Hello Playbook — the mockup

The mockup · in design

Have a look around.

Two products in one. The staff app is built for a phone held in one hand, mid-shift. The manager console is built for a desk and a quiet half hour. Everything below clicks.

Staff appiOS / Android

9:41 Offline · 128 docs ready

Bom dia MartaHousekeeping · Company Name

Company Name

Playbook

Hello.

Scan the code on your badge, or enter your PIN.

SCAN

No email address needed

🔍 Search or ask a question…

Due this week 2

✋ Allergen procedureSign-off required · due Friday ›

🧯 Fire evacuation refresherAnnual · due 22 Aug ›

Continue

🛏 Preparing a departure roomStep 4 of 9 ›

Today's shift

✓ Morning room checklist0 of 12 done ›

Your playbook

🧺Housekeeping34 documents›

🏨Our hotelStory, values, who's who›

👥People & HRBenefits, leave, forms›

🛡Safety & compliance9 documents · mandatory›

Answer
Blot — never rub. Apply the red-wine solution from the trolley, wait 60 seconds, blot again with a clean white cloth. If the stain remains after two attempts, log it for Maintenance rather than repeating.

From Stain removal guide · verified 4 Aug

Documents

📄Stain removal guideHousekeeping›

🎥Carpet spot cleaningVideo · 2 min · online only›

⚗️Chemical dilution & PPESafety · mandatory›

All 34 documents saved to this phone. You can read everything without signal.

Induction

1Your first weekRead · 6 min›

2The trolley & your kitRead · 4 min›

Daily routines

🛏Preparing a departure room9 steps · in progress›

🌙Turndown service7 steps›

🚪Occupied room service6 steps›

Standards

📏Bed-making standardWith photos›

✓Morning room checklist12 checks›

✓ Verified by Ana Ferreira · 4 August 2026

Housekeeping9 steps7 min

Steps

Step 01

Knock and announce

Knock three times and say "Housekeeping". Wait five seconds. Repeat once before entering, even when the room shows as departed.

Step 02

Open the window

Air the room for the full duration of the clean. Draw the curtains fully back — daylight shows what electric light hides.

Photo · curtains drawn to the standard

Step 03

Strip the bed

Linen into the bag, never on the floor. Check between sheets and under the mattress edge for guest belongings before bagging.

▶ Video · 90 s · plays when you have signal

Written steps and photos below work offline.

Step 04

Inspect the mattress

Look for stains, damage and pests. Anything found is photographed and reported before you continue — do not make the bed over a problem.

Saved on this phone · syncs when you reconnect

Room 412 · started 09:14 · this run is recorded against your name.

Bathroom

✓Toilet, bidet and surrounds sanitised

✓Shower screen dried, no water marks

✓Amenities replaced and aligned

✓Towels folded to standard, 4 + 2 + 2

Bedroom

✓Bed made to standard

✓Minibar checked and restocked

✓All surfaces dusted, including behind the TV

Photo evidence

📷 Tap to photograph the finished room

Mandatory · required by food safety law. Your signature is kept as proof of training.

Allergen procedure

You must be able to name the 14 declarable allergens, know where the allergen matrix is kept, and know that any guest allergen question goes to the duty chef — never answered from memory.

✓ Verified by Chef Miguel Santos · 28 July 2026

Confirm

✓I have read and understood this procedure

✓I know who to ask when I am not certain

Sign below

Marta Silva

Signed offline at 09:41 · will be timestamped again on sync

Your phone is set to Nepali. We switched automatically — change it any time.

Reading language

🇳🇵नेपाली · NepaliAuto

🇬🇧EnglishVerified

🇵🇹PortuguêsVerified

🇸🇦العربية · ArabicAuto · RTL

🇷🇴RomânăAuto

🇺🇦УкраїнськаAuto

Right-to-left preview

٤ أغسطس ٢٠٢٦ · تم التحقق بواسطة آنا فيريرا ✓

تحضير غرفة المغادرة

اطرق الباب ثلاث مرات وقل "خدمة الغرف". انتظر خمس ثوانٍ قبل الدخول.

Safety documents are only shown in a language a person has approved. Machine translations of chemical, fire and allergen procedures are never published on their own.

