| Date | Project | Task | Worked By | Hours | Category |
|---|
| Date | Project | Task Description | Assigned By | Worked By | Hours | Category | Actions |
|---|
| Date Added | Website / Project | Website Status | Main Issue | Estimated Work | Team / Client Decision | Actions |
|---|
| Date | Task | Assigned By | Worked By | Hours | Category |
|---|
| Date | Project | Task | Assigned By | Worked By | Hours | Category |
|---|
| When | Actor | Action | Entity | Project | Summary |
|---|
| Project | Build Hours | Maintenance Hours | Internal Hours | Other Hours | Total Hours | Build % | Maintenance % |
|---|
| Date | Project | Task Description | Original Category | Hours | Primary | Secondary | Confidence | Reasoning / Explainability | Action |
|---|
Run targeted reclassification sweeps on specific subsets of your logs.
| Project | Build Hours | Maint Hours | Build Ratio | Assign Profile | Current Profile |
|---|
Select a project from the dropdown above to view details and check for potential misclassifications.
| Name | Linked Logs | Total Hours | Last Used | Status | Created |
|---|
| Name | Linked Projects | Last Used | Created |
|---|
| Name | Month Stats | Assigned Work | Role |
|---|
Required columns: date, project_name, task_details, assigned_by, worked_by, hours, category
Drop a CSV file here or click upload to analyze it first.
| Date | Project | Task | Assigned By | Worked By | Hours | Category | Status |
|---|
| Row | Status | Details |
|---|
OR PASTE CSV DATA
Welcome to Nova CRM
Operations & Client HubWelcome to Nova CRM! This portal is the central operations hub and single source of truth for all digital, web development, maintenance, and client operations at Nova Design & Print. Instead of hours and project requests getting buried in email chains or lost across spreadsheets, every deliverable, time entry, and service milestone is tracked here with total transparency.
Who Does What? Operational Roles & Responsibilities
To ensure an effortless experience, Nova CRM cleanly divides technical operations from client management:
Responsible for day-to-day administrative execution: logging time entries, managing live timers, setting reminder alarms, categorizing work, configuring contract tags, auditing outsource rates, and maintaining database hygiene.
Handles multiple end-client accounts. The portal provides instant, high-level visibility: monitoring active deliverables, checking retainer burn rates, and easily extracting hours by Month, Year, or Custom Date Ranges into clean PDF and CSV exports.
This manual is the exact same guide used by everyone. Backend administrative tools (such as time-logging forms, decimal calculators, and reminder schedulers) are documented for complete system transparency. As a client, you never have to perform these administrative tasks—Harsh and the operations team manage them entirely for you.
How to Access & Log In
Nova CRM runs in your web browser with zero software installation required, featuring a centered luxury login card and state-driven initialization.
Launch Google Chrome, Microsoft Edge, Safari, or Firefox on desktop, tablet, or phone.
Go to https://crm.novacr.com.au/ and press Enter.
Enter your registered email and password. Click the Eye Icon () inside the password field to toggle plain-text visibility and prevent mistyped credentials.
Click the gold Sign In button. Nova CRM initiates real state-driven boot verification (Connecting to database → Validating session → Loading workspace snapshot) and loads your command center.
Nova CRM utilizes an intelligent local workspace snapshot cache. On repeated visits, active dashboards and recent tables hydrate in under a second while background synchronization quietly validates fresh changes with Supabase.
Press Ctrl + D (Windows) or Cmd + D (Mac) to bookmark the page in your browser bar for instant 1-click access every morning.
Received a direct link to a Project Dossier, Task Card, Time Logs filter view, Monthly Report, or Website Review Story? You can click it directly:
- Already Logged In: Nova CRM loads the requested page and automatically opens the exact modal or restores active filter states.
- Not Logged In Yet: A helpful contextual banner greets you ("Sign in to view this Project / Task / Story"). The moment you log in, Nova CRM remembers your destination and automatically transports you to the shared view.
The pre-theme authentication and boot screens feature a warm off-white luxury palette (#fcfaf5) with dark high-contrast typography, gentle radial gold glows, and calmer breathing animations. In-app loading states utilize a soft, semi-transparent light scrim (rgba(252, 250, 245, 0.78)) to eliminate harsh dark-mode flashes during workspace hydration.
Tour of the Screen (Navigation)
Nova CRM is cleanly divided into a Left Sidebar Navigation, a Top Header Bar, and on mobile devices, a docked Liquid Glass Floating Navigation Bar:
The Executive Dashboard (Daily Command Center)
The Dashboard (accessible via the top button on the left sidebar) is the first screen you see after signing in. It gives business owners, project managers, and clients an immediate pulse on active studio operations, monthly hour balances, and urgent deadlines.
1. The 5 Executive KPI Scorecards
The top of the Executive Dashboard features five balanced metric cards with live progress bars, comparison trend indicators, and dual currency tracking. On mobile screens, the cards automatically organize into a clean 2x2 grid with the 5th card (Active Projects) spanning full width across both columns for flawless visual balance:
Total hours worked in the selected timeframe with period-over-period percentage trend badge.
Audited billing revenue based on configured user rates with comparative trend tracking.
Progress bar tracking daily hours against the standard 8.0h target.
Billable volume and percentage ratio of total monthly logged time.
Ratio of active client projects with logged time versus total studio accounts.
At the top right of the Executive Dashboard toolbar, use the Date Range dropdown to dynamically recalculate all metric cards and charts: This Month (default for billing), Today, This Week, Last Week, Last Month, Last 3 Months, Month Wise (for historical archives), or select Custom Range with calendar date pickers.
2. "My Open Tasks" & Active Timer Banner
Right under the top metric cards, the Dashboard displays your personal open tasks queue. If you started a live stopwatch timer on any task, a glowing green pulse banner appears at the very top of your dashboard showing the live running clock (e.g. ⏱ 00:42:15), with a 1-click Stop & Log button. You can also click the Open Tasks button to jump directly to the full Tasks hub.
3. Hours by Project & Category Breakdown
Shows horizontal visual meters illustrating which client projects are using the most studio hours this month (e.g. GKS Bookkeeping, Nova Hosting, Aussie Print).
Breaks down total agency effort into service categories: Website Development, Graphic Design, Social Media, Print Production, and General Admin.
4. Recent Entries Activity Stream
The bottom card of the Dashboard is a live feed of all recently recorded time entries across the studio. Use the segmented toggle buttons to filter the stream by Last 7 Days, Last 15 Days, This Month, or Custom. You can type in the search box to instantly search entries by team member name or job description.
The Tasks Hub (Daily Operations & Job Creation)
The Tasks page is the operational engine of Nova CRM. Whenever you have a job to be done (artwork, website change, print order, proofing, or bug fix), follow these 4 simple steps:
Click on Tasks in the left sidebar menu.
Click the gold + Add Task button in the top-right corner.
Complete the fields described in the table below.
The new task instantly appears on the screen in the Open Tasks section!
| Field | Description | Example |
|---|---|---|
| Task Title * | A clear headline describing what work is needed. | "Design Summer Sale Promo Flyer" |
| Project * | Type to live-search by project or client name in the floating autocomplete combobox, or use ↑/↓ arrows and Enter. | "GKS Bookkeeping" |
| Type | Leave as Task for standard work (use Reminder for future dates). | Task |
| Priority # | Priority level. #1 is highest/most urgent. | 1 |
| Assigned By | Who requested the work. | "Cindy" |
| Assigned To | Who will execute the work. | "Harsh" |
| Checklist Items | Click + Add Item to break large jobs into bite-sized steps. | 1. Draft layout • 2. Client proof • 3. Print |
Checklist items render as live checkboxes directly on the task card. Anyone on the team can click a checkbox to mark a sub-step complete without opening a popup.
Setting Future Reminders & Alarms
Operator / Admin WorkflowUse a Reminder when work does not need to happen today, but must happen on a specific future date (e.g. "Take GK Bookkeeping website down on 04 Jan 2027" or "Annual domain and SSL renewal audit").
As a client, you never have to configure or manage reminders. Scheduling maintenance milestones, setting renewal alerts, and tracking deadlines is completely handled by your technical lead (Harsh). This workflow is documented here for full operational transparency.
Click the dedicated orange Add Reminder button on the Tasks page.
Set the Reminder Date (e.g. 04 Jan 2027) and optional Reminder Time (e.g. 06:05 AM).
Choose Does not repeat, Daily, Weekly, or Monthly for recurring maintenance.
Reminders automatically appear at the top of the Tasks page with smart status tags: Upcoming (scheduled), Due Today (amber alert), and Overdue (red alert).
