How it works

From the moment a request arrives to the day it is closed, everyone can see who is responsible and what happens next.

  1. Create an organisation workspace

    Enter your organisation name, type, country and time zone. Kiribati offices can choose Pacific/Tarawa, Pacific/Kanton or Pacific/Kiritimati.

  2. Invite staff and assign roles

    Invite up to 10 members in total and give each a role: administrator, registry officer, manager, staff member or viewer. Add divisions to match your structure.

  3. Register an incoming request

    Record the source, sender, subject and category, and attach the letter or email. A unique reference is created automatically.

  4. Assign an officer and deadline

    Choose the responsible division and officer, set the priority and due date. The officer is notified straight away.

  5. Track work and communication

    Add tasks, internal comments and documents. Move the work through In progress, Waiting for information or Awaiting approval.

  6. Record the response

    Record the external reply as sent or upload the sent email. Saving a draft does not mark the request as responded.

  7. Resolve and close the request

    Add an outcome note to mark it Resolved. An authorised manager then confirms completion and closes it. The full history stays searchable.

Example: a quarterly report request

Fictional example, matching the request RF-2026-00041 in the demo workspace.

  1. Registry receives an email requesting a quarterly report.
  2. The registry officer creates a request and attaches the email.
  3. The request is marked “Not responded” and “New”.
  4. An acknowledgement is recorded, so the response status becomes “Acknowledged”.
  5. A manager assigns an officer and deadline. Work status becomes “Assigned”, then “In progress”.
  6. The officer uploads a draft report and requests approval. Work status becomes “Awaiting approval”.
  7. The manager approves the submitted version.
  8. The approved reply is recorded as sent externally. Response status becomes “Responded”.
  9. The officer records the outcome and marks the request “Resolved”.
  10. An authorised manager confirms completion and closes the request.
  11. The full record stays searchable, with its documents and history.
Open this example in the demo