Manager consoleWeb

playbook.hello-platform.com / company-name

Playbook

People

Proof

Company Name · Lisboa

214 staff · 9 departments · playbook live since 3 June

86%

Playbook complete

91%

Mandatory signed

Overdue

Need review

Completeness by section

Our hotel100%

People & HR100%

Safety & compliance94%

Housekeeping88%

Kitchen71%

Maintenance42%

Needs your attention

⚠Chemical dilution & PPEReview date passed 11 days agoExpired

🌐Allergen procedureEnglish edited — 5 translations now staleStale

🔍"lost property"Searched 23 times, no document existsGap

✋Fire evacuation17 staff have not signedOverdue

Reading activity · last 30 days

Peaks at 07:00 and 15:00 — shift handover. 68% of all reading happens on a phone.

Structure

Ships pre-built when a hotel signs up. Toggle off what you don't have.

🏨Our hotel11 documents · story, values, objectives, who's whoEveryone

📄Who we are & our storyUpdated 2 Aug · Thierry HenrotLive

📄This year's objectivesUpdated 2 Aug · Thierry HenrotLive

👥People & HR18 documents · benefits, leave, conduct, formsEveryone

📄Employee handbookUpdated 14 Jul · Sofia MarquesLive

🛡Safety & compliance9 documents · signature required, retained as proofMandatory

📄Allergen procedureVerified 28 Jul · Chef Miguel SantosLive

📄Chemical dilution & PPEReview date passedExpired

🧺Housekeeping34 documentsDepartment

🍽F&B service27 documentsDepartment

👨‍🍳Kitchen22 documentsDepartment

🛎Front office31 documentsDepartment

🔧Maintenance14 documentsDepartment

Everyone can read Department only Mandatory, signature retained

Preparing a departure room

Housekeeping · owned by Ana Ferreira · version 7

Step 01

Knock and announce

Knock three times and say "Housekeeping". Wait five seconds. Repeat once before entering, even when the room shows as departed.

Step 02 · image

Open the window

Air the room for the full duration of the clean. Draw the curtains fully back.

Step 03 · video + text fallback

Strip the bed

Linen into the bag, never on the floor. Check between sheets before bagging.

＋ Add a step

Trust

OwnerAna Ferreira

Verified4 August 2026

Next review4 February 2027

Shown to readersYes

Rules

TypeOperational

SignatureNot required

OfflineText + photos cached

VideoStreams online

Translations

Allergen procedure · source language English, edited 2 days ago

The English source changed. Five translations are now out of date and are showing readers an "updated version available" banner.

EnglishSource

PortuguêsVerified

العربيةStale

नेपालीStale

RomânăStale

УкраїнськаStale

TagalogNot started

Peer verification

This is a mandatory safety document, so a machine translation cannot be published on its own. Anyone on the team who speaks the language can review and approve it.

RBRam Bahadur · NepaliRoom attendant · asked 2 days ago

YHYasmin Haddad · ArabicF&B supervisor · approved 3 versionsApproved

Assignments

Content follows the position, not the person. Hire someone and it assigns itself.

Position	Our hotel	People & HR	Safety	Housekeeping	Kitchen	Front office
Room attendant	✓	✓	✓	✓	—	—
Housekeeping supervisor	✓	✓	✓	✎	—	—
Commis chef	✓	✓	✓	—	✓	—
Receptionist	✓	✓	✓	—	—	✓
Duty manager	✓	✓	✓	✓	✓	✎

✓Read ✎Read and edit —No access

Seats

Full seats

207

Reader seats

No email address

Reader seats read, complete and sign. 31 staff sign in by QR badge or PIN.

Team

214 people · 9 departments

Name	Position	Language	Sign-in	Last seen
Marta Silva Housekeeping	Room attendant	Português	Email	Today 09:41
Ram Bahadur Housekeeping	Room attendant	नेपाली	QR badge	Today 07:12
Yasmin Haddad F&B service	Supervisor	العربية	Email	Yesterday
Andrei Popescu Maintenance	Technician	Română	PIN	3 days ago
Ana Ferreira Housekeeping	Head of department	Português	Email · SSO	Today 08:03

Compliance

Every signature, with the version signed and both timestamps.

