# VirgilTrack User Manual (edition 1.0, October 2026)
> The official user manual for VirgilTrack: how to manage risks, plan and track strategy, report on work and run your organisation with confidence.
# Chapter 1: Welcome
## What is VirgilTrack?
Source: https://manual.virgiltrack.virgilfinance.com/welcome/about/
VirgilTrack brings risk management, strategy execution, tasks and weekly work reporting together for public-sector organisations.
VirgilTrack helps public-sector organisations, such as village councils, town councils and municipalities, manage their risks, carry out their strategic plan and see each week what work is getting done. Everyone in the organisation uses the same system, each with the tools their role needs.
VirgilTrack runs in your web browser, so there is nothing to install.
> **Note: VirgilTrack used to be called VirgilRisk**
>
You may still see the old name, VirgilRisk, in older documents and on the **Changelog** page.
_[Screenshot: VirgilTrack open on a manager's dashboard, with the menu of all areas on the left and the header across the top]_
### Who VirgilTrack is for
VirgilTrack is made for local authorities and other public bodies. When an organisation signs up, it chooses one of these types: **Village Council**, **Town Council**, **Municipality** or **Other**.
Each person belongs to one organisation and usually one department. What they can do depends on their role:
- **Employees** do and report the work.
- **Managers** run a department or a team.
- **The CEO** leads the whole organisation.
- **Administrators** are VirgilTrack's own staff, who look after every organisation on the platform.
See [Roles and what each can do](/welcome/roles/).
### What you can do with VirgilTrack
#### Manage risks
Record the risks your department faces, score them and decide how to control them. The **Risk Register** lists your department's risks. The **Kanban Board** shows them as cards in columns by status, which you move by dragging. The **Risk Repository** is a catalogue of common risks you can copy into your department instead of starting from nothing. See [Managing risks](/risks/overview/).
#### Plan and carry out your strategy
**Execution** holds your organisation's strategic plan: its objectives, KPIs (key performance indicators), initiatives, budget and annual plans. You can upload the plan as a PDF, and VirgilTrack picks out the objectives and how they connect, ready for you to check. Managers and staff then see the pages that concern them. See [Strategy and execution](/strategy/overview/).
#### Organise and delegate work
**Tasks** shows the work given to you and the work you've given others, as a list or as a board, with what is due over the next two weeks. If you connect your mailbox, **From your email** suggests tasks and progress it found in your email, for you to confirm. A calendar shows events and deadlines. See [Tasks](/tasks/overview/) and [Calendar and reminders](/calendar/overview/).
#### Report on your week
Each week, employees and managers write a work report. Reports flow up the reporting lines: employees report to their manager, and managers report to the CEO. See [Work reports and records](/work-reports/overview/).
#### Work together
Send one-to-one messages in **Private Chat**, see who is online in the team bar, and get notifications about the things that concern you. Keep your documents in the **File Manager**. See [Communication](/communication/overview/) and [Files and documents](/files/overview/).
#### See the big picture
Dashboards give each role a summary of what matters to them. **Activity** shows a timeline of what has happened in your organisation this year. The **Report Builder** turns your risk information into reports you can download. See [Dashboards](/dashboards/overview/) and [Reports](/reports/overview/).
#### Get help from Virgil
**Virgil Copilot** is the assistant built into VirgilTrack. Ask it questions, or ask it to prepare work for you to confirm. See [The AI assistant](/assistant/overview/).
#### Look after people
**Emotional Intelligence** offers short lessons, practice conversations and private reflection, to help people handle emotions at work. See [Emotional intelligence](/wellbeing/overview/).
#### Run the platform
Administrators review organisations' sign-up requests, look after organisations and their people, and create demo links. See [Platform administration](/administration/overview/).
### How the pieces fit together
VirgilTrack connects the organisation's plans with its daily work:
1. **The strategic plan** sets out objectives, with KPIs to measure them and initiatives to achieve them.
2. **Tasks** carry out the initiatives, and the people doing them record their progress.
3. **Weekly work reports** pass what was done up the reporting lines, to managers and the CEO.
4. **Risks** are recorded by each department and can be linked to the objectives they threaten.
5. **Dashboards and reports** bring it all together for the people who need to see it.
### Where to start
| You are | Start with |
| --- | --- |
| New to VirgilTrack | [Getting started](/getting-started/overview/) |
| An employee | [Tasks](/tasks/overview/), then [Your weekly report](/work-reports/weekly-report/) |
| A manager | [Managing risks](/risks/overview/), then [Review your team's reports](/work-reports/review-team-reports/) |
| The CEO | [Strategy and execution](/strategy/overview/), then [The CEO dashboard](/dashboards/ceo-dashboard/) |
| An administrator | [Platform administration](/administration/overview/) |
| Signing up a new organisation | [Sign up your organisation](/getting-started/create-an-organisation/) |
New to the words used in risk management? See the [Glossary](/reference/glossary/).
