Dashboard

¶What This Dashboard Is For

Ledger: Operations — the Ops Dashboard button on the Ledger home page — shows you, at a glance, whether each kennel and room in your shelter is meeting NYS Article 26-C compliance for the day.

It tracks the obligations the floor team is responsible for:

Exam due dates (30-day staff exam, 6-month DVM exam) are followed on Ledger: Medical, not here.

The dashboard is view-only. You don't enter data here — you read it. Care entries come from the Ledger: App PWA. Exam dates come from ShelterBuddy and copy into our records every 10 minutes. The one exception is the Mark as TDO toggle on dog/puppy cards, which writes back to the animal's record.

¶Signing in

Sign-in uses an email link tied to your @nycacc.org address — no shared password to remember:

1. Visit any dashboard URL. If you're not signed in, you'll be redirected to /dashboard/login.
2. Enter your @nycacc.org email and click Send sign-in link.
3. Check your inbox for an email from compliance@mail.motusleap.com (subject: Sign in to ACC Ledger). The link is good for 15 minutes.
4. Click the Sign in to dashboard button in the email. You'll land back on the page you originally tried to open, signed in for 30 days on this device.

Anyone with an @nycacc.org email can sign in — no separate list to maintain. If your work email is disabled, dashboard access goes with it.

If a sign-in link doesn't arrive: check your spam folder, confirm the email address is right, and try again. Asking for more than five links in fifteen minutes will show Too many requests — just wait a few minutes and try again.

If a kennel looks wrong on the dashboard but you know the work was done, the care record probably went into the wrong workflow in the Ledger: App. Check the Ledger: App first before assuming the dashboard is broken.

¶The Three View Levels

The dashboard has three screens. You drill down: shelter → room → kennel detail.

You can bookmark any of these URLs. The room view URL is the one most worth saving — bookmark the room you stand in, and the dashboard opens straight to it.

Examples:

https://compliance.motusleap.com/dashboard/#/
https://compliance.motusleap.com/dashboard/#/shelter/55
https://compliance.motusleap.com/dashboard/#/room/55/M209%20-%20Cat%20Holding%20Room

Shelter IDs come from ShelterBuddy: 55 Manhattan, 56 Staten Island, 58 Queens. Brooklyn (54) and Bronx (57) are hidden — see below.

¶Shelter Picker

The first screen lists every shelter you have access to. Each card shows:

Click or tap a card to enter the room picker for that shelter.

¶Hidden Shelters

Two ShelterBuddy sites are hidden from this view because they don't house animals in long-term care:

If you need to see one of those, talk to your supervisor — it's a setting that needs to be changed in the system.

¶Room Picker

After you pick a shelter, you see one card per room. Cards include the room name, kennel and animal counts, and compliance flags that show what's wrong in that room at a glance — so you can spot issues without opening each room.

¶Room flags — what each one means

The thresholds are fixed:

Rule of thumb for the room picker: if you see anything red, that room is out of compliance right now. Anything amber is on track to be non-compliant tomorrow. Green means you're fine.

Tap Legend in the top right of the room picker to see all flag meanings on screen.

¶Which rooms appear

A room shows up if it has kennels in ShelterBuddy or at least one in-care animal. Rooms with neither are hidden. The dashboard also hard-excludes non-care locations regardless of animal count: freezer, fridge, morgue, deceased/DOA, disposal, euthanasia, foster homes, trial adoption, and adopter-home locations.

¶Room View

The room view is the main screen. You'll see two tabs:

The header shows:

• Room name + shelter abbreviation
• Compliance pills for Sound Reading and Room Disinfection (click them to see the underlying readings)
• Refresh button (⟳) — manual refresh
• Last-updated label — Care data: 3m ago · SB sync: 7m ago. The first number is when the dashboard last pulled care data; the second is when ShelterBuddy animal records last synced into the Ledger.
• More menu (⋮, to the left of Legend) — overflow with Force sweep this room. Use it when an animal is stuck on the dashboard even though they've already been adopted, returned to owner, euthanized, or otherwise moved out of ShelterBuddy. The sweep checks SB for every in-care animal in this room and removes any the SB record says is no longer in care. A status line ("Sweeping…" → "Cleared N of M · just now") appears between the tabs and Legend while it runs. The button is rate-limited to one sweep per room every 5 minutes.

