Running workflows

The Workflow runs view on the web app lets you narrow down what you see and tells you at a glance how each run is doing. This page covers the web filter bar, the date picker, the colour-coded status strips, and how to clear everything. The mobile app has its own, simpler set of filters on the Upcoming Work screen, covered at the end of this page, and shows the same status colours.

The date picker

The date picker is the first button on the filter bar, on the far left. It shows the current date (for example "9 Jun") or, when you pick a range, both ends ("9 Jun - 12 Jun"). It controls which workflow runs you see by date.

1. Click the date button on the left of the filter bar
2. Click a single day, or click one day and then another to pick a range
3. Click anywhere outside the popup to close it -- the table updates straight away

When a range is selected the date button gets a darker outline so you can tell at a glance that the table is filtered by date.

A checkbox sits under the calendar labelled "Hide carried-over work". Tick it to hide runs that started before your date range but are still open, so the table only shows runs that actually started inside the dates you picked.

Filter by team

Click "All Teams" on the filter bar to pick the teams you want to see runs for. Tick the teams in the list and the table updates straight away. The button shows a darker outline whenever the table is filtered, which means at least one team is unticked.

The first row of the popup is "Select All" / "Deselect All". When every team is ticked the row reads "Deselect All" and the button has its plain outline; click it to clear the table down to nothing. When nothing is ticked the row reads "Select All"; click it to bring every team back and remove the filter.

Filter by tag

Click "All Tags" on the filter bar to pick the tags you want to see runs for. Tags are how you group workflow templates by purpose (cleaning, audits, opening checks, etc.). For more on tags see Workflow tags.

Tick the tags you want and untick the ones you do not. The button gets a darker outline whenever the table is filtered, which means at least one tag is unticked. The "Select All" / "Deselect All" row at the top of the popup ticks or unticks every tag at once.

Filter by status

Click "All Statuses" on the filter bar to pick which states you want to see. The options are:

• Not Started -- the run is scheduled but no one has opened it yet
• In Progress -- someone has started filling it in but has not finished
• Completed -- the run is finished
• Skipped -- the run was marked as skipped
• Virtual -- the run has not been created yet (it sits in the future based on the template's schedule)

Tick the states you want and untick the rest. The button gets a darker outline whenever the table is filtered, which means at least one state is unticked. The "Select All" / "Deselect All" row at the top of the popup ticks or unticks every state at once.

Search by name

There are two ways to search by run name, and they share the same search text. One is the search box on the right of the filter bar, with the placeholder "Search work...". The other is the small search icon next to the "Name" heading at the top of the table, which opens its own little search box. Type into either one and the table narrows to runs whose name contains what you typed. The match is not case sensitive and partial matches are fine. To remove the search, delete the text in the box. In the small box that opens from the "Name" heading you can also press Escape to clear it.

Colour-coded status strips

Every row in the Workflow runs table carries a coloured strip on the far left edge, next to the row's tick box. The colour tells you the state of that run without having to open it.

Hover over any strip for a short tooltip that says the same thing in words.

On mobile. Staff and managers see the same colours in the mobile app, but on the work cards rather than in a table. Each work card carries a coloured left edge using the same rules: green for finished on time, orange for finished late, red for unfinished and overdue, and no colour for future or in-progress work. The mobile app has a built-in legend: tap the Info (i) button in the top-right of the Upcoming Work screen to open the "About workflows" explainer, which shows a "Colours show work status" key with dots labelled "Unfinished and late", "Finished late" and "Finished on time".

How filters combine

All the filters above work together: a run only shows up if it matches every filter that is narrowing the table. So if you pick one team, one tag and the "Completed" status, the table shows runs that belong to that team, carry that tag, and are completed.

A filter only narrows the table when at least one of its options is unticked. If every option in a filter is ticked, that filter does nothing.

Clearing filters

Each filter has its own clear behaviour:

• Date -- click the date button and pick a single fresh day to replace the range
• Team, Tag, Status -- open the popup and click "Select All" so every option is ticked
• Search -- delete the text in the search box (or press Escape in the small search box that opens from the "Name" heading)

There is no single "Reset all filters" button, and the filters stay put as you move around the web app. They do not reset when you visit another view and come back, so clear each one yourself when you want a fresh start.

Filtering on the mobile app

The mobile app has its own smaller set of filters on the Upcoming Work screen, reached from the menu rather than from a filter bar. Tap the "Menu" button at the bottom-right of the screen to open the menu, where you will find these filters:

• Filter teams -- opens the "Filter Work Teams" screen. Tap the teams to tick or untick them, or use "Select all" / "Deselect all" in the top-right. The screen narrows to runs for the ticked teams.
• Hide carried-over workflows -- a tick toggle that hides runs which started before the selected date but are still open
• Hide completed workflows -- a tick toggle that hides runs that are already finished
• Show workflow runs by tag -- lets managers and admins pick a tag and see runs that carry it

When any of these filters is active the screen title shows "(filtered)" after the date. If the filters leave nothing to show, the screen reads "No workflows to see" with "Try removing a filter" underneath. To clear a filter, open the menu again and turn the toggle back off, or tap "Select all" on the team screen. Some of these menu options can be switched off for individual staff, so a staff member may not see every one.