Click the three dots (⋮) on any reminder card and click Snooze. You can postpone it by 1 Day, 3 Days, 1 Week, or pick a Custom Date.
Task Card Visual Anatomy Guide
Below is an interactive replica of Cindy & Harsh's real task card. Try clicking the buttons and checkboxes right now to see how it works!
The Time Logs Page & 4 Ways to Record Time
Operator / Admin WorkflowThe Time Logs page (second item on the sidebar) is the complete chronological ledger of every single working session recorded by the team. Use it to verify project billing, view itemized notes, and log work using 4 flexible methods:
As a client, all time tracking, stopwatch management, and task detail entry is performed by Harsh and the operations team. Your primary purpose on this screen is oversight and extraction: auditing hours logged against your client accounts and using the Export CSV or Export PDF buttons to pull itemized records.
Each row shows the Date, Client & Task Title, Team Member, Service Category, Logged Notes / Proof, and exact Decimal Hours. Filter by client, project, or date range, and click Export CSV or Export PDF at the top right to generate immediate timesheet files.
Nova CRM v2.13.0 re-engineers time log retrieval with an adaptive Parallel Wave Fetching architecture. Instead of waiting for sequential 1,000-row round-trips over Supabase, batches are dispatched in parallel waves with local storage page hinting and secondary deterministic ID ordering (date desc, id asc). Historical logs hydrate in a fraction of a second without race conditions. Active time tracking widgets also feature a live ticking SVG Analog Hero Clock with spring physics for instant visual status.
| Method | How It Works | Best For |
|---|---|---|
| 1. "Done + Log" | Click Done + Log on any task card. Auto-fills the project and title, marks the task Done, and saves the hours! | Recommended standard workflow. |
| 2. Live Timer | Click Start Timer when starting work. A live stop-watch counts up. Click Stop & Log when done. | Active design or development work. |
| 3. Header "Log Time" | Click the gold Log Time button in the top navigation bar from any page in the CRM. | Quick client calls, emails, or ad-hoc jobs. |
| 4. Quick Log Bar | Single-line entry bar on the Time Logs page. Press N to jump straight into it. | Rapid bulk entry. |
5. Time Log Details View Modal, Full CRUD & Deep-Linking
Need to review extensive task descriptions, copy activity proof, duplicate a session, or share an exact time log with a client? Nova CRM provides an enterprise-grade Time Log Details View Modal:
Click the eye icon on any row across Time Logs, Calendar, or Project Detail tables to open the formatted dossier with full task notes, hero metrics, tags, and timestamps.
Perform complete lifecycle operations directly from within the modal: View, Edit / Update, Duplicate into a fresh entry, or Delete with instant reactive database sync.
Click Share View in the modal header to copy a shareable URL (#page-timelogs?log=<id>). Opening this link automatically routes to the page and pops open the exact modal.
Features an animated glowing golden pulse effect on the top-right close icon (✕) ensuring clients immediately recognize how to exit or dismiss back to the grid.
6. Modern Live Project Search & Luxury 1-Click Category Pill Matrix
When clicking Log Time or editing an entry, the modern modal features enterprise-grade input ergonomics:
- Live Autocomplete Project Combobox: Type any project name or client name into the field to instantly filter matches with search term highlighting (
<mark>), count badges, and keyboard navigation (↑/↓ to cycle, Enter to select). Admins can also click + Create New Project directly in the dropdown. - 1-Click Category Pill Matrix: Instead of standard dropdowns, select service categories with a single click using high-contrast pill buttons equipped with bespoke icons (e.g. receipt, hammer, server, tools, palette, bug).
- Live Financial Status & Earnings Preview: The real-time status card immediately displays the selected category, billing state (Billable, Invoiced, or WIP), active team member rate, and auto-computes estimated dollar earnings (
$ rate × hours) as you type.
7. Desktop Single-Screen Ergonomics, Quick Time Grid & Accidental Closure Guard
The Add Time Entry modal has been refined for zero-scroll desktop ergonomics and bulletproof data protection:
- Desktop Single-Screen Wide Grid (960px): Restructured on desktop viewports into a balanced 2-column layout (
.time-log-form-grid) spanning 960px width. Height is condensed to ~400px so every field, category pill, and action button is visible simultaneously with zero vertical scrolling required to save. - Dedicated "Set Time" 10-Preset Matrix: Quick duration chips (15m, 30m, 45m, 1h, 1.5h, 2h, 3h, 4h, 6h, 8h) populate both the decimal field and human-readable time badge with a single click.
- Additive "+ Add Extra Time" Action Bar: Need to extend a session? Click additive increment chips (
+15m,+30m,+45m,+1h) to dynamically add time to the current duration without manual arithmetic. - Guaranteed In-App Safe Confirmation Dialog & 4-Vector Guard: Initial form values are snapshot on open. If you've typed notes, entered hours, selected duration chips, or changed projects/categories, attempting to dismiss the modal via background overlay click (
.mo), Cancel button, top-right "X" close button, or Esc key triggers a visual attention shake (.modal-attention-shake) and presents a dedicated in-app confirmation modal (#confirm-discard-modal). Users can choose "Keep Editing" (preserves all typed details) or "Discard & Close", eliminating accidental work loss with zero browser-popup suppression risks on mobile and desktop. - Scroll-Stabilized Project Search: Keyboard navigation (↑/↓) inside the project autocomplete combobox adjusts the dropdown container's scroll position without causing the parent modal to scroll down or hide modal headers.
Minutes-to-Decimal Conversion Table & Calculator
Time logs in Nova CRM use standard decimal numbers (e.g. 1.5 hours = 1 hour 30 mins). Use this live calculator to convert any minutes immediately:
| Minutes Worked | Decimal Hours | Minutes Worked | Decimal Hours |
|---|---|---|---|
| 5 mins | 0.08 hr | 35 mins | 0.58 hr |
| 10 mins | 0.17 hr | 40 mins | 0.67 hr |
| 15 mins | 0.25 hr | 45 mins | 0.75 hr |
| 20 mins | 0.33 hr | 50 mins | 0.83 hr |
| 25 mins | 0.42 hr | 55 mins | 0.92 hr |
| 30 mins | 0.50 hr | 60 mins (1 hr) | 1.00 hr |
Communicating Inside Tasks (Task Notes & Proof Links)
Instead of scattering feedback across WhatsApp, Teams, or endless email chains, every task in Nova CRM has a **built-in chronological message thread**:
You can paste direct URLs to Google Drive files, Canva links, Figma mockups, or Dropbox folders into any note. The link remains clickable for the entire lifetime of the task.
The Projects Page & Client Accounts
The Projects page (fourth item on the sidebar) is the single directory of all client companies and operational projects at Nova Design & Print.
1. Client Directory Cards
Each client account appears as a structured card showing the company name (e.g. GKS Bookkeeping, Nova Hosting), the client initials badge, and the number of active open tasks currently in progress.
For clients on monthly retainers, each card displays a live progress bar comparing Logged Hours vs Target Budget (e.g. 14.50 / 20.00 hrs):
- Green Bar (< 75% used): Retainer is healthy and on track.
- Amber Bar (75%–99% used): Retainer is approaching limit—warns project managers.
- Red Bar (100%+ used): Retainer cap exceeded—flags extra billable work.
2. The Project Detail Dossier (Clicking a Client Card)
Clicking any client card opens the complete Project Detail View:
Primary contact person, phone number, and billing email for the account.
1-click links to the client's shared Google Drive assets, Figma boards, and live websites.
Filterable list displaying only open and completed jobs belonging to this client.
Every time entry recorded for this client with dates, notes, and team member names.
Need an itemized audit for a specific client account? At the top right of any Project Detail screen, click Export CSV or Export PDF:
- Export PDF: Produces a client-ready, branded project statement showing total hours, billable breakdown, task progress, and historical log table for that client.
- Export CSV: Generates an exportable spreadsheet with full timestamps, descriptions, and assignees for spreadsheet auditing or client invoicing reconciliation.
Need to share an exact filtered timeframe or specific month with a client or collaborator? Click Share View in the Project Detail action bar. Nova CRM copies a link that embeds your active timeframe (Month, Quarter, Year, Custom), date range, and category selection. When the recipient opens the link, the exact filtered view is restored for them instantly.
The Single Project Page provides complete responsive parity between mobile devices and desktop workstations:
- Fluid Header & Action Ribbon: Project name, client badge, and action buttons (Export PDF, Export CSV, Share View) dynamically wrap into touch-friendly stacks without clipping or overflowing small screens.
