Account Manager Dashboard

Your event status, daily checklist, and today’s on-call schedule in one place.

Today’s Checklist

Recurring work + event-driven tasks

Today’s Events

Pacific Time for your on-call view; event-local time stays visible.

Tasks

See the work for a day, week, or month. Recurring workflow tasks appear automatically, and you can add one-off tasks with due dates.

Reference date

Calendar

All active tracker events. Switch between month, week, and on-call day views without losing the event’s email status.

Ready to SendSentMissing InfoAmbassador ChangedMismatched Info

Bookings

Every requested, confirmed, rescheduled, backup, and cancelled booking. Only confirmed primary dates become active operational Events.

Search

Booking status

Date type

Campaign

Status	Date / Local Time	Store	Campaign	Date Type	References	Operational Event	Actions

Events · Master Tracker

GotItOps is moving toward becoming the source of truth for event, staffing, recap, payment, ordering, and confirmation data.

Master Tracker Preview

Every existing VIBE tracker field remains represented, with recap/payment fields added alongside it. Excel becomes an export rather than the primary source of truth.

v5 direction

State

Campaign

Sort by

From date

Through date

0 selected

	Date / Time	Store	State	Campaign / Product	Ambassador	Order Placed	Store Order #	Internal Notes	Status / Changes	Actions

Recaps & Payments

Track Submitted → Approved → Paid clearly. PINATA remains the recap-review tool for now; GotItOps records the real payout amount and payment history.

Recap & Payment Queue

The Account Manager manually enters the actual payout when approving in GotItOps. Risa is prompted only after Approved.

Campaign

Month

Year

Ambassador

VIBE workflow: approve the recap in PINATA, then enter the true payout here (flat rate + approved reimbursements) and click Approved. PINATA payout values are not used.

Generate Email Confirmation

Choose an event. Products, rules, defaults and attachments are selected automatically, but you stay in control of the final email.

1. Event

Imported

Search / select event

2. Products

Campaign

3. Attachments

Auto-selected by campaign/state; uncheck anything you do not want to include.

Auto

4. Email Sections

Source labels are admin-only and never paste into Outlook.

Email preview

Editable. Your edits are preserved in a saved draft.

To

Files

Email body is editable. Click a red ADD ORDER # / pickup box to enter the missing information. Once entered, it becomes normal email text; then check that task off in the Before Sending Checklist.

Sources:EventCampaignStateTotal WineCompany

Settings / Email Templates

Email Templates

Create a reusable confirmation that is not tied to a tracker event. Start with the Risa-approved Total Wine format, then choose a campaign and optional state/program version.

Template setup

Event-specific fields stay as placeholders so you can fill them manually.

Total Wine format

Campaign

State / program version

Include Reuse Instructions

Turn this on when the blank template is for an ambassador who will reuse approved product from a prior event.

Blank means blank.
Name, location, date/time, order/pickup and other event-specific fields remain clearly marked placeholders. You can edit the preview before copying it.

What this uses

The same reusable layers as an event email, without requiring an imported event.

Format

Risa-approved Total Wine campaign confirmation structure with divider lines.

Campaign

Products, pay, reuse instructions, talking points, ice setting and campaign materials when configured.

State / program

Optional state guidance. Reviewed legal components are distinguished from VIBE/Total Wine operating rules internally.

Blank email preview

Editable before copying.

To

[AMBASSADOR EMAIL]

Type

Blank template

Sources:CampaignOptional state/programTotal WineCompany

Reusable Email Sections

Rename, edit, reorder, archive, or add sections. “Include by default” controls new campaign emails.

Import & Sync

Choose what the file contains first, then select the correct workbook tab and review every change before applying it.

1. What are you importing?

This required choice determines which fields GotItOps reads and where the records are saved.

Required

Events / Master TrackerActive operational events, ambassadors, orders, confirmation status, notes, recaps, and payments. Bookings / All DatesPrimary and backup dates. These records determine whether a no-backup warning belongs in an email. Ambassador DirectoryPINATA Active Team names, contact information, markets, IDs, tags, and eligibility. Locations / Store DirectoryStore numbers, addresses, phone numbers, states, markets, and eligibility details.

Choose an import type to enable the file upload.

2. Choose file

Excel (.xlsx/.xls) is preferred. CSV is also supported.

Waiting for import type

↑

Choose an import type above first

For Excel workbooks with multiple tabs, you’ll choose exactly which tab to import next.

4. Column matching

GotItOps matches the selected worksheet columns to the correct destination fields.

5. Review before applying

Nothing is applied until you approve it.

Choose an import type, file, and worksheet tab to see exactly what would update.

One workbook, multiple destinations

After applying one worksheet, keep the workbook open here and select another import type and tab when needed.

Centralized imports

Choose destination→Choose file→Choose worksheet→Review changes→Apply

Backup booking rows stay on the Bookings page and are never turned into staffed operational Events by a bulk bookings import.

Import & Sync / Outlook

Incoming Bookings

Review Requested, Confirmed, Rescheduled, and Cancelled Total Wine messages before anything updates the master tracker.

Outlook is not connected in this local build. These rows use the real examples you provided, plus an optional simulated reschedule so you can test the review workflow.

Search

Email status

Review state

Sort

Select visible

	Status	Date / Local Time	Store	Campaign / Event	Date Type	Match / Proposed Change	Review

Campaigns

Create and manage reusable campaign content, products, pay, attachments, aliases, and rules used in confirmations.

Settings / History & Activity

History & Activity

Search prior confirmations and event paper trails, or review system activity such as imports, syncs, drafts and campaign changes.

Search

Type

From

Through

Settings / Tasks

Task & Workflow Settings

Control which tasks appear, when event work becomes due, and what happens when a task lands on a day marked Out of Office.

