VA Portal User Manual

Welcome

The VA Portal is your workforce floor. You execute tasks delegated by the Director of Operations (DOO), track your time, use Ask Mr. B for in-governance help, and escalate blockers up the chain.

Your escalation path: VA → DOO → Boardroom. Big Brother oversees the ecosystem but is not in your escalation path.

How to Log In

Open va-portal.html in your browser.

Enter the email and password DOO assigned to you.

Click Sign In. You must have a VA, STAFF, or COORDINATOR role.

Need access? Contact DOO — not Big Brother — for login credentials.

Reading the Task Ladder

Tasks flow down from DOO. You receive execution-only task objects synced via Make.com (with n8n and Zapier as fallbacks).

Time tiers (fixed — you cannot edit)

Daily → Weekly → 2-week → 3-week → Monthly → 3-month → 6-month → 1-year

Each task includes

Task ID, title, description
Entity (HMC, HMR, HML, Revibe, Nonprofit, BF Holdings)
Time tier and parent goal link
Priority, status, due date
Time-per-task tracking (always on)

Use the tier pills to filter. Open a task to update status, log minutes, and add subtasks.

Five Role Clusters

Cluster	Focus
Recruitment & Enrollment	HMC + HMR — leads, no-shows, cohort fill
Facility & Client Outreach	HMR + HML — staffing gaps, intake follow-up
Compliance & Credential Chasing	Cross-entity — chase docs and deadlines; log only
Secretarial / Admin	All entities — email, scheduling, data entry, student docs
Outbound Campaign	Revibe + Nonprofits — waitlist, donors, partners

Click a cluster card to filter your task ladder to that work type.

Executing Tasks & Subtasks

Go to Task Ladder and pick your time tier.

Click Open on a task.

Set status (Open / In Progress / Done) and log minutes worked.

Add subtasks for smaller steps — subtasks inherit entity, tier, and goal. You cannot change those fields.

Rule: You may create subtasks but cannot alter entity, time tier, or parent goal linkage on DOO-assigned tasks.

Ask Mr. B

Click the ASK MR. B pill at the bottom-right. Questions route to the correct entity brain.

Answers come only from brain context — no guessing.
If outside governance: "Route to DOO."
HMC Brain and Revibe Brain are not built yet — Ask Mr. B will tell you to route to Mr. Barnes via DOO.

Select a task first so Mr. B knows your entity context. Powered by Make.com AI Dispatcher (scenario 4628051) — if offline, escalate to DOO.

Escalation to DOO

Use the Escalate tab when you are blocked, need a decision, or hit something outside your scope.

Describe the blocker clearly.
Optionally link a task ID.
Click Send Escalation — it queues to the DOO Portal.

Try Ask Mr. B first for how-to questions inside governance.

Other Tabs

Dashboard — your personal performance numbers only
Docs — student-portal upload/download under one login
Comms — IM and video modules (activating via DOO)
Payment — placeholder until finance activates payouts

Language

Click EN / ES / TL in the portal header to switch English, Spanish, or Tagalog.

Bienvenida

El Portal VA es su piso de trabajo. Ejecuta tareas delegadas por el Director de Operaciones (DOO), registra su tiempo, usa Pregunta Mr. B para ayuda dentro de gobernanza y escala bloqueos hacia arriba.

Su ruta de escalacion: VA → DOO → Boardroom. Big Brother supervisa el ecosistema pero no esta en su ruta de escalacion.

Como iniciar sesion

Abra va-portal.html en su navegador.

Ingrese el email y la contrasena que DOO le asigno.

Clic en Iniciar sesion. Debe tener rol VA, STAFF o COORDINATOR.

¿Necesita acceso? Contacte a DOO — no a Big Brother — para credenciales.

Leer la escalera de tareas

Las tareas fluyen hacia abajo desde DOO. Recibe objetos de ejecucion sincronizados via Make.com (n8n y Zapier como respaldo).

Niveles de tiempo (fijos — no puede editarlos)

Diario → Semanal → 2 semanas → 3 semanas → Mensual → 3 meses → 6 meses → 1 ano

Cada tarea incluye

ID, titulo, descripcion
Entidad (HMC, HMR, HML, Revibe, Nonprofit, BF Holdings)
Nivel de tiempo y enlace a meta padre
Prioridad, estado, fecha limite
Seguimiento de tiempo por tarea (siempre activo)

Use las pastillas de nivel para filtrar. Abra una tarea para actualizar estado, registrar minutos y agregar subtareas.

Cinco clusters de rol

Cluster	Enfoque
Reclutamiento e Inscripcion	HMC + HMR — leads, no-shows, llenar cohortes
Outreach Institucional y Clientes	HMR + HML — brechas de personal, seguimiento intake
Cumplimiento y Credenciales	Multi-entidad — perseguir docs y plazos; solo registrar
Secretaria / Admin	Todas las entidades — correo, agenda, captura, docs estudiante
Campana Saliente	Revibe + Nonprofits — lista de espera, donantes, socios

Clic en una tarjeta de cluster para filtrar su escalera de tareas.

Ejecutar tareas y subtareas

Vaya a Escalera de Tareas y elija su nivel de tiempo.

Clic en Abrir en una tarea.

Establezca estado (Abierta / En Progreso / Hecha) y registre minutos trabajados.

Agregue subtareas para pasos menores — heredan entidad, nivel y meta. No puede cambiar esos campos.