- Balanced Metric & Budget Cards: Key financial cards (Hours Logged, Active Retainer, Budget Used) equalize and scale neatly into a single-column or 2-column mobile grid.
- Responsive Time Log History & Task Views: Timesheet rows format as readable cards with top-right hours pill badges and stacked assignees, while the project task board maintains thumb-friendly drag-and-drop or card touch interaction.
Website Health & Website Reviews
Audit & Advisory HubThe Website Health & Reviews module is Nova CRM’s central auditing, client advisory, and proactive maintenance hub. It provides internal operators, technical leads, and agency client managers with a transparent, real-time snapshot of website security, CMS/plugin version health, mobile responsiveness, server stability, and performance. Instead of confusing technical jargon, it translates complex technical audits into clear business decisions, dual work estimates, structured client email proposals, and verifiable task sprints.
1. The 5 Website Health Status Levels & Priority Matrix
Every client website is evaluated and assigned an operational health status, priority tier, and risk rating:
| Status Badge | Priority Tier | What It Means (Audit Condition) | Operational Protocol |
|---|---|---|---|
| • Critical | P1 • Urgent | Immediate Danger: Website offline/down, malware detected, expired SSL certificate, broken payment gateway/forms, or fatal database errors. | Same-day emergency remediation and immediate client notification. |
| • High Risk | P2 • High | Vulnerabilities Present: Severely outdated CMS core (WordPress/Drupal), 10+ unpatched security plugin alerts, legacy PHP runtime (< 8.0), or broken mobile layouts. | Schedule targeted maintenance update within 48–72 hours. |
| • Attention Needed | P3 • Medium | Room for Optimization: Minor routine plugin updates available, unoptimized images, minor layout styling quirks, or pending scheduled review. | Include in the upcoming monthly maintenance cycle or sprint. |
| • Healthy | P4 • Normal | Optimal Health: All software stacks updated, fast load speed (< 1.5s), active SSL, clean security logs, and responsive layout across all viewports. | Standard routine monitoring; no corrective action needed. |
| • Blocked / Paused | On Hold | External Blocker: Awaiting hosting credentials, client sign-off, third-party vendor fix, or paused client contract. | Follow up with client stakeholder to resolve access blockers. |
2. What We Found (Classifications & Technical Diagnoses)
During every audit, operators select one or more specific Issue Classifications under What We Found. These tags appear on table rows, story headers, and client proposals to give instant technical clarity:
- Outdated WordPress / Theme / Plugins: Obsolete core files or plugins missing critical vendor security updates.
- Outdated Shopify Theme: E-commerce store running outdated Liquid theme architecture.
- Unsupported / Uploaded Shopify Theme: Custom theme uploaded manually without automatic vendor patch channels.
- Legacy PHP / Custom Coded / HTML: Custom PHP (< 8.0) or static HTML lacking modern CMS security frameworks.
- Compatibility Issue: Conflicts between plugins/themes or PHP version mismatch causing frontend breaks.
- Stability Issue: Intermittent 500 server errors, database connection drops, or broken form submissions.
- Performance Issue: Slow page loads (> 3s), bloated image assets, or heavy unoptimized scripts.
- Maintenance Needed: General routine care, license renewal, or software maintenance backlog.
- Suspected Hack / Unauthorised Access: Suspicious admin accounts, unexpected redirects, or altered files.
- Malware / Malicious Code: Injected malicious scripts, backdoors, or malware payloads detected.
- Spam / Malicious Content: Database spam injections, rogue spam links, or defaced public pages.
- Vulnerable Plugin / Theme: Published zero-day or known CVE vulnerability alert on installed modules.
- Upgrade Required / Not Recommended: Indicates whether in-place patching is viable or if the site is too far degraded.
- Theme Replacement Recommended: Theme is obsolete/abandoned; recommended to migrate to a modern theme.
- Rebuild Required: Codebase cannot be salvaged; requires a fresh modern site build.
- UX/UI, Mobile & SEO Optimisation: Flags checkout friction, broken mobile responsiveness, or missing SEO tags. All proposed storefront rebuilds are guaranteed fully responsive with layout, navigation, product pages, and shopping experience optimised across mobile, tablet, and desktop devices.
When a security tag or client dependency is detected, Nova CRM activates dedicated tracking fields:
- Security Issue Status: Tracks lifecycle stages (Suspected • Confirmed • Under Investigation • Cleanup in Progress • Cleaned / Resolved • Monitoring) and itemized cleanup notes.
- Client Action Needed: Flags when the audit is awaiting external client input (Hosting Credentials, DNS Records, 2FA Authorisation, Domain Renewal, or Vendor Sign-off).
3. The 12 Team / Client Decision Stages & Quick Inline Changer
Managing team reviews, quote pipelines, and client sign-offs is effortless with 12 granular decision stages and instant in-table dropdown editing:
Internal audit completed; not yet presented to client.
Technical team preparing hours estimate or scope.
Conversation opened with client regarding findings.
Client requested formal price quote or hours cap.
Proposal delivered to client; awaiting written approval.
Pending client feedback, content assets, or passwords.
Proposal signed off; work approved for execution.
Client opted not to proceed with recommended fixes.
Deferred to a future maintenance cycle or quarter.
Queued into an upcoming development sprint calendar.
All remediation tasks completed, verified, and live.
Website retired, domain pointed elsewhere, or archived.
In the Website Health table, operators can change the Team / Client Decision status directly using the in-cell dropdown selector. The database, dashboard badges, and timeline audit trail update instantly without having to open any edit modals.
4. Dual Work Estimates (Upgrade vs. Full Rebuild)
Websites often need different scopes depending on codebase age. Nova CRM cleanly demarcates two distinct estimate types:
Estimated hours required to patch, update, clean malware, and harden the existing website structure (e.g. Upgrade: 4 hrs).
Estimated hours required if the website architecture is beyond repair and requires a modern redesign/rebuild (e.g. Rebuild: 25 hrs or N/A).
5. Interactive Story View Dossier (Messenger, Timeline & Decision Bar)
Clicking View Story on any review opens a comprehensive modal dossier equipped with two interactive tabs and a quick status update bar:
- Chat-Bubble Interface: Clean message stream with author avatars, relative timestamps, and internal/client filtering.
- Multi-File Attachments: Attach screenshots (PNG/JPG), audit PDFs, or error logs directly to comments.
- Live Lightbox Previews: Click image thumbnails for fullscreen review; download PDFs with 1 click.
- Fast Reply Shortcut: Press Ctrl + Enter to submit comments instantly.
- Chronological Event Nodes: Automatic logs of every health status change, priority shift, and decision progression.
- Author Accountability: Records exactly which operator made each modification with exact timestamps.
- Full Lifecycle Transparency: Review the complete audit journey from initial detection to final resolution.
Copy Story Link: Click Copy Story Link in the header of any Story Modal to copy a direct deep-link (?story=...) with an instant emerald pulse and checkmark confirmation.
Team / Client Decision Status Quick-Select: At the bottom of the story overview, operators can update the decision status on the fly with a dedicated 38px aligned selector and gold Update Status button.
Ultra-Fast Screenshot Uploads: When pasting (Ctrl+V) or uploading screenshots, Nova CRM’s client-side Canvas optimizer automatically compresses images into lightweight WebP format (~95% smaller), ensuring instantaneous saves and zero server timeouts.
Communicating technical audits to non-technical business clients is fully automated! Click the Email Client button on any website review to open the email generator:
- ✨ Non-Technical AI Assistant (Copilot / ChatGPT / Gemini): Click Copy AI Prompt to instantly package the review findings, work estimates, and recommendations into an AI prompt that translates technical developer jargon (PHP versions, database schemas, CVEs) into friendly, accessible business language with tactile Copied! emerald animation.
- 🚀 Fast AI Launchers: Direct one-click links to open Microsoft Copilot, ChatGPT, or Google Gemini with your prompt ready to paste (
Ctrl + V). - 👁️ Prompt Previewer: Click View Prompt to inspect and review the structured AI prompt before sending.
- 📝 Built-in WYSIWYG & Draft Saving: Edit the template directly, format rich text, save custom client drafts, or click Copy Formatted Email / Copy Subject with smooth visual copy feedback.
8. 48vw Global Activity Drawer, Golden Pulse Close & Streamlined Table Layout
Monitor status shifts, client approvals, and estimate changes across your entire portfolio in real time without checking sites one by one:
Click Recent Activity on the page header to open an expansive 48vw slide-over feed of all status shifts, decisions, estimate updates, and comments with full non-squishing card heights. Dismiss effortlessly via the signature glowing Golden Pulse close button, outside click, or the Esc key.
