │ │ │
│ │ offseason_phases ─────────► offseason_phase_templates │ │
│ │ (Phase 1-5) (tasks per phase) │ │
│ │ │ │
│ └────────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
🔄 How It All Works Together
Vehicle/Equipment Created
When a new truck or equipment is added, it gets a full profile with department, company, and initial assignment.
Assigned to Technician
Assignment is logged in history. Employee profile updated with truck_number. Shows on their My Profile page.
Daily Operations
Tech takes truck out daily. Washes are logged (or should be!). System tracks days since last wash.
Maintenance Triggers
Based on mileage, hours, or calendar, maintenance templates auto-generate tasks for Jack.
Work Completed
Jack completes work, logs parts used, updates mileage/hours. History is preserved forever.
Reporting & Analysis
Leadership sees trends, compliance rates, costs. Data informs future purchasing and policy.
⚡ Quick Reference
🚐 Vehicle Statuses
- Active - In daily use
- Spare - Available backup
- Maintenance - Being worked on
- Out of Service - Not usable
- Retired - No longer in fleet
💧 Wash Compliance
- 0-7 days - Compliant
- 7-14 days - Due Soon
- 14+ days - Overdue
- No data - Never washed
🏢 Departments
- 🌿 Lawn Care (green)
- 🐛 Pest Control (orange)
- 🌳 Tree & Shrub (lime)
- 🌱 Aeration (teal)
- 💧 Liquid Applications (blue)
🚜 Equipment Types
- 🚜 Z-Spray
- 🔧 Push Spreader
- 🎒 Backpack Sprayer
- 🚜 Ride-On Spreader
- 🔄 Hose Reel
- 🌱 Aerator
- 💧 Skid Sprayer
Bottom line: The Fleet Management System gives everyone the visibility they need. Technicians know what truck they have. Managers know who has what and can reassign instantly. Jack knows what needs fixing. Leadership knows fleet health and costs. Everything is tracked, nothing falls through the cracks, and the audit trail is automatic.
How It All Connects
The data pipeline powering everything
┌─────────────────────────────────────────────────────────────────────────────┐
│ RICHTER'S DATA ECOSYSTEM │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ INPUTS PROCESSING OUTPUTS │
│ ────── ────────── ─────── │
│ │
│ Jotform ────────┐ ┌─► TV Dashboard │
│ (Forms/Tasks) │ ┌────────────┐ │ │
│ ├────────►│ │───────────├─► Portal │
│ RealGreen ──────┤ │ Cloudflare │ │ │
│ (CRM Data) │ │ D1 │ ├─► My Profile │
│ │ │ Database │ │ │
│ Manual ─────────┤ │ │ ├─► Mobile PWA │
│ (Portal Input) │ │ 88+ Tables │ │ │
│ │ │ 40+ APIs │ ├─► Email Digests │
│ Weather ────────┤ └─────┬──────┘ │ │
│ (Visual Cross) │ │ ├─► SMS Alerts │
│ │ ┌─────▼──────┐ │ │
│ Zapier ─────────┘ │ AI/ML │───────────┴─► Reports │
│ (Webhooks) │ Analysis │ │
│ │ (OpenAI) │ │
│ └────────────┘ │
│ │
│ RBAC: Technician → Lead Tech → Manager → Leadership │
│ Companies: RLC (Richter's Lawn Care) + GX (GreenX Tree Care) │
│ Users: 34 RLC + 15 GX + 5 Leadership = 54 Total │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
Automated Communications
The system that never sleeps
🐑 New Zealand Joke
What do you call a sheep with no legs?
A cloud!
Development Journey
From whiteboard dreams to digital reality
🛹 SHAWN'S GRIND
The legendary game featuring your dad as a pixel art hero!
Tap to Play!
Controls: Arrows = Move • A/Z = Action • B/X = Special • JUMP = Jump • START = Begin • SELECT = Pause
Pro tip: Ask your dad about his high score 🏆
🚜 NZ Tractor Facts for Lucas!
Loading tractor fact...
🇳🇿 Fun facts Dad can share!
Coming While You're Away
What to expect when you get back
Customer Feedback System
Complete! Jotform webhooks, TV display, profile metrics, GreenX historical data imported. Fully operational!
Inventory System Overhaul
Complete! Quick-entry form, visual dashboard, photo verification, low stock alerts, scale slider for adjustments.
Fleet Visualization
Complete! Visual truck grid with wash status icons (💧), department color rings, company filtering, sort by wash date, and professional vehicle detail modals.
Performance Reviews
Auto-populated review forms with bag rate data, feedback summaries, and AI-generated coaching insights.