¶Today tab

The Today tab is a grid of kennel cards. One card per kennel — or, in group housing rooms, one card per animal.

¶Reading the kennel header

If the room is group housing (no kennels in SB), each animal gets its own card and the kennel label is hidden — tap anywhere on the card to expand detail.

¶Animal status flags

These appear inline before the animal name:

Exams logged before the animal's current intake don't count. If an animal was returned to the shelter, the clock starts over from the new intake date.

¶The dot system

Six dots per animal, left to right, in this order and color:

Each dot has three base states:

A clean demo of all three states across the six dot types — first two dim, next two half, last two full:

If an animal has an acknowledged exception for an obligation type (or is TDO, or a long-stay cat, for the Exercise obligation), the dot colors only the unlogged remainder purple:

• Nothing logged yet → the whole dot is solid purple.
• Partially logged (e.g. 1 of 2 feedings, then excepted) → half the activity's normal color, half purple — the logged portion still shows in its normal color.
• Fully logged → the dot shows its normal full color, same as any other animal. Real documentation always wins over an exception.

Either way — purple or fully logged — an excepted obligation counts as satisfied for the kennel card's "complete" highlight (below). The purple portion is your signal that some or all of the activity wasn't actually logged, but the exception was documented.

A card whose animals have all obligations either fully lit or satisfied by an exception gets a subtle "complete" highlight on its border. That's your at-a-glance "this kennel is good" signal.

¶Tapping a card

Tap or click a kennel card (or an animal section in a shared kennel) to expand the detail. You'll see:

• Each individual care log entry — type, staff ID, time, notes
• Each exception entry — obligation, reason, staff, notes
• Each cleaning log on this kennel — type (Spot Clean, Full Clean, Disinfection), staff, time
• For dogs/puppies, a Mark as TDO / TDO — Transfer Door Only toggle button. This is the one place the dashboard does write data — toggling it updates the animal's TDO flag in Airtable.

Click an animal ID (the #248502 link) to open the animal in ShelterBuddy in a new tab.

¶Week tab

The Week tab shows 7 days as a compliance matrix. Rows are kennels; columns are the 7 days ending on the day you've chosen — by default today, in the right-most column. There are no future days on the grid.

Going back in time. Above the grid, ‹ Previous week and Next week › move the window a week at a time, and the Week ending date picker jumps straight to any day (it won't accept a future date). This week brings you back. The week you're looking at is in the page address, so you can copy the link to show someone exactly that week.

Past weeks show a different roster. For a week that's over, the grid lists the animals that have records in this room that week — the system has no history of who sat in which kennel on a given day, so an animal that was here but has no records that week isn't listed, and a caption above the grid says so. Status flags (LT, TDO, SICK) aren't shown for past weeks either: they describe an animal now, not then. The current week works as before — every animal in the room today, with its flags.

Tap any cell to see the detailed log entries (care logs, cleaning, and exceptions) for that animal on that day, each with the staff ID and time.

Which time you see, and which day an entry lands on. When staff pick a care window in the App (for example 7:30a-8:00a), that window is what the Dashboard shows, and the entry counts on the day of that window. An entry recorded without a window shows its submit time instead. So a Room Check submitted at 1:00 AM for the previous operating day's 8:00p window appears on the previous day, where the care happened, not on the day it was submitted. All times are Eastern. The same rule applies to the Today tab.

Click an animal's name in the Week tab to open its full record in the Inspector view (/inspector): every care, cleaning, exception, sound, movement, foster, and medical entry since intake, with date filters, CSV export, and a print layout. It uses the same sign-in as the Dashboard. The #A-number link beside the name still opens ShelterBuddy.