## Roles and what each can do
Source: https://manual.virgiltrack.virgilfinance.com/welcome/roles/
The four roles in VirgilTrack (Employee, Manager, CEO and Administrator), the work each one usually does, and how people get their role.
Everyone who uses VirgilTrack has one of four roles. Your role decides which menu items and pages you see, and what you can change. This page gives the big picture; for the full list, see [Who can do what](/reference/permissions/).
### The four roles at a glance
| Role | Who has it | What they mostly do |
| --- | --- | --- |
| **Employee** | Staff and officers in a department | Work on their tasks, write a weekly work report, and keep their department's risks up to date. |
| **Manager** | Department managers and team leaders | Run a department or team: its risks, its initiatives, and its people's weekly reports. |
| **CEO** | The head of the organisation | Leads the strategic plan, reads the whole organisation's reports, and decides who does what. |
| **Administrator** | VirgilTrack's own platform staff | Review sign-ups, look after every organisation on the platform, and prepare demos. |
The first three roles belong to people inside one organisation. Administrators work for the platform itself, across all organisations.
### Employee
Employees do the day-to-day work. They usually:
- work on the tasks in **Tasks**, and confirm work VirgilTrack found in their email under **From your email**;
- write their weekly work report, which goes to their manager (see [Your weekly report](/work-reports/weekly-report/));
- record and follow up their department's risks in the **Risk Register** and on the **Kanban Board**;
- see the **Work Reports** and **Calendar** pages in **Execution**.
New to VirgilTrack? Follow [Your first week as an employee](/getting-started/first-week-employee/).
### Manager
Managers are responsible for a department, or for a team of people who report to them. There are two kinds:
- A **department manager** manages a whole department. At sign-up, this is the person marked **Dept. Manager**.
- A **team manager** has people reporting to them, without managing a whole department.
Managers usually:
- review their team's weekly reports, then send their own report to the CEO (see [Review your team's reports](/work-reports/review-team-reports/));
- manage their department's risks and the controls that reduce them;
- plan and follow the initiatives in their part of the strategic plan;
- delegate tasks and keep an eye on their team's progress.
In **Execution**, a department manager sees **Department Performance**, **Initiatives**, **Budget**, **Work Reports** and **Calendar**. A team manager sees **Initiatives**, **Work Reports** and **Calendar**.
New to the role? Follow [Your first week as a manager](/getting-started/first-week-manager/).
### CEO
The CEO leads the organisation in VirgilTrack. The CEO usually:
- leads the strategic plan in **Execution**: objectives, KPIs, budget and annual plans;
- reads the work reports that managers send up;
- watches the whole organisation on the **CEO Dashboard**;
- invites people, and sets their roles and reporting lines under **Roles & permissions** and **Reporting hierarchy** (see [Settings](/settings/overview/));
- decides who can open extra **Execution** pages, under **Manage**.
The menu on the left doesn't show **Risk Register**, **Kanban Board** or **Risk Repository** to the CEO. Instead, the **CEO Dashboard** shows risks across the whole organisation.
Setting up an organisation that is new to VirgilTrack? Follow [Set up your organisation, step by step](/getting-started/set-up-your-organisation/).
### Administrator
Administrators are VirgilTrack's own staff, not members of your organisation. They:
- review and approve new organisations' sign-up requests (see [Review sign-ups](/administration/sign-ups/));
- look after organisations and their people, for example when a CEO or department manager changes;
- create personal demo links for people who want to try VirgilTrack (see [Demo links](/administration/demo-links/)).
Administrators see three extra menu items: **Organizations**, **Users** and **Sign Ups**. See [Platform administration](/administration/overview/). For an administrator's part in setting up a new organisation, see step 2 of [Set up your organisation, step by step](/getting-started/set-up-your-organisation/#step-2-virgil-finance-approves-the-sign-up).
### Execution pages by role
**Execution** holds the strategic plan. Each role sees a different set of its pages.
| Execution page | Employee | Team manager | Department manager | CEO |
| --- | --- | --- | --- | --- |
| **Overview** | | | | Yes |
| **KPIs** | | | | Yes |
| **Objectives** | | | | Yes |
| **Work Alignment** | | | | Yes |
| **Department Performance** | | | Yes | |
| **Initiatives** | | Yes | Yes | |
| **Budget** | | | Yes | Yes |
| **Annual Plans** | | | | Yes |
| **Work Reports** | Yes | Yes | Yes | Yes |
| **Calendar** | Yes | Yes | Yes | Yes |
| **Manage** | | | | Yes |
The CEO can give anyone extra pages on top of their role, under **Execution › Manage**. If you open a page you don't have, VirgilTrack says "You don't have access to this page" and suggests asking your CEO.