197

Signed & current

Overdue

Expired document

Person	Document	Version	Signed at	Received	Status
Marta Silva	Allergen procedure Mandatory · food safety	v4	16 Aug 09:41 offline	16 Aug 11:07	Valid
Ram Bahadur	Fire evacuation	v2	14 Aug 07:20	14 Aug 07:20	Valid
Andrei Popescu	Chemical dilution & PPE	v6	02 Feb 14:55	02 Feb 14:55	Doc expired
Yasmin Haddad	Allergen procedure	v4	29 Jul 16:12	29 Jul 16:12	Valid
17 people	Fire evacuation Annual refresher	v2	—	—	Not signed

Works council mode — available per property. Hides individual scores from managers, reports completion only at team level, and disables all ranking. Required for German and Austrian properties.

Day oneFirst 20 minutes after signing up

playbook.hello-platform.com / setup

Hello. Let's set up your playbook.

Four questions. Everything you answer here builds your structure automatically — you'll never face a blank page.

What is your hotel called?

This is the name your team sees when they open the app — not ours.

Which departments do you have?

✓Front office ✓Housekeeping ✓F&B service ✓Kitchen ✓Maintenance ✓Spa & wellness ✓Security ✓Sales & marketing ✓Finance & admin

Turn off what you don't have. You can add a department later without disturbing anything.

Which languages does your team read?

✓Português ✓English ✓नेपाली ✓العربية ✓Română ✓Español ✓Tagalog

Not sure? Leave it — the app detects each person's phone language and adds what it finds.

Your playbook is ready.

Sixty-two documents, titled and waiting. Nothing is written yet — but nothing is missing either.

Documents ready

Pre-written for you

Sections

Complete

🏨Our hotel11 documents · story, values, objectives, who's whoEveryone

○Who we are & our storyEmpty · about 20 minutes to writeNot started

○This year's objectivesEmptyNot started

👥People & HR18 documents · benefits, leave, conduct, formsEveryone

🛡Safety & compliance9 documents · 6 already drafted from Portuguese lawMandatory

✓Fire evacuationDraft ready — check it matches your buildingDrafted

✓Allergen procedureDraft ready — 14 declarable allergensDrafted

🧺Housekeeping8 documentsDepartment

🛎Front office8 documentsDepartment

Start here. "Our hotel" and "People & HR" need nobody but you — no departmental input, no chef, no meetings. Fill those two in an afternoon and your team has something real to open tomorrow.

Who we are & our story

Our hotel · everyone can read · not started

Hello. Nothing here yet — let's change that.

This is the first thing a new starter reads. Where the building came from, who owns it, what you're proud of. Three paragraphs is plenty.

✎Write itStart with a blank step

⤴Bring it inWord, PDF, Google Doc

✨Let us draft itAnswer 3 questions

If you choose "let us draft it"

When did the hotel open, and what was the building before?

What do guests say about you that you're proudest of?

What would you never want a new starter to get wrong?

You'll get a draft in your words to edit — never published without you.

Now get it into their hands.

Most of your team has no company email address. Print the poster, put it in the back office, and they're in — no invitation, no password reset, no IT.

Ways in

🖨Print the sign-in posterOne QR code per department · A4

🪪Badge codesA unique QR for each person

✉Email the ones who have emailHeads of department, office staff

🔗Connect your HR systemLater — auto-add new starters

Nobody needs a personal email address to read the playbook. 31 of your 214 staff will sign in with a QR badge or a PIN.

Company Name

Playbook

SCAN

Scan to open your playbook.
Everything you need, in your language.

Housekeeping

Week one, from here

Day 1Our hotel

Day 2People & HR

Day 3Safety review

Week 2Departments

Heads of department fill their own section. Your job is the first two and a nudge on Friday.

What the team opens

7:02 Downloading · 11 of 62

Bom dia RamHousekeeping · Company Name

Your phone is set to Nepali. We switched automatically — tap 🌐 to change it.

Start here

🏨 Who we are & our storyNew · 4 min read ›

Coming soon

🧺HousekeepingAna is writing this — ready Friday

🛡Safety & complianceBeing checked by your manager

Hello. Not much here yet.

Your hotel is still writing. We'll tell you the moment something new arrives.

The first-run screen never shows an empty grid. It shows the one thing that is ready, tells the truth about the rest, and names who is writing it.

Getting in

Returning

My account

9:41 Online

Company Name

Playbook

Hello again.

Password

Keep me signed inForgot password?

Staying signed in means you can read the playbook offline for as long as you work here.

Ana Ferreira invited you to the Company Name playbook.

You've been added to Housekeeping.

Set up your account and everything you need for the job is on your phone — in your language, working offline.

