The Udder
Dairy App

Every workflow in the app starts from the Home screen. Tap any icon to go directly to that tool. The BOTTLES ELIMINATED counter at the bottom updates in real time — your all-time environmental impact, every session.

Returned empty kegs must be physically washed, then scanned in the CLEAN screen. This is what moves a keg from "Needs Cleaning" status to "Ready to Fill" — without this step, the keg stays stuck in the dirty queue and won't appear for filling.

When to Use

Every time you finish washing a keg. If you wash 50 kegs, scan all 50 immediately after. Don't batch them up — if the system doesn't know they're clean, the fill queue looks smaller than it is.

Step-by-Step

1. From the Home screen, tap CLEAN (the fluffy white character icon — 2nd row, 2nd column)
2. The camera opens immediately for QR scanning
3. Point the camera at the QR code on the keg body or lid — it reads automatically, no button tap needed
4. The keg ID, previous status, and last fill date are shown — confirm it's the right keg
5. Tap Confirm Clean — the keg status changes to Ready to Fill instantly
6. The scanner stays open — scan the next keg immediately

What Changes in the System

Every time a keg is filled with product at the filling station, scan it in the FILL screen. This records which operator filled it, what product type, and when — and moves the keg from the fill queue into the Cool Room (delivery-ready stock).

When to Use

Immediately after filling each keg. Scan at the filling station while the keg is still in front of you so you don't miss any.

Step-by-Step

1. From the Home screen, tap FILL (the keg-with-tool icon — 1st row, 3rd column)
2. Select the product type:

   • Full Cream (FC) — standard full-cream milk · Blue lid
   • Lite Milk (LM) — reduced fat milk · Pink lid
   • Light Fat (LF) — if applicable
3. The camera opens — scan the QR code on the keg
4. The app auto-sets the use-by date (fill date + 12 days for 18L kegs, 14–16 days depending on product — set in PRODUCTS)
5. Take a selfie/operator photo — this logs who filled the keg for quality traceability
6. Tap Confirm Fill — keg status changes to Filled and appears in the Cool Room count

What Changes in the System

The STOCK screen (icon: keg with earmuffs, 3rd row 2nd column) shows everything physically available at the dairy right now — split into three counts at the top, then a detailed list of every filled batch by use-by date.

Top Summary Cards

Cool Room — Filled Kegs by Batch

Below the summary cards, each batch of filled kegs is listed separately — grouped by product type. Each batch card shows:

• Batch count — number of filled kegs in this batch
• Product type badge — Full Cream or Lite Milk
• Use-by date — based on fill date + product shelf life (12–16 days)
• Days remaining — countdown to expiry
• SHOW KEGS — expand to see individual keg IDs in this batch

How Stock Flows

Kegs move through the Cool Room in this direction:

AI Search Bar

The search bar at the top ("Ask anything about your kegs...") lets you query your fleet in plain language. Quick-filter pills below it jump straight to Kegs, Orders, Venues, Runs, or Fills. The KEG SEARCH bar lower down lets you look up kegs by ID, label, or QR directly from the dashboard.

Live Status Cards

Going Out Today

The "Going Out Today" widget shows how many filled kegs are scheduled for today's deliveries. Date tabs across the top — TODAY, TUE, THU, FRI — let you switch delivery days to plan fills in advance.

Fleet Status Donut Chart

Visual breakdown of all 1,007 kegs by status. Each segment is tappable. The chart updates in real time as kegs are scanned, delivered, cleaned, and filled.

Activity Stats — Time Filter

Select a time window at the bottom of the Overview to see performance data:

⚠️ Alert Sections — Act on These

The Overview scrolls to reveal two critical alert sections:

Active Runs

Below the alerts, the ACTIVE RUNS section shows any delivery run currently in progress — driver name, stops completed vs total, and a progress bar. Tap to open the live run view.

ACTIVITY Tab — Detailed Logs

From Overview, tap through to the ACTIVITY screen for detailed logs of every fill, clean, and delivery. Three tabs:

• FILLS — every fill recorded, with keg ID, operator, product type, timestamp
• CLEANS — every clean recorded, with keg ID, operator, timestamp
• DELIVERED — full delivery log by keg ID, venue, driver, product type, and time. Yesterday: 75 kegs delivered (58 by Dilina, 17 by Elahi)

Use the date picker (+/− arrows or the range tabs) to review any past day's activity.