The main table is streamlined to 7 high-impact columns (Website / Project, Health Status, Priority, Website Status, Main Issue, Estimated Work, Team / Client Decision, Actions), maximizing readable space for complex issues while delegating full timeline history to the Activity Drawer.
Instantly view live 30-day activity metrics (total events and websites affected) and filter on the fly using high-contrast category chips (Approvals, Status Shifts, Review Updates, Discussions) with crisp white text on gold.
9. Guaranteed Safe Discard Protection, Live Reset Engine & Form Resilience
The Website Health module incorporates strict data-protection guards, browser anti-staleness isolation, and an animated live reset engine:
The Add/Edit Health Review modal (#website-health-modal) automatically takes an immutable baseline snapshot of all fields (project, health status, priority, website status, issues, and estimates). All 4 exit pathways—backdrop clicks, the top-right × button, Cancel button, and the Esc key—are strictly intercepted. If unsaved drafting is detected, an attention shake animation triggers and the high-priority confirmation dialog (#confirm-discard-modal) gives you dual explicit choices: Keep Editing or Discard & Close.
Clicking Reset Filters triggers a tactile spinning icon animation (.is-spinning) with loading state, instantly resets all dropdown filters and search inputs to blank defaults, actively queries Supabase for fresh records via withLoading(), re-populates filter options, and broadcasts a confirmation toast.
All Website Health filter controls enforce autocomplete="off" to completely prevent aggressive browser cache persistence across page reloads. Whenever you navigate to the Website Health view, populateWebsiteHealthFilters() validates any lingering DOM selections against live project IDs, resetting ghost selections and providing a 1-click fallback reset button directly in empty table states.
10. Lazy-Loaded Attachments, Permanent File Deletion & Collapsible Declined Queue
The Website Health suite is engineered for zero-bloat performance, permanent audit tracking, and noise-free queue organization:
Heavy base64 diagnostic screenshots and report attachments are excluded from initial workspace queries, saving megabytes during login. When you click to inspect any review story, files stream dynamically in the background via loadWebsiteHealthAttachments() with zero UI latency.
Authorized managers can permanently remove outdated or superseded file attachments directly using the inline trash icon (). Deletions immediately reclaim database storage and automatically write a permanent event (🗑️ Permanently deleted a supporting file) to the review activity timeline.
When a client formally declines remediation, the audit sinks to the bottom of the table in a muted, strikethrough state behind an expandable divider button (.wh-declined-toggle) that remembers your collapsed preference. Closed decisions (declined, completed, postponed, decommissioned) are filtered out from urgent notification bell tallies and dashboard risk counters, while project dossiers display an explicit Proposal Declined advisory banner.
The Calendar Page (Visual Planning & Deadlines)
The Calendar page (fifth item on the sidebar) transforms tasks and scheduled reminders into an interactive visual roadmap.
1. Month, Week & Day Views
Use the top switcher on the Calendar to change perspectives:
- Month View: Best for monthly capacity planning, spotting crowded delivery weeks, and monitoring recurring reminders.
- Week View: Ideal for active sprint execution, showing exact days when tasks are due.
- Day View: Focused hourly schedule for executing daily priorities.
2. Color-Coded Event Pins
Scheduled Reminders and Due Today deliverables.
Overdue jobs that have slipped past their target date.
Active standard task deadlines.
Completed deliverables finished on that date.
Clicking on any date on the calendar instantly pops open all deliverables scheduled for that day. You can also click the + button on any day cell to add a new task pre-filled with that exact deadline!
Cross-CRM Reporting & Data Extraction Playbook
Primary Client FocusExtracting hours, auditing client accounts, and generating clean statements is the most critical feature in Nova CRM. Because you manage multiple client accounts of your own, report generation follows a simple, consistent 3-step logic across the entire system: 1. Select the Client/Project → 2. Pick the Timeframe (Month, Year, or Custom Range) → 3. Click Export to PDF or CSV.
You never have to run complex SQL queries, calculate decimal minutes, or assemble spreadsheets by hand. Whether you need a monthly retainer summary for an individual client, a full annual statement for tax season, or a custom milestone report, Nova CRM provides dedicated reporting and 1-click export features across all key screens.
1. The Central Reports Hub (Executive Intelligence & Workload Billing)
The Reports page (accessible under Reports on the sidebar) is Nova CRM's primary executive analytics and billing engine. It consolidates all timesheet records, project retainers, and workload allocations into a unified dashboard.
Select from 9 timeframe presets (This Month, Today, This Week, Last Week, Last Month, Last 3 Months, Month Wise, Custom Range, All Time), Share View, Export CSV, and Print / PDF.
Instant full-text keyword search, Projects, Project Tags, Categories, Billing Status, and dynamic Clear (X) indicator badge with active count.
Category allocation charts dynamically resolve slice colors matching your Category Manager pill badges 100%.
High-contrast metrics for Total Hours, Billable Hours, Non-Billable Hours with period trends, and white text on gold table group headings.
In the table header, toggle the segmented Group By buttons to pivot the ledger instantly: By Project, By Category, or Itemized List. Group headers feature high-contrast gold styling with pure white typography.
Generates an executive, branded printable statement complete with KPI cards, project metadata, and grouped tables. Perfect for emailing to clients.
Downloads clean spreadsheet data ready for 1-click import into accounting software (Xero, MYOB, QuickBooks, or Microsoft Excel).
2. Time Logs Page (Line-by-Line Timesheet Extractions)
When you need a detailed, line-by-line audit showing exactly what work was performed on specific dates with complete task notes:
In the top bar, pick This Month, Last Month, Month Wise, Last 3 Months, or set a Custom Range.
Pick a specific client (e.g. Wilderness Expeditions) and optional service category to isolate relevant logs.
Click Export CSV or Export PDF in the top toolbar to immediately download the filtered timesheet.
3. Single Project Detail Page (Dedicated Account Statements)
Navigating to Projects → Click Any Client Project Card opens the dedicated project dossier:
- Live Retainer & Budget Gauge: Instant visual meters comparing consumed hours against the contracted monthly retainer cap.
- Project-Specific Log Ledger: Complete itemized history of all sessions logged specifically for this account.
- Top-Right Export Buttons: Click Export PDF to generate a client-ready project audit pack or Export CSV for billing reconciliation.
4. Tasks Hub (Deliverable Velocity & Checklist Progress)
On the Tasks page, reporting focuses on deliverables and execution status:
Filter tasks by client account, project, assignee, and status (To Do, In Progress, Review, Completed).
Live progress bars show completion percentages (e.g. 3/5 sub-tasks complete) across active jobs.
When Harsh marks a task Done, the recorded time flows straight into the reporting stream without double-entry.
5. Master - Outsource Times (All Entries, All Projects, All Time)
Located in the Admin menu, the Master Panel is the ultimate historical audit ledger:
- Dual Month Pickers: Set From Month and To Month to audit multi-year records or full fiscal years.
- Contractor & Outsource Calculations: Computes cumulative hours and dollar amounts for contractor accounting.
- Dedicated Exports: Includes top-bar Export CSV and Export PDF for official company audits and contractor reconciliation.
6. Analytics Page (Macro Business Intelligence)
Provides visual intelligence modules: Hours Velocity Trend, Client Share Donut Chart, Category Allocation Bar Chart, and Team Workload Meters. Click Export CSV or Export PDF in the top toolbar to generate presentation-ready charts for stakeholder presentations.
Cross-CRM Reporting & Extraction Quick Reference
| CRM Screen | Best Used For | Date Range Options | Export Formats | Primary Audience |
|---|---|---|---|---|
| Reports Page | Executive summaries, retainer tracking, client comparisons | Month, Year, Fiscal Year, Custom Range | PDF, CSV | Client Focus |
| Time Logs Page | Line-by-line itemized session logs and notes | Today, Week, Month, Custom, All Time | PDF, CSV | Both |
| Single Project Detail | Single client account audit & scope reconciliation | All historical logs for that project | PDF, CSV | Client Focus |
| Tasks Hub | Deliverable checklist progress & status audits | Active sprints & milestone deadlines | Interactive Screen | Both |
| Master - Outsource | Full historical contractor audit & rate analysis | Dual From/To Month Pickers, All Time | PDF, CSV | Operations |
| Analytics Page | Macro productivity trends & visual charts | Standard & AI Classification periods | PDF, CSV | Client Focus |
The Analytics Page (Productivity Trends & AI Work Classification)
Macro Visual InsightsThe Analytics page (second item under Reports) delivers high-level business intelligence. It transforms raw time entries into interactive visual charts, velocity trends, and AI-driven work classification models to guide studio growth and profitability.