HotelCompany Name

DepartmentHousekeeping

PositionRoom attendant

Emailmarta.silva@…

This invitation expires in 7 days.

Create your account

Two minutes, once.

Full name

Choose a password

✓ At least 10 characters ✓ Not a password we've seen in a breach · A number or symbol makes it stronger

I have read how my data is used

Check your email

We sent a six-digit code to marta.silva@company.com. It's good for 15 minutes.

4182··

Didn't arrive? Send it again · check your spam folder

No email address of your own? Ask your manager for a badge code — you can sign in without one.

Before you start

Short version, in plain words. Your hotel decides what is stored; we only hold it for them.

What we keep

Your name, job, and which documents you have read, completed or signed — with the date.

What we never do

We don't track your location, read anything else on your phone, or time how long you look at a page.

Your rights

You can see everything stored about you at any time, and ask for it to be corrected.

Read the full notice

One more step

Your hotel asks managers to confirm sign-in with a code. Open your authenticator app.

904···

Use a recovery code instead

Two-factor applies to managers, heads of department and admins. Room attendants and kitchen staff are not asked for it.

Forgotten your password?

Happens to everyone. Give us your email and we'll send you a link.

If that address is on our system, a link is on its way. The link works once and expires in an hour.

Still stuck? Your head of department can reset it for you in seconds.

Set a new password

Choose something you'll remember on a Tuesday in February.

New password

Type it again

This signs you out of your other devices.

Let's slow down a moment

Five attempts didn't match, so we've paused sign-in on this device for 15 minutes.

Nothing is wrong with your account. If you'd rather not wait, reset your password — that unlocks it immediately.

What happened, then how to fix it — never just "error".

Marta Silva

Room attendant · Housekeeping

Account

✉Emailmarta.silva@company.com›

🔒Change passwordLast changed 4 months ago›

🌐LanguagePortuguês · detected from phone›

Devices

📱iPhone 12 · this deviceActive now · 128 documents saved

💻Back office PCLast used 3 weeks ago›

Privacy

◉What's stored about meSee everything, any time›

What's stored about you

Everything, with nothing left out.

Who you are

Marta Silva · marta.silva@company.com · Room attendant, Housekeeping · started 12 March 2025

What you've read

41 documents opened · 38 marked complete · last on 16 August

What you've signed

6 policies, each with the date and the version you signed. Kept as proof of training for as long as the law requires.

Checklists

Detail of individual runs is deleted after 90 days. Only the completion record is kept.

To correct anything, speak to your head of department.

The emailsSent via Brevo

You've been added to the Company Name playbook

Company Name <playbook@company.com> → marta.silva@company.com

Company Name

Playbook

Marta — Ana has added you to the Housekeeping playbook. Everything you need for the job now lives on your phone, in your language, and it works even where there's no signal.

Set up your account whenever suits you. It takes two minutes.

Set up my account

This invitation expires in 7 days. If you weren't expecting it, ignore this email.

Your code is 418246

Verify your email address

Company Name

Playbook

Your six-digit code is 418 246. It expires in 15 minutes.

If you didn't ask for this, you can safely ignore it — nobody can get in without the code.

Reset your password

Link valid for one hour, single use

Company Name

Playbook

Someone asked to reset the password for this address. If it was you, the link below will let you choose a new one.

Choose a new password

If it wasn't you, nothing has changed and you don't need to do anything.

Manager side

Security policy

Minimum password lengthChecked against known breaches10 characters

Two-factor for managersAdmins, GMs, heads of department

Two-factor for all staffNot recommended for frontline

Stay signed inFrontline staff are not logged out mid-shift

Badge & PIN sign-inFor the 31 staff with no email address

Microsoft / Google sign-inOffice staff on the hotel domain

SAML single sign-onAvailable on group accountsNot set up

Account status

Person	Sign-in	Status
Marta Silva Room attendant	Email	Active
Ram Bahadur Room attendant	QR badge	Active
Sofia Marques HR	Email + 2FA	Active
João Pinto Commis chef	Email	Invited · 3 days
Andrei Popescu Technician	PIN	Locked · 15 min
Carla Nunes Left 30 June	Email	Revoked

A head of department can resend an invitation, reset a password or unlock an account without calling anyone.

That is the whole of it, as it stands today.

Tell us the property and the one procedure your team gets wrong most often.

Say hello