### How you get your role
- **When an organisation signs up**, the person in **CEO details** becomes the CEO, each person marked **Dept. Manager** becomes a Manager, and everyone else becomes an Employee. See [Sign up your organisation](/getting-started/create-an-organisation/).
- **When you're invited later**, the person who invites you chooses whether you'll be a manager.
- **Afterwards**, the CEO can change people's roles and choose department managers on the **Role Management** page. Open it from **Your picture › Roles & permissions**.
- **VirgilTrack keeps roles in step with the reporting lines.** Below the CEO, anyone who manages a department or has people reporting to them is a Manager, and everyone else is an Employee. VirgilTrack checks this from time to time, for example when the CEO opens or changes **Roles & hierarchy** (**Your picture › Reporting hierarchy**). So a role set on **Role Management** can change back if it doesn't match the reporting lines. To make someone a Manager, make them a department's manager or place people under them in **Roles & hierarchy**.
> **Tip:**
>
Each page in this manual shows who it's for under its title: **Who can use this:** followed by badges such as **Manager** or **CEO**. **Everyone** means all roles. If a page has no badges, it applies to everyone too.
### Related
- [Who can do what](/reference/permissions/)
- [Find your way around](/getting-started/find-your-way-around/)
- [What is VirgilTrack?](/welcome/about/)
## How to use this manual
Source: https://manual.virgiltrack.virgilfinance.com/welcome/using-this-manual/
Search the manual, print it or download it as a PDF, read it in your language, and give it to an AI assistant to answer your questions.
This manual is a website. You can search it, read it on any device, print it, download it as a PDF, read it in other languages and hand it to an AI assistant. This page shows you how.
### Find what you need
#### Search
Select **Search** at the top of any page, or press / or Ctrl + K (Cmd + K on a Mac). Type a few words, such as "add a risk" or "forgot password", and select a result to open that page at the right section.
Search for the words you see on screen in VirgilTrack, or for what you want to do.
> **Note:**
>
In this manual, Ctrl + K opens search. Inside VirgilTrack, the same keys open the Virgil Copilot assistant.
#### Browse
- The list on the left shows every chapter and its pages, in reading order. On a phone, open it with the menu button at the top.
- **On this page** lists the sections of the page you're reading. Select one to jump to it.
- **Previous** and **Next** at the bottom of each page take you through the manual in order.
- The home page suggests where to start for each role, and lists popular tasks.
### How pages are laid out
Most pages explain one task, such as [Sign up your organisation](/getting-started/create-an-organisation/), or one screen. You'll see the same things on each:
- **Who can use this:** badges under the title show which roles the page is for: **Employee**, **Manager**, **CEO** or **Administrator**. Pages without badges are for everyone.
- **Open in VirgilTrack** opens the screen the page describes, in a new browser tab. If you aren't signed in, VirgilTrack asks you to sign in first.
- **Numbered steps** tell you what to do, one action at a time.
- **Paths** such as **Your picture › Settings** mean "select **Your picture**, then **Settings**".
- **Bold words** are exactly what you'll see on screen: button names, menu items and field labels. They keep VirgilTrack's own spelling, such as "Organization", so you can match them.
- **Notes, tips and cautions** stand out in coloured boxes. A caution warns you about something that is hard to undo.
- **Pictures of the screen** use a made-up demo organisation. Your screen may look a little different, depending on your role and your organisation's information.
### Print the manual or save it as a PDF
| To do this | Do this |
| --- | --- |
| Download the whole manual as a PDF | Select **Download PDF** at the top of any page. You get the manual in the language you're reading. |
| Print the whole manual | Select **Print** at the top of any page. The whole manual opens as one long page, with a cover and contents. Select **Print** on that page. |
| Print just one page | Open the page and use your browser's print command, for example Ctrl + P. |
In your browser's print window you can also choose **Save as PDF** to keep a copy on your computer.
### Read the manual in your language
The manual is written in English. Choose another language with the language list at the top of the page.
- **Afrikaans** is switched on. The manual's menus and buttons are in Afrikaans, and pages appear in Afrikaans as they are translated.
- The manual is ready to be translated into Namibia's languages, **Oshindonga**, **Oshikwanyama**, **Khoekhoegowab**, **Otjiherero**, **Rukwangali**, **Silozi** and **Setswana**, and into **German**. Each language appears in the list once its translation starts.
- A page that hasn't been translated yet shows the English text, with a notice in your language saying that the page isn't available in your language yet.
- A translation that a native speaker hasn't checked yet says so at the top of the page. If anything is unclear, read the English page.
VirgilTrack's screens are in English, so translated pages keep the on-screen words in English. Sometimes a translation follows in brackets the first time a word appears.
### Use the manual with an AI assistant
#### Virgil, inside VirgilTrack
The quickest help is inside VirgilTrack: select the round **Virgil Copilot** button in the bottom-right corner and ask your question. See [The AI assistant](/assistant/overview/).