Dispatch Summary

Driver Cards — What You See

Each driver card shows:

• Name & role badge — DRIVER or VENDOR DRIVER (vendor drivers can also re-deliver at vendor venues)
• Yesterday's performance — number of runs and kegs delivered
• Star rating — based on delivery performance (Dilina: 4.4★ / Elahi: 5.0★)
• Kegs yesterday — green bar showing relative volume (Dilina: 58 kegs, Elahi: 17 kegs)

Creating a Delivery Run

1. Tap DRIVERS from the Home screen
2. Tap + New Run
3. Select the delivery date (Tuesday or Friday)
4. Add venue stops in the order they'll be visited — drag handles to reorder the route
5. Assign a driver from the list
6. Tap Start Run when the driver departs

Live Driver Tracking

Once a run is active, the driver's GPS position updates every 10 seconds. From the run view you can see the driver moving toward each stop in real time. The FLEET MAP (home screen icon 9) shows all active drivers simultaneously on a map of the region.

Stop Completion

Drivers complete stops from their Driver App by scanning delivered kegs at each venue. The dairy app updates automatically — no manual refresh or action needed. Each delivery also logs to the venue's keg history and updates fleet status to At Venue.

Venue Tabs

Sorting Options

• NEAREST — sort by proximity to current GPS location (use this on delivery days)
• MOST KEGS — sort by number of kegs at the venue (find your biggest accounts)

What Each Venue Card Shows

• Keg count badge (top-left circle) — kegs currently at this venue right now
• PIN badge — 4-digit PIN for venue staff to log into the Venue App
• VENUE STOCK button — see the exact kegs at this venue, by product type
• DELIVERIES button — full delivery history to this venue
• Last Delivery — when and how many kegs (e.g. "YESTERDAY · 11 KEGS")
• Avg Kegs — average order size per delivery
• Avg Delivery Time — average time between deliveries
• VENDOR toggle — marks this venue as a keg re-distributor (vendor kegs can be re-delivered)

Adding a New Venue

1. Tap the NEW button (top-right, purple) from the CUSTOMERS screen
2. Search for the venue name or enter details manually
3. Set location, contact name, and link to Ordermentum account if applicable
4. The venue is assigned a PIN automatically — give this PIN to the venue manager so they can log into the Venue App

Staff management is accessed via SETTINGS → Staff. You can view all 13 current team members, filter by role, and manage each account's PIN, role, and access.

Staff Tabs

Role Reference

What's on Each Staff Card

• Name — full name
• Email / Driver ID — login identifier (email for admins, generated ID for drivers e.g. 61409628309@tuw.driver)
• PIN — shown in plain text for driver and factory accounts
• Role badge — DRIVER / FACTORY / ADMIN / SUPER ADMIN
• COMMS toggle — enables internal communications notifications for admin accounts
• DEACTIVATE — immediately revokes access (reversible by admin)

The ORDERS screen (home icon 4 — keg with headphones) shows all venue orders pulled automatically from Ordermentum. No manual entry. Orders are grouped by delivery date so you can see exactly what goes out on each run.

What Orders Show

• Venue name and delivery location
• Delivery date — Tuesday or Friday (the system uses delivery date, not invoice due date)
• Quantities by type — Full Cream (FC), Lite Milk (LM), Light Fat (LF)
• Order status — Placed, In Progress, Completed

Delivery Windows

Planning Fills from Orders

1. Open ORDERS → filter by the upcoming delivery date
2. Total up the FC and LM quantities across all orders
3. Compare to STOCK → Cool Room — are you short?
4. If short: go fill more kegs now using the FILL screen
5. Re-check OVERVIEW → "Going Out Today" to confirm numbers match after filling

The TRACE screen (also the SCAN icon) is the keg investigation and operations hub. From here you can look up any keg by scanning its QR code — and you can also trigger FILL, CLEAN, and REPLACE LABEL directly without going back to the home screen.

