Mobile app

Your main 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 you want to skip work that spilled over from yesterday, you can filter the list. All the filters live in the menu on the bottom bar.

Open the filter menu

Every filter starts from the same menu. On your work list, tap the Menu button on the bottom bar — it's the one with the menu icon and the word "Menu" on the right-hand side. A list of options titled "Menu" slides up from the bottom.

The menu is a single list of options with no headings — the filter options sit at the top of the list. Tapping any option closes the menu and applies your choice straight away. To change a filter again, reopen the menu — the icon next to each toggle shows whether it's currently on.

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. Tap Menu on the bottom 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 in the top-right corner.
6. Tap the back arrow in the top-left corner when you're done.

When you've turned some teams off, the title bar on your work list 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.

The team list only shows teams you belong to. You can't filter to a team you're not part of, and re-ticking every team turns the team filter back off.

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 bottom bar.
2. Tap Hide carried-over workflows near the top of the menu. The menu closes and the filter switches on.
3. To turn it off again, reopen the menu and tap Hide carried-over workflows a second time.

The box next to Hide carried-over workflows shows a tick when the filter is on and an empty square when it's off, so you can always check its state when you reopen the menu. When it's on, any run that started before the date you're looking at is hidden.

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 bottom bar.
2. Tap Hide completed workflows near the top of the menu. The menu closes and the filter switches on.
3. To turn it off again, reopen the menu and tap Hide completed workflows a second time.

The box next to Hide completed workflows shows a tick when the filter is on and an empty square when it's off. When it's on, any run that's been marked complete drops off the list. Turn it off to see everything again.

Browse every run for one tag

If you group your runs by tag, like "cleaning" or "safety", there's a separate screen that shows every run for a single tag across a date range you choose. This is available to managers and admins, not to staff. It doesn't change your main work list — it opens its own screen.

1. Tap Menu on the bottom bar.
2. Tap Show workflow runs by tag further down the menu.
3. The screen opens showing one tag's runs, titled with the tag name. Set a Start Date and End Date at the top to narrow the date range.
4. To switch to a different tag, tap the dark Change Tag button on the bottom bar. The Filter tags screen opens with a list of every tag on your account.
5. Tap the tag you want. The list narrows to that tag and you go back automatically.

There's a matching Show workflow runs by team option further down the same menu if you'd rather browse a single team's runs across a date range.

When the filtered label shows

The (filtered) label sits next to the date at the top of your work list. It appears whenever any of these is active:

• A team filter — you've unticked at least one team
• 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. Browsing by tag or by team on their separate screens doesn't affect your main work list, so it doesn't turn the label on.

Where filters apply

This table covers the filters on your main work list and the two browse screens reached from the menu.

Filters only change what you see on your own device. They don't affect what other people see.

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, Hide carried-over workflows, and Hide completed workflows — any of them switches it on.
• The team filter stays on as you move around the app, and clears when you sign out. The two hide toggles reset the next time the app fully restarts.
• Hide carried-over workflows is handy for managers — it stops long-running workflows cluttering up later days.
• Your admin can hide the Hide carried-over workflows and Hide completed workflows toggles from the mobile menu in the account settings, so if you don't see them, they've been switched off for everyone.
• Show workflow runs by tag and Show workflow runs by team only appear for managers and admins. Staff won't see them in the menu.

Completing a work run is the main thing you do in the mobile app. You open a card, fill in each element, tap Save to send your answers to Pilla, then tap Mark Complete when everything's done.

Opening a work run

On the Work Items tab, 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 of the header
• The team name as a subtitle under the title
• A scrollable list of elements down the middle
• A floating action bar at the bottom with three buttons

Use the back arrow in the top-left of the header to return to the work list. If you have unsaved changes, the app shows a "Discard changes?" popup with "Don't leave" and "Discard" before it lets you go.

Tap the Info (i) button in the top-right of the header to open the "About workflow steps" help screen. It explains the status colours each step uses (a pink dot for "Unfinished and late", an orange dot for "Finished late", a green dot for "Finished on time") and what the buttons at the bottom of the screen do.

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 element 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.

A required element has a small asterisk (*) after its title. On a phone almost every element is required, so you'll see the asterisk on most of them.