Tips

• A darker outline around a filter button is your signal that the table is filtered on that field; the plain outline means that filter is showing everything
• The "Select All" / "Deselect All" row at the top of each filter popup is the quickest way to tick or untick every option at once
• Status colours line up between the web table and the mobile work cards, so staff, managers and admins all read the same green, orange and red signals
• Tick the "Hide carried-over work" checkbox in the date popup when you want a clean picture of work that began inside your date window, ignoring older runs that are still open

Tags are how you group your workflow templates by purpose. A tag might be "Opening checks", "Cleaning", "Audits", or anything else that fits your business. Every workflow template needs one tag, and the tag carries through to every run the template produces.

What a tag is

A tag is a short label you attach to a workflow template. Once attached, every workflow run produced by that template inherits the tag. Tags let you:

• Filter the Workflow runs view on the web app to show runs from a single category (see Filtering and status)
• Open a screen on the mobile app that lists every run carrying a single tag
• Group templates so they are easier to find when you have lots of them

A template can only have one tag. Pick the tag that best fits the workflow's purpose.

Creating a tag

Tags are created from the canvas when you are setting up a workflow template. You do not need to leave the builder. Tags are created and applied on the web app only.

1. Open the canvas (either start a new template from the Workflow templates view, or click an existing template to open it)
2. In the bar across the top of the canvas, find the button labelled "Tag" (it shows the current tag name, or "Select tag" if none is set yet)
3. Click the button to open the dropdown
4. Type the new tag name in the input at the bottom of the dropdown, where it says "New tag..."
5. Click the + button to the right of the input (or press Enter) to create the tag

The new tag is created in your account and immediately selected for the template you are editing. It is now available to apply to any other template you build.

Applying a tag to a template

You apply a tag to a template on the canvas, in the same "Tag" button you use to create one.

1. Open the template on the canvas
2. Click the "Tag" button at the top of the canvas
3. Click the tag you want from the list (a tick appears next to the selected tag)
4. The dropdown closes and the tag name shows on the button
5. Save the template

Every workflow run produced by the template from now on will carry the tag. If the list shows "No tags", create one first using the steps above.

Viewing runs for a tag on mobile

On the mobile app, managers and admins can open a screen that lists every workflow run carrying a single tag. There is no tag selector on the canvas in the mobile app, so you create and apply tags on the web app, but you can browse runs by tag on mobile.

1. Open the Work Items tab on mobile (the tick icon in the bottom bar)
2. Tap the Menu button in the floating bar at the bottom
3. Tap "Show workflow runs by tag"
4. The screen opens with a tag already selected (its name shows in the title bar at the top)
5. Optionally tap "Start Date" and "End Date" below the title bar to narrow the list to a date range
6. Scroll the list to see every run carrying that tag
7. Tap "Change Tag" in the floating bar at the bottom to switch to a different tag

The list shows "No work items found for this tag" when nothing matches the tag and dates you picked. Whether this menu item appears is controlled by an account setting; an admin can turn "Show workflow runs by tag" and "Show workflow runs by team" on or off for managers and admins in the settings.

Filtering by tag in the runs view on web

On the web app you can filter the Workflow runs view by tag to see runs from one or more tags side by side. Click "All Tags" on the filter bar, then tick the tags you want and untick the ones you do not. See Filtering and status for details.

Tips

• Pick tag names that describe the purpose of the work, not the team or the time of day. "Opening checks" works across teams; "Bar Monday" does not
• One tag per template, by design. Use teams to slice work by who does it, and frequency to slice by when
• If a tag becomes unused, leave it in place: the templates and runs already tagged with it keep working
• Tag names show up in the runs filter dropdown and the runs table, so short names read better in the UI

You can export workflow run data from Pilla as a CSV file. The file lands in your email as a download link so you can open it in a spreadsheet, share it with someone outside Pilla, or keep it for your records. Exporting is available to managers and admins.

Why you might export

A few common reasons:

• Reporting -- send a weekly or monthly summary of completed work to a stakeholder
• Audits -- keep a record of what was done, when, and by whom for a regulator or auditor
• Archiving -- pull historical work out of Pilla into your own storage
• Sharing -- give a copy to someone who does not have Pilla access

Exports are scoped: each export is for one tag or one team within an optional date range. You cannot export the entire account in one click.

Exporting workflow data is done from the mobile app. The web app does not have an export-by-tag or export-by-team screen; use the mobile steps below.

Exporting on the mobile app

On mobile, managers and admins can export by tag or by team. Both options are in the Menu on the Work Items tab.

Export by tag on mobile

1. Open the Work Items tab
2. Tap the Menu button
3. Tap Show workflow runs by tag
4. The screen opens with a tag already selected (the tag name shows in the title bar)
5. Optionally pick a Start Date and End Date below the title bar
6. Tap Change Tag in the floating bar at the bottom if you need a different tag
7. Tap the Download icon in the top right of the title bar

A popup confirms "Export Started -- Your export is being processed. You will receive an email with the download link shortly." Tap OK.

Export by team on mobile

1. Open the Work Items tab
2. Tap the Menu button
3. Tap Show workflow runs by team
4. The screen opens with a team already selected (the team name shows in the title bar)
5. Optionally pick a Start Date and End Date below the title bar
6. Tap Choose Team in the floating bar at the bottom if you need a different team
7. Tap the Download icon in the top right of the title bar

The confirmation popup and behaviour are the same as Export by tag.

