ThreadCount Community edition

Uniform stock management for healthcare linen rooms: the coordinator app, the phone counter and the staff app, for your own server. Built from 38e16eb on 2026-09-15. Licensed under the Functional Source License (FSL-1.1-ALv2).

docs/manual/people/deactivating-and-deleting.md

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+---
+title: Deactivating and deleting
+section: people
+order: 5
+summary: Deactivate someone who has left and keep their history, delete only a record entered by mistake, remove staff-app access, and handle a privacy request.
+screen: People › a person › Details & access
+role: Admin
+keywords: deactivate, inactive, leaver, left, delete staff, remove, reactivate, history, finance, remove access, staff app account, register panel, privacy, personal information
+---
+
+## Deactivate or delete
+
+Someone who has left is deactivated. Their record stays, and so does everything recorded against it.
+
+Delete removes the record itself. It is for a record entered by mistake, and it is refused for anyone with history.
+
+Both are in the `Register` panel on the person's `Details & access` tab, which only an Admin sees.
+
+## Deactivate
+
+`Deactivate` is refused while anyone else still active names them as manager, and the refusal says how many. Give those people a new manager first. Somebody who is only their own manager is not held up by this.
+
+When it goes through:
+
+- Every request for them still waiting on approval is closed as declined, with the reason that they are no longer on the register and a timeline entry. The panel says how many were closed. Nobody is emailed about it.
+- The counter refuses to issue to them, and they drop out of the counter's `Find a person` list.
+- A request cannot be raised for them at the counter or in the staff app.
+- Their staff-app sign-in is refused with `You're no longer on the register at this facility. Ask the linen room.`
+- An emailed approval link about them, or sent to them as a manager, shows no details and decides nothing.
+- They leave the `People` counts and the `Show` filter's lists, and are hidden unless `Include inactive` is chosen.
+
+`Reactivate` puts them back. Requests closed at deactivation stay closed and have to be raised again.
+
+## What stays for finance
+
+A deactivated record keeps its issues, orders, approvals, hand-ins, alterations, requests and notes. Each issue keeps the cost it was issued at, so reports and the [journal export](/docs/reports/journal-export) go on including it.
+
+## Delete
+
+`Delete` appears only when the person has no issues and no orders, and asks for a confirmation. The server then checks everything else, and refuses if the record has any of:
+
+- issues, orders, manager approvals, alterations or hand-ins;
+- requests for them or raised by them;
+- waitlist places, kit-check answers, damage reports or queries;
+- a staff-app account.
+
+The refusal lists what was found and says to deactivate instead.
+
+> **Careful** A delete cannot be undone.
+
+## Remove staff-app access
+
+The `Staff app` panel on the same tab manages their account. It is read-only for an Issuer.
+
+- **Remove access** deletes the account after a confirmation. Every session it had ends at once and any code is cleared. The register entry and history stay. To sign in again they need a new code.
+- **Cancel the code** withdraws a code that has not been used. A code also stops working 14 days after it was generated.
+
+Removing access does not deactivate the person. See [the staff app](/docs/apps/staff-app).
+
+## Privacy requests
+
+ThreadCount has no screen that exports or erases one person's information in a single step. What it has:
+
+- The staff app shows a person their own record, and a query they raise there about it reaches the request queue under `Record queries`.
+- The `People` export, searched to one name, gives that person's register row without notes or start date.
+- The backup holds the whole facility. See [export and backup](/docs/account/export-and-backup).
+- The `Note` panel on the `Uniform` tab can be edited or cleared by an Admin.
+- A record with history cannot be deleted; it can be deactivated and its access removed.
+
+The [privacy policy](/privacy) tells staff to ask their coordinator to remove their access, and says their register entry and history stay because the facility needs them for its own records. Anyone who would rather not ask their coordinator can write to privacy@threadcount.tech, and the request is routed through the facility's own privacy process.
+
+Deleting a whole facility is on [delete an account](/docs/account/delete-an-account).
+
+## What is written
+
+| Record | Change | Undo |
+|---|---|---|
+| Deactivate | The record marked inactive; waiting requests declined. | `Reactivate`. Closed requests stay closed. |
+| Delete | The record removed. | None. |
+| Remove access | The staff-app account deleted, any code cleared. | Generate a new code. |
+| Cancel the code | The code cleared. | Generate a new code. |