1. Segmented Navigation & Standard Visual Intelligence
Use the top Segmented Control to seamlessly switch between Standard Analytics and AI Work Classification. The integrated timeframe selector allows quick switching across 9 presets (This Month, Last Month, Custom Range, All Time) or custom date pickers.
Multi-month workload bar chart with selectable metric toggle (Total Hours, Billable Hours, Non-Billable Hours, Maintenance Hours).
High-contrast donut chart illustrating billable client work vs routine maintenance and internal administrative hours.
Category breakdown bars dynamically synchronized with your exact Category Manager pill badge colors.
Ranked project workload bars highlighting top deliverables and percentage of period capacity.
2. Work Classification Analytics & Luxury KPI Scorecards
Toggling to Work Classification Analytics classifies logs into Build vs Maintenance vs Internal Admin workloads with luxury glass scorecards, responsive donut charts, and granular services breakdowns:
A high-contrast conic gradient donut chart visualizes your primary split between Build / Development, Maintenance / Support, Internal Nova / Admin, and Other / Unclassified hours. On mobile viewports (<768px), the layout automatically transitions to a vertical stack with the centered donut graphic on top and full-width card-style legend items below, ensuring hours and percentage ratios remain legible without text clipping.
The services allocation scorecard breaks down logged time into 8 granular disciplines: Core Maint, Editorial, Changes, Hosting, SEO, Security, Internal, and Quote / Consult. On mobile devices, these form an ergonomic 2-column matrix.
Historical monthly trends are cleanly contained in a responsive, bounded scroll container (max-height: 440px) sorted with the most recent months at the top. This prevents endless vertical stretching when viewing All Time data while keeping full historical breakdowns instantly accessible with multi-tier progress fills.
- Build / Development: Emerald green badge & progress fill for core coding, integrations, and new features.
- Maintenance / Support: Warm amber badge & progress fill for ongoing patches, server updates, and content tweaks.
- Internal Nova / Admin: Deep slate blue badge & progress fill for administrative and non-billable overhead.
3. Profitability & Scope Creep Analysis
By comparing the Work Classification ratio against project retainers, you can make confident data-driven decisions:
- Spotting Scope Creep: If a client's "Routine Maintenance" budget is consumed by 60% "New Feature Coding", you have instant proof to quote out-of-scope work.
- Retainer Optimization: Use visual velocity trends and bounded monthly cards to demonstrate to clients why an upgraded monthly retainer is necessary.
4. Multi-Format Intelligence Export
Filter analytics by Project, Tag, Category, or Billing Status, and click Export CSV or Print / PDF to generate presentation-ready executive reports.
Master - Outsource Times (All Entries, All Projects, All Time)
Operator / Admin LedgerThe Master - Outsource Times screen (accessible with gold highlight under the Admin section of the sidebar) is Nova CRM's master audit ledger. Unlike standard filtered screens, the Master Panel gives administrators and studio managers unrestricted visibility into every single time entry recorded across the entire history of the company.
1. The Master Audit Panel Overview
Operating under the banner "All entries, all projects, all time", this page is the ultimate source of truth for auditing outsource contractor times, client retainers, and cross-project historical work.
The top stats banner displays real-time cumulative aggregates: Total Database Hours, Total Outsource Contractor Amount, and Active Client Count across all recorded history.
When frequently auditing specific contractor workflows, use the Saved Views Toolbar at the top of the card:
- Select View Dropdown: Instantly load pre-configured views (e.g. "Harsh - WordPress Outsource", "Cindy - Monthly Print Sign-offs").
- Apply Button: Applies the selected filter parameters immediately to the ledger.
- Save Current View Button: Saves your active filter combination with a custom name for 1-click retrieval.
- Delete View Button: Deletes obsolete saved view presets.
2. Deep Filters & Smart Filter Toggles
The Master Panel offers the most granular filtering engine in the system:
| Filter Control | Description | Options / Behavior |
|---|---|---|
| All Projects | Filters all entries to a specific client company. | Active and archived projects. |
| Assigned By | Isolates work by who delegated or created the task. | Cindy, Margaret, Harsh, etc. |
| Worked By | Isolates work by contractor or specialist who executed it. | Contractor / outsource developer names. |
| All Tags | Filters by maintenance agreement tags. | Core Maintenance, Edits Maintenance, Nova, Any Maintenance. |
| Month Range | Dual From Month and To Month calendar pickers. | Enables multi-year or custom financial year audits. |
| Search Bar | Instant keyword filtering across all task titles and comments. | Real-time character matching. |
Located right beneath the main filter row, the Smart Filters bar provides instant single-click audit toggles:
Need to update or reclassify dozens of entries at once? Select the master checkbox in the table header (or check individual row boxes). The gold Bulk Actions Bar will appear:
- Assign Category Dropdown: Bulk reclassifies all selected logs to a new service category in one click.
- Assign Project Tag Dropdown: Bulk applies a project workflow tag to all selected entries.
- Delete Selected Button: Permanently deletes selected erroneous entries with a safety confirmation prompt.
3. Master Outsource Auditing & Exports
The Master Table displays: Checkbox, Date, Project, Task Details, Assigned By, Worked By, Hours, Category, and Comments.
Groups records cleanly by project for quick inspection of client totals.
Downloads full, untruncated database logs for local archiving or accounting import.
Generates an executive, print-ready master audit statement for official company records.
When accessed on mobile devices (<768px and <480px), the Master Panel automatically transforms:
- Luxury Stacked Cards: Table rows seamlessly convert into standalone card items with the selection checkbox at top-left, aligned date, gold project header, top-right hours pill badge, and dashed task dividers.
- Fluid 4-Column Month Range Picker: The
From:andTo:month pickers conform into an auto-fitting grid that eliminates horizontal screen overflow on narrow mobile viewports. - Optimized Action Toolbars: Summary counts and action buttons (Collapse All, Export CSV, Export PDF) wrap cleanly without text clipping.
Categories & Project Tags (Self-Explanatory Taxonomy & Contract Tiers)
Service Taxonomy & TiersTo ensure reports, invoices, and timesheets make immediate sense to everyone—both you and the client—Nova CRM uses a clean, self-explanatory two-tier classification architecture:
Answers: "What specific kind of work was delivered during this time block?" Classifies the deliverable (e.g. Build, Maintenance, Hosting, Quotes) for accurate billing and invoice line-items.
Answers: "What contract tier, SLA agreement, or organizational bucket does this project belong to?" (e.g. Core Maintenance, Edits Maintenance, Nova Internal).
1. The 10 Service Categories (Self-Explanatory Explanations)
Every recorded time log is assigned to one of these 10 standard categories:
| Category Name | Billing Nature | Exact Meaning & Scope of Work | Report & Client Impact |
|---|---|---|---|
| Build | Billable | New Feature Development: Creating new website modules, custom coding, landing pages, database integration, or building projects from scratch. | Separates new asset creation from ongoing maintenance. |
| Rebuild | Billable | Architectural Overhaul: Major system restructuring, rewriting legacy codebases, migrations to new platforms, or complete website redesigns. | Tracks major project revamps distinct from minor routine edits. |
| Maintenance | Retainer / Tier | Routine Website Care: Ongoing security patches, WordPress/CMS core updates, plugin updates, bug fixes, and regular site troubleshooting. | Drawn against client retainer packages (e.g. Core or Edits Maintenance). |
| Nova Hosting Maintenance | Non-Billable Care | Server & Infrastructure Upkeep: Server configuration, DNS/domain renewals, SSL certificates, database optimization, and uptime health checks. | Always non-billable / included infrastructure care for Nova hosting clients. |
| Quote | Non-Billable | Estimates & Scoping: Reviewing client project briefs, estimating required developer hours, scoping technical architecture, and writing formal proposals. | Pre-project scoping hours; excluded from standard client invoices. |
| Bill | Direct Billable | Standard Billable Hourly Work: Work explicitly requested outside retainer limits that will be billed at the standard client hourly rate. | Directly flagged for client invoices and billable reports. |
| Invoiced | Billed & Closed | Reconciled Historical Work: Time logs that have already been audited, billed on a client statement, and processed into accounting. | Prevents double-invoicing on subsequent monthly statements. |
| Nova | Internal | Internal Operations: Development, automation, design, and administrative maintenance dedicated directly to the Nova organization and CRM platform. | Internal company overhead; filtered out of external client statements. |
| WIPLIST | In Progress | Work In Progress Backlog: Multi-stage deliverables or ongoing tasks currently in development before final client sign-off or milestone billing. | Keeps active development stages separate from completed hours. |
| Unsure | Triage Bucket | Raw Triage Holding: Temporary bucket for rapid raw time logging or uncertain items pending review and final classification by Harsh. | Operator triage queue; reclassified into specific categories before client export. |
When Harsh logs 2.5 hours of WordPress updates for a client project tagged Core Maintenance under the category Maintenance, Nova CRM automatically recognises that this work is covered under their retainer. When work is logged under Build or Bill, the system flags it as billable feature work. When you click Export PDF, the resulting report categorizes every hour cleanly with zero manual reconciliation required.