#### Any other AI assistant
This manual is also published in plain-text forms that AI assistants read easily. Select **Use with AI** at the top of any page to open the first of them.
| Address | What it contains | Use it when |
| --- | --- | --- |
| [/llms.txt](/llms.txt) | A list of every page, with a one-line summary and a link to a plain-text copy | You want the assistant to pick the right pages itself. |
| [/llms-full.txt](/llms-full.txt) | The whole English manual in one file | You want the assistant to know everything. |
| Any page's address ending in **.md** | That one page as plain text, for example [/getting-started/sign-in.md](/getting-started/sign-in.md) | You only need one topic. |
| [/manual-index.json](/manual-index.json) | Every section of every page, with its roles, screens and search words | You're building a tool or a search on top of the manual. |
To ask an AI assistant about VirgilTrack:
1. Copy the full web address of **llms-full.txt** (or of the page you need, ending in **.md**).
2. Paste it into an AI assistant that can read web pages. If it can't, download the file and attach it instead.
3. Ask your question in your own words, for example "Using this manual, how do I add a risk in VirgilTrack?" or "Explain the weekly report to me in Oshiwambo".
> **Caution:**
>
AI assistants can make mistakes. Check important answers against the manual page and against what you see in VirgilTrack. Don't paste your organisation's confidential information into an AI assistant unless your organisation allows it.
### Accessibility
- You can use the whole manual with a keyboard. Press Tab to move between links and buttons; the first press offers **Skip to content**.
- The manual works with screen readers. Every picture of the screen has a description of what it shows.
- Choose a light or dark appearance with the theme menu at the top of the page: **Dark**, **Light** or **Auto**, which follows your device.
- You can make the text bigger with your browser's zoom (Ctrl and +). The pages rearrange to fit.
### Get more help
- At the bottom of every page: "Still stuck? Ask Virgil, the assistant inside VirgilTrack, or email" our support address, [support@virgilfinance.com](mailto:support@virgilfinance.com).
- For answers to common questions, see the [Frequently asked questions](/reference/faq/) and [Troubleshooting](/reference/troubleshooting/).
- Found a mistake in the manual? Select **Edit page** at the bottom of the page to suggest a change, or email support.
- The bottom of each page also shows the manual's edition and date, so you know which version you're reading.
### Related
- [What is VirgilTrack?](/welcome/about/)
- [Roles and what each can do](/welcome/roles/)
- [Glossary](/reference/glossary/)
# Chapter 2: Getting started
## Getting started
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/overview/
Your first steps in VirgilTrack, from joining and signing in to your profile, with a step-by-step guide for each role to follow next.
This chapter takes you from your first email to your first week of work in VirgilTrack. Read it once when you join. Come back to it when you need to reset a password or change your details.
### Start with the guide for your role
| You are | Follow |
| --- | --- |
| The CEO of an organisation that is new to VirgilTrack | [Set up your organisation, step by step](/getting-started/set-up-your-organisation/) |
| A manager | [Your first week as a manager](/getting-started/first-week-manager/) |
| An employee | [Your first week as an employee](/getting-started/first-week-employee/) |
| A VirgilTrack administrator | [Platform administration](/administration/overview/), and step 2 of [Set up your organisation, step by step](/getting-started/set-up-your-organisation/#step-2-virgil-finance-approves-the-sign-up) |
Not sure which role you have? See [Roles and what each can do](/welcome/roles/).
### How people join VirgilTrack
Everyone in VirgilTrack belongs to an organisation, such as a village council, a town council or a municipality. You join in one of these ways.
| Your situation | What you do | Read |
| --- | --- | --- |
| Your organisation doesn't use VirgilTrack yet. | Fill in the sign-up form with your organisation's details, departments and people. A VirgilTrack administrator checks it before anyone is invited. | [Sign up your organisation](/getting-started/create-an-organisation/), then [Set up your organisation, step by step](/getting-started/set-up-your-organisation/) |
| You received an email called "Invitation to Virgiltrack". | Select **Setup Account** in the email, fill in your details and confirm your email address. | [Accept an invitation](/getting-started/accept-an-invitation/) |
| You received an email with a **Set my password** button. | Choose a password, then sign in. | [Accept an invitation](/getting-started/accept-an-invitation/#if-your-email-has-a-set-my-password-button) |
| You were sent a personal demo link. | Open the link to explore a sample municipality. | [Try VirgilTrack with a demo link](/getting-started/try-the-demo/) |
| You already have an account. | Sign in with your email address and password. | [Sign in and sign out](/getting-started/sign-in/) |
### What you need
- A web browser on a computer, tablet or phone. VirgilTrack runs in the browser, so there is nothing to install.
- Your own work email address, and access to its inbox. VirgilTrack emails you links and codes while you set up your account.
- A photo of yourself, as a PNG or JPG file. The set-up form asks for one.
