ZainCo Operations Management System
The private office system ZainCo Digital Agency LLP runs on every day. Enquiries, clients, the team's work, Meta Ads budgets, attendance, salary and the accounts, all behind one secure login.
Six parts, one login
The menu follows how an agency actually runs: win the work, deliver it, look after the team and keep the money straight.
- Dashboard with this month's income and expenses
- ZainCo Assistant with a personal daily plan
- Staff messages inside the assistant
- Notifications and a rewards corner
- Enquiries with follow-up dates
- Reminders for follow-ups due today
- Proposal elements: reusable blocks for quotes and proposals
- Work board with five stages, from To do to Done
- Assign work to any team member
- Filters by month, person, client and priority
- Client records with all their work in one place
- Meta Ads budget tracking per client
- ZainCo's own marketing tasks
- Staff profiles and logins
- Attendance with live check-in and working from home
- Daily sheet with in and out times and notes
- Spin and win rewards
- Monthly performance score out of 100
- Salary
- Billing for every client
- Income and expense records
- Reports
- Services list
- Settings and staff logins set by the admin
- Backup and restore, with a daily automatic backup
- Export everything to Excel
Every task, from brief to done
Work moves across five columns: To do, In progress, Ready for review, Needs changes and Done.
- Reviews built inFinished work waits in Ready for review until the admin approves it or sends it back with changes.
- Revisions countedEach card shows the client, the due date, the person on it and how many rounds of changes it has had.
- Nothing slipsUnfinished tasks from earlier months are flagged, and there is an Overdue only filter.
- Board or listSwitch to a list view, search tasks, and filter by month, person, client or priority.
A daily plan waiting for every staff member
Open the system and the assistant has already worked out what matters today.
- Today's to-do listCheck in, mark yesterday's Meta Ads spend, review waiting tasks and call back enquiries due today.
- Pending and overdue workEach pending task with its due date and whether it needs changes, one tap away.
- Score and coinsYour performance score for the month out of 100, and the ZainCo Coins you have earned.
- Staff messagesA second tab for messages between the team, inside the same panel.
Ad budgets you can explain to every client
For each client running Meta ads, the system keeps a running balance of what they paid and what Meta charged.
- Paid, charged and balanceTotals across all clients at the top, and a card for each campaign.
- Days leftAn estimate of how many days the balance will last, so top-ups are asked for in time.
- Daily markingStaff mark each day's spend, and the system shows who still has to mark yesterday.
- Active, paused and endedCampaigns sorted by status, with a group update for the client.
Check in with one tap
A live clock and a Check in button, with a box to tick when working from home.
- Daily sheetStatus, in time, out time and a note for every member, for any date.
- RemindersThe assistant reminds anyone who has not checked in yet.
- Next to the team toolsAttendance sits beside staff, performance, Spin and win and salary in the same menu.
The office data is never at risk
Every client, task, bill, staff record and setting can be saved into one file.
- Automatic daily backupSaved every day at 5:00 PM. If the computer is off, it runs the next time the site opens. The last 30 are kept.
- Download or keep on the serverBack up with portfolio images as a .zip, or save on the server only.
- Excel exportOne sheet per section for viewing and reports.
- Safe restoreA safety copy is made before any restore, and you must type RESTORE to confirm.
One login per person, set by the admin
There is no public sign-up. The admin creates each login and decides what each person can see.
- Managed in one placeLogins are created and changed from Settings and logins.
- Your brandThe sign-in page carries the ZainCo logo and colours, like the rest of the system.
We build the same kind of system for your office
This system was built for how ZainCo works. Yours would be shaped around how your office works: your menus, your task stages, your reports and your brand. Start with the parts you need, such as a work board and attendance, and add billing or backups later.
- Your menus and modules
- Your task stages
- Your reports
- Your branding
Tell us what slows your business down.
We will reply with a plan and one fixed price, usually the same day.
- Fixed price, agreed first
- Reply the same day
- You own the code and data