Finding Anything in Seconds (Search & Filters)
The top filter bar on the Tasks and Time Logs screens lets you isolate any job instantly:
- All Projects: Filter to a single client (e.g. GKS Bookkeeping).
- All Types: Toggle between Tasks Only and Reminders Only.
- Assigned To: See only work assigned to a specific person (e.g. Harsh).
- All Statuses: Filter by Open / Pending, To Do, or completed Done tasks.
- Search Bar: Type any keyword to find matches in real-time.
- Floating Autocomplete Comboboxes (Modals): When adding time logs, tasks, or website reviews, type anywhere in the Project field for real-time substring filtering, match highlighting, and instant keyboard selection (↑/↓/Enter).
- Interactive Platform Changelog Filter Engine: On the Platform Releases & Version History page, filter updates by category (All Releases, Features, Improvements, Bug Fixes) with 1 click. Dynamic count badges update live, and clicking a category instantly reveals matching change cards while hiding irrelevant sections, complete with high-contrast active styling.
Nova CRM features a keyboard-driven spotlight command palette accessible from anywhere in the app:
- Keyboard Shortcut: Press Cmd + K (Mac) or Ctrl + K (Windows/Linux), or click the Search bar in the top header.
- Instant Page Jumping: Type any page name (e.g. "Reports", "Tasks", "Health", "Users") to navigate immediately.
- 1-Click Quick Actions: Launch Log Time Entry, Create New Task, New Project, Import Data, or Switch Theme straight from the keyboard.
- Live Record Search: Type any client name, project title, or task keyword. The palette searches active records and task backstory details in real-time.
- Ergonomic Navigation: Use ↑ and ↓ to highlight results, press Enter to open, and Esc to dismiss.
Whenever filters are active, the Clear button will gently glow to remind you that some items are hidden. Click it anytime to restore the full view.
Combine global project dropdowns, assignment toggles, and keyword search simultaneously across grid views, and use floating live comboboxes inside creation modals for effortless project lookups. For sharing your filtered views with colleagues or clients in 1 click, see Chapter 19: Universal Stateful Deep-Linking & Intent Routing below.
Universal Stateful Deep-Linking & Intent Routing
1-Click State SharingCollaborating on complex client projects, audits, or timesheets often leads to miscommunication when telling someone: "Log in, go to Projects, find Cindy's project, switch to the Month of August, and open the build tasks."
Nova CRM solves this with Universal Stateful Deep-Linking: every single view, filtered slice, open modal, or audit dossier can be captured into a high-precision URL with 1 click. When shared with a team member or client, opening that link reconstructs the exact workspace view instantly.
1. Supported Deep-Link Routes & 1-Click Share Triggers
Nova CRM provides dedicated Share View and Copy Link buttons across all major modules:
Click Share View in the Project Detail header. Encodes active date presets, custom date ranges (from/to), selected month (month), and category filters (cat).
Click Copy Link in the task 3-dots menu or modal header. Navigates directly to Tasks, scrolls smoothly to the card, flashes a highlight pulse, and opens the task modal.
Share filtered time log grids or copy a direct link from any Time Log Details view modal (?log=<id>). Opening this link auto-opens the full CRUD modal with complete task notes and metrics.
Click Copy Link in the Story View modal header. Directs the client straight to the interactive audit dossier with full Messenger notes, timelines, and proof attachments.
Click Share View on the Reports screen to generate a direct link for client monthly billing sign-off, complete with retainers breakdown and PDF export readiness.
Click Copy Link next to any guide chapter heading or FAQ question. The shared link automatically scrolls to the chapter, expands collapsed accordions, and highlights the section.
2. The Intelligent Post-Login Redirect Flow
What happens when a client or teammate clicks a deep link while logged out? Nova CRM guarantees zero lost context through its 4-step intent preservation engine:
When an unauthenticated request arrives, Nova CRM intercepts the full target URL and query string.
The login screen displays a clear banner: "Sign in to access this Project / Task / Audit Story".
Target destination and query parameters are stored in temporary session storage during authentication.
Upon login, the system automatically redirects to the exact slice and pops open the requested modal.
When sending proposals, audit reviews, or monthly timesheets to clients via Email, Slack, or WhatsApp, simply click Share View or Copy Link and paste it directly into your message. The client opens the exact view you see, with zero search friction!
Signing Out Safely & System Recovery
When you finish your workday or if you are using a shared computer, click the Log Out button in the top header bar. Nova CRM executes a dedicated session cleanup sequence and returns you to the login screen with zero lingering background state.
If you follow an expired bookmark or mistyped destination, Nova CRM presents a branded 404 screen () with 1-click buttons to Return to Dashboard or open the Command Palette (Cmd+K) to instantly locate the right page or record.
If an unexpected runtime hiccup occurs while rendering complex records, the In-Shell Error Boundary traps the error safely without logging you out or losing data. You can expand technical diagnostics for IT support or click Try Again to instantly re-mount the view.
Nova CRM's Supabase database layer wraps user authentication checks inside scalar subqueries ((select auth.uid())) across all Row Level Security policies. This permits PostgreSQL to evaluate permissions once as an InitPlan per query execution rather than re-evaluating for every table row, yielding instantaneous multi-record retrieval.
Frequently Asked Questions & Golden Rules
Whenever you complete the task by clicking Done + Log, Nova CRM automatically logs your work, archives the current instance, and instantly generates the next cycle's scheduled reminder card with full continuity and zero manual overhead!
- Task: Active work meant to be done today or during the current sprint. Appears immediately in the active Open Tasks list.
- Reminder: Future work scheduled for a specific upcoming date (e.g. Cindy's reminder "Take GK Bookkeeping website down on 04 Jan 2027" or "SSL Renewal on 15 Nov"). Reminders sit quietly in the Upcoming Reminders section and escalate automatically: Upcoming → Due Today (amber alert) → Overdue (red alert) when the target date arrives.
- Health Status Ribbons: Reviews are categorized with visual status indicators: 🔴 Critical, 🟠 High Risk, 🟡 Attention, 🟢 Healthy, and ⚪ Blocked.
- Streamlined 7-Column Review Table: Designed for maximum horizontal clarity (*Website / Project, Health Status, Priority, Website Status, Main Issue, Estimated Work, Team / Client Decision, Actions*). Full technical recommendations and narrative assessments are housed in the 1-click Story modal to keep the table clean and uncrowded.
- Audit Metrics & Dual Estimates: Track CMS core/plugin updates, PHP runtime, security incidents, mobile responsiveness, and dual work estimates (*Upgrade Hours* vs *Rebuild Hours*).
- Inline Decision Selector: Directly update the Team / Client Decision status from the table cell without opening modals.
- 48vw Global Activity Drawer: Click the gold Recent Activity button in the Website Health toolbar to open a generous 48vw slide-over drawer containing a reverse-chronological event stream across all client websites with zero card squishing.
- Signature Golden Pulse Dismiss: Close the drawer effortlessly via the glowing golden pulse close button (Esc key or outside click).
- Categorized Audit Cards: The stream clearly distinguishes between Status Shifts (e.g.
Attention Needed → High Risk), Team / Client Decisions (e.g.Discussion Started → Approved), Estimate Updates (e.g.Rebuild: 20-30 hrs → 40-50 hrs), Review Updates, and Team/Client Discussions. - Interactive Summary Bar & Breakdown Chips: Instantly view total activity metrics over the last 30 days and click high-contrast breakdown chips (Approvals, Status Shifts, Reviews, Discussions) with crisp white text on gold to filter the feed in real time. Clicking any card jumps straight to the site's Story Dossier.
- Recently Approved (7 Days / 30 Days): Strictly isolates websites where a Team / Client Decision event changed to Approved within the specified 7-day or 30-day window. Projects approved months ago will not pollute your recent approval feed.