On both mobile screens the Download icon is disabled (greyed out) when no runs match -- adjust the dates, tag or team, or tap Change Tag / Choose Team to pick a different one.

What the export includes

The CSV contains a row for every workflow run that matched your tag (and date range, if set) plus the answers your team gave to each element in the run. That means:

• Workflow name
• Team
• Scheduled start and end times
• Actual finish time
• Status (on time, late, missed)
• Tag name
• Element-by-element responses (text answers, numbers, checklist ticks, choice selections, photo links, etc.)

The file is CSV format, UTF-8 encoded, suitable for Excel, Google Sheets, Numbers or any spreadsheet tool. The download link in the email is time-limited; download the file soon after you receive it.

Tips

• Pick a Start Date and End Date for large exports. A whole-account export with no date filter can take a while to build
• The download link in the email expires, so save the file straight away if you need to keep it
• If you want a recurring export, run the same filters at the same time each week or month -- Pilla does not currently schedule exports for you
• Exports always go to the email on your Pilla account, not the email you signed in with on a different device
• If no runs match your filters the Download icon is greyed out. Loosen the date range or pick a different tag or team
• The export reflects the data at the moment you click Export. Late changes after that are not in the file

The Pilla mobile app is built for doing the work. You sign in, see the work runs scheduled for you that day, and tick them off. Managers and admins get a few extra options for resetting, reopening, and deleting runs, and admins can add users, add teams, and adjust account settings from the app too.

What the mobile app is for

The mobile app is execution-only. You can't build workflow templates or canvases here — that all happens on the web app. The mobile app is where the work actually gets done:

• See the work runs scheduled for your team today
• Open a run and fill in each step
• Mark a run complete when everything's filled in
• Chat with your team about a specific run
• Post and watch stories
• Talk to Poppi about your day

The app runs on phones and tablets, and always stays in portrait.

The Work Items screen

The bottom of the screen has a single tab called Work Items, marked with a tick-in-a-square icon. That's where you spend almost all your time, and it's the screen you land on when you open the app.

The Work Items screen has three main areas, top to bottom:

1. The stories row (round profile pictures)
2. The horizontal date scroller
3. The work list (one card per work run)

At the very top sits a header showing the selected date and a short status line, with an Info (ⓘ) button in the top-right corner that opens a quick explainer of the screen.

Stories row

The top of the Work Items screen has a horizontal row of round profile pictures. Each circle is one teammate who has posted a story.

• Tap a circle to watch that person's stories full-screen
• Tap the + on your own circle to record and post a new story
• Faded circles mean you've already watched everything that person posted

For the full guide to posting and watching, see the Stories doc.

Horizontal date scroller

Just below the stories row sits a row of dates. Today is the default. Swipe left and right to scroll through more dates, and tap a date to jump the work list to that day. How far ahead you can scroll is set by your account's look-ahead setting.

Each date shows a small count beneath it, written as "finished/total" — for example "1/2" means one run out of two is done for that day. The selected date scrolls to the centre, and dates beyond your look-ahead range show in grey.

The work list

Below the date scroller is the list of work runs for the selected day. Each card represents one run, and shows the run name, the team it's for, and a small count of how many steps are done. A coloured bar down the left of the card matches the web app:

• Green — everything's complete and on time
• Orange — in progress or finished late
• Red — missed, or unfinished and behind schedule

Tap a card to open the run. Once you're in, you can fill in each step. See the "Completing a work run on mobile" doc for the full flow.

You can also swipe a card sideways for quick messaging: swipe right to open the team chat for that run, swipe left to start a direct message about it.

Floating action bar

A floating bar sits above the work list with three buttons. It stays in place wherever you scroll.

• Left — chat bubble button: opens Chats. Talk to your team, send direct messages, and read replies.
• Middle — target button: opens Poppi, the AI assistant. Ask questions about your work, your team, or your account.
• Right — Menu: opens an action sheet with options for the screen you're on. The word "Menu" sits next to the icon.

The menu on the Work Items screen

Tap Menu to open the action sheet, titled "Menu". The options you see depend on your role and on which options your account has switched on. Everyone always sees a Log out option at the bottom.

Everyone sees these options (each can be hidden by an admin in account settings):

Managers and admins see two extra options:

Admins see three more options:

The two tag/team views and the three admin items can each be switched off in account settings, so an admin may choose not to show them.

Adjusting settings on mobile

Admins can open Adjust Settings from the menu to reach a Settings screen titled "Settings". Make your changes, then tap Save in the top-right corner. If you try to leave with unsaved changes, the app asks whether to discard them.

The settings here control how far ahead everyone sees work, how far back runs can be reset or reopened, chat permissions, who can see who completed each step, and which items appear on the mobile menu. The exact toggles are:

• How many days into the future should everyone see workflows?
• How many days into the past can everyone reset or reopen workflow runs?
• Should everyone be allowed to mute individual chats?
• Should everyone be allowed to block other users from DMs?
• Should everyone see 'Run a workflow template' on mobile?
• Should managers and admins see 'Show workflow runs by tag' and 'Show workflow runs by team' on mobile?
• Should everyone see 'Reset this workflow run' on mobile?
• Should managers and admins see 'Delete this workflow run' on mobile?
• Should everyone see the 'Hide carried-over workflows' filter on mobile?
• Should everyone see the 'Hide completed workflows' filter on mobile?
• Should admins see 'Add/Edit Users' on mobile?
• Should admins see 'Add/Edit Teams' on mobile?
• Should admins see 'Adjust Settings' on mobile?
• Should staff see who has completed workflow steps?
• Should managers see who has completed workflow steps?

