Final Pixel

Adding Team Members

1. Go to Settings tab
2. Find Team Members section
3. Click + Add Member
4. Enter their email and select their role
5. Send them an invite link or they can log in directly

User Roles

Invite Links

Share the Join Link from Settings with team members. When they click it and sign in, they'll automatically join your workspace.

📧 Personal Email (Dual Email Support)

Staff often sign contracts with a personal email before receiving their work email. FP-OPS supports linking both:

1. Contract is sent to personal@gmail.com — they sign via the token link in the email (no portal login needed)
2. Staff member gets onboarded and receives their name@finalpixel.com email
3. Add them to the team in Settings with their work email
4. Click ✏️ Edit on their team card → enter the personal email in the Personal Email field

Once linked, the system automatically matches both emails across:

• My Contracts — contracts sent to either email appear in My Space
• Notifications — notifications addressed to either email show up
• Holidays — holiday records under either email are counted
• Pending Approvals — line manager matching works with either email
• Push Notifications — device token is registered under both email keys
• Dashboard Banners — production announcements match both emails

💡 The personal email shows on the team card with a 📧 icon so admins can see it at a glance.

Editing Team Members

Click ✏️ on any team member card to edit their name, email, personal email, and department. Changing the primary email updates their login identity — existing contracts under the old email should be linked via the Personal Email field.

Contract Area Access

Contracts are organized into three areas:

Managing Access

1. Go to Contracts tab
2. Click 🔐 Access Control button (visible to admins only)
3. View the access summary showing all team members and their current access
4. Add or remove users from each area (Staff, Academy) or individual projects
5. Changes take effect immediately

Default Access by Role

Access via Contracts

When you create a contract and assign it to a project, the user automatically gets access to that project's resources in the portal once their contract is signed.

Contract Workflow

Creating a Contract

1. Click + New Contract in the Contracts tab
2. Fill in crew details (name, email, job title)
3. Select legal entity and project
4. Enter engagement dates and rates
5. Review Key Terms, Standard Terms, and BTS Release
6. Click Save Draft or Send for Signature

Onboarding Data

When users sign their contract, they also complete onboarding:

• Photo for crew ID
• Personal details (DOB, phone, address, NI number)
• Emergency contact
• Right to work documents
• Dietary requirements
• Vehicle details
• Accommodation needs
• DEI monitoring (optional)

Countersigning

After the recipient signs, contracts requiring countersignature will appear with an ACTION REQUIRED badge. Click to countersign and activate the contract.

📝 Staff vs Freelancer Contracts

FP-OPS supports two contract categories:

🔗 Token-Based Signing (No Login Required)

When a contract is sent, the recipient gets an email with a unique signing link. Clicking it opens a standalone signing page — no portal account or login needed. The secure token in the URL proves they're the intended recipient. This works for both staff and freelancer contracts.

🔄 Contract Extensions

Active contracts can be extended from the contract detail view. An extension creates a new signing request for the updated dates/rates, sent as a separate signing link. The original contract remains active until the extension is signed.

📧 Contract Email Log

A collapsible email log is available on the Contracts overview page showing all contract-related emails sent: initial send, resends, activation emails, extension signing requests. Each entry shows the type, recipient, subject, delivery status (✅ sent / ⏳ pending / ❌ failed), and timestamp.

📁 Multi-File Asset Upload

In the Production Hub, multiple files can be uploaded at once when adding assets to a project. Each file becomes a separate asset with its own version history. A single notification and email is sent for the batch.

Timesheet Workflow

How Freelancers Enter Time

1. Log into the Final Pixel Crew Portal
2. Go to ⏱️ Timesheets tab
3. Select the contract to log time against
4. Enter Call Time and Wrap Time for each day
5. Break hours default to 1hr (can be adjusted)
6. Hours over 10/day are automatically flagged as Overtime
7. Click Save Draft to save progress, or Submit for Approval when complete

Who Can Approve Timesheets?

Timesheet approvals appear on the Dashboard in an orange widget for:

• Owners - Full approval rights
• Admins - Full approval rights

💡 Future: Line managers and Production Managers will be able to approve for their reports/projects.

Approving Timesheets

1. Pending timesheets appear in the orange ⏱️ Pending Timesheet Approvals widget on Dashboard
2. Click 👁️ to view full timesheet details
3. Review call/wrap times, total hours, and overtime
4. Click ✓ Approve to approve, or ✗ Reject with a reason
5. Rejected timesheets are sent back to the user to revise and resubmit

Invoice Generation (Freelancer)

1. Once timesheets are approved, they appear in the 📄 Invoices tab
2. Freelancer selects which approved weeks to include
3. System generates a professional invoice with line items for days worked + overtime
4. Freelancer fills in their business details (name, address, VAT if applicable)
5. Download as PDF or auto-send to accounts email
6. Invoice records are saved and timesheets marked as invoiced

Rate Calculations

Holiday Request Workflow

How Users Request Holiday

1. Go to 🔒 My Space tab
2. Click + Request Holiday
3. Select start and end dates
4. Choose full day or half day (AM/PM) for start/end
5. Select their Line Manager (approver)
6. Add optional notes
7. Submit request

Who Can Approve Holidays?