The Week tab does not show sound or disinfection history — those are in the header pills (whose colors reflect the most recent reading) and their popovers (the last 30 days).

¶Compliance Pills (Sound + Disinfection)

The pills at the top of the room view summarize the room's two weekly obligations:

Click either pill to see every reading from the past 30 days — decibel value, activity level, staff ID, and timestamp. Sound readings above 85 dB are highlighted as a warning (§424.10: "sound levels exceeding eighty-five decibels"; a reading of exactly 85 is not flagged).

¶Quick Switch + Refresh

In the room view header you also have:

• Room dropdown — switch to any other room in the same shelter without going back to the picker. Switching this way preserves your current tab (Today vs Week).
• Refresh button (⟳) — pulls fresh data immediately.
• Back button (←) — returns to the room picker for the current shelter.

¶Edge Cases

A kennel card looks wrong (e.g. dots not filling in even though the work was done). First check the time stamp in the header (Care data: Xm ago). If it's recent, the care record probably went into the wrong type — open Ledger: App, find the entry, and fix it. The dashboard will catch up on the next refresh.

A kennel shows Verify (3) or higher. Three or more animals are mapped to the same kennel in Airtable. Open ShelterBuddy and verify each animal's actual location. Almost always this is a kennel-move that wasn't reflected when the staff member entered care notes.

A room flag says No Kennel (N). There are N animals in the room with no kennel assigned. They show up at the top of the room view as kennel No Kennel with a Verify badge. Assign them in SB.

Where did the 30EX and DVM flags go? Exam due dates (the 30-day staff exam and the 6-month DVM exam) now live on Ledger: Medical, where the medical team follows them room by room. They no longer show here.

An EX flag (purple) is showing. A manual exception was logged for an obligation today (e.g. "Animal too fearful to handle"). Tap the card to read the reason. Exceptions are valid documentation under Article 26-C, but the system flags repeat exceptions for review.

The card says LT and the animal is in foster. The dashboard shows an animal at its current location. If the animal is in foster, it should not appear here at all. If it does, the In Foster flag hasn't synced yet — wait for the next sync (every 10 minutes), or flag a manager.

The "SB sync" timestamp is more than 30 minutes old. The ShelterBuddy → Airtable sync is stuck. Tell your supervisor — they can trigger a manual sync. Until then, animal moves and new intakes won't appear on the dashboard.

The dashboard is blank or shows an error. Force-refresh the page (Cmd-Shift-R on Mac, Ctrl-Shift-R on Windows). If it's still broken, our records system may be busy. Wait 30 seconds and reload.

¶Quick Reference

¶Clinical role

Any @nycacc.org account can sign in to the Dashboard and Ledger: Medical. Some upcoming Medical pages show animal-level disease information: the disease-surveillance case lists, spread signals, acknowledgements, and the health digest emails. Those need the Clinical role on top of signing in. The Disease Tracker's aggregate charts (counts and trends, no animal lists) stay open to every signed-in account.

If you see "Request access": your account does not have the Clinical role. Ask a Ledger admin to grant it. Once it is granted, reload the page. You do not need to sign in again.

For admins: the role is managed on the Roles tab of the config admin at /admin/config (open to accounts on the ADMIN_EMAILS allowlist).

• Grant: open "Grant the clinical role", enter the @nycacc.org address the person signs in with, and submit. Granting a role someone already has changes nothing.
• Revoke: press Revoke next to the person. It takes effect on their next page load.
• Audit: each grant and revoke is written to the server log (admin_role_granted and admin_role_revoked, with the admin who made the change). The Roles tab shows who granted each current role and when.

Being a config admin does not grant the Clinical role. An admin who needs the clinical pages grants it to themselves like anyone else.

¶Notification Digests

The dashboard does not send emails. If you also receive the daily compliance digest emails or use the Ledger: App and Ledger: Foster, see the App guide and the Foster guide for those workflows.