docs/manual/people/entitlement-rule.md

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+---
+title: The entitlement rule
+section: people
+order: 3
+summary: Six sets held at any time, for every group, with no financial year. How sets held are counted, how hand-ins make room, and where overrides are recorded.
+screen: Settings › Issuing rules
+role: Admin or Issuer
+keywords: entitlement, six sets, ceiling, most anyone holds, cap, allowance, sets held, over the ceiling, override, hand-in, credit, yearly figure, financial year
+---
+
+## The rule
+
+Nobody holds more than the ceiling: 6 sets unless the facility sets its own. It limits what a person holds at any one time, and it is the same for every staff group and every route. There is no financial year in it and nothing resets in July.
+
+A set is one top and one pair of trousers. The ceiling applies to each half, so 6 sets means at most 6 tops and at most 6 pairs. Somebody holding 6 tops and 2 pairs can take another pair, not another top.
+
+Garments that are part of no set, such as fleeces and jackets, have their own ceiling of the same number, counted in garments.
+
+Past the ceiling, the next garment comes only after a hand-in or on a coordinator's override.
+
+## How sets held are counted
+
+A garment's type decides which half it is.
+
+| Half | Types |
+|---|---|
+| Top | `Shirt`, `Polo`, `Tunic`, `Scrub top`, `Blouse` |
+| Trousers | `Pants`, `Trousers`, `Cargo pants`, `Shorts`, `Skort`, `Skirt` |
+
+A garment with no type is judged by its name. A type typed in by hand that is not on the list counts toward no set, so pick from the list.
+
+What a person holds is the total of:
+
+- everything issued to them and not handed in or returned, pre-loved garments included;
+- open orders placed for them, less what has already arrived;
+- pickups waiting for them at the counter;
+- request lines a manager has approved that nobody has collected.
+
+`People`, the person's record and the `Counter` all use this count. The record's meters show tops and pants against the ceiling, with how many are still on order or waiting.
+
+## At the counter
+
+While you build a pickup, the `This pickup` panel says what the person will hold afterwards. A pickup that would take them past either ceiling lists the reason, such as `Past 6 sets — holds 6 tops and 4 pairs`, with the tick `Record as an override`. The server refuses the issue unless the override is ticked, and its refusal says what they hold and how much of it is still to come.
+
+See [issue a garment](/docs/counter/issue-a-garment).
+
+## Where overrides are recorded
+
+- Each issue row that went past the ceiling is stamped as an override, pre-loved rows included. It shows as an `Override` tag in the person's `Holding` list and `Issue history`.
+- For garments ordered in, the order's notes say the person is past the ceiling and name the coordinator who recorded the override.
+- `People` counts everyone above the ceiling under `Over the ceiling`, and their row's status is `OVER`.
+- `Reports › People` lists them under `Exceptions` as `Past 6 sets on an override`.
+
+The stamp is written only when the ceiling was actually passed. Garments outside a person's staff group or uniform style carry their own separate stamps.
+
+## Hand-ins
+
+`Record hand-in` on the person's `History` tab, or `Record a hand-in` in the counter's `Hand in` mode, makes room straight away. Each garment is marked `Good` or `Rag`. Matched issues are marked handed in and stop counting toward what the person holds, whether or not credit is ticked. Where only part of an issue line comes back, the line is split.
+
+- `Good` garments join the pre-loved pool. `Rag` garments are counted for disposal.
+- `Credit the good garments back` gives sets back to the manager's approvals, newest first, and credits the yearly figure. Only good garments matched to new issues earn credit; pre-loved garments do not.
+- `Record & print receipt` prints the hand-in receipt as well.
+
+Returns and size swaps are on [exchanges and returns](/docs/counter/exchanges-and-returns).
+
+## The facility's own figures
+
+| Field | Where | What it does |
+|---|---|---|
+| `Most anyone holds` | `Settings › Issuing rules` | The rule on this page. Nought saves as 6. Fractions are rounded down. |
+| `Starting kit` | `Settings › Issuing rules` | The first-day kit for groups on the starting kit. |
+| `Yearly figure for reports` | `Reports › People` | What a year's drawing is measured against. It never limits the counter. A person's own figure is set on their record; groups on the FTE table are not measured. |
+
+Only an Admin can change these. An Issuer sees them read-only.
+
+## What is written
+
+| Record | Change | Undo |
+|---|---|---|
+| Issue with override | Issue rows stamped as an override, or a note on the order. | Return or hand in the garment. The stamp stays. |
+| Hand-in | A hand-in record, matched issues marked handed in, the pool updated. | None on screen. |
+| Credit tick | Approval balances and the yearly figure credited. | None on screen. |
+| Change the ceiling | The facility's ceiling. | Set it back. |

