Proposal draft · Property, HR and Finance · November 2026

From messages and spreadsheets to one record that checks itself

Today, most of Monkey Tree's admin work runs on WhatsApp threads, separate Excel files and people's memory. This proposal shows where that breaks, and how each workflow would run as an automated pipeline on one shared database. Click a block to open that part.

Seven parts
    Tip: ← and → keys move between parts
    01 · Current structure

    Today, information is relayed from person to person

    Each circle is a team. Each line is information being passed on, coloured by how it travels. Every red dot is a problem: click one to see how it breaks, step by step.

    Today

    Proposed

    1 shared record · every change checked
    WhatsApp, phone, verbal Excel or retyped System (TeamTouch, SchoolNet) Paper Gets lost

    12 places it breaks

    02 · Foundation

    One record, and a loop that keeps it complete

    Every pipeline reads from and writes to the same database. Each person has one employee ID, and each room has one room ID. Every pipeline follows the loop below, and everything feeds one dashboard.

    WATrigger AIAI reads, matches or drafts RULFixed business rule IFDecision OKPerson approves DBDatabase @Message sent !Alert XLSFile or export DSHDashboard
    Shared database · core tables

    Property

    propertiesroomstenancieschargesdepositscash_handoversleases

    HR

    employeescontractsstatus_eventsdocumentsattendancecover_requestspayroll_runs

    Finance

    centresfee_receiptsbank_linesinvoicesexpense_claimsexceptionsaudit_log

    We build this first from the existing Excel files, removing duplicates and linking every record to one ID. Every change is logged with who made it and why.

    Ground rules for every pipeline
    Rules set the amounts. Rent, deductions and pay follow approved rules. AI reads documents, matches records, chases people and explains differences. Missing information is never guessed. It becomes a follow-up task with an owner and a deadline. A missing clock-in isn't a deduction. It's a question sent to the employee or centre. Existing systems are read-only to start. SchoolNet, TeamTouch and the bank are read from, never written to by AI. New pipelines run alongside the old process. Each one shadows the current way for two cycles before it takes over.
    Tools and channels

    Dashboard and alerts

    Every pipeline feeds one live dashboard. It separates confirmed figures, estimates and incomplete records. Alerts go to a named person on the channel they already use, and they repeat until someone deals with them.

    Layout illustration · all figures below are example values, not Monkey Tree data

    Property

    Rooms occupied91 / 10488% occupancy
    Arrivals next 30 days72 missing flight info
    Deposits outstandingHK$18,0003 instalments due
    Cash held by staffHK$6,0001 handover > 3 days

    HR

    Payroll exceptions open42 blocking release
    On leave this month12all in payroll
    Cover requests today51 unfilled · 22 min
    Records incomplete9visa / bank details

    Finance

    Fee receipts unmatched14HK$41,200 · 2 centres
    Payroll 3-way match100%period closed
    Centre invoices overdue31 over 30 days
    Claims awaiting approval6within 2 days

    Alert feed

    Payroll line for an employee on maternity leave since 1 Sep. Sent to HR head; release blocked.
    Room 3B arrival on 18 Nov has no flight details. Chased by WhatsApp, 2nd reminder.
    Centre cash of HK$4,800 counted on Monday has not been banked. Sent to Accounting and the centre manager.
    Cover request (Tue PM) has had no reply for 30 min. Offered to the next sub.
    Rent tier change: 4 tenants move to HK$7,600 from 1 Dec. Applied automatically.

    Alert routing (proposed defaults)

    PropertyHRFinance
    AlertGoes toChannelRepeatsFrom
    03 · Property management

    Housing, rent and deposits

    Pick a pipeline on the left. Each one starts with a short summary strip, then the full diagram: drag it to move around, or use + and − to zoom. The colour shows which phase it belongs to.

    Phase 1 · start firstPhase 2 · nextPhase 3 · later
    04 · HR

    People, attendance, cover and payroll

    Pick a pipeline on the left. Each one starts with a short summary strip, then the full diagram. The colour shows which phase it belongs to.

    Phase 1 · start firstPhase 2 · nextPhase 3 · later
    05 · Finance

    Collections, payments and books

    Pick a pipeline on the left. Each one starts with a short summary strip, then the full diagram. The colour shows which phase it belongs to.

    Phase 1 · start firstPhase 2 · nextPhase 3 · later
    06 · Roadmap

    Which pipelines go first

    Phase 1 goes after the money that is leaking today. Each phase builds on the database from Phase 0. Timings are indicative. Click a pipeline to open it.

    Before each phase · trigger checkEach department confirms what starts each of its pipelines, and how they know today that the work has begun.
    We askWhich message, form, system entry or date kicks it off? Who sends it? What counts as confirmed, and what if it never arrives?
    Then we buildThe pipeline listens for exactly that signal. It does not start on a guess, and a missing signal raises an alert.
    Property HR Finance
    07 · Rules to decide

    Questions we need answered before each pipeline runs

    Automation follows rules exactly, so each rule has to be decided first. These questions came up in our sessions but were left open. The answers become the rule book each pipeline follows, and any later change to a rule is versioned and approved.

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