Was I prepared?(workspace clean and ready to work, and do I know my role for the day)
Did I give my best effort?(100 is the target, not the ceiling)
Did I have my best attitude?
Was I coachable?(did I ask questions and did I listen?)
Was I a great teammate?(teamwork makes the dream work)
Did I get better?
Did I make US better?
🏁 Competition rules
🏭 Production
Loading…
Files cleared in each step against the usual pace (average per person per hour × people in the step × hours):
belowabout the sameabove
🧺 Picker
Choose the location first.
Scanning into
0file(s)
✏️ Register or update a file
A USB/Bluetooth barcode scanner works too: click in a scan box and scan.
☑️ Add a checklist
🔍 QC review
🔁 QC recheck
⏳ Waiting for QC re-review
📚 Library
All locations – buildings, rooms, cabinets, rows / shelves and boxes – with the number of files in each. Click a location to see its files.
🔎 Find a file
🎓 Find a facilitator file (click to open)
Every facilitator (the assessor on the file) and the files linked to them. ⬇ downloads the full learner list for that facilitator's files.
📋 Check out / check in
📘 Learner guides
Course notes, kept in stacks: one LG label per course per location, with the number of guides.
🗂 HR files
Staff lever arch files (HR users and admins only). The HR barcode is at the bottom of the spine.
🗃 Client files
Lever arch files with learner documents per client. The CF barcode is at the bottom of the spine.
🎓 Facilitator
1️⃣ 📁 View Facilitator Files
Every facilitator (the assessor on the file) with their number of files and how many failed QC.
Choose one to see their QC-failed files.
2️⃣ 📤 Book files out to a facilitator
Only files in the library that have been through QC and were not signed off by a facilitator yet.
Booking sends a check-out request: the librarian finds the file and approves it (✅ Approve requests), and then it is with the facilitator.
3️⃣ 📝 Files with the facilitator – to review
4️⃣ ⏳ Ready for final review – Academy lead
Files the facilitator finalised. Approve: the file goes back to the library for the librarian to check in.
Send back: it returns to the facilitator (step 3).
5️⃣ 📥 Take files back from a facilitator
For files that do not need a facilitator review (e.g. they passed QC).
Booked but not checked out yet: the booking is simply cancelled – the file stays where it is.
Already checked out: the facilitator work is cancelled and a check-in request goes to the librarian, who checks the file back in.
🏁 Exit
Files that went through a facilitator (finalised) and passed the QC check are ready for exit.
Check them out For SETA Review; when they come back, mark them Exited – an exited file is archived and only its location can still change.
Where do the files go back to?
📢 Notices & ⚡ boosts
When winners are level on points, the tied people get the same 5 multiple-choice questions.
The first to answer all 5 correctly wins (the order they finish decides the places). Daily and weekly tie-breakers use different questions.
Ties to settle
Tie-breakers
Question bank
Columns: Question, A, B, C, D, Correct (A–D).
Show questions
A pop-up with a quick sum or your own question. It stays until answered and the time taken is recorded.
Send it to one person, or to everyone for a quick-fire quiz – the answers are listed fastest first.
In the slot, every file done in a ticked stage earns extra points: double = +1 per file
(each file earns its role's points again, e.g. double = 2 for registering). Only people in that role earn it. Everyone's screen changes colour while it runs.
File details
13 digits
Tick for a file that already went through SETA review before. It is saved as Exited straight away –
no checklist or QC, not counted in the pot, and afterwards only its location can change.
—
All learner files
Barcode
Learner
ID number
File type
Format
Company
SAQA ID
Submitted
Assessed
Location
Status
QC
Last action
No files registered yet. Scan a barcode to start.
📍 Filing locations
Set up buildings once, then rooms, then add each cabinet and row. These appear in the Filed location dropdowns.
Click ✎ to rename: files already filed there are updated to the new name. Only admins can remove entries.
Step 1: Buildings
Step 2: Rooms
Step 3: Cabinet, row / shelf and box
Fill in only what applies: e.g. just a Box for a box standing in the room, Cabinet + Row for a shelf,
or Cabinet + Row + Box for a box on a shelf.
📂 File types & formats
These fill the dropdowns on every file. "Other" is always at the bottom of each dropdown for one-off entries. Only admins can remove items, and only when no file uses them.
File types · what the file is
File formats · the physical form
Assessors
Moderators
Learner companies · employer / host company
🏷️ Create barcode labels
Labels are downloaded as a Word document laid out for the chosen Avery sheet. Every label issued here is recorded centrally, and new labels always carry on from the last number allocated, so no barcode is ever issued twice, even when several people print at the same time.