docs/manual/people/groups-and-routes.md

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+---
+title: Staff groups and routes
+section: people
+order: 2
+summary: Name your staff groups, put each on the FTE table, the starting kit or manager approval on the route board, and restrict garments by group.
+screen: Settings › Issuing rules
+role: Admin
+keywords: staff groups, groups, routes, route board, fte table, starting kit, manager approval, initial kit, rename group, remove group, garment groups, outside group, drag
+---
+
+## Name your groups
+
+Staff groups are the facility's own names, on the board `Staff groups and how they get uniform` under `Settings › Issuing rules`. A new facility has none, so everyone is on manager approval.
+
+- **Add** a name in `New group name`, then `Add group`. A new group starts on manager approval.
+- **Rename** from the group's menu. It changes the name on the list, its route, every staff record filed under it and every garment tagged for it. Renaming onto a name already in use is refused. Changing only the case or spacing is allowed.
+- **Remove** from the group's menu. It is refused while any active staff member is filed under the group.
+
+A staff import adds nothing to the list. Groups on the register but not on the list appear under `On the register, not on the list`, each as an `Add` button with a head count. Their staff are on manager approval until the group is added and moved to another route.
+
+An Issuer sees the board but cannot change it.
+
+## The three routes
+
+The board has three columns: `FTE table`, `Starting kit` and `Manager approval`. Each group is a chip in one of them. To change a group's route:
+
+1. **Drag the chip** to another column, or
+2. **Open the chip's menu** and pick `Move to …`, or
+3. **Press `Alt+←` or `Alt+→`** with the chip focused to move it one column.
+
+A group cannot be on two routes; the server refuses the save. If a restored backup carries a group on both, it is read as being on the FTE table.
+
+Every route stops at the same ceiling of sets held (see [the entitlement rule](/docs/people/entitlement-rule)).
+
+## The FTE table
+
+The person's `Combined FTE` proposes their initial kit:
+
+| FTE | Sets proposed |
+|---|---|
+| `1.0`, `0.9` | 5 |
+| `0.8`, `0.7` | 4 |
+| `0.6`, `0.5` | 3 |
+| `0.4`, `0.3` | 2 |
+| `0.2`, `0.1` | 1 |
+| `Casual` | None. The form names 1, 2 or 3 and leaves the number to the manager. |
+
+A fraction not on the table, such as `0.75`, is read by the band it falls in. With no FTE recorded, no kit is proposed and `People` lists the person under `No FTE`.
+
+The proposal is not a limit. A manager may sign for more, and the signed form is recorded with a sentence added, such as `Above the FTE table: 5 sets at 0.6 FTE, where the table proposes 3. Approved by P. Nair.` A casual signed for more than 3 gets one too. A signature does not lift the ceiling.
+
+## The starting kit
+
+`Starting kit`, in sets on day one, is set under `Settings › Issuing rules`: 3 unless the facility sets its own. Nought saves as 3 and fractions are rounded down. A figure above the ceiling stops at the ceiling, and the screen says so. After day one, more is issued as needed up to the ceiling. Nothing has to be handed back first.
+
+## Manager approval
+
+There is no starting kit. The person's manager approves sets, on a signed order form recorded on their record or on a request in the staff app.
+
+> **In plain terms** The counter refuses on the ceiling, the staff group and the uniform style. It does not refuse an issue because no approval is on file.
+
+The `Approval` panel on the person's `Uniform` tab names their route. For the starting kit it counts every garment ever issued to them that was not pre-loved or returned in good condition. A hand-in does not give it back.
+
+## Garments restricted by group
+
+Each catalogue garment is tagged for one or more staff groups, or for all groups when it has no tag. See [catalogue, sizes and cuts](/docs/stock/catalogue-sizes-and-cuts).
+
+- The staff app refuses a request for a garment outside the person's group. The one exception is a damage replacement for a garment they already hold.
+- A request raised at the counter is refused the same way, and so is an order for the person.
+- Issuing one at the counter needs `Record as an override` ticked. Each issue row is stamped as outside the group; for a garment ordered in, the order's notes say so instead.
+- `Reports › People` lists these under `Exceptions` as `Outside their staff group on an override`.
+
+## What is written
+
+| Record | Change | Undo |
+|---|---|---|
+| Add group | The facility's group list. | Remove it while nobody active is filed under it. |
+| Move a group | The facility's FTE-table and starting-kit lists. | Move it back. |
+| Rename | The list, the route, staff records and garment tags. | Rename it back. |
+| Remove | The group comes off the list and off its route. | Add it back and move it to its route again. |