- Your mobile number. The set-up form asks for it, and VirgilTrack can use it to send you reminders by text message or phone call. You can confirm the number with a code then, or later in Settings.
### Your first day, step by step
Setting up a new organisation? Start with [Set up your organisation, step by step](/getting-started/set-up-your-organisation/) instead.
1. Set up your account from your invitation email and confirm your email address with the 6-digit code. See [Accept an invitation](/getting-started/accept-an-invitation/).
2. Sign in with your email address and the password you chose. See [Sign in and sign out](/getting-started/sign-in/).
3. Check your profile and set your time zone in **Your picture › Settings**. See [Your profile and sign-in details](/getting-started/your-profile/).
4. Learn the parts of the screen: the menu, the header and the team bar. See [Find your way around](/getting-started/find-your-way-around/).
5. Follow the guide for your role through the rest of your first week: your tasks, your risks and your weekly reports.
- [Your first week as an employee](/getting-started/first-week-employee/)
- [Your first week as a manager](/getting-started/first-week-manager/)
### In this chapter
- [Sign in and sign out](/getting-started/sign-in/): get into VirgilTrack, see where you land, and leave safely.
- [Sign up your organisation](/getting-started/create-an-organisation/): register a new organisation with its departments and people.
- [Set up your organisation, step by step](/getting-started/set-up-your-organisation/): for the CEO, every step from the sign-up form to the first weekly reports.
- [Accept an invitation](/getting-started/accept-an-invitation/): set up your own account from the email you received.
- [Reset a forgotten password](/getting-started/reset-your-password/): get a link by email and choose a new password.
- [Find your way around](/getting-started/find-your-way-around/): the menu, the header, the team bar, notifications and the Virgil assistant.
- [Your profile and sign-in details](/getting-started/your-profile/): your photo, name, password, sign-in email, mobile number and time zone.
- [Your first week as a manager](/getting-started/first-week-manager/): your team and department, your risk register, delegating work and your team's weekly reports.
- [Your first week as an employee](/getting-started/first-week-employee/): your tasks, the risks you look after, your weekly report and check-in, and Virgil Copilot.
- [Try VirgilTrack with a demo link](/getting-started/try-the-demo/): the guided tour and the demo bar.
### Related
- [What is VirgilTrack?](/welcome/about/)
- [Roles and what each can do](/welcome/roles/)
## Sign in and sign out
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/sign-in/
VirgilTrack screens: /Account/Login, /login, /signin
Sign in to VirgilTrack with your email address and password, see where you land for your role, and sign out when you finish.
You sign in to VirgilTrack with the email address your organisation invited and the password you chose. Sign out when you finish, especially on a shared computer.
### Before you start
- You need a VirgilTrack account. If you have an invitation email but haven't set up your account yet, see [Accept an invitation](/getting-started/accept-an-invitation/).
- You must have confirmed your email address, either with the 6-digit code VirgilTrack emailed you or by choosing your password from an emailed link. Until you do, you can't sign in.
### Sign in
1. Open VirgilTrack in your web browser, or select **Open in VirgilTrack** at the top of this page.
If you aren't signed in, the **Sign In** page opens.
2. Type your email address in the first box (it shows "name@example.com" until you type).
3. Type your password in the box below it.
4. Select **Sign In**.
_[Screenshot: The Sign In page, with the email and password boxes, the Forgot Password ? link and the Sign In button]_
> **Note:**
>
Sign in with your email address and password. The **Sign in with Google** and **Sign in with Apple** buttons on the page don't sign you in.
### Where you land
After you sign in, VirgilTrack opens the page that suits your role.
| Your role | First page you see |
| --- | --- |
| Administrator | **Admin Dashboard** |
| CEO | **CEO Dashboard** |
| Manager | **Risk Register** |
| Employee | **Risk Register** |
If you opened a link to a VirgilTrack page before you signed in, such as a task in an email, VirgilTrack often takes you straight to that page instead.
Not sure what your role is? See [Roles and what each can do](/welcome/roles/).
### Sign out
1. Select your picture in the top-right corner of the screen.
Your account menu opens.
2. Select **Sign Out** at the bottom of the menu.
VirgilTrack signs you out and shows the **Sign In** page again.
_[Screenshot: The account menu under your picture, with your name and email at the top, Settings, and Sign Out at the bottom]_
Lost a phone, or signed in on someone else's computer? You can sign out of every other device at once. See [Sign out on all other devices](/getting-started/your-profile/#sign-out-on-all-other-devices).
### What happens next
- VirgilTrack keeps a record of each sign-in, and of each attempt that failed because of a wrong password. You can see your own in **Activity Logs**: select the flag button in the header. See [Find your way around](/getting-started/find-your-way-around/#the-header).
- Your sign-in lasts for some hours, whether or not you tick **Remember Me**. After that, VirgilTrack asks you to sign in again.
