Mobile app

The mobile work list shows every workflow run for every team you belong to, on the date you're viewing. If you only care about one or two teams — or if you want to skip work that spilled over from yesterday — you can filter the list.

Why filter your work list

By default, every team you're a member of shows up in your work list. That's useful when you cover several teams, but it can get noisy if you only work with one. Filtering lets you:

• Focus on your own team and hide everything else
• Narrow the list to a single tag
• Hide work that carried over from an earlier day, so you only see what's actually starting on the date you're viewing
• Hide runs you've already finished, so only outstanding work shows

Your filters stay in place as you move around the app. They reset when you sign out.

Filter by team

The team filter is the most common one. You pick which teams should appear in the list, and everything else hides.

1. On the Work Items screen, tap Menu on the floating action bar
2. Tap Filter teams
3. The Filter Work Teams screen opens with a list of your teams
4. Tap a team to tick or untick it. Only ticked teams appear in your work list.
5. To tick or untick everything at once, tap Select all or Deselect all at the top right
6. Tap the back arrow when you're done

When you've turned some teams off, the title bar on the Work Items screen shows (filtered) next to the date so you don't forget a filter is on. The (filtered) label appears for any active filter, not just team filters — see "When the filtered label shows" below.

Filter by tag

You can also narrow the list to a single tag — handy when you group runs by topic, like "cleaning" or "safety". This filter shows one tag's runs at a time.

1. From a screen that shows a tag picker, tap Filter tags
2. The Filter tags screen opens with a list of every tag on your account
3. Tap the tag you want. The list narrows to that tag, and you go back automatically.

To clear it, return to the Filter tags screen and pick a different tag. A tag filter also turns on the (filtered) label.

Hide work that carried over from an earlier day

Some workflow runs span several days — they start on one date and finish on another. By default the work list shows you any run that's still active on the day you're viewing, even if it started earlier.

If you only want to see runs that actually start on the date you're viewing, use this toggle.

1. Tap Menu on the floating action bar
2. Find Hide carried-over workflows
3. Tap it to turn the toggle on. The icon changes to a ticked box. Tap again to turn it off.

When this is on, any run that started before the date you're looking at is hidden from the list.

Hide runs you've already finished

When a day fills up with completed runs, you can hide them so the list only shows what's still to do.

1. Tap Menu on the floating action bar
2. Find Hide completed workflows
3. Tap it to turn the toggle on. The icon changes to a ticked box. Tap again to turn it off.

When this is on, any run that's been marked complete drops off the list. Turn it off to see everything again.

When the filtered label shows

The (filtered) label sits next to the date at the top of the Work Items screen. It appears whenever any of these is active:

• A team filter (you've unticked at least one team)
• A tag filter (you've picked a single tag)
• Hide carried-over workflows is on
• Hide completed workflows is on

It's the quickest way to spot that something is being hidden when your list looks emptier than expected.

Where filters apply

Every filter stays on until you change it or log out. They don't affect what other people see — they're personal to your device.

Tips

• If your work list looks emptier than expected, open the menu and check whether a filter is on. The (filtered) label next to the date is the quickest tell.
• The (filtered) label covers team filters, tag filters, Hide carried-over workflows, and Hide completed workflows — any of them switches it on.
• Hide carried-over workflows is great for managers — it stops long-running workflows cluttering up later days.
• The team list in the filter only shows teams you belong to. You can't filter to teams you're not part of.

Completing a work run is the main thing you do in the mobile app. You open a card, fill in each element, and tap Mark Complete when everything's done. The app saves automatically as you go.

Opening a work run

On the Work Items screen, tap any card in the work list. The card opens to the work run screen.

The work run screen shows you:

• The title of the run at the top
• The time window and team name as a subtitle
• A scrollable list of elements down the middle
• A floating action bar at the bottom with three buttons

Use the back arrow at the top to return to the work list. If you have unsaved changes, the app warns you before you leave.