Regla: Puede crear subtareas pero no alterar entidad, nivel de tiempo ni enlace a meta padre en tareas asignadas por DOO.

Pregunta Mr. B

Clic en la pastilla PREGUNTA MR. B abajo a la derecha. Las preguntas se enrutan al cerebro de entidad correcto.

Las respuestas vienen solo del contexto del cerebro — sin adivinar.
Si esta fuera de gobernanza: "Route to DOO."
HMC Brain y Revibe Brain aun no estan construidos — Pregunta Mr. B le dira que route a Mr. Barnes via DOO.

Seleccione una tarea primero para que Mr. B conozca su contexto de entidad. Impulsado por Make.com AI Dispatcher (escenario 4628051) — si esta offline, escale a DOO.

Escalacion a DOO

Use la pestana Escalar cuando este bloqueado, necesite una decision o encuentre algo fuera de su alcance.

Describa el bloqueo claramente.
Opcionalmente enlace un ID de tarea.
Clic en Enviar Escalacion — se encola al Portal DOO.

Intente Pregunta Mr. B primero para preguntas de procedimiento dentro de gobernanza.

Otras pestanas

Panel — solo sus numeros de rendimiento personal
Docs — subir/descargar documentos del portal estudiante con una sola sesion
Comms — modulos IM y video (activacion via DOO)
Pago — placeholder hasta que finanzas active pagos

Idioma

Clic en EN / ES / TL en el encabezado del portal para cambiar entre ingles, espanol o tagalo.

Maligayang pagdating

Ang VA Portal ang workforce floor mo. Isinasagawa mo ang tasks na delegated ng Director of Operations (DOO), i-track ang oras mo, gamitin ang Tanungin si Mr. B para sa in-governance na tulong, at mag-escalate ng blockers pataas.

Escalation path mo: VA → DOO → Boardroom. Binabantayan ng Big Brother ang ecosystem pero wala siya sa escalation path mo.

Paano mag-log in

Buksan ang va-portal.html sa browser mo.

Ilagay ang email at password na ibinigay sa iyo ng DOO.

I-click ang Mag-sign In. Kailangan VA, STAFF, o COORDINATOR role.

Kailangan ng access? Makipag-ugnayan sa DOO — hindi sa Big Brother — para sa login credentials.

Paano basahin ang Task Ladder

Ang tasks ay dumadaloy pababa mula sa DOO. Tumatanggap ka ng execution-only task objects na naka-sync via Make.com (n8n at Zapier bilang fallback).

Time tiers (fixed — hindi mo puwedeng i-edit)

Daily → Weekly → 2-week → 3-week → Monthly → 3-month → 6-month → 1-year

Bawat task ay may

Task ID, title, description
Entity (HMC, HMR, HML, Revibe, Nonprofit, BF Holdings)
Time tier at parent goal link
Priority, status, due date
Time-per-task tracking (laging ON)

Gamitin ang tier pills para i-filter. Buksan ang task para i-update ang status, i-log ang minuto, at magdagdag ng subtasks.

Limang role clusters

Cluster	Focus
Recruitment at Enrollment	HMC + HMR — leads, no-shows, cohort fill
Facility at Client Outreach	HMR + HML — staffing gaps, intake follow-up
Compliance at Credential Chasing	Cross-entity — habulin ang docs at deadlines; log lang
Secretarial / Admin	Lahat ng entity — email, scheduling, data entry, student docs
Outbound Campaign	Revibe + Nonprofits — waitlist, donors, partners

I-click ang cluster card para i-filter ang task ladder mo sa uri ng trabahong iyon.

Mag-execute ng tasks at subtasks

Pumunta sa Task Ladder at piliin ang time tier mo.

I-click ang Buksan sa isang task.

I-set ang status (Open / In Progress / Done) at i-log ang minutong nagtrabaho.

Magdagdag ng subtasks para sa mas maliliit na hakbang — namamana ang entity, tier, at goal. Hindi mo puwedeng baguhin ang fields na iyon.

Rule: Puwede kang gumawa ng subtasks pero hindi puwedeng baguhin ang entity, time tier, o parent goal linkage sa DOO-assigned tasks.

Tanungin si Mr. B

I-click ang TANUNGIN SI MR. B pill sa bottom-right. Ang mga tanong ay pumupunta sa tamang entity brain.

Ang sagot ay brain context lang — walang hula.
Kung outside governance: "Route to DOO."
Ang HMC Brain at Revibe Brain ay hindi pa built — sasabihin ni Mr. B na i-route kay Mr. Barnes via DOO.

Pumili muna ng task para alam ni Mr. B ang entity context mo. Powered by Make.com AI Dispatcher (scenario 4628051) — kung offline, mag-escalate sa DOO.

Mag-escalate sa DOO

Gamitin ang Escalate tab kapag na-block ka, kailangan ng desisyon, o nasa labas ng scope mo ang isyu.

Ilarawan nang malinaw ang blocker.
Optional: i-link ang task ID.
I-click ang Ipadala ang Escalation — pupunta sa DOO Portal queue.

Subukan muna ang Tanungin si Mr. B para sa how-to questions na nasa loob ng governance.

Iba pang tabs

Dashboard — personal performance numbers mo lang
Docs — student-portal upload/download sa one login
Comms — IM at video modules (ia-activate ng DOO)
Payment — placeholder hanggang ma-activate ng finance ang payouts

Wika

I-click ang EN / ES / TL sa portal header para magpalit ng English, Spanish, o Tagalog.