These are the same settings an admin can change on the web app, and a change saved on one shows up on the other.

The menu on a work card

Each work run card has its own menu, opened from the vertical three-dots icon down the right side of the card. The options inside depend on your role, on the state of the run, and on your account settings. The action sheet is titled "Work Options".

Everyone with access to the run can see these:

• Message team about this workflow run — open the team chat for the run.
• DM user about this workflow run — start a direct message about the run.
• Reset this workflow run — clears every saved answer and reopens the run, so the team can do it again. Only shows when the run already has answers saved and is still inside its edit window, and only if your account has the reset option turned on. A confirmation appears before it clears anything.
• Reopen this workflow run — removes the completion so a finished run goes back to in progress. Unlike Reset, your team's answers are kept. Only shows for a run that's already complete and still inside its edit window.

Managers and admins also see:

• Delete this workflow run — removes the run entirely. Only shows if your account has the delete option turned on, and asks you to confirm first.

Help on the work screens

Two screens have an Info (ⓘ) button in the top-right of their header that opens a short explainer.

On the Work Items screen, the explainer is titled "About workflows". It shows a colour legend headed "Colours show work status" — a red dot for "Unfinished and late", an orange dot for "Finished late", and a green dot for "Finished on time" — and a preview of the card menu options.

Inside a run, the help screen is titled "About workflow steps". It explains that the steps are the ones your managers built for you, shows the same colour legend, and previews the buttons at the bottom of the screen: open the team chat, chat with Poppi about the workflow, and Save your progress or mark the workflow complete.

Reading a work run

When you open a run, each step is a card. A few things on the card help you read it at a glance:

• A step whose answer is required shows a * after its title.
• A step that only appears once an earlier step is done shows a small ↳ arrow to its left, so you can see it was waiting on something before it.
• A finished step shows a muted line at the bottom reading "Completed by {name} · {date} {time}". When several people ticked items on the same step, it reads "{N} people" instead, and you can tap the line to see who did what. This line only appears if your account is set to show staff or managers who completed each step — admins always see it.

Tips

• Today's date is selected when you open the app. Scroll left to look back at earlier days.
• The "finished/total" count under each date in the scroller tells you how much of that day's work is done before you even open it.
• Pull down on the work list to refresh.
• If a filter is on, the header shows "(filtered)" next to the date so you know the list isn't showing everything.
• Running a template for a single team takes you straight to the new run. The back gesture returns you to Work Items.
• Stories don't appear on the web app at all. They're a mobile-only feature.
• If something looks wrong with your work list, check the menu — you might have a team filter or one of the hide filters turned on.

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.

Pilla has three types of chat built in. This page explains what each one is for and where to find them on the web app and the mobile app.

The three chat types

Every conversation in Pilla is one of these three types:

• Team chat -- one chat per team, created automatically. Everyone on the team is added the moment they join the team. Use it for team-wide announcements and discussion that the whole team should see.
• Direct message (DM) -- a private 1-on-1 conversation between you and one other teammate. Anyone in the same account can DM anyone else, unless one of them has blocked the other.
• Group chat -- a custom chat with two or more teammates that you pick yourself. You can name it, give it a picture, and add or remove people whenever you like. Use it for cross-team groups (managers, openers, kitchen leads) or one-off projects.

On the web app

On the web app, messaging lives inside the Workflow runs view. To open it, click the speech-bubble icon in the top-right corner of the header. The view switches from your workflow runs to your chats, and the header title changes from Workflow runs to Chats. A small red badge on the speech-bubble icon shows how many unread messages you have. Click the back arrow that replaces the icon to return to your workflow runs.

Each row in the list is one conversation. The row shows the chat picture, the chat name, the most recent message preview, and either the unread count (for example "3 unread") or how long ago the last message was sent. A small bell-with-a-line icon appears next to the name if you have muted the chat, and a no-entry icon appears if there is a blocked user in the chat.

Click a row to open the chat panel on the right. You can read the message history, send a message, react to messages, and reply to a specific message.

A filter bar above the table lets you narrow what you see:

• All Types -- pick which chat types to show (Teams, DMs, Groups, or any combination)
• Your Read Status -- show all chats, only unread, or only read
• Your Mute Status -- show all chats, only muted, or only not muted
• Your Block Status -- show all chats, only chats with blocked users, or only chats with no blocked users
• Search -- search by chat name or by the name of the other person in a DM

To start a new chat, click the blue New Chat button at the end of the filter bar, next to the search box. This opens a panel where you pick who to message.

On the mobile app

On the mobile app, messaging opens from the speech-bubble icon on the left of the floating action bar at the bottom of the screen. (The target icon in the middle of that bar opens Poppi, not chats.) Tapping the speech-bubble icon opens the chats screen as a popup titled Chats.

At the top of the popup, pill-shaped filters let you switch between All, Teams, Groups, and DMs. Below the filters is a list of every conversation you are in. Each row shows the chat picture, the chat name, the most recent message, and an unread badge if you have unread messages. If your account allows muting, each row also has a bell icon you can tap to mute or unmute that chat.

Tap a row to open the conversation. Tap the + button in the top-right corner of the header to start a new chat, or tap the back arrow in the top-left corner to close the popup.