Holiday approvals are sent to the Line Manager selected by the requester. The approver must be:

• A team member in the system (any role)
• Selected from the Line Manager dropdown when submitting

Pending approvals appear in the ⏳ Pending Holiday Approvals widget on the Dashboard for that line manager.

Approving Holiday Requests

1. Requests appear in Dashboard widget or in My Space → Pending Approvals
2. Shows who's requesting, dates, and number of days
3. Click ✓ Approve or ✗ Reject
4. Rejected requests prompt for a reason
5. The requester receives a notification with the decision

Holiday Allowance & Calendar

• Default Allowance: 25 days per year (can be adjusted per user)
• Holiday Calendar: Shows all approved holidays for the year
• Capacity Planner: Approved holidays automatically appear in the capacity view
• Working Days: System auto-calculates working days (excludes weekends)

Channel Structure

• Main Channels: Company-wide topics (e.g., #general, #announcements)
• Sub-Channels: Project or team-specific conversations under a main channel
• Access Control: Sub-channels can be restricted to specific users

Message Features

Pinned Messages

• Anyone can pin or unpin messages
• Pinned messages appear in a pink section at the top of the channel
• Click a pinned message to scroll to it in the conversation
• Use for important announcements, key links, or reference information

Creating Channels (Admin)

1. Click + Add Channel in the channel list
2. Enter channel name (will be prefixed with #)
3. For sub-channels: hover over a channel → click +
4. Set access control for sub-channels if needed

People View

• Photo Cards: Full-bleed team photos with name, title, and projects
• Online Indicator: Green dot shows who's currently active
• Search & Filter: Find people by name, title, or project
• Click for Details: View contact info, pronouns, timezone, birthday

Org Structure View

• Visual Org Chart: Departments, sub-groups, and roles
• Auto Photo Matching: Headshots automatically appear when names match team members
• Color-Coded Departments: Each department has a custom border color

Editing Org Structure (Admin)

1. Click ✏️ Edit Structure button (admin only)
2. Add/Remove Departments: Click + Add Department or 🗑️ to remove
3. Set Department Color: Use the color picker next to each department
4. Add Roles: Enter name and title for each position
5. Create Sub-Groups: Enable sub-groups for departments with divisions
6. Drag to Reorder: Drag departments to change their order
7. All changes save automatically to Firebase

Profile Photos

Team members can upload their headshot in two places:

• Main App: My Space → My Profile → Upload Headshot
• Final Pixel Crew Portal: My Profile → Upload Headshot

Photos appear in Team Directory, Org Chart, and Comms messages.

Portal Tabs

Portal Access

Crew access the portal via two methods:

• Clean URL: fpoperations.netlify.app/#portal
• Custom domain: www.fpcrewportal.com (forwards to the portal)

They can sign in with Google or create an email/password account. Access is granted if they have an active contract or have been manually added as a portal user.

📱 Crew Portal as PWA

The crew portal can be installed as a standalone app on any device. When visiting via #portal, the login screen shows crew branding and the manifest uses "FP Crew Portal" as the app name. The portal mode persists in localStorage so reopening the PWA returns to the crew portal, not the staff app.

🔔 Crew Push Notifications

Crew portal users are prompted to enable push notifications after logging in. When enabled, they receive push notifications for contract updates, new assets, production announcements, and other events — same as the main FP-OPS app. On iOS this requires the portal to be installed as a Home Screen app.

Admin Preview

Staff/admin accounts logging into the #portal route will see the portal in Admin Mode with an "ADMIN VIEW" badge and access to all tabs. This lets admins preview exactly what crew see and manage resources directly.

📱 What's the Difference?

📋 What Gets Notified?

✅ = Notification sent | 📧 = Email notification | 🔴 = Badge/counter only | — = Not sent

Dashboard Banners: The Dashboard shows two notification banners at the top — a pink banner for production announcements (last 48h) and a blue banner for other project notifications (last 7 days). Both are dismissable.

My Space → Notifications: All personal notifications appear in the 🔔 Notifications section of My Space with a badge count on the tab. Notifications match both primary and personal email if linked.

⚙️ Enabling Push Notifications

Push notifications must be enabled per device. Each device (phone, computer, tablet) registers separately.