SCAN — Quick Keg Lookup

1. Tap the SCAN icon (home icon 12) or tap TRACE/SCAN from any screen
2. Point the camera at any keg's QR code — it reads automatically
3. Alternatively, tap ID SEARCH (top right) to type the keg ID manually (e.g. 178-023)
4. The keg's full profile loads instantly

What You See After Scanning

• Current status — where the keg is right now
• Current location — which venue holds it, or if it's at the dairy
• Use-by date — if currently filled
• Fill history — every fill with date, product type, and operator photo
• Delivery history — every venue this keg has visited, with dates
• Clean history — every wash record with timestamp

Quick Action Tiles on the TRACE Screen

REPLACE LABEL — When a Keg's QR is Damaged

1. From the TRACE screen, tap REPLACE LABEL
2. Scan the new replacement sticker (from the label roll)
3. Scan the existing keg — or type the keg ID manually if the QR is unreadable
4. Confirm — the new label is now linked to that keg's full history. All future scans of the new label return the keg's complete record.

Keg Lifecycle — Complete Flow

The app surfaces quality issues automatically via the Overview alerts. There are three types you need to actively manage:

1. Out of Date at Venues (111 kegs)

These are kegs still sitting at venues past their use-by date. The Overview screen lists them by keg ID, venue name, and how many days overdue. These must be collected and quarantined on the next delivery run.

1. Go to OVERVIEW → scroll to "Out of Date at Venues"
2. Note which venues have overdue kegs and add them to the next run as collection stops
3. Driver collects the kegs during the run
4. On return: scan via SCAN, then quarantine each expired keg (see below)

2. Expired in Cool Room (5 kegs)

These filled kegs in the Cool Room have passed their use-by date. Do not deliver them.

1. Go to OVERVIEW → scroll to "Expired in Cool Room"
2. Physically locate each keg (note the keg IDs shown)
3. Remove from the Cool Room and store separately
4. Quarantine each one via SCAN → Quarantine (see below)

3. Quarantine — Removing a Keg from Circulation

Use quarantine for any keg with a suspected or confirmed quality issue (contamination, damage, curdling complaint, fill without prior clean).

1. Open SCAN / TRACE and scan the keg
2. On the keg detail view, tap Quarantine Keg
3. Select the reason: Expired / Damage / Contamination / Suspected fill issue / Other
4. Confirm — keg immediately removed from active circulation. Status changes to Quarantined
5. Physically isolate the keg (mark it and store separately from active stock)

Releasing from Quarantine

Only an Admin or Super Admin can release a keg. After inspection and re-cleaning:

1. Scan the quarantined keg via TRACE
2. Tap Release from Quarantine
3. The keg re-enters at Needs Cleaning status — it must be washed before it can be filled

Every workflow in the app — orders, fills, runs, driver dispatch — aligns to Tuesday and Friday deliveries. Here is how the full week flows:

Pre-Delivery Checklist

The night before each delivery run:

1. Open ORDERS → filter by tomorrow's delivery date → note total FC and LM quantities
2. Open STOCK → Cool Room → confirm you have enough of each type
3. If short: fill more kegs using the FILL screen before end of day
4. Open DRIVERS → build the run → add all stops in route order → assign driver
5. On delivery morning: tap Start Run when the driver departs

Coordination with Driver App

Drivers use the Driver App (separate app) which shows them their stop list in order. As they scan kegs at each venue, the status updates live in the Dairy App. The DRIVERS screen and FLEET MAP show the run progressing in real time — you don't need to call or message the driver to know what's completed.

PRODUCTS — via Settings

Configure the keg products offered by the dairy. Currently 4 products are set up:

• AVAILABLE toggle — enables or disables the product for new fills
• EDIT — change product name, use-by days, SKU
• UPLOAD SPECS — attach product spec sheet (for venue-facing display)
• SYNC OM — sync product list with Ordermentum
• + button — add a new product

CHAT — Internal Messaging

Direct messaging between dairy admins and drivers. Each venue has its own message thread so conversations stay organised. Use CHAT to coordinate delivery timing changes, flag issues at a stop, or communicate with venue staff. Messages appear in the Driver App in real time — no SMS or external tools needed.

FLEET MAP — Live GPS View

Shows all active drivers simultaneously on a live map. Driver positions update every 10 seconds. Shows active keg locations at venues via map pins. Use FLEET MAP when multiple runs are active at once and you need a single-screen view of all activity. Currently tracking 1 live driver (Elahi Hafiz Samran) and 16 active venue locations.

SETTINGS — App Configuration

• Staff — full team management (Section 7)
• Products — keg product types and use-by rules (above)
• Labels — manage QR label batches, search labels, generate replacement sticker PDFs
• Notifications — toggle which alerts you receive
• Account — your profile, PIN or password change

Most Common Daily Actions