Filling in elements

Each element on the run is a question or instruction set up by the template author. Different element types look different on screen — a checklist has tickable items, a text input has a text box, a photo element opens your camera, and so on. For the full list of element types and how each one works, see the canvas docs on the web app side.

As you fill in an element, it saves automatically. You'll see the answer move into a "completed" state once it's saved. No need to tap a save button every time you tick something off.

The Save and Mark Complete button

The bottom-right of the floating action bar holds a single button that changes label depending on the state of the run. When it's enabled it's dark navy. When it's greyed out it turns a pale grey and you can't tap it.

The button is greyed out until the run's start time has been reached and every required step has been filled in. Once you can tap it, it shows either Skip the rest (if optional steps remain) or Mark Complete (if everything's done). After you tap, the run closes and you go back to the work list, and the card updates to show the run is finished.

Chat about a work run from inside the run

The floating action bar on the work run screen has two extra buttons:

• Chat bubble (left) — opens the team thread for this run. A small number on the icon shows how many unread messages there are.
• Target (middle) — opens Poppi, the AI assistant.

The team thread is the same one your manager sees, so questions, photos, and notes are kept together with the work.

Swipe gestures on a work card

You can also start a conversation about a run without opening it. On the Work Items screen, swipe a card:

• Swipe right — opens the team thread for this work run. Everyone on the team sees what you send.
• Swipe left — opens a list of people so you can DM someone privately about this work.

Actions on a single run

To open the actions for a single run, tap the three-dots ellipsis icon down the right side of its card on the Work Items screen. There's no tap-and-hold. This menu only appears for managers and admins — Staff don't see the icon. The action sheet is titled "Work Options" and which options appear depends on the run's state and your account settings:

You can also reset an individual element from inside the run by tapping the reset option next to that element — useful for fixing a wrong answer without restarting the whole run.

What happens when you tap Mark Complete

When every required element is in and you tap Mark Complete (or Skip the rest if optional steps remain):

1. The run is marked finished in Pilla
2. The screen closes and returns you to the work list
3. The card colour bar updates to green (or orange if the work finished late)
4. The status at the top of the work list updates to match

If you reset an element on a run that's already been finished, Pilla warns you that the whole run will reopen. Confirm and the run goes back to in-progress.

Tips

• Elements save the moment you fill them in. You don't need to tap Save unless you see the button.
• If the Mark Complete button is greyed out, scroll up — there's probably a required element you haven't filled in yet.
• Swiping right on a card is the fastest way to ping the team about a run.
• The back button warns you if you have unsaved changes, so you don't lose work by accident.

Most workflow runs appear on your work list automatically on a schedule. Some templates are set up with a manual trigger — they don't run on a schedule, you fire them off when you need them. This is how you fire them from your phone.

When to use this

Use this flow when you've got a workflow template set up to be triggered by hand. On the canvas, that's the template with the trigger labelled Trigger manually. Examples:

• A safety check you only do when an incident happens
• A one-off opening or closing routine for a special event
• A spot check a manager wants the team to do today

If your template runs on a schedule instead, you don't need to do anything — the run will appear in the work list automatically.

How to trigger a workflow template

1. On the Work Items screen, tap Menu on the floating action bar
2. Tap Run a workflow template
3. The Run a workflow template screen opens with a list of every template you can run
4. Tap the template you want
5. The team picker opens, showing every team the template is assigned to. Every team is ticked by default.
6. Tap a team to untick it if you don't want it included
7. Tap Run for N teams at the bottom (the number updates as you tick and untick)
8. The runs are created and you go back to the Work Items screen

One run per team

Each team you tick gets its own workflow run. So if you tick three teams and tap the button, three separate runs are created — one per team. Each team then sees their run on their own work list.

If one team's run fails to create for some reason, Pilla tells you which one and the others still go through.

What you can see

The list on the Run a workflow template screen only shows templates that are:

• Set up with a manual or external trigger (scheduled-only templates don't appear)
• Assigned to at least one team you belong to

If you don't see a template you think should be there, check that you're on the right team, and that the template's trigger is set to manual on the canvas.