0labels issued
0registered to a file
0issued, not yet used
—next new barcode
What are the labels for?
Legend: LG = learner guides (one label per stack) · HR = HR files (lever arch) · CF = client files (lever arch) · any other prefix (e.g. AA) = learner files.
New labels
Prefix
Used for
Last allocated
Next new
Allocated
Open the Word file and print on the label sheet with scale 100% / Actual size (not "Fit to page").
Reprint a damaged or lost label
Only barcodes that were already issued can be reprinted. This does not create a new number.
Issued batches
Issued
By
From
To
Labels
Allocated
Note
No barcodes issued yet.
Printed labels before this register existed?
Type the highest barcode you already printed, exactly as it appears on the label (e.g. AM00065). Everything from 1 up to that number, with the same prefix, is marked as issued so it is never printed again. New labels then carry on from there.
⏳ Waiting to be captured
Barcodes allocated to a location (quick file location allocation) that have not been registered yet.
Click Register to capture one; its location is filled in. Registered files leave this list automatically.
Barcode
Location
Allocated by
When
📚 Library
Click a building, room, cabinet, row / shelf or box to see its files.
🏭 Production line
Files cleared per step: 🧺 picker checked out / back in · ✏️ registered · ☑️ checklist completed · 🔍 QC-reviewed.
Each person is compared with the step's average per person per hour (last 2 working days):
belowabout the same (±10%)above. People in the step's race role are measured over the working hours so far (08:00–16:30, less lunch 12:00–12:30).
Someone shown in grey with another role in brackets is in a different race role today but helped with this step – their count is shown, without a target. Supervisors are left out.
⚖️ Tie-breaker
Answer all 5 questions. The first person with all 5 correct wins. If one is wrong you can try again – the clock keeps running.
🔔 Activity check
Answer this to show you're here:
✅ Approve check in / check out
Requests from users to check a file out or back in. Approve to do it now (the file's status and location change),
or Reject with a reason. Everything is recorded in the file's history and the activity log.
Request
Barcode
Learner
Details
Asked by
When
📘 Learner guides – check out
Course
Number
For
Take from
Asked by
When
Recently decided
Request
Barcode
Details
Asked by
Outcome
By
When
📘 Learner guides
⏳ Waiting for a librarian
📘 Learner guides
✏️ Correct the count (stock take)
📥 Check in learner guides
Where are they going?
🧭 What do you want to do today?
Pick a task. You'll see the steps, and ▶ Take me there takes you to the right place and points out each step.
You can open this guide any time with 🧭 Help at the top of the page.
🗂 HR file
Type what is written on the spine, from top to bottom. Leave a box empty if nothing is written there.
🗂 HR files
Barcode
Top
Middle
Bottom
Location
Status
🔎 Search numerous ID Numbers (Excel)
Upload an Excel list with learner ID numbers. The app finds their learner files and gives your list back with the
barcode, location and status added – one row per file (a learner with 2 files gets 2 rows).
1. Fill in the template
Download the template, type or paste the ID numbers in the ID number column (one per row), and save it.
The column is set to text, so Excel keeps all 13 digits and a leading 0. Any other Excel list with ID numbers works too.
2. Upload your list
3. Search and download
📊 Role strengths
Files cleared per hour by each person on the days they had that race role, ranked per role – so each role can go to the
strongest people. Files are counted the way race points are earned: 🧺 picker = checked out / back in, ✏️ register = registered,
☑️ checklist = files they answered checklist items on, 🔍 QC = reviewed (each file once).
Hours = time at work that day (first to last activity, less lunch).
🔒 Fixed race roles
Each person with a fixed role gets it every day when roles are given out. Rotates = the system gives them a role as
before. If someone is absent, change today's roles in the 🏃 Today's race box – the fixed roles stay as they are.
Person
Fixed role
🔗 Merge names
All files with the first name move to the name you keep (recorded in each file's history), and the first name is removed from the list.
🖨 Paper capture sheets
For people capturing files without a laptop or tablet. Print, fill in by hand in BLOCK CAPITALS,
scan to PDF, then have it read into the import spreadsheet and use 📥 Import spreadsheet.
Each A4 landscape page holds 6 files.
Tip for pre-printed sheets: print the same barcodes as stickers (🏷️ Create barcodes → Reprint) and stick each label on the file
whose details are written on that row. Then nobody has to copy barcode numbers by hand.
📥 Import spreadsheet
Register many files at once from an Excel sheet, for example the typed-up paper capture sheets.
Every row is checked first; nothing is saved until you click Import. Files that are already registered are skipped, never changed.
1. Get the template
The template has one column per field and a Lists sheet with the exact company names, file types, formats, assessors,
moderators and locations to use.