The mobile app also lets you start messages directly from a workflow run -- see Adding workflow context to messages for how that works.

Related pages

• Team chats
• Direct messages
• Group chats
• Chat settings and read receipts
• Adding workflow context to messages

Tips

• Team chats cannot be left or deleted -- you are in your team chat for as long as you are on that team.
• A DM with someone is reused. If you start a new DM with the same person, Pilla opens the existing conversation instead of creating a second one.
• Filters and search work together. If you filter to Teams and search "kitchen", you only see team chats with "kitchen" in the name.
• On mobile, the speech-bubble icon is the fastest way into messaging -- it sits on the floating action bar at the bottom of every tab.

A team chat is the shared conversation for one team. Membership is automatic -- as soon as someone joins the team they appear in the chat, and when they leave they drop out. You cannot create or delete a team chat by hand.

What a team chat is

There is exactly one team chat per team. The chat carries the team name and the team picture, and every current member of the team can read and post in it. Use a team chat for things the whole team needs to see: announcements, daily updates, kit shortages.

Because membership is tied to the team, you cannot leave a team chat or add an outsider to it. To change who can see a team chat, add or remove people from the team itself.

Opening a team chat on the web app

1. Open the Workflow runs view and tap the speech-bubble (chat) icon in the top-right of the header. The view switches to Chats.
2. Use the All Types filter (which can show Teams, DMs and Groups) to show only Teams if you want to narrow the list.
3. Click the team chat row. The chat panel opens on the right.

The chat panel shows the team picture and name at the top, the message history in the middle, and the message input at the bottom. Newest messages are at the bottom. Scroll up to load older messages -- Pilla fetches more in batches as you reach the top.

Sending a message on the web app

1. Click into the message box at the bottom of the chat panel.
2. Type your message. You can attach images and files with the paperclip and image buttons, and use @ to mention a specific teammate or @everyone to ping the whole team.
3. Press Send.

You can reply to a specific earlier message by hovering over it and clicking the reply icon -- a small reply bar appears above the input showing the name of the person you are replying to, with an X to clear it. The bar stays until you send the reply or click the X.

Reactions on the web app

Hover any message to reveal a small action bar. Click the smiley face to open the emoji picker, then click the emoji you want to add. The emoji appears as a chip under the message with a count.

• Click the same chip again to remove your reaction.
• Hover over a chip to see who reacted -- the tooltip lists everyone if three or fewer people reacted, otherwise it shows two names then "and {n} others".

Read receipts on the web app

The chat panel itself does not show a "Seen by" indicator next to each message. To gauge how much a chat has been read, look at the chats list in the Chats view -- each row shows a "{n} unread" count when you have messages you have not opened yet.

For a more detailed view of who has read what, use the mobile app's message info screen (see below).

Opening a team chat on the mobile app

1. Tap the chat bubble icon on the floating action bar at the bottom of the screen. The chats popup opens.
2. Tap the Teams pill at the top to show only team chats.
3. Tap the team chat you want.

The team chat opens with the team name at the top. The empty state reads "No messages in this team channel yet" if no one has posted before.

Sending a message on the mobile app

1. Tap the message input at the bottom of the screen.
2. Type your message. Use the paperclip icon for files, the image icon for photos from your gallery, and the camera icon to take a new photo.
3. Use @ to mention a teammate or @everyone to ping the whole team.
4. Tap the Send button.

To reply to a specific message, long-press it and tap Reply in the action sheet that appears. A small reply bar appears above the input showing the name of the person you are replying to, with an X to clear it.

Reactions on the mobile app

To react to a message, long-press it and pick an emoji from the row at the top of the action sheet.

• Long-press a message to open the action sheet.
• Tap an emoji from the scrollable row at the top to add it. The sheet closes and your reaction appears as a chip under the message.
• Tap a chip to open a popup that lists exactly which teammates reacted with that emoji.
• In that popup, your own row reads "You" with a bin (trash) icon next to it. Tap the bin icon to remove your reaction. Tap Done to close the popup.

Read receipts on the mobile app

Long-press a message and tap the Info action. A read receipts screen opens listing the teammates who have read the message. Each name has a double-tick next to it and the time they read it (for example "5m ago"). People who have not read the message yet are not listed. If no one has read it, the screen reads "No reads yet".

This screen pulls from the same data as the unread counts you see in the chats list.

Tips

• A quick way to find a team chat is to filter the chats list by Teams (on the web app this is in the All Types filter; on the mobile app it is the Teams pill).
• A plain message with no mentions sends a push notification to every team member. Adding @everyone does the same thing. Mention specific people with @ if you only want to notify them.
• The team chat picture comes from the team picture. To change it, edit the team, not the chat.
• If someone is on more than one team, they are in more than one team chat -- one per team.
• The web chat panel has no read receipts. To see exactly who has read a message, open the same chat in the mobile app, long-press the message and tap Info.

A direct message (DM) is a private 1-on-1 conversation between you and one other person in your Pilla account. Only the two of you can read or post in it.

What a DM is

DMs are intentionally simple: two people, no extras. If you want a private chat with more than one other person (you plus at least two others), use a group chat instead.

Pilla only ever keeps one DM thread per pair of people. If you start a "new" DM with someone you have already messaged before, Pilla opens the existing thread rather than creating a fresh one. This means your message history with anyone in the account is always in the same place.