As you fill in elements, your answers are held on your phone until you send them. The bottom-right button changes to Save as soon as you make any change. Tap Save to send your answers to Pilla. Once they're saved, each answer you filled in moves into a "completed" state. You can fill in several elements and tap Save once for all of them.

Once a step is complete, the bottom of its card can show a muted line reading "Completed by {name} · {date} {time}" — for example "Completed by Sam · 9 Jun 2026, 14:30". For a checklist that two or more people ticked, the line summarises them as "{N} people" and you can tap it to open a breakdown of who ticked each item and when. Whether you see this line depends on your account settings: admins always see it, and managers and staff see it only if your account has turned it on for them.

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 round buttons to the left of the Save and Mark Complete button:

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

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 tab, 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 tab. There's no tap-and-hold. Everyone sees the icon, including Staff. The action sheet is titled "Work Options" and which options appear depends on your role, the run's state, and your account settings:

You can also reset a single element from inside the run. Each completed element card has a small Reset button (a circular-arrow icon) in its top-right corner. Tapping it removes that element's saved answer — 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 tap the Reset button on an element of a run that's already finished, a "Reset element and reopen workflow run?" popup warns you that clearing the answer will reopen the whole run. If that element unlocks other steps you've already answered, the popup also tells you how many of those will be reset too. Confirm and the run goes back to in-progress.

Tips

• Your answers aren't sent to Pilla until you tap Save. The button changes to Save as soon as you make a change, so tap it to lock your work in.
• 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 the Menu tab on the floating action bar at the bottom of the screen
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 with the template's name in the header, showing every team the template is assigned to. Every team starts ticked.
6. Tap a team to untick it if you don't want it included
7. Tap Run for 1 team (or Run for N teams) at the bottom — the number updates as you tick and untick
8. The runs are created

Where you land after tapping the button depends on how many teams you picked. If you picked a single team, the app takes you straight into the new run so you can start filling it in. The back gesture returns you to the Work Items screen. If you picked two or more teams, the app drops you back on the Work Items screen and the runs appear in the work list.

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 you picked two or more teams and one team's run fails to create, Pilla shows a popup titled Created X of Y with the heading "Some teams couldn't run:" followed by a short reason for each one that didn't, such as "You are not a member of that team", "Template is not linked to that team", or "Template has no published version yet". The popup lists the reasons, not the team names, so check the reason against the teams you ticked. The runs that succeeded still go through. If you picked a single team and it fails, Pilla shows a Could not run template popup and keeps you on the team picker so you can try again.

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
• Saved on the canvas — a template that's still a draft won't show up
• Assigned to at least one team

If you're a staff member or a manager, you only see templates assigned to a team you belong to. Admins see every saved template on the account, whatever team it's on.

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

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

• The Select all / Deselect all button in the top-right of the team picker only shows when the template is assigned to two or more teams. When every team is ticked it reads Deselect all; tap it to clear them all, then tick just the ones you want. A template assigned to a single team has no such button.
• The button at the bottom always shows the count: Run for 1 team, Run for 3 teams, and so on. Quick way to double-check before you tap. While the runs are being created it briefly reads Running....
• The new runs appear on each team's work list right away. Tell them to refresh if they don't see it.
• Can't find Run a workflow template in the menu? An admin may have switched it off. On the web app, the setting is Should everyone see 'Run a workflow template' on mobile? under account settings.
• 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 main work screen — the one you land on, showing the date and your work runs for the day. Near the top, above the row of date tabs, there's 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 full-colour circle means there's a story from that person 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 main work 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, and a progress bar fills up as the seconds tick by. A countdown number appears in the last few seconds.
5. Tap the button again to stop, or wait until the 30 seconds runs out
6. The preview screen opens with your recorded video, headed Preview
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. A full-colour circle still has something you haven't watched.
• Touch and hold to pause if you spot something worth looking at properly.
• Stories don't replace your work steps or messages. Anything important should go in a message or be captured in a workflow run.
• Up to 30 seconds per video. If you need longer, post multiple stories — they'll play one after the other.
• You need to be on at least one team to post a story. If you tap Upload with no team, a "No Teams" message appears.
• 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.