When you open the Communications Centre, the Overview tab is the first thing you land on. It carries two things: a five-tile KPI strip across the top, and a Recent Activity feed beneath it. Together they answer the question "what is the state of our content right now?" without you having to scroll through the calendar.

The strip updates live — as soon as anyone in the team drafts, submits, approves, rejects or publishes a piece of content, the numbers move on their own. You never need to refresh.

Each tile counts how many content items are currently in that stage of the pipeline:

Below the tiles, the Recent Activity card lists the eight most recently touched content items, newest first. Each row shows:

1. 1An icon and colour for the item's current stage (draft, in review, approved, published or rejected).
2. 2The content title, with its stage spelled out beside it.
3. 3Who submitted it and which platforms it targets.
4. 4When it was last updated.

This is the quickest way to see who has been doing what, and whether anything new needs your attention.

The Digital IDs tab is where the Communications team designs and delivers staff Digital ID cards. A job is created automatically when a new staff member is registered, and the Communications team picks it up, prepares the card artwork, uploads it, and sends it to Human Resources for a final check. Only once HR verifies it does the card reach the staff member.

At the top of the section is a filter dropdown (All Jobs, Pending Acceptance, In Preparation, Under Review, Needs Correction, Approved, Delivered) and a small set of status counters so you can see the whole queue at a glance.

Every Digital ID job moves through the same stages. Knowing them tells you exactly what to do next when you open a card:

1. 1Find a card marked Pending Acceptance and click Accept. You become the job owner and it moves to In Preparation.
2. 2Design the ID card off-board using the staff member's details and reference passport photo (shown in the upload window).
3. 3Click Upload ID Card. In the window you can download the reference passport photo, then drop in the front of the card (required) and optionally the back. Accepted formats are PDF, JPEG or PNG, up to 10 MB each.
4. 4Click Submit for HR Review. The job moves to Under Review and an email is sent to the HR inbox so they can verify it even if no one happens to be watching the monitor.

If HR returns a card, it shows as Needs Correction. Click View Note to read exactly what HR wants changed, fix the artwork, then click Re-upload and submit again. It goes back into the review queue.

If you need another pair of hands on a card, you can hand a teammate full edit access:

1. 1On the job, open Request Help. You'll see a list of other Communications team members.
2. 2Click Request next to the person you want. They receive the request and, once they accept, they can edit the card alongside you.
3. 3When you no longer need them, remove the helper. The job owner — or the Head of Communications / Super Admin — can do this at any time.

Staff registered before the Digital ID system existed won't have a job yet. To create one, click Create ID Job, search for the staff member by name or email, select them, and — if needed — add a passport photo URL or override the org email. Click Create Job and it enters the queue as Pending Acceptance, ready for anyone to pick up.

The Content Calendar is the team's content workflow. Every piece of content — a Facebook post, an Instagram reel, an X update, a TikTok or a YouTube video — lives here as a card that moves through a clear approval path: Draft → In Review → Approved → Published, with Rejected as the loop-back when something needs more work.

A row of filter chips along the top (All · Drafts · In Review · Approved · Rejected · Published) lets you narrow the list to any stage, and each chip carries a live count.

Click New Post to open the composer. Fill in:

1. 1Title — a short internal label for the item.
2. 2Platforms — tick every platform the content will go to (Facebook, Instagram, X, TikTok, YouTube). At least one is required to submit for review.
3. 3Content Type — Post, Story, Reel or Video.
4. 4Caption / Copy — the actual words that will be published.
5. 5Scheduled Date (optional), Media (an image or video up to 20 MB), and Internal Notes for the team that are never published.

Then choose one of two buttons:

• Save Draft — keeps it as a draft to finish later.
• Submit for Review — sends it to the Head of Communications and moves it to In Review.

You don't always need to open the full editor. Directly on a card you can:

• Submit a draft straight to review.
• Move a rejected item back to draft so you can revise and resubmit it (this clears the previous rejection note and reviewer).
• Delete an item you no longer need.

When an item is In Review, open it with the Review action to see the full detail — status, title, platforms, type, caption, scheduled date, internal notes, the media preview, and who submitted it. From the Content Review window you can:

1. 1Approve — signs the item off and moves it to Approved, ready to publish. Your name and the time are recorded.
2. 2Reject — opens the reject window. A reason is required so the team knows what to change. The item moves to Rejected with your note attached.
3. 3Replace Media — swap the attached image or video without leaving the review.