docs/manual/people/managers.md

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+---
+title: Managers
+section: people
+order: 4
+summary: The one manager on each record approves that person's requests and signs their order forms. Self-approval, raising for others, email links and changing a manager.
+screen: People › a person › Details & access
+role: Admin
+keywords: manager, approver, approval, sign, order form, signed form, self-approved, own manager, reports to, email link, needs an approver, re-address, reassign
+---
+
+## One manager, both jobs
+
+Each record names at most one manager, in the `Manager` panel on the person's `Details & access` tab. That person approves their requests in the staff app, and a signed paper order form for them is recorded as signed by that manager.
+
+1. **Type a name or staff number.** Only active people on the register are offered.
+2. **Pick the name.** It saves straight away.
+
+`Change` picks someone else. `Remove` clears it after a confirmation. Only an Admin can set or change a manager; an Issuer sees the name, or `None set.`. Setting a manager who is inactive is refused. The import's `manager` column sets the same field, by staff number.
+
+Nobody can raise a request, in the staff app or at the counter, without a manager set. A manager who is no longer active counts as none: the request is refused with `The recorded manager is no longer on the register.`
+
+The panel beside it lists whose requests the person approves. `Add somebody who reports to them` changes that other person's record, after a confirmation naming who they are being moved from. `Remove from list` clears that person's manager.
+
+## What a manager signs
+
+In the staff app, a manager approves or declines each garment, or the whole request. A decline needs a reason from a fixed list, and the wearer is emailed the decision if they have an account and the server sends mail. See [manager approvals](/docs/counter/manager-approvals) and [the staff app](/docs/apps/staff-app).
+
+The linen room cannot approve on a manager's behalf.
+
+On paper, `Record a signed form` in the `Approval` panel of the `Uniform` tab takes `Sets`, `FTE`, `Date signed` (not after today), a `Note` and `Photo the signed form`. `Record approval` stays disabled until an active manager is set: with none recorded the form says `Set their manager first.`, and with an inactive one it says `Their manager is inactive: set a new one first.` It records the manager's name linked to their record. An Admin or Issuer can record one; only an Admin can remove one, with `×` under `Previous order forms` on the `History` tab.
+
+## Self-approval
+
+Anyone may be recorded as their own manager. The `Manager` panel then shows `(themselves)` and a `Self-approved` tag.
+
+- A request they decide for themselves is written into its timeline as a self-approval, and `Previous order forms` tags it.
+- A signed form they approved for themselves is tagged `Self-approved` on their record.
+- In the staff app's approvals, their own requests are set apart under `Your own request`.
+
+## Raising for somebody else
+
+A manager can raise a request in the staff app for the people who report to them. Nobody approves a request they raised for somebody else, so it goes to the raiser's own manager instead. If there is nobody above, or the raiser is their own manager, it is created with no approver and waits in the request queue under `Needs an approver`.
+
+A request raised at the counter goes to the person's own manager.
+
+The linen room addresses a waiting request from the queue, with the approver select and `Ask them` or `Re-address`. Sending it to the person who raised it is refused. Sending it to the person it is for is allowed only if they are recorded as their own manager.
+
+## Email links
+
+When a request is addressed to a manager who has a staff-app account, and the server is set up to send mail, the manager is emailed a link to approve or decline it.
+
+- The link lasts 14 days, and works only while the request is still waiting. Once a decision is made, both links in the email stop working.
+- Opening the link shows the request. The decision is made by pressing a button on that page, not by opening the link.
+- If the manager or the wearer is no longer on the register, the page shows no details and decides nothing.
+- A request for the manager's own uniform says `Your own uniform`.
+
+A manager with no staff-app account is not emailed. The request still waits for them.
+
+## Changing a manager
+
+New requests go to the new manager. Requests already waiting stay addressed to the old manager until the linen room re-addresses them. A manager cannot be deactivated while anyone else active still names them; give those people a new manager first. See [deactivating and deleting](/docs/people/deactivating-and-deleting).
+
+## What is written
+
+| Record | Change | Undo |
+|---|---|---|
+| Set or change a manager | The person's manager. | `Change` or `Remove`. |
+| Record a signed form | An approval with sets, FTE, date, signer, note and photo. | `×` on the approval (Admin). |
+| Re-address a request | The request's manager, and a timeline entry. | Re-address again while it waits. |
+| Approve or decline | Request and garment statuses, and a timeline entry. | None. |