- Currently Approved (Team / Client Decision Filter): Filters websites whose current static state is set to Approved, regardless of when the approval decision originally occurred.
- Status Changed (7 Days): Surfaces websites that experienced health status shifts (e.g. Healthy → Critical or High Risk → Attention) within the past week for rapid triage.
- Multi-Criteria Sorting: Sort your review table by Last Activity (Newest First), Last Activity (Oldest First), Health Status (Most Critical First), or Priority to prioritize attention efficiently.
- 12 Granular Stages: From Not Discussed and In Planning / Quoting to Quote Sent, Approved, Scheduled, and Completed.
- Quick Status Selector in Story Modal: In addition to inline table selectors, open any Story Modal and use the bottom Team / Client Decision Status dropdown with gold Update Status button for rapid updates while reviewing discussions.
- Tactile "Copied!" Micro-Interactions: Clicking Copy Story Link, Copy AI Prompt, Copy Formatted Email, or Copy Subject triggers an instant emerald pulse and checkmark icon swap, providing positive tactile confirmation.
- Direct AI Prompt Generation: 1-click packages audit findings and estimates into business-friendly language ready for Copilot, ChatGPT, or Gemini.
- Master Panel Card View: Table rows seamlessly convert into stacked card items with the checkbox at top-left, aligned date, gold project header, top-right hours pill badge, and full-width task descriptions.
- Zero-Overflow 4-Column Month Range Picker: The
From:andTo:month pickers conform to a responsive grid preventing horizontal scroll on small viewports. - Balanced 5-Card Dashboard KPI Grid: The 5th card (Active Projects) automatically spans full width across both columns below the 2x2 grid, equalizing internal flex heights between Hours Logged and Estimated Earnings.
- Vertical Primary Split Donut Chart Stacking: On mobile viewports, the Work Classification Donut Chart transitions from a squished horizontal row to a centered donut visualization on top with full-width card-style legend items below.
- 2-Column Services Allocation Matrix: Breaks down logged hours across all 8 service disciplines (Core Maint, Editorial, Changes, Hosting, SEO, Security, Internal, Quote/Consult) in an ergonomic 2-column mobile matrix.
- Live Stopwatch Timer: Click the Play button on any task card or hero banner to start real-time tracking. Pause or resume whenever needed. Clicking Done + Log automatically pre-fills your exact elapsed hours.
- Manual Entry Modal: Click Log Time on any card or the top navigation bar. Enter hours worked, select billable status, and add concise work notes.
- Decimal Hours Calculator: Converting minutes to billable decimal hours is instant:
15m = 0.25h,30m = 0.50h,45m = 0.75h,1h 20m = 1.33h. Click the copy icon in Chapter 9 to copy decimal values directly to your clipboard.
- 1-Click Eye Icon [👁] Details View Modal: Click the eye icon on any row to open the full-screen readable modal featuring full task descriptions, hero hours/date cards, avatar pills, and full CRUD controls (Edit, Update, Duplicate, Delete).
- Maximized Task Description Space: The legacy comments column has been removed across all timesheet tables, dedicating maximum horizontal width to task descriptions and activity notes.
- 2-Tier Filter Panel: Search work notes instantly with the keyword search bar, switch projects via dropdown, filter by date ranges (This Week, This Month, Custom Range), or toggle Billable / Non-Billable pills.
- 1-Click Row Actions: Each log entry features dedicated icon action buttons: View, Edit, Duplicate, and Delete.
- Select from built-in templates: Monthly Maintenance Wrap-up, Bug Fix & Security Patch Report, Project Milestone Completion, or Scope Clarification.
- Nova CRM auto-populates client names, completed deliverables, and next scheduled checkups with perfectly formatted spacing and zero awkward blank gaps.
- Click Copy Email to copy clean text straight into Gmail, Outlook, or Apple Mail.
The task will immediately shift to that team member's personalized dashboard and open queue without losing comments or checklist status.
2 logs, 5 logs, etc., accumulating all sessions together. Only click Done + Log when the final deliverable is delivered to the client.
Anyone on the team can click the checkboxes directly on the task card to cross them off in real time without opening a single modal. The metric counter automatically updates (e.g.
2/3 items).
Paste your Google Drive, OneDrive, Canva, Figma, or Dropbox link into the note text box and click Add Note. All feedback and files are permanently logged with your name and timestamp in the job's backstory.
You can quickly push the alert back by +1 Day, +3 Days, +1 Week, or pick a custom date from the calendar picker. The reminder preserves all notes and checklist progress.
- Timeframe Presets & Search: Instantly toggle between 9 timeframe presets (This Month, This Week, Month Wise, Custom Range, All Time) and filter with instant keyword search.
- Dynamic Grouping Pivots: Pivot itemized timesheets with segmented buttons (By Project, By Category, Itemized) featuring high-contrast gold group headings with crisp white typography.
- Category Color Synchronization: Category allocation donut slices dynamically resolve exact colors matching your Category Manager pill badges.
- 1-Click Export & Print: Click Print / PDF for an executive branded statement with KPI summaries, or Export CSV for Xero, MYOB, and Excel imports.
- Segmented Control Switcher: Instantly switch between Standard Analytics and Work Classification Analytics via a modern segmented pill control.
- Standard Analytics: Features a 3-card luxury KPI grid (Total Hours, Billable %, Non-Billable %), stacked top projects bars, category breakdown with exact pill colors, and monthly workload trends.
- Work Classification Analytics: Categorizes timesheets into Build / Development, Maintenance / Support, and Internal Nova / Admin using luxury glass KPI scorecards with clean 'h' formatting and a bounded recent-first monthly trend container (
max-height: 440px). - Dynamic Clear Filter Counter: The Clear button dynamically pulses with an active count badge (e.g.
Clear (3)) when filters are applied.
- Full-Width Layout: Task descriptions are given 100% horizontal container width rather than being squeezed into a narrow multi-column grid cell.
- Inline Expand Affordance: Long notes display a preview with a high-contrast gold Show more / Show less toggle.
- Zero Horizontal Shift: All metrics, dates, and action icons stay neatly aligned within each card's thumb-friendly touch area.
- All FAQ accordions expand automatically so all solution content is visible on paper/PDF.
- Navigation sidebars, mobile drawers, and search bars are cleanly hidden for an executive handbook layout.
- Select Save as PDF in your browser's print destination to export a clean offline copy at any time.
- Time Log View Modals: Click Share View in any Time Log Details view modal to copy a direct
?log=<id>link that opens the exact log dossier on load. - Project Detail Views: Set your desired timeframe (e.g. Month of Sept 2026, or Custom Date Range) and click Share View in the project header.
- Tasks & Modals: Click Copy Link in the task card menu or modal header to generate a direct
?task=...link. - Time Logs & Monthly Reports: Click Share View on the Time Logs or Monthly Reports filter bar to share an exact date slice.
- Website Review Stories: Click Copy Link in the Story modal header to share an audit story (
?story=...).
- The user is presented with a login screen featuring a contextual banner: "Sign in to view this Project / Task / Story".
- Their requested destination and active filter parameters are securely preserved in session storage.
- Immediately upon signing in, Nova CRM routes them directly to the intended project, task modal, or health review without requiring them to search or re-filter.
- Real-Time Substring Search & Highlighting: Type any part of a project name or client name into the field to filter matches instantly with highlighted search terms (
<mark class="combobox-match">) and live match counters. - Full Keyboard Navigation Ergonomics: Use ↓ and ↑ arrow keys to navigate down and up the floating results list, press Enter to select the highlighted project, and press Esc to dismiss the menu.
- Instant Clear Action: Click the
×button on the right of the search input to reset the search and reopen the full project list. - Admin Direct Project Creation: Administrators can select + Create New Project directly from the combobox list to open inline project creation fields without leaving the form.
- Quick Duration Chips & Live Time Conversion: Choose preset time durations (15m, 30m, 45m, 1h, 1.5h, 2h, 2.5h, 3.5h) or increment time (+15m, +30m, +1h) with 1 click, alongside a live human-readable badge (e.g.
1 hr 30 mins) synchronized with manual decimal entry. - 1-Click Pill Matrix: Instead of standard dropdowns, select service categories with 1 click using visual pill buttons featuring tailored Remix Icons (e.g. receipt, hammer, server, tools, palette, bug) and color badges.
