Features

Practical tools for a shared office: register requests, assign work, record responses, approve documents and keep every record together.

Request register

Register requests from email, letter, telephone, walk-in, online submission or internal sources. Every request records the sender, subject, category, responsible division and officer, priority, due date and access level.

Example: A walk-in visitor asks for a copy of the school calendar. The registry officer logs it as RF-2026-00052 under “Information request”, assigns it to the Policy division, and sets the due date for Friday.

Separate response and work status

Response status (Not responded, Acknowledged, Responded, No response required) is tracked separately from work status (New, Assigned, In progress, Waiting for information, Awaiting approval, Resolved, Closed, Cancelled). Deadline flags never overwrite either one.

Example: A request is Acknowledged, but its work status is still In progress. An acknowledgement doesn’t mean the job is done.

Recorded correspondence

Paste email text or upload the original email file and link it to a request. Manually entered messages are clearly labelled “Recorded email”. Drafts are kept apart from replies that have been sent.

Example: The officer uploads the reply that was sent from Outlook and records it as an external response. The request then changes to Responded.

Task assignment and tracking

Create standalone tasks or tasks linked to a request, with assignee, collaborators, checklist, start and due dates. Use list, board or calendar views. Recurring tasks create a new task each time.

Example: A recurring task called Monthly finance report creates a new task on the 1st of every month. Earlier months stay on record.

Document approvals

Submit a document for approval along a simple route, such as officer → manager → director. Reviewers can approve, request changes or reject with a reason.

Example: The manager approves version 2 of a draft letter. If the officer uploads version 3, it needs a new decision.

Internal comments and mentions

Discuss work right on the request, task or approval. @mention colleagues to bring them in. Internal comments never send email to the requester.

Example: “@Teretia can you confirm the enrolment figures before Thursday?” Teretia gets a notification only if she already has access to the record.

Records and documents

Upload PDFs, office documents and images up to 20 MB each. Earlier versions are kept. Files are private and need permission to preview or download.

Example: Search “roof” and “Infrastructure” to find every maintenance photo and quote from last term.

Reminders and notifications

In-app notifications, plus optional email, for new assignments, mentions, approvals, returned work, upcoming deadlines and overdue items. A daily summary means fewer emails.

Example: Each morning the officer gets one summary of everything due today, worked out in the workspace’s own time zone.

Dashboard and reports

See what needs attention today. Reports cover requests received, unanswered requests, overdue work, workload, approval backlog, and average acknowledgement, response and resolution times.

Example: The director prints a one-page summary of unanswered requests for the Monday management meeting.

CSV register exports

Export permitted register data to CSV for your own records or analysis. Exports include only records the person is allowed to see.

Example: The registry officer exports this quarter’s correspondence register for the annual report.

Permissions and restricted records

Six roles (owner, administrator, registry officer, manager, staff member, viewer), with access scoped by division. Restricted records are visible only to the people explicitly authorised.

Example: A staff complaint is marked Restricted. It does not appear in search, reports or exports for anyone else.

Divisions and teams

Organise your workspace into divisions or teams. Managers see their team’s work, and staff see what is assigned or shared with them.

Example: Corporate Services, Policy & Planning and Infrastructure each have their own work queue, all inside one subscription.

Templates for everyday office work

Use the same request and task system with ready-made fields for common jobs: report collection from divisions, meeting action points, maintenance, procurement, document review, public enquiries, complaints, routine admin and staff handover.

Maintenance template: location, fault description, urgency, photographs, assigned officer, completion evidence. Report collection template: reporting period, division, deadline, submission status, reviewer.

Coming later Not included yet

  • Connected mailboxes (Microsoft 365 / Gmail): secure provider sign-in. RegistryFlow will never ask for your mailbox password.
  • Optional AI suggestions: category suggestions, email summaries and draft replies, always labelled and reviewed by staff. AI is not part of the current subscription.