Starting a DM on the web app

1. Tap the chat bubble icon in the top bar, near the top-right corner. The view switches to the Chats tab, where the title reads Chats.
2. Tap the blue New Chat button at the right end of the filter row, next to the search box. A side panel titled New conversation opens.
3. A user picker is shown:
   • Search (text, optional) -- a search box with placeholder Search. It matches on name, email, and job title as you type.
   • User list -- every active person in your account, listed by name, with avatar, name, and a circle tick on the right. Your own row is marked (You), pre-ticked, and cannot be unticked.
4. Tap the person you want to DM. A filled tick appears next to their name.
5. Tap Create at the top of the panel.

If you already have a DM with that person, Pilla opens it and briefly shows "Opening existing conversation". Otherwise it creates the new DM and opens it.

Starting a DM on the mobile app

1. Tap the chat bubble icon on the left of the floating action bar at the bottom of the screen. The Chats screen opens.
2. Tap the blue + button in the top-right corner of the Chats screen. The New conversation screen opens.
3. Type in the Search box to find the person you want, then tap their row. A filled tick appears on the right of their row.
4. Tap Create in the top-right corner.

As on web, if a DM with that person already exists Pilla opens it instead of creating a duplicate.

Reading and sending messages

A DM works the same as any other chat:

• Newest message at the bottom. Scroll up to load older messages.
• Type into the message input at the bottom (placeholder Type a message...) and tap the Send button.
• Attach photos and files using the icons on the input bar. On mobile you can also take a photo with the camera icon.
• Reply to an earlier message by hovering it on web and tapping the reply arrow, or long-pressing it on mobile and tapping Reply.

Reactions in DMs

Reactions work the same as in team chats. On web, hover over a message and click the smiley face, then pick an emoji. On mobile, long-press the message to open the actions sheet, then tap an emoji from the row at the top.

The actions you get differ slightly by device. On web, hovering a message shows Reply, the smiley face, and Copy. On mobile, long-pressing shows the emoji row plus Reply, Copy, and Info.

Read receipts in DMs

To see whether the other person has read a message, long-press it on mobile and tap Info. The screen lists the other person with a double-tick and how long ago they read it, once they have read your message. Until then it reads "No reads yet".

On the web app there is no per-message read receipt in a DM. Instead, the chat row in the Chats tab shows an unread count when the other person has sent you messages you haven't opened.

When a DM is blocked

If you have blocked the other person, or they have blocked you, the message input is replaced with the text "You can't send messages in this conversation." You can still read the existing history, but you cannot send anything new until the block is lifted.

See Chat settings and read receipts for how blocking works.

Tips

• The user picker only shows active people in your account, listed by name. People who have been removed do not appear. Your own row is marked (You) and sits in its place in the list, not at the top.
• On web, the New Chat button only appears on wider screens. If you don't see it, widen the window or use a larger device.
• Want to message someone about a specific workflow run? On mobile, swipe a work card to the left to start a DM about that run (swiping right messages the team instead), or use the work card's menu -- see Adding workflow context to messages.
• DMs are private to the two participants for day-to-day use: other people can't open or post in your DMs. A manager or admin can read a DM's messages through admin tools, so don't treat a DM as fully confidential from account admins.
• You can mute a DM the same way as any other chat. On mobile, tap the bell icon on the chat row in the Chats screen. Muting stops push notifications but keeps the chat in your list.

A group chat is a custom chat with two or more teammates that you pick yourself. Unlike team chats, you choose the members, the name, and the picture. Use group chats for cross-team groups, project-specific chats, or any conversation where the team chat is the wrong scope.

What a group chat is

Group chats live alongside team chats and DMs in your chats list. Each one needs a name and a picture when it is created. Membership is fixed only at the moment of creation -- after that, any member can edit the group: change the name, swap the picture, add new people, or remove existing ones.

Creating a group chat on the web app

1. Open the Workflow runs view and tap the speech-bubble (chat) icon in the top-right of the header. The view switches to Chats.
2. Tap the blue New Chat button next to the "Search chats..." box. A side panel titled New conversation opens.
3. In the side panel, tick the teammates you want to add. As soon as you select two or more other people, the button at the top changes to Next.
4. Tap Next. The panel switches to a Group info stage.
5. Fill in the group fields:
   • Group name (text, required, placeholder: "Kitchen Team") -- the display name for the group, marked with a *.
   • Group image (picture upload, required) -- tap the square image button on the left to pick a picture from your computer.
   • Participants (list, read-only at this stage) -- the people you picked. Tap the red X next to any name to remove them. You cannot remove yourself here.
6. Tap Create at the top right.

A brief message confirms "Group Created" with the line "{group name}" has been created., and the new chat opens. The Create button only turns on once you have entered a name and chosen a picture.

Creating a group chat on the mobile app

1. Tap the chat bubble icon on the floating action bar to open the Chats screen, then tap the + button in the top-right corner.
2. On the New conversation screen, pick two or more other people from the list. The button at the top right changes to Next.
3. Tap Next. The Group info screen opens.
4. Fill in the same three fields:
   • Group name (text, required, placeholder: "Kitchen Team") -- the display name for the group.
   • Group image (picture upload, required) -- tap the square image button and pick a photo from your gallery.
   • Participants (list) -- tap the red X next to any name to remove them. You cannot remove yourself here.
5. Tap Create at the top right.

