Manager Quickstart

Welcome to CapySays. As a Manager, you're responsible for the day-to-day operation of your branch — setting up locations, connecting feedback devices, scheduling activities, and keeping your team running smoothly.

This guide walks you through your first login and the tasks you'll return to regularly.

Not a Manager? If you own the organization, see the Owner Quickstart. If you're a staff member, see the Staff Quickstart.

What you can do

As a Manager, your access is scoped to the branch you've been assigned to:

  • Edit your branch details (name, description, contact info)
  • Create, edit, and delete locations within your branch
  • Register new feedback devices using magic words
  • Configure device screens — screen type, rating mechanism, dimensions, and schedule
  • Move devices between locations
  • Replace a device and carry its screens over to the new one
  • Create, edit, and delete activities (classes, sessions, appointments)
  • Manage the activity calendar for your locations
  • Approve or deny staff join requests
  • View the audit log to track changes across your branch

Things only the organization owner can do:

  • Create or delete the organization or branches
  • Access the analytics dashboard
  • Manage billing and subscription plans
  • Export organization data
  • Delete branches

How you got here

There are two common ways to become a Manager in CapySays:

Via invitation (most common)

  1. Your organization's owner sent you an invitation email with a subject like "You've been invited to [Org Name] on CapySays".
  2. You clicked the link in the email.
  3. If you didn't already have an account, you created one with your email and a password.
  4. You were automatically added to the organization with the Manager role, scoped to your assigned branch.

Via self-signup

  1. You signed up at the CapySays sign-up page and selected Manager as your role.
  2. After verifying your email and logging in, you landed on the Workspace (/business/workspace/).
  3. From there, your organization owner needs to assign you to an organization and branch.

After logging in, you'll land on the Workspace — your home base in CapySays. The navigation bar shows a Workspace link.

Your first 5 minutes

Step 1: Find your branch

After logging in, the Workspace shows your branch along with its locations and devices. If it looks empty, that's expected — you'll set things up in the next few steps.

Take a moment to look around the sidebar:

  • Workspace — your branch overview (you're here)
  • Calendar — schedule and manage activities
  • Team — approve or deny staff join requests
  • Link Device — register a new feedback device

Step 2: Add a location

Locations are the specific spots where feedback is collected — a front desk, a studio room, a checkout lane.

  1. In the Workspace sidebar, click Add Location.
  2. Enter a name for the location and select a location type.
  3. Click Save.

The new location appears in your Workspace.

Step 3: Register a device

Grab the phone or tablet that will be used to collect feedback.

  1. On the device, open a browser and navigate to your CapySays device URL (e.g., yourdomain.com/d/).

  2. The screen shows a set of magic words — a short, unique phrase like "brave purple elephant". Note these down.

  3. Back on your computer, click Link Device in the sidebar.

  4. Enter the magic words, select the location for this device, and give it a name (e.g., "Front Desk Tablet").

  5. Click Link.

The device screen updates automatically — it's now linked and active.

Step 4: Configure a feedback screen

Your device needs at least one screen before it starts collecting feedback.

  1. In the Workspace, click on your device to open the device management page.
  2. Click Add Screen.
  3. Choose a screen type:
    • Rating — customers give scores across one or more dimensions
    • Message — displays a static message (useful for instructions or a thank-you)
    • QR Code — shows a scannable code to redirect customers to an external link
  4. Enter a title (e.g., "How was your visit today?").
  5. If using a Rating screen, choose a rating mechanism:
    • 5 Stars
    • 3 Emoji
    • 5 Emoji
    • Thumbs Up/Down
    • NPS 0–10
  6. Add one or more rating dimensions (e.g., "Service", "Cleanliness", "Value").
  7. Set the schedule to Always to start.
  8. Make sure Active is checked.
  9. Click Save.

The Collector on the device will update within a few seconds.

Step 5: Collect your first piece of feedback

  1. Go back to the physical device.
  2. The Collector should now display your feedback screen.
  3. Tap a rating — your first submission is in.

Tip: The Collector works offline. If the device loses its internet connection, feedback is saved locally and synced automatically when connectivity returns.

Day-to-day tasks

Managing locations

From the Workspace, you can edit or delete any location in your branch. Click the location name to open its detail page, where you'll find options to rename it or remove it entirely.

If you need to reorganize, you can also move a device from one location to another from the device management page.

Configuring device screens

Device screens control what customers see and when. From the device management page, you can:

  • Add or edit screens — change the title, rating mechanism, or dimensions
  • Set a schedule — choose from:
    • Always — screen is always shown
    • Time Range — show only during specific hours of the day
    • Activity Linked — show only during a specific activity
    • Location Calendar — follow the location's activity calendar
  • Reorder screens — drag screens to control which appears first
  • Deactivate a screen — uncheck Active to hide it without deleting it

Replacing a device

When a device is broken or needs to be swapped out:

  1. Open the device management page for the old device.
  2. Click Replace Device.
  3. Follow the prompts to link the new device using its magic words.
  4. All screens from the old device are cloned to the new one. The old device is retired automatically.

Managing activities

Activities represent scheduled sessions — a class, a client appointment, a group session. They let you link feedback collection to specific time slots so the data is meaningful.

  1. Navigate to the Calendar in the sidebar.
  2. Click Add Activity or click a time slot directly on the calendar.
  3. Fill in the activity name, location, date, start time, and end time.
  4. Optionally set the activity to repeat (daily, weekly, etc.).
  5. Click Save.

To edit or delete an activity, click on it in the calendar. For recurring activities, you can choose to update just the one occurrence or all future instances.

Approving staff join requests

When a staff member submits a request to join your branch, you'll see a notification in the sidebar.

  1. Click Team in the sidebar to open the team management page.
  2. Find the pending join request.
  3. Click Approve or Deny.

Approved staff members appear in your team list and can be linked to feedback submissions.

Reviewing the audit log

The audit log records every change made in your branch — who did what and when.

  1. In the sidebar, scroll to Audit Log (or access it from your account menu).
  2. Filter by date range, resource type, or user.

This is useful for tracking down unexpected changes or reviewing recent activity.

Next steps

Once you've got the basics running, explore the reference docs to go deeper:

  • Devices — Screen types, scheduling options, and device lifecycle in detail
  • Activities and Scheduling — Recurring activities, calendar views, and linking screens to sessions
  • Team Management — Managing staff members and join requests
  • Audit Log — Understanding what's tracked and how to read the log
  • Glossary — Definitions for every term used in CapySays
Owner Quickstart Staff Quickstart