Project Brief
DotCollective is a digital agency with approximately 50 staff across delivery, management, and leadership roles:
- Delivery Leads (DLs) - Hands-on project delivery, development, and technical execution
- Delivery Managers (DMs) - Client relationship management, project planning, and team coordination
- Tech Leads (TLs) - Technical direction, architecture decisions, and code quality
- Heads - Department-level oversight (e.g., Head of Client Services)
- Executives - Directors and CEO with full organisational visibility
An internal multi-tool platform that centralises agency operational workflows into one secure, role-aware application. The platform is designed to grow over time, with each “tool” being a self-contained feature module within the shared application shell.
First Tools
Section titled “First Tools”-
Onboarding - A 5-phase interactive checklist that guides new DM and DL hires through their first 4+ weeks. Covers HR setup, team integration, delivery operations, role mastery, and independence milestones.
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Scorecards - Weekly/fortnightly performance tracking per squad. Includes monthly KPIs with status indicators, 6-month rolling financial metrics (billable %, utilisation %, revenue, profit %), and role-specific checklists for DM, DL, and TL responsibilities.
- Inconsistent onboarding - New hires lack a structured, trackable onboarding path
- Manual performance tracking - Scorecards are managed in spreadsheets with no visibility across teams
- No centralised tooling - Operational processes are scattered across docs, sheets, and tribal knowledge
- Foundation for automation - The agency wants to move toward AI-powered operations (autonomous resourcing, scheduling) and needs a structured data layer to build on
- Consistent, trackable onboarding experience for every new hire
- Weekly performance visibility across squads with minimal manual effort
- Role-based access control so each person sees what’s relevant to them
- A scalable platform that new tools can be added to easily
- Structured data foundation for future AI agents and automation
Target Users
Section titled “Target Users”All DotCollective staff, with different views and capabilities per access level:
| Access Level | What They See |
|---|---|
| Executive | Everything + admin (user management, permissions, squads) |
| Head | All data across all teams |
| Manager | Own data + their squad’s data |
| Lead | Own data only |
| Employee | Own data only |
Constraints
Section titled “Constraints”- Cloudflare-only infrastructure - Workers, D1, Pages, Access, Workflows
- Google Workspace authentication - All users authenticate via their @dotcollective.com.au Google account through Cloudflare Access
- Light theme - Clean, professional UI suitable for daily agency use
- Internal only - No public-facing features; all access gated by Cloudflare Access
Future Direction
Section titled “Future Direction”- AI Agents (Mastra.ai) - Autonomous agents for resourcing, scheduling, and project management
- Automation (Cloudflare Workflows) - Deterministic multi-step tasks like automated account provisioning across Google, Slack, Xero, Productive, and Notion
- Additional tools - Resourcing dashboard, client portal, reporting tools