The Replace Media window lets you upload a new image or video (up to 20 MB) for any item. The new file replaces the old one and the item's other details stay exactly as they were.

Once an approved item has gone live on the platforms, mark it Published. This records who published it and when, moves the card to the Published stage, and ticks up the Published KPI on the Overview.

The Ideas tab is a bridge between Operations and Communications. The Operations team often spots content opportunities — a staff spotlight, a campaign tie-in, a community story — that the Communications team should consider. The Idea Board is where those suggestions are captured, reviewed, and either picked up or politely set aside, with everyone able to see the outcome.

Filter chips at the top (All · New · Accepted · Declined) group the ideas by where they stand, each with a live count.

The New Idea button is available to the Operations Head and to Super Admins. Click it and fill in:

1. 1Idea Title — a short, clear name for the idea.
2. 2Description — what the content would be, its purpose, and any useful context.
3. 3Suggested Platforms (optional) — where you think it should run.
4. 4Priority — Low (nice to have), Medium (would be valuable) or High (time-sensitive or impactful).

Click Submit Idea and it lands on the board as New, waiting for the Communications team to review.

Only the Head of Communications (or a Super Admin) can act on an idea. Open it with the Review Idea action to see the full title, description, priority and who submitted it, then:

• Accept — the idea is taken up. A response note is optional.
• Decline — the idea is set aside. A response note is required so the Operations team understands why.

Either way the outcome and your note are recorded against the idea, and the Operations team can see exactly what was decided.

The Social Stats tab is a grid of cards, one per platform — YouTube, Facebook, Instagram, X and TikTok. Each card shows that platform's headline number (subscribers for YouTube, followers for the rest) and a few supporting figures such as page likes, posts or views. It is the team's at-a-glance read of audience size.

For platforms without an automated feed (and any time you want to set a figure manually), click the update control on the platform's card to open its stat window. Type in the current number straight from the platform, fill any optional supporting figures, and save. The card refreshes immediately and the figure is tagged as manually entered.

For YouTube, Facebook and Instagram — the platforms that support a live connection — the Head of Communications can pull the latest figures automatically:

• Use a single platform's refresh control to update just that card, or
• Click Refresh All to pull every connected platform at once.

The figures also refresh on their own every six hours in the background, and the section shows when they were last updated. Each saved figure keeps a rolling seven-day history so the team can see the trend.

The Analytics tab reports how the Diaspora Together Trust and Support Association website is performing. It surfaces the key Google Analytics figures for a reporting period: sessions, pageviews, users, average session duration and bounce rate.

The Head of Communications can pull the latest figures directly with the Refresh control. The board fetches a fresh read; if it was pulled very recently it will reuse the cached numbers (under fifteen minutes old) rather than fetching again.

For a tidy period summary, the Head of Communications can also enter the numbers manually. Click Update Metrics and fill in:

1. 1Reporting Period — e.g. "March 2026" (required).
2. 2Sessions, Pageviews and Users.
3. 3Average Session Duration (e.g. "2m 34s") and Bounce Rate as a percentage.

Save the window and the figures appear in the grid, stamped with who updated them and when.

The Diaspora Together Trust and Support Association runs paid search through Google's Ad Grant programme for non-profits. The Ad Grants tab reports how those campaigns are performing for a reporting period — impressions, clicks, click-through rate, conversions, grant spend and average cost per click.

As with Analytics, the Head of Communications can pull the latest figures with the Refresh control. Recently fetched data (under fifteen minutes old) is reused from cache rather than fetched again.

Click Update Metrics to record the period summary manually:

1. 1Reporting Period — e.g. "March 2026" (required).
2. 2Impressions, Clicks and CTR (%).
3. 3Conversions, Grant Used ($) and Average CPC ($).

Save the window and the figures populate the grid, stamped with who updated them and when.

The International Impact tab paints the global picture of the organisation's social audience. It pulls reach and audience insights from the connected Facebook and Instagram accounts and lays them out side by side.

• Follower strip — the current follower totals across the connected platforms.
• Top 3 countries — the three locations where the audience is largest.
• Reach / audience by country — two tables, one for Facebook reach over 28 days and one for the Instagram audience, each with a country flag and figure.
• Gender & age — the audience breakdown for Facebook and Instagram.
• Facebook page reach — last 28 days — a trend chart of how many people the page reached day by day.

Use the Refresh control to pull the latest insights. Figures fetched within the last fifteen minutes are shown from cache to avoid hitting the platforms unnecessarily; the section shows how fresh the data is.