The chat opens immediately after creation. The Create button only turns on once the group has a name and a picture.

Editing a group chat on the web app

Any member of a group can edit it.

1. On the Chats screen, find the group chat row.
2. Open the row menu (the three dots) and pick Edit Group. The edit panel opens.
3. Stage one (Edit participants) lets you change who is in the group:
   • Search (text, optional, placeholder: "Search") -- filter the user list.
   • User list -- tick people to add, untick to remove. You can untick anyone here, including yourself.
4. Tap Next when at least two people are selected.
5. Stage two (Edit group) lets you change the name and picture:
   • Group image (picture upload, optional) -- tap the square image button to upload a new photo. The existing photo is shown if you do not change it.
   • Group name (text, required) -- edit the current name.
   • Participants (list, read-only at this stage) -- the people you picked. The X is hidden next to your own name here.
6. Tap Save at the top right.

The Save button only turns on once you have made at least one change and the group still has a name and at least two members in total.

Editing a group chat on the mobile app

When you open a group chat on mobile, an edit icon (the pencil square) appears in the top-right of the header. The icon only shows for group chats, not for team chats or direct messages. Tap it to open the Edit group screen. Everything is on one screen here:

• Group image (picture upload, optional) -- tap the square image button to pick a new photo from your gallery. The existing photo is shown until you change it.
• Group name (text, required, placeholder: "Kitchen Team") -- edit the current name.
• Search (text, optional, placeholder: "Search") -- filter the user list below.
• Participants (tickable list) -- tap people to add or remove them. You can untick anyone here, including yourself.

Tap Save at the top right when you are done. The Save button only turns on once you have made a change and the group still has a name and at least two members. The screen closes back to the group chat.

Leaving a group chat

To leave a group chat, edit it and remove yourself. On the web app, open the row menu on the Chats screen and pick Edit Group, then untick your own name in the Edit participants list. On the mobile app, open the group chat, tap the pencil-square edit icon, then untick your own name. Tap Save (or Next then Save on the web app) to confirm. A group must keep at least two members, so you can only leave if there will still be two or more people left after you go. You can also ask another member to remove you instead.

Tips

• Group chats need a picture as well as a name -- the Create button stays off until you have both.
• Anyone in the group can edit it. There is no "owner" or admin role for group chats.
• To start a new group you need at least three people in total (you plus two others). For a 1-on-1, use a direct message instead.
• When editing a group you can drop it down to two members, but no smaller -- the Save button stays off if fewer than two would be left.
• The group picture and name show in the chats list and at the top of the chat. Keep names short and the picture recognisable.

This page covers the controls that change how chats behave for you: read receipts, muting, and blocking. Two of these (mute and block) need to be turned on by an admin for your whole Pilla account before anyone can use them.

Read receipts

Pilla shows read receipts on a per-message basis. There is no global on-or-off toggle -- everyone sees the same information.

On the web app

The web chat panel does not display a per-message "Seen by" line. Instead, each chat row in the Chats tab shows how many messages are still unread for you in that chat as a "X unread" count on the right of the row.

On the mobile app

Long-press any message in a chat. An action sheet appears with a row of emoji reactions and three buttons: Reply, Copy, and Info. Tap Info. A read receipts screen opens listing the people who have read the message. Each name has a double-tick next to it and the time they read it (for example "5m ago"). People who have not read the message yet are not shown, and if no one has read it the screen reads "No reads yet".

The same long-press action sheet and read receipts screen are used for team chats, group chats, and DMs.

Muting a chat

Muting a chat stops push notifications for it, but the chat stays in your list and you still receive messages -- they just arrive silently. Mute is per-user; muting a chat only mutes it for you.

This option is only available if your account admin has switched it on for the whole account (see "Admin: turning mute and block on or off" below). If it is off, the mute control does not appear.

On the web app

Open the Workflow runs view and pick the Chats tab. Each chat row has a three-dot menu on the right.

1. Open the three-dot menu on the chat you want to mute.
2. Pick Mute.

A confirmation reads "Chat muted" and a bell-off icon appears next to the chat name. To unmute, open the same menu and pick Unmute. The menu mutes or unmutes one chat at a time -- there is no bulk mute on the web app.

On the mobile app

Tap the chat bubble icon to open the Chats screen. Each row has a bell icon on the right. Tap it to toggle mute. The icon switches between a bell (not muted) and a bell-off (muted).

Blocking a user

Blocking is one-way: when you block someone, they cannot send you DMs and their messages in your DM with them are hidden from you. They still appear in any team chats or group chats you share.

Blocking is only available in DMs and only if your account admin has switched it on for the whole account (see "Admin: turning mute and block on or off" below).

On the web app

1. Open the Workflow runs view, pick the Chats tab, and find the DM with the person you want to block.
2. Open the three-dot menu on that row.
3. Pick Block User.

A confirmation reads "User blocked" and a ban icon appears next to the chat name. To unblock, open the same menu and pick Unblock User.

While a DM is blocked, the message input in the chat panel is replaced with "You can't send messages in this conversation."

On the mobile app

Blocking and unblocking is done from the web app. The mobile app respects the block state -- if a DM is blocked, the input is replaced with "You can't send messages in this conversation." -- but does not currently show a block control in the Chats screen.