### If something goes wrong
| What you see | What it means | What to do |
| --- | --- | --- |
| "Email or password was incorrect." | No account uses that email address. | Check the spelling. Use the address your invitation was sent to. |
| The **Sign In** page opens again with empty boxes and no message | The password was wrong. | Check that Caps Lock is off and try again. If you've forgotten it, select **Forgot Password ?** and see [Reset a forgotten password](/getting-started/reset-your-password/). |
| "Please confirm your email first to log in. Click here to confirm" | You haven't confirmed your email address yet. | Select **Click here to confirm** and type the 6-digit code from your email. See [Confirm your email address](/getting-started/accept-an-invitation/#confirm-your-email-address). |
| "Your account was locked out. Please contact the administrator." | Your account has been locked or switched off, for example because you left the organisation. | Ask your CEO or a VirgilTrack administrator to check your account. |
| "The Email field is required." or "The Password field is required." | A box was left empty. | Fill in both boxes. |
| "The Email field is not a valid e-mail address." | The email address isn't complete. | Type the whole address, for example "name@council.gov.na". |
| "Your email was already confirmed! Please use this page to log in with your email and password." | You opened an old set-up or confirmation link. | Nothing is wrong. Sign in with your email address and password. |
| "No user ID was provided for the requested page." or "The user with the provided Id was not found" | The confirmation link you opened is incomplete or out of date. | Select **OK** and sign in. If VirgilTrack then says you must confirm your email first, see [Confirm your email address](/getting-started/accept-an-invitation/#confirm-your-email-address). |
| "You are not authorized to view this page." | You're signed in, but the page isn't available to your role. | Use the menu on the left to go to a page you can use. |
| "An unhandled error has occurred." at the bottom of the screen | Something went wrong on the page. | Select **Reload**. |
### Related
- [Reset a forgotten password](/getting-started/reset-your-password/)
- [Accept an invitation](/getting-started/accept-an-invitation/)
- [Find your way around](/getting-started/find-your-way-around/)
- [Troubleshooting](/reference/troubleshooting/)
## Sign up your organisation
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/create-an-organisation/
VirgilTrack screens: /Account/Register
Register your organisation for VirgilTrack with its details, departments, managers and staff. Everyone is invited once an administrator approves it.
If your organisation doesn't use VirgilTrack yet, you can ask for it with the sign-up form. In one go you describe the organisation, its departments and the people in each one. The CEO, or someone the CEO asks, can fill it in.
### Before you start
Gather these details first. Every field on the form must be filled in.
- **The organisation's logo**, as a PNG or JPG picture.
- **The organisation's details**: name, registration number, email address, contact number, and full address (country, city, locality, street name, ERF and postal address).
- **The CEO's** first name, last name and email address.
- **Each department's name**, and the first name, last name and email address of everyone in it. Decide who manages each department.
- **The month your financial year starts.**
Everyone needs their own email address. The same address can't be used twice, not even for the CEO.
> **Caution:**
>
The form isn't saved part-way. If you close or reload the page, you start again. Set aside enough time to finish it in one sitting.
### Open the sign-up form
1. Open the VirgilTrack **Sign In** page.
2. Next to "Not a Member yet?", select **Sign up**.
The sign-up form has five steps, listed on the left of the page: **Organization Type**, **Organization Info**, **Department Details**, **Team Details** and **Completed**. Select **Continue** to go to the next step, or **Previous** to go back.
### Step 1: Choose the organisation type
1. Under **Choose Organization Type**, select the type that fits: **Village Council**, **Town Council**, **Municipality** or **Other**.
2. Select **Continue**.
### Step 2: Fill in the organisation's information
1. Add the logo under **Organization Logo**. Select the pencil button (**Upload logo**) and choose the picture.
2. In the **Crop Logo** window, drag the picture and zoom in until it fills the blue crop box. Then select **Crop**.
3. Fill in **Organization Name** and **Registration Number**.
4. Fill in the organisation's **Email Address** and **Contact Number**.
5. Check **Country**. It is set to Namibia; choose another country if you need to.
6. Fill in **City**, **Locality**, **Street Name**, **ERF** and **Postal Address**.
7. Select **Continue**.
_[Screenshot: Step 2 of the sign-up form, Organization Info, with the logo picker and the organisation's name, contact and address fields]_
### Step 3: Describe the organisation's structure
On **Organization Structure** you build your reporting structure: team members report to their Department Manager, and Department Managers report to the CEO. You can change it later.
1. Under **CEO details**, type the CEO's first name, last name and email address.
2. Under **Fiscal year starts in**, choose the month your financial year starts. VirgilTrack uses it to line up strategy periods and quarterly KPI reports.
3. One department is ready for you. Type its name in the box that says "Department name (e.g. Accounting)". Names can use letters, numbers and spaces only.