Recurring Tasks

These feed Dashboard and Tasks automatically.

Every workday — Check email

Review account, store, ambassador, and client messages.

Every workday — Check PINATA applications

Review new applications on unstaffed shifts.

Monday — Update PINATA eligibility

Download the Active Team file and add “Eligible” to new hires with complete profiles.

Out of Office Days

Out of Office days are marked from the Tasks calendar only. Event dates never move.

Orders + Confirmation Emails

One event-driven task because these are normally handled together.

Enable this workflow

Create work from Ready to Send Total Wine events.

First appears

days before

Target completion

days before

Mark past due

days before

If out of office

Carry incomplete event work forward

If a confirmation is not sent on its scheduled day, it appears on the next day until resolved. Once the event reaches the past-due threshold, the task turns red.

Current VIBE rule: first action at 7 days before, target by 5 days before, past due at 4 days before or closer.

Settings / Team Members & Roles

Team Members & Roles

Edit display names and role access. Live login emails remain separate from display names once the shared version is connected.

Team Members

Local preview only — these are not login accounts yet.

Role Structure

Owner is locked to full control. Operations Manager and Account Manager access can be adjusted before launch.

Settings / Integrations

Integrations

The local preview shows the workflow. Live connections require the shared cloud version.

Microsoft Outlook · bookings inbox

Read Total Wine confirmations and changes, then send extracted events to a human review queue.

Not connected

New Outlook email→Detect Total Wine confirmation→Parse booking fields→Review checkboxes→Add to Events

PINATA

Use staffing/recap exports first; investigate a direct API/DataBridge connection after the file-based workflow is proven.

Export sample needed

Staffing export→Ambassador match→Recap status→GotItOps payout approval

Shared Cloud Database

Required so Risa, Katherine, and Erin see the same events, tasks, approvals, payments, campaigns, and history.

Not connected

This is the next infrastructure step before a real multi-user test.

Settings

Choose the part of GotItOps you want to configure. Each area has its own focused settings page.

Settings / Calendar

Calendar Preferences

Choose the company-view time zone used to group and sort events. Event-local time remains visible on every event.

Grouping & sorting time zone

Pacific Time is the default because VIBE is based on the West Coast.

Calendar time zone

Settings / Locations

Locations & Store Directory

Maintain reusable client and venue information once, then use it for booking matching, campaigns, events, emails, and mismatch warnings.

Location Directory

The Total Wine sender prefix is treated as the store number and cross-checked against this directory.

Search

Client / Group

State

Client	Store / Key	Location	State / Market	Phone	Address	Eligibility / Notes

Settings / Data & Recovery

Data & Recovery

Testing tools are intentionally reversible. External systems remain read-only until you explicitly enable outbound actions later.

Undo & Restore

Undo the most recent reversible action from this browser session.

Download Backup

Save a JSON snapshot of events, bookings, tasks, campaigns, rules, users, payouts, and settings.

Restore Backup

Restore a previously downloaded GotItOps JSON backup. A safety snapshot is created first.

Outlook Review Queue

Rebuild the local preview queue from the supplied source examples without changing approved master records.

Recently Deleted / Archived

Operational records are soft-deleted or archived so they can be restored.

Safety Rules

✓No automatic emails or ambassador notifications.

✓No write-back to PINATA.

✓Booking changes require approval.

✓Paid status can be reopened.

Settings / Company

Company Settings

All changes saved.

Company defaults, support contacts, signatures, generator behavior, and reusable company/client email rules.

Company defaults

Contact and signature information used across emails.

Company name

Day-of contact

Day-of phone

Generator behavior

Auto-select campaign attachments

Sell sheets start checked, but can always be deselected.

Warn when a saved draft is stale

Tracker changes do not silently overwrite edits.

Show source labels while editing

Admin-only; never copied to Outlook.

Spreadsheet identity

Events are matched by Store Key + Date + Start Time + Original Campaign.

Email Signatures

Add, edit, or delete reusable signatures. Signatures are never included automatically — choose one manually on Generate Email Confirmation only when needed.

Email Content

Reusable email section titles and wording now live on the dedicated Email Templates page.

Moved for clarity. Company Settings now focuses on company details, signatures, and generator behavior.

Staffing

Run the admin side of staffing now while PINATA remains the ambassador-facing application portal.

Transition workflow: GotItOps manages the staffing queue and assignments internally. Ambassadors can continue applying in PINATA until the GotItOps ambassador portal is ready.

Campaigns / Recap Templates

Recap Templates

Build each campaign’s recap requirements now. Ambassadors still submit in PINATA during the transition; these templates will later power the GotItOps ambassador portal.

Campaign

Choose which campaign recap you want to configure.

Campaign

Required photos

Require sales / units Require customer comments Ask about out-of-stock items

Questions & Fields

Text, numeric, yes/no, and photo prompts can be customized by campaign.

Settings / Dashboard

Dashboard Preferences

Each user can choose which dashboard sections they see. Role defaults can still be used for new users.

My Dashboard

Changes apply only to the currently selected preview user.

Opening GotItOps

Dashboard

Account Manager Dashboard

Tasks

Calendar

Bookings

Events · Master Tracker

Recaps & Payments

Generate Email Confirmation

Email Templates

Import & Sync

Incoming Bookings

Campaigns

History & Activity

Task & Workflow Settings

Team Members & Roles

Integrations

Microsoft Outlook · bookings inbox

PINATA

Shared Cloud Database

Settings

Calendar Preferences

Locations & Store Directory

Data & Recovery

Undo & Restore

Download Backup

Restore Backup

Outlook Review Queue

Recently Deleted / Archived

Safety Rules

Company Settings

Staffing

Recap Templates

Dashboard Preferences

GotItOps User Manual