The Community Voice tab is the qualitative companion to International Impact. Rather than how many people the organisation reaches, it shows how they are responding — the saves, shares and reach that signal genuine engagement, and the actual words people are leaving.

• Engagement quality — a strip of headline figures such as saves, shares and reach that show how meaningfully the audience is interacting.
• Recent Instagram comments — the latest comments left on the organisation's posts.
• Account mentions — recent posts where the organisation's account has been tagged or mentioned.

These panels are powered by the same Instagram connection used elsewhere on the board and refresh alongside the International Impact data.

The Our Team tab brings the Communications team together in one place — a profile card for each member, plus a live strip across the top showing who is currently on shift.

At the top of the section, a row of chips shows each team member who is on shift at this moment, with their first name and photo. Whether someone counts as on-shift is worked out from their scheduled working days and start/end times, so the strip reflects the live state of the team without anyone clocking anything in here.

Beneath the strip, every Communications team member appears as a profile card with their name, photo and role. The data is pulled live from each person's profile — if a photo or detail changes, the card updates on its own. Founding executives in Governance are not shown here.

The Leave Calendar tab is a month grid that shows the Communications team's leave at a glance — both approved and pending — so you can plan content and shifts around who is away. Alongside it, UK public holidays are marked so the team knows which days the wider calendar treats as non-working.

• Approved and pending leave appear on the relevant dates, colour-coded by leave type.
• Tap an entry to open the detail — the team member and their leave dates.
• Public-holiday days are flagged so they stand out from ordinary working days.
• Move between months with the previous, next and today controls.

The Team Accountability tab gives the Head of Communications a clean, formal route to raise two kinds of people matters with Human Resources: a team member's absence, and a conduct incident. Both are sent to the Head of HR for the formal record and any follow-up — Communications never handles HR casework directly.

The section also lists the reports you have submitted that are still awaiting HR review, with a badge on the tab showing how many are pending.

1. 1Click Log Absence.
2. 2Select the team member, set the first day absent (defaults to today), and add any context in the notes.
3. 3Submit. The absence is recorded and forwarded to HR automatically.

1. 1Click Lodge Incident.
2. 2Select the team member, set the incident date, and choose the type — Conduct, Latency / Tardiness, Unsubmitted Shift, Training Non-Compliance, Dual Employment or Other.
3. 3Write a description of at least thirty characters so HR has enough detail to act.
4. 4Click Lodge Report. The report is sent to the Head of HR for formal review and any case creation, and an email notification is dispatched.

The Communications Centre is open to four kinds of user, each with a slightly different view:

Anyone who is none of these is redirected back to the dashboard. A role badge in the header always tells you which view you're in.

Before a Communications team member can use the board, they must complete the required Comms training modules in the Academy Centre. Until those are passed, a full-screen prompt covers the board listing the outstanding modules with a button straight to the Academy. The moment the last module is passed, the gate clears on its own — no reload needed.

The header carries the back and home buttons, the DTTASA brand, a COMMS pill, your role badge, a live weather chip and your profile. Below it sits the section nav — a row of tabs that switch between the sections described below. Two of them (International Impact, Community Voice) only appear for the Head of Communications and Super Admins.

The landing tab: five KPI tiles (Drafts, In Review, Approved, Published, Rejected) and a live Recent Activity feed. See the Overview topic for detail.

Accept ID jobs, design and upload the card, submit to HR for review, handle corrections, request a teammate's help, and create jobs for existing staff. An amber badge flags jobs needing your attention. See the Digital ID Preparation topic.

The content workflow — create, submit, review, approve/reject, replace media and publish, with filter chips per stage. See the Content Calendar topic.

The Operations team's content suggestions, accepted or declined by the Head of Communications. See the Idea Board topic.

Follower and subscriber counts per platform, kept current by manual entry or live refresh. See the Social Media Stats topic.

Two performance tabs — website performance (Google Analytics) and Google Ad Grants campaign performance — each refreshable live or updated by hand for a reporting period by the Head of Communications. See the Google Analytics and Google Ad Grants topics.

International Impact shows global reach by country, demographics and a 28-day Facebook reach chart. Community Voice shows engagement quality plus recent Instagram comments and account mentions. See their dedicated topics.

Our Team shows team profiles plus a live on-shift strip; the Leave Calendar shows the team's approved and pending leave with UK public holidays. See the Our Team and Leave Calendar topics.

The Head's tool to log absences and lodge conduct incidents, both forwarded to the Head of HR. A red badge counts your pending reports. See the Team Accountability topic.