When there are no templates to run

If you've got no templates set up for manual triggering, the screen shows:

No workflow templates available to run. Templates with a manual or external trigger will appear here.

That's normal — it just means no one's set up a manual template yet. Templates are built on the canvas in the web app.

Setting up the template side

The mobile app only fires the trigger — the template itself is built on the canvas in the web app. To turn a template into one that can be fired manually, set its trigger to Trigger manually. See the manual triggers doc for the full setup.

Tips

• Every team is ticked by default. If you only want one team to run the workflow, tap Deselect all at the top right, then tick the one you want.
• The button label always shows the count: Run for 1 team, Run for 3 teams, and so on. Quick way to double-check before you tap.
• The new runs appear on each team's work list right away. Tell them to refresh if they don't see it.
• Manual triggers are perfect for routines you can't predict — emergencies, spot checks, special events.

Stories are short videos your team can see for 24 hours, similar to stories on social media. They're for moments and shout-outs, not for anything you need to keep — they disappear automatically once the day is up.

Where stories appear

Open the mobile app to the Work Items screen. The top of the screen has a horizontal row of round profile pictures — that's the stories row. Each circle is one teammate who has posted a story.

• Your own circle always shows first on the left, with a + in the corner
• The other circles are teammates with active stories
• A bright outline means there's a story you haven't watched yet
• A faded circle means you've already watched everything that person posted

Watching a story

Tap any circle to open the story viewer full-screen.

1. Tap the circle of the person whose story you want to watch
2. The viewer opens and starts playing their first unwatched story
3. The video plays full-screen with the person's name and profile picture at the top
4. Small progress bars at the top show how many stories that person has and how far through you are

While a story is playing:

• Tap the right side of the screen — skip to the next story
• Tap the left side of the screen — go back to the previous story
• Swipe left — next story
• Swipe right — previous story
• Touch and hold — pause. A "Paused" label appears. Let go to resume.

When the last story from that person ends, the viewer closes and you go back to the Work Items screen.

Posting your own story

Stories on Pilla are videos up to 30 seconds long. There's no photo-only or text-only option on mobile — every story is a short video.

1. Tap the + on your own circle in the stories row
2. The camera screen opens
3. Tap the round record button at the bottom to start. A 3-2-1 countdown plays first.
4. The button turns red while you're recording. A progress bar shows how much of the 30 seconds is left.
5. Tap the button again to stop, or wait until the 30 seconds runs out
6. The preview screen opens with your recorded video
7. Tap Upload to post it, or Retake to record again

The upload runs in the background, so you can keep using the app while the video processes. Once it's up, your circle appears in the stories row for your teammates.

You can also flip between the front and back camera before you start recording, using the icon at the top right of the camera screen.

Watching your own story

Tap the profile picture part of your own circle (not the +) to watch your stories from your team's point of view. This is a quick way to check what you've posted today.

The viewer works the same way as for other people's stories — tap to navigate, hold to pause, swipe to move between stories.

Who can see your stories

Stories are visible to anyone on the same teams as you. If you're on Team A and Team B, your story shows up for everyone on both teams.

• People on teams you don't belong to don't see your stories
• Stories are mobile-only, so they don't appear on the web app at all
• The web app has nothing equivalent — managers can't watch them from a browser

How long stories last

Every story automatically disappears 24 hours after it's posted.

• The timer starts the moment you upload
• After 24 hours the story is gone and nobody can watch it
• Nothing you need to do — Pilla handles the cleanup
• There's no archive of expired stories

That's why stories are for the moment — celebrations, shout-outs, a "look at this" — and not for anything you need to refer back to later.

Tips

• A faded circle means you've watched everything that person has posted in the last 24 hours.
• Touch and hold to pause if you spot something worth looking at properly.
• Stories don't replace work elements or messages. Anything important should go in a message or attached to a workflow run.
• Up to 30 seconds per video. If you need longer, post multiple stories — they'll play one after the other.
• Stories live on mobile only. If a manager needs to see something kept on the record, post it as a message in a team chat instead.