- Dynamic Live Status Preview Card: As soon as you select a category or type hours, the live status card calculates and displays the billing state (Billable, Invoiced, or WIP), active team member hourly rate, and real-time total dollar earnings (
$ rate × hours). - Seamless Synchronization: All underlying form validations, time log ledger records, and Supabase financial engine summaries update with zero discrepancy.
- Initial Form State Snapshot: The moment the modal opens, an immutable snapshot of all initial form inputs (project, date, hours, worked by, category, and notes) is recorded.
- Reactive Dirty Detection: As you type work notes, select a project, click duration presets, or adjust categories, the system automatically checks if uncommitted changes exist (
hasTimeLogModalUnsavedChanges()). - Tactile Attention Shake Animation: If you accidentally click outside the modal onto the dark backdrop (
.mo), click Cancel, click the top-right "X" button, or press Esc with uncommitted work, the modal stays firmly open and performs an attention shake keyframe animation (.modal-attention-shake) with a golden highlight ring to visually alert you. - Guaranteed Safe In-App Confirmation Modal: An un-blockable in-app dialog (
#confirm-discard-modal) appears with dual explicit actions:- Keep Editing: Closes the confirmation prompt and returns full focus directly to your time entry form with zero lost notes or hours.
- Discard & Close: Explicitly closes both the confirmation dialog and the Add Time Entry modal, discarding unsaved input.
- Clean Dismissal When Unmodified: If you opened the modal and didn't modify or type any values, clicking the backdrop, pressing Esc, or clicking Cancel/X dismisses the modal instantly without annoying prompts.
- "Set Time" 10-Preset Matrix: Directly sets the duration to standard increments (15m = 0.25h, 30m = 0.50h, 45m = 0.75h, 1h = 1.00h, 1.5h = 1.50h, 2h = 2.00h, 3h = 3.00h, 4h = 4.00h, 6h = 6.00h, 8h = 8.00h). Clicking any chip instantly selects it and updates the input with zero manual decimal typing.
- "+ Add Extra Time" Additive Increment Bar: Need to extend a session? Click
+15m,+30m,+45m, or+1hto add incrementally to whatever duration was already entered. For example, clicking1.5hand then+15mseamlessly sets the duration to1.75h(1 hr 45 mins). - Live Time Badge Synchronization: A live human-readable badge (e.g.
1 hr 45 mins) updates reactively in real time alongside decimal hour changes. - Manual Decimal Flexibility: You can still type custom decimals (e.g.
0.85hrs) into the input at any time.
- Clean Unified Fields: Date, Hours (with Set Time 10-preset grid and Add Extra time bar), Project Combobox, Assigned By, Worked By, Task Details, Category 1-Click Matrix, and Live Rate/Earnings Preview.
- Zero Redundant Checkboxes: Workflow toggles like checklist copying or completion checkboxes have been completely removed from both views. When completing tasks via "Done + Log", task completion is handled seamlessly behind the scenes without prompting redundant confirmation checkboxes in the form.
- Identical Responsive Experience: Desktop organizes the inputs into a 960px 2-column balanced form grid for zero vertical scrolling, while mobile viewports (<860px) seamlessly reflow the exact same fields into a fluid single column with zero extra questions or hidden fields.
- Category Filter Pills: Click All Releases, Features, Improvements, or Bug Fixes to instantly filter release documentation.
- Live Dynamic Counters: Each filter button displays a dynamic count badge (e.g.
Features (5),Improvements (5),Bug Fixes (5)) calculated directly from the changelog release history. - Direct Focus & Card Isolation: When a category filter is active, generic release highlights are hidden, an active filter notification banner appears, and the view focuses exclusively on the matching category change cards.
- High-Contrast Typography: Active filters render with crisp white typography and distinct count badges across both light and dark display modes.
- Fail-Safe 4-Vector Interception: When composing or editing a website health report in
#website-health-modal, any attempt to close the modal with unsaved work via backdrop click, the Cancel button, top-right × button, or Esc key is immediately intercepted. - Tactile Attention Shake & Confirmation Dialog: Unsaved changes trigger a golden attention shake keyframe animation (
.modal-attention-shake) and display the guaranteed safe confirmation modal (#confirm-discard-modal) offering Keep Editing (restores focus without losing data) or Discard & Close. - Combobox Priority Handling: If a project combobox dropdown is open, pressing Esc or clicking outside gently collapses only the dropdown, leaving your report modal and all entered notes intact.
- Animated Live Filter Reset: The Reset Filters button provides instant visual feedback with a spinning icon animation (
.is-spinning), clears search inputs and select elements, queries Supabase for fresh review records viawithLoading(), and displays a confirmation toast notification. - Anti-Cache Autocomplete Protection: All filter dropdowns feature
autocomplete="off"and auto-sanitization upon navigation, preventing browser form caching from creating ghost filter states that hide active client reviews.
- Universal Shortcut: Press Cmd + K (Mac) or Ctrl + K (Windows/Linux), or click the Search bar in the top header.
- Instant Page Switching: Type any destination (e.g. "Reports", "Tasks", "Health", "Users") to jump immediately without multiple sidebar clicks.
- 1-Click Quick Actions: Launch Log Time Entry, Create New Task, New Project, Bulk CSV Import, or Switch Theme straight from the keyboard.
- Deep Real-Time Record Search: Type any client name, project title, or task keyword. The palette searches active records and task backstory details in real-time.
- Keyboard Ergonomics: Use ↑ and ↓ to navigate results, press Enter to open, and Esc to close.
- Swinging Bell Counter: The bordered bell icon in the top header features a swinging golden badge that activates when unreviewed activity is detected.
- Actionable Categories: Gathers overdue tasks, upcoming critical/high-priority deadlines, and pending website health audits requiring team attention.
- Deep-Link Navigation: Clicking any notification item takes you directly to that task card or health review and closes the tray.
- 1-Click "Mark all as read": Clears unread states with persistence in local storage so you don't receive repetitive alerts across sessions.
- Fault Isolation Without Logout: If a client-side JavaScript error occurs while rendering a view, the In-Shell Error Boundary isolates the failure locally so your session remains authenticated and open work in other tabs is preserved.
- Technical Diagnostics: Displays an incident reference code (e.g.
REF-ERR-SYS) and an expandable stack trace detailing the error for swift developer resolution. - 1-Click "Try Again" Recovery: Click Try Again to re-mount and reload the view instantly, or click Go to Dashboard to return to the executive command center.
- Branded 404 Not Found: Navigating to an invalid or expired URL renders a branded vector illustration with direct buttons to return to the Dashboard or search in the Command Palette.
- Parallel Wave Pagination: Supabase limits individual API queries to 1,000 rows. Instead of sequentially fetching pages, Nova CRM fires concurrent batches across parallel worker queries, reducing wall-clock fetch time by up to 75%.
- Adaptive Page Count Hinting: Remembers the workspace's page count in
localStorage, automatically sizing the first wave so empty queries are never wasted. - Deterministic ID Ordering: Sorts by
date DESCand secondaryid ASC, eradicating duplicate rows or skipped records when multiple entries share the exact same date. - Real-Time SVG Analog Hero Clock: When an active timer runs, an analog clock widget displays live hour, minute, and springy ticking second hands with fluid sub-second animation.
- Zero-Payload Initial Sync: Heavy base64 diagnostic screenshots and files are stripped from the main listing query, cutting megabytes from initial load.
- On-Demand Story Streaming: Attachments load dynamically in the background only when an operator opens a review story dossier via
loadWebsiteHealthAttachments(). - Permanent File Deletion: Authorized operators can click the trash icon () next to any attachment to permanently delete it from the Supabase record.
- Tamper-Proof Audit Logging: Deleting a file automatically appends an event ("🗑️ Permanently deleted a supporting file") to the review activity timeline.
- Noise-Free Alerts & Dashboards: Declined reviews (along with completed, postponed, and decommissioned sites) are excluded from urgent notification bell counts and dashboard critical/high risk tallies.
- Muted Presentation with Strikethrough: In the main Website Health table, declined reviews sink to the bottom with muted opacity and a strikethrough project title. Hovering restores full clarity.
- Collapsible Divider Button: A dedicated collapsible divider (
.wh-declined-toggle) displays the count of declined reviews and allows 1-click collapse/expand with remembered state inlocalStorage. - Project Dossier Risk Banner: The project detail view shows a prominent callout notifying team members that the client acknowledged and accepted the technical risk.
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Technical Diagnostics
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Click the three dots (⋮) on any card and choose Notes (or click the comments counter link).
Type your message (e.g. "Proof v2 sent to Cindy at 2:30pm for review").
Your note is permanently stamped with your name, date, and time for the entire team to see.