2. Choose the filled-in file
🕘 Activity log
Every sign-in, sign-out and change, recorded by the server against the signed-in user.
📊 Activity per person
Each bar runs from sign-in (or first activity) at the bottom to the last activity at the top.
Each hour block shows the number of activities – darker = busier. Hover for details. Uses the user filter below. Supervisors are left out.
👤 One person – last 5 working days
📊 Compared with the previous working day
Per person per hour: activities on the "To" day minus the same hour on the previous working day. Supervisors are left out.
Date
User
Action
Barcode / item
Changes / details
🎓 Courses
The SAQA qualifications you offer. On each file the SAQA ID is chosen from this list, and the course name and NQF level are shown with it.
The framework (Legacy / QCTO) is used to suggest the right checklist.
Add a course
SAQA ID
Qualification
NQF
SETA
Framework
Files
📈 Progress dashboard
Where every barcode is right now
Work done in the selected days
🔀 Daily flow – files registered in the selected days
Followed through the steps. Done = QC'd after a completed checklist (a QC fail for documents still counts; "checklist not completed properly" does not) – what fills the pot.
The pot can also include older files finished in these days – see Backlog. (N back in library) = the picker checked the file back in although it is not done – it should still be with the workers.
🎓 Facilitator progress – where their files are now
Every file checked out to a facilitator is in one column only and moves along as the work is done
(not the selected days). QC check = the Academy supervisor's final review; a file that failed it goes back to the facilitator.
Facilitator
📤 Checked out – not started
✍️ Started by facilitator
✅ Completed – waiting for QC check
↩ Failed QC check – handed back
🏁 Passed QC check
Total
Daily totals
RegisteredChecklistsQC passQC fail
Files per facilitator (assessor)
All files in the library, by the assessor on the file, split by where they are now.
Facilitator (assessor)
Files
No checklist yet
Checklist in progress
Checklist done, waiting for QC
QC passed
QC failed
⚡ Boost rounds
Double (or more) points rounds in the selected days, and how many files moved on in each step during the round.
Day
Time
Points
Boosted roles
Registered
Checklisted
QC'd
Total
⚠️ Process variances
Files scanned to check out while not in the library, or to check in while never checked out – the process was not followed.
When
Person
File
What happened
Files per company
All files in the library, by the learner company on the file, split by where they are now.
Learner company
Files
No checklist yet
Checklist in progress
Checklist done, waiting for QC
QC passed
QC failed
Top 3 and bottom 3 per day
Ranked by race points (points only for each person's role: registering, checklists, QC 1.5, ⚡ boosts, 🔔 checks, −1 checklist not done properly).
Everyone in the race is ranked, also with 0 points; pickers are listed apart. A tie for first is settled by the tie-breaker.
Learner files captured per day and hour
Number of files registered in each hour (South African time). Darker = busier.
Per day, per person
Speed: typical minutes between registrations and average minutes per checklist. Very fast work is flagged so it can be spot-checked.
Day
Person
Locations allocated
Registered
Updated
Min between registrations
Checklists completed
Part-done saves
Avg min per checklist
Under 2 min
QC pass
QC fail
Flags
Quality – QC results of each person's work
For files registered / checklists completed in the selected days. Fail = QC marked the
checklist as not completed properly (document fails don't count against the person). Pass = QC'd without that mark.
Outstanding = not QC'd yet. The fail rate counts only files that have been QC'd.
Register / update
Person
Files
Pass
Fail
Outstanding
Fail rate
Checklists
Person
Files
Pass
Fail
Outstanding
Fail rate
☑️ Checklists
Set up a checklist for each file type. When someone opens a file on the ☑️ Add a checklist tile,
they choose which checklist to complete; the one linked to the file's type is suggested. Each item is answered Yes / No / N/A with an optional comment.
New checklist
Paste several items at once
All checklists
Checklist
File type
Items
Completed
Status
👥 Users
Give each person their own account. New users get a temporary password and must choose their own at first sign-in. Disable people who leave; their history is kept.
Add a user
New users start as plain users. Only the ⭐ super user can give roles and rights (admin, librarian, QC reviewer, facilitator …) and reset passwords.
All users
Change roles and ticks, then click 💾 Save changes. Changed rows turn yellow until they are saved.
Name
Username
Role
Librarian
QC reviewer
Supervisor
Facilitator
Academy supervisor
🗂 HR
⭐ Super user
Status
Last sign-in
🗄 Deleted files
Deleted learner files are kept here with their history, checklists and QC reviews.
Restoring a file or deleting it for good needs a supervisor to enter their own username and password.