1. Go to Settings tab
2. Find Push Notifications section
3. Click Enable Push Notifications
4. Allow when your browser/device asks for permission
5. Wait for "Active" status with token confirmation
6. Use Send Test Push to verify it works

📱 iOS (iPhone/iPad) Requirements

Push notifications on iOS require additional setup:

• iOS 16.4 or later - Check in Settings → General → About
• Add to Home Screen - Open FP-OPS in Safari, tap Share (□↑), then "Add to Home Screen"
• Open from Home Screen - Must open the app from the Home Screen icon, not from Safari
• Enable in iOS Settings - If blocked, go to iPhone Settings → FP Ops → Notifications → Allow

⚠️ Push notifications will NOT work if you open FP-OPS directly in Safari - it must be the installed Home Screen app.

🔧 Troubleshooting

Projects

Each production project has its own space with a timeline, asset library, crew assignments, and announcement feed. Create projects from the Production tab and assign team members.

📦 Assets & File Management

Upload production assets (documents, images, scripts, etc.) to any project. Features include:

• Multi-file upload — drag and drop or select multiple files at once (up to 10MB each)
• Version history — each asset tracks versions; uploading a new file creates a new version
• Categories — organise assets by type (scripts, schedules, callsheets, etc.)
• Notifications — when assets are uploaded or updated, assigned crew receive in-app and push notifications plus email

📢 Production Announcements

Post announcements to a project's feed. All assigned crew and team members receive notifications. Recent announcements appear as a pink banner at the top of the Dashboard (last 48 hours). Other project notifications (asset updates, contract activity) appear in a blue banner.

🌐 Portal Mirroring

Production projects and their assets are automatically visible to crew in the Crew Portal's Projects tab, filtered by their contract assignments. Crew see the same assets and announcements without needing FP-OPS access.

What's in My Space

📖 Knowledge Tab

Editable knowledge sections visible to the whole team. Use for company processes, how-tos, and reference material. Content is stored in Firebase and synced across all users in real time.

📋 Policies Tab

Company policies organised by category (Health & Safety, IT, HR, Data Protection, etc.). Policies are fully written and initialised in Firebase. Each section is collapsible with table of contents. Policies are also shared to the Crew Portal resources tab.

📁 Resources Tab

Company-wide document library and resource links. Resources can be shared via deep links using the share button — the link opens FP-OPS directly to that resource section.

🔗 Deep Linking & Sharing

Resources and policies support deep-link URLs (#resource=section-name or #policy=section-name). Click the share button on any section to copy its deep link to the clipboard.

Crew Management

View and manage crew assigned to each project. Add crew directly from the Crew Database, or add new crew members with the Add Crew modal. Remove crew from projects, and track their contract and source status.

📊 Excel Export

Export crew lists to Excel with all details including job titles, rates, engagement dates, department, and contact information. Useful for production reports and cross-referencing with external systems.

📧 Email Log

Track all crew-related emails sent from the system — contract sends, reminders, and notifications — with delivery status and timestamps.

What is Oz?

Oz is a private AI assistant built into FP-OPS. It uses Claude (by Anthropic) to help with:

• Drafting emails and communications
• Brainstorming and idea generation
• Writing and editing documents
• Answering questions about processes
• Technical help and problem-solving
• Creating schedules and templates

📊 How Your Data Flows

Key Point: Your permanent conversation record is 100% in YOUR Firebase. The API is just a "pass-through" for the AI brain.

💾 What's Stored Where

⚠️ Security Considerations

The only thing leaving Final Pixel's network is the message content sent to Claude for processing. Anthropic:

• Does NOT train on API data (confirmed in their data policy)
• Deletes data after 30 days (or less with enterprise agreement)
• Does NOT store your Firebase data at all
• Is SOC 2 Type II certified and GDPR compliant

📋 Risk Assessment

🛡️ Mitigations in Place

1. Security warnings: Users see warnings before and during chat about data handling
2. Firebase storage: All conversation history is in YOUR database, not Anthropic's
3. Per-user isolation: Each team member's chats are separate (can't see others' conversations)
4. API data not trained: Anthropic's policy explicitly excludes API data from training
5. Deletable: You can delete any conversation from Firebase at any time
6. Audit trail: All messages timestamped and logged in your Firebase

📋 Usage Guidelines by Data Type

🔜 Coming Soon: On-Premise AI (Llama)

We're planning to set up a self-hosted AI model (Llama) for fully confidential work:

• 100% on-premise: Data never leaves Final Pixel's network
• "Confidential Mode": Switch between Claude API and local Llama
• Same interface: Identical chat experience, just different backend
• Best of both: Use Claude for general work, Llama for sensitive content

Hardware requirement: Mac Studio M2 Ultra (128GB) or similar for smooth performance.

⚙️ Setup Instructions (Admin Only)

Oz uses a secure Cloud Function to keep the API key hidden server-side. Team members just log in and use it - no individual setup needed.

One-Time Admin Setup:

1. Get your API key from console.anthropic.com
2. In your Firebase project folder, create/edit .env file
3. Add: ANTHROPIC_API_KEY=sk-ant-api03-your-key-here
4. Deploy Cloud Functions: firebase deploy --only functions
5. Done! All team members can now use Oz

❓ Frequently Asked Questions

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