4. Type the first person's first name, last name and email address. This person is marked **Dept. Manager**.
5. Select **Add team member** for each other person in the department, and fill in their details.
6. Make sure **Dept. Manager** is selected for the person who manages the department. Each department has exactly one.
7. Select **Add department** and repeat steps 3 to 6 for every other department.
8. Select **Continue**.
To take someone out, select the bin button (**Remove member**) at the end of their row. If you take out the department's manager, the first person left in the department becomes its **Dept. Manager**. Check it, and change it if you need to. To take a whole department out, select the cross button (**Remove department**) in its box.
Don't add the CEO to a department. The CEO has their own box at the top, and VirgilTrack places the CEO in a department called Executive Suite.
_[Screenshot: Step 3 of the sign-up form, with the CEO details, the Fiscal year starts in list and a department with its members and one Dept. Manager selected]_
### Step 4: Review and submit
**Review Your Structure** shows the reporting lines VirgilTrack will create: the CEO at the top, each Department Manager beneath, and their team members beneath them, marked **Employee**. Badges at the top show the number of departments, the number of people (including the CEO) and the month your fiscal year starts.
1. Check every name, email address and manager.
2. If something is wrong, select **Previous** and correct it.
3. When everything is right, select **Submit**.
4. When "Organization signed up successfully." appears, select **Ok, got it!**.
The last step, **Your Are Done!**, thanks you and explains that VirgilTrack will now review your information. Its **Sign In** button takes you back to the **Sign In** page, but nobody can sign in until they have set up their account from their invitation email.
### What happens next
1. VirgilTrack's administrators are told about your request. It appears on their **Sign Ups** page, waiting for review. See [Review sign-ups](/administration/sign-ups/).
2. Until the request is approved, nobody from your organisation can sign in.
3. When an administrator approves it, everyone you listed receives an email called "Invitation to Virgiltrack" with a **Setup Account** button. The CEO is invited first, then the managers, then everyone else.
4. Each person sets up their own account. See [Accept an invitation](/getting-started/accept-an-invitation/).
Each person's role comes from the form:
| Where you listed them | Their role in VirgilTrack | Who they report to |
| --- | --- | --- |
| **CEO details** | CEO | Nobody |
| A department, marked **Dept. Manager** | Manager, and manager of that department | The CEO |
| A department, not marked | Employee | Their Department Manager |
Weekly work reports follow these reporting lines upwards. The CEO can change roles and reporting lines later, under **Roles & hierarchy** in Settings. See [Settings](/settings/overview/).
### If something goes wrong
| What you see | What to do |
| --- | --- |
| A red message under a field, such as "Organization logo is required", "Organization name is required", "Registration number is required", "Organization email is required", "Contact number is required" or "City is required" | Fill in that field, then select **Continue** again. |
| "Invalid email format" | Type the organisation's whole email address. |
| **Structure incomplete**, with a list of problems | Select **Okay, got it!**. The same list appears under the departments. Fix each item, then select **Continue**. |
| "CEO first and last name are required." or "A valid CEO email is required." | Complete the **CEO details** box. |
| "Add at least one department." | Select **Add department**. |
| "Every department needs a name." | Type a name in each department's box. |
| "…: add at least one member." | Add at least one person to the department named, or remove the department. |
| "…: designate a Department Manager." | Select **Dept. Manager** for one person in that department. |
| "…: every member needs a first and last name." or "…: every member needs a valid email." | Complete every row in that department. |
| "Duplicate emails: … Each person needs a unique email." | Give each person a different email address. Check that the CEO isn't listed again in a department. |
| "Duplicate department names: …" | Give each department a different name. |
| "Please read the following error message(s) carefully." followed by a list such as "The OrganizationLocality field is required." | A field was left empty, such as **Locality**, **Street Name**, **ERF** or **Postal Address**. Select **Previous** to go back to **Organization Info** and fill it in, then select **Submit** again. |
| "Sign-up failed because of a problem on our side. Please try again, or contact support if it keeps happening." | Select **Submit** again. If it keeps happening, email support. |
### Related
- [Accept an invitation](/getting-started/accept-an-invitation/)
- [Roles and what each can do](/welcome/roles/)
- [Departments](/departments/overview/)
- [Invite team members](/settings/invite-team-members/)
## Set up your organisation, step by step
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/set-up-your-organisation/
Roles: CEO, Administrator
Every step of setting up a new organisation in VirgilTrack, in order, from the sign-up form to people, reporting lines, the strategic plan, risks and weekly reports.
This page takes a new organisation from the sign-up form to its first weekly reports. Do the steps in order, because each one needs the one before it. Each step says who does it and links to the page with the details.
### Before you start
- **Agree who fills in the sign-up form.** The CEO can do it, or someone the CEO asks.
- **Gather the details the form asks for**: the logo, the organisation's details, the CEO's details, each department with the name and email address of everyone in it, who manages each department, and the month your financial year starts. See [Sign up your organisation](/getting-started/create-an-organisation/#before-you-start).