Filtering chats by mute and block state on the web app

The filter bar above the Chats tab lets you focus on muted or blocked chats:

• Your Mute Status -- pick "Muted" to see only your muted chats, "Not Muted" to hide them, or leave it on the default to see everything.
• Your Block Status -- pick "Blocked" to see only chats with blocked users, "Not Blocked" to hide them, or leave on the default to see everything.

These filters are useful for spring-cleaning: filter to "Muted" to remind yourself which chats are silenced, or to "Blocked" to find DMs you may want to unblock.

Admin: turning mute and block on or off

Mute and block are both off until an admin switches them on for the whole account. Two account-wide settings control whether they are available at all:

• Should everyone be allowed to mute individual chats? -- if off, no one in the account can mute a chat.
• Should everyone be allowed to block other users from DMs? -- if off, no one in the account can block another user in a DM.

Both live on the Settings screen, which only admins can open. They are not something you pick on an individual chat row -- they switch the feature on or off for everyone.

On the web app

1. Tap the Settings gear icon in the top-right corner of the header. The Settings screen opens.
2. Find the rows "Should everyone be allowed to mute individual chats?" and "Should everyone be allowed to block other users from DMs?". Each has an Info icon you can hover for a plain-English explanation.
3. Use the switch on the right of each row to turn it on or off.
4. Tap the Save button above the settings card.

On the mobile app

1. Open the mobile menu and tap Adjust Settings (admins only). The Settings screen opens with the title "Settings".
2. Find the same two rows: "Should everyone be allowed to mute individual chats?" and "Should everyone be allowed to block other users from DMs?".
3. Tap the switch on the right of each row to turn it on or off.
4. Tap Save in the top-right corner.

Changes apply to everyone in the account. If an admin turns "Adjust Settings" off in the mobile menu settings, admins can still change these on the web app.

Tips

• Mute is the right tool for chats you want to keep but don't want pinging your phone. Block is the right tool for stopping someone from messaging you.
• Block only works on DMs. To stop someone seeing your messages in a team chat or group chat, they have to be removed from the team or group instead.
• If mute or block buttons aren't showing up, ask your admin whether the account-wide settings are switched on.
• The mobile bell icon and the web Mute/Unmute menu item are the same toggle -- if you mute on one, the other reflects it instantly.

When you want to chat about a specific workflow run -- "we missed step 3 on this morning's open", "the photo on this safety check is wrong" -- Pilla can attach the run to your message so there is no ambiguity about which one you mean. The reader sees the run name as a tappable card inside the chat and can tap through to the run itself.

What workflow context is

A normal chat message is just text. A message with workflow context has the workflow run pinned to it, shown as a small card under the message bubble with a tick-square icon and the run's name. Tap or click the card to open the run.

Workflow context can be attached to:

• A chat about the run (the whole team sees your message tied to that run), or
• A direct message (one teammate sees your message tied to that run).

The context is set when you start the message. You cannot add it to a message you have already sent.

Starting a message with workflow context on the mobile app

There are two ways to start a message about a run on mobile, both from the Work Items tab where every run shows as a card.

By swiping a work card

Swiping a card sends you straight into a chat about that run, so you never have to retype which run you mean:

• Swipe right -- opens the chat for that run. The header shows the run's team at the top and About {run name} underneath, and every message you send here stays pinned to the run. The swipe indicator on the left reads Team.
• Swipe left -- opens a user picker. Tick one or more teammates and tap Next, then write your message on the Compose DM screen (its subtitle reads Will send separately) and tap Send. Each person gets a single direct message with the run attached. The swipe indicator on the right reads DM.

From inside the workflow run

When you have a run open on mobile, a floating action bar sits at the bottom of the screen. Tap the chat bubble icon on the left to open the chat for that run, the same chat you reach by swiping right on the card. Every message in it carries the run as context.

What the recipient sees

Whichever way you started the message, the result looks the same to the reader:

• The message bubble shows your text as normal.
• Underneath the text, a card with a tick-square icon shows the workflow run's name.
• Tapping or clicking the card opens the workflow run directly. On mobile this opens the work details screen; on the web app the run's panel slides open on the right.

In a run's own chat, every message stays anchored to the run automatically. In a general team chat, you can also reply to a message that already carries a run and your reply keeps the same run attached -- so that one reply stays tied to it.

Starting a message with workflow context on the web app

In the Workflow runs view, each run in the table has a menu button at the end of its row. Open it for these two messaging actions:

• Message team about this -- opens a chat panel on the right for that run. Every message you send in this panel stays pinned to the run.
• DM user about this -- opens a two-step panel. On Select Recipients tick one or more teammates and tap Next, then write your message on Compose Message and send. Each person gets a direct message with the run attached.

Both actions appear for any run that has been scheduled into the table, including runs due in the next few days that have not started yet. They are hidden for runs scheduled far enough ahead that they have not been added to the table yet -- those rows are placeholders for future occurrences, and the menu does not offer the messaging actions until the run is in place.

Tips

• The context card always links to the workflow run, so anyone joining the chat later can tap straight through to the run for full detail.
• Swipe-to-chat on mobile is the fastest way to ask about a specific run -- you skip opening a chat and describing which run you mean.
• A run's own chat keeps every message tied to that run, so you do not need to re-attach it each time. A direct message about a run carries the run on the one message you compose.
• When you swipe right or use the chat bubble inside a run, Pilla uses the run's own team for the chat -- you do not need to choose a team.