docs/manual/people/staff-register.md

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+---
+title: The staff register
+section: people
+order: 1
+summary: The People screen: what a record holds, how to add, import, filter and export the register, and what each tab of a person's record shows.
+screen: People
+role: Admin
+keywords: staff register, people, add a person, import, roster, csv, payroll number, staff number, sizes, fte, uniform style, missing, approver, export, record, details and access
+---
+
+## What a record holds
+
+Each person on the register is one record. `Add a person` at the top of `People` opens the `Add staff member` form. Only an Admin sees it.
+
+| Field | Notes |
+|---|---|
+| `Staff number` | Required and unique in the facility. It cannot be changed after the record is saved, because issue history and reports are keyed to it. |
+| `First name`, `Last name` | Both required. |
+| `Phone`, `Staff group`, `Department` | The group decides the person's route (see [groups and routes](/docs/people/groups-and-routes)). The department is their ward and decides the cost centre unless an override is set. |
+| `Top size`, `Pants size` | One of each. |
+| `Uniform style` | `Men's`, `Women's`, `Either`, or not set. Not set offers every style, as `Either` does. |
+| `Combined FTE` | `1.0` down to `0.1`, or `Casual`. Only read for groups on the FTE table. |
+| `Yearly report figure (garments)` | Used by reports only; the counter never refuses on it. Groups on the FTE table are not measured. |
+| `Cost centre override`, `Start date`, `Notes` | Optional. |
+
+The manager and `On the ward desk` are set on the record's `Details & access` tab. Past the plan's staff limit, a new record is refused with `The register is full for this plan`.
+
+## Import from a spreadsheet
+
+`Import the register` opens `Settings › Data & audit log` with the `Staff register` import chosen. Its columns are `num,first,last,phone,group,dept,cc,manager,fte,style,top,pants,ccoverride,ent,start,notes`.
+
+- A row with no `num` or no `first` is skipped.
+- A row whose staff number is already on the register updates that record. Only cells with something in them are written; a blank cell keeps what is there.
+- `dept` with `cc` creates the department if it does not exist.
+- `manager` is the manager's staff number, not their name. Managers are linked after every row is in, so a manager can appear anywhere in the file. A number that matches nobody is reported.
+- An `fte`, `start` or `style` cell that cannot be read is reported and left blank. Dates are written `YYYY-MM-DD`.
+- At most 20,000 rows at a time. New rows past the plan's staff limit are skipped and the refusal is reported once.
+
+An import adds no group names to `Settings › Issuing rules`. The template is on [CSV templates](/docs/reference/csv-templates).
+
+## Filter and export
+
+The search box, `Name, number or ward`, sits beside a `Group` select and a `Show` select. `Show` offers `Everyone`, `Missing something`, `No approver`, `No FTE`, `No sizes`, `No staff app`, `No uniform style`, `Receipts to sign` and `Over the ceiling`; every option but `Everyone` shows its count in brackets. When anyone is inactive, a segment switches between `Active` and `Include inactive`.
+
+`Missing something` counts only gaps that stop something working: no approver (none, or one no longer active), no FTE (FTE-table groups only) and no sizes. Inactive records have no gaps.
+
+The line under the filters counts the whole active register, whatever the search. Each row's `Status` is `OK`, `AT LIMIT` (a full half of a set), `OVER` or `Inactive`, and `Missing` names the gaps.
+
+`Export CSV` downloads the rows on screen. The staff import reads its headers back, so a ward's list can go to its manager, come back with `Manager number` filled in, and be imported again. `Approver name (reference only)` is ignored on import. Notes and start dates are left out of the file.
+
+`Requests` opens the [request queue](/docs/counter/requests-from-staff).
+
+## A person's record
+
+Click a name to open it. The top shows their details, their manager and meters for tops and pants against the ceiling, with `Open at the counter` and, for an Admin, `Edit details`.
+
+| Tab | What is on it |
+|---|---|
+| `Uniform` | `Holding`, with a signed or not signed toggle and `Return` on each line. `Waiting for` pickups, the `Approval` panel and the `Note`. |
+| `Requests` | Their requests, `Open` or `All`, and `Open in the queue`. |
+| `History` | `Issue history`, `Hand-ins`, `Alterations`, `Previous order forms` and the orders placed for them. |
+| `Details & access` | `Details`, `Manager`, whose requests they approve, `Staff app`, and the `Register` panel with `Deactivate` and `Delete`. |
+
+An Issuer can read every tab, and can record a signed form, a hand-in or an alteration. Details, the note, the manager, the FTE and staff-app access are Admin only.
+
+## What is written
+
+| Record | Change | Undo |
+|---|---|---|
+| Add a person | A new staff record. | Delete it while it has no history. |
+| `Edit details`, `Combined FTE` select | The fields on the record. The FTE saves as soon as it changes. | Edit again. The staff number cannot change. |
+| Import | Records created or updated, managers linked, departments created. | None. Import a corrected file, or edit by hand. |
+
+Every change is listed in the audit log under `Settings › Data & audit log`.