- **Have your strategic plan ready as a PDF.** You need it in step 8.
### The steps at a glance
| Step | Who does it | Details |
| --- | --- | --- |
| 1. Sign up your organisation | The CEO, or someone the CEO asks | [Sign up your organisation](/getting-started/create-an-organisation/) |
| 2. Approve the sign-up | A VirgilTrack administrator | [Review sign-ups](/administration/sign-ups/) |
| 3. Set up your account | Everyone invited, starting with the CEO | [Accept an invitation](/getting-started/accept-an-invitation/) |
| 4. Watch your departments appear | The CEO | [Departments](/departments/overview/) |
| 5. Check each department's managers | The CEO or an administrator | [Manage a department](/departments/manage-a-department/) |
| 6. Invite anyone who is missing | The CEO or an administrator | [Invite team members](/settings/invite-team-members/) |
| 7. Check who reports to whom | The CEO or an administrator | [Reporting lines and roles](/settings/roles-and-hierarchy/) |
| 8. Bring in and approve your strategic plan | The CEO | [Bring in your strategic plan](/strategy/strategic-plan/) and [Review and approve an imported plan](/strategy/review-the-plan/) |
| 9. Set budgets and plan initiative tasks | Department managers and the CEO | [Allocate an initiative's budget](/strategy/allocate-budget/) and [Plan an initiative's tasks](/strategy/plan-initiative-work/) |
| 10. Fill the risk registers | Managers and their staff | [The risk repository](/risks/risk-repository/) and [Add a risk](/risks/add-a-risk/) |
| 11. Start weekly reporting | Everyone | [Work reports and records](/work-reports/overview/) |
### Step 1: Sign up your organisation
**Who can use this:** CEO
Open the VirgilTrack **Sign In** page and, next to "Not a Member yet?", select **Sign up**. The form asks for the organisation's type and details, then its structure: the CEO, the month your financial year starts, and each department with its people.
In each department, mark the person who manages it as **Dept. Manager**. The form decides everyone's first role:
- the person under **CEO details** becomes the CEO;
- each **Dept. Manager** becomes a Manager, and the manager of that department;
- everyone else becomes an Employee.
List every department now. VirgilTrack has no button for adding a department later.
The form isn't saved part-way, so finish it in one sitting. See [Sign up your organisation](/getting-started/create-an-organisation/).
### Step 2: Virgil Finance approves the sign-up
**Who can use this:** Administrator
VirgilTrack's administrators, the Virgil Finance staff who run the platform, check every new sign-up. Until one of them approves it, nobody from your organisation can sign in.
If you are the administrator:
1. Open **Sign Ups** and select the organisation's name.
2. Check its details and the **Team Members** table. Every department should have someone marked **Manager** in **Role**.
3. Select **Approve**, then **Yes, I confirm!**.
4. Wait for the window that says how the invitations went. If some didn't go out, select **Retry Failed Deployments** on the same page.
Approving the sign-up invites everyone on the form by email: the CEO first, then the managers, then everyone else. See [Review sign-ups](/administration/sign-ups/).
### Step 3: Set up your account
**Who can use this:**
Everyone on the form receives an email called "Invitation to Virgiltrack". Each person selects **Setup Account**, fills in their details, chooses a password, and confirms their email address with the 6-digit code VirgilTrack sends them. Then they can sign in.
As CEO, you are invited first. Set up your account as soon as the email arrives, so you are in place when your managers and staff join. When you sign in, VirgilTrack opens the **CEO Dashboard**.
Tell everyone on the form to look out for the email, and to check their spam or junk folder if it doesn't arrive. See [Accept an invitation](/getting-started/accept-an-invitation/) and [Sign in and sign out](/getting-started/sign-in/).
### Step 4: Watch your departments appear
**Who can use this:** CEO, Administrator
VirgilTrack creates each department when the first person invited to it sets up their account. Until then, the department isn't on the **Departments** page, and nobody can choose it, for example when inviting someone or giving an initiative to a department.
- Open **Departments** to see the departments so far. Each card shows the department's manager and the pictures of the people who have joined.
- The **Team:** bar under the header shows you everyone in the organisation who has joined.
- Your own department, Executive Suite, isn't listed on the **Departments** page.
- A department with no risks recorded yet this year shows 0% and **High Risk**. That doesn't mean something is wrong: there is nothing to measure yet.
See [Departments](/departments/overview/) and [The Departments page](/departments/departments-page/).
### Step 5: Check each department's managers
**Who can use this:** CEO, Administrator
Each person marked **Dept. Manager** on the form becomes their department's manager when they set up their account. A department without a manager shows **No manager: assign** on its card.
To choose a department's managers yourself:
1. Open **Departments** and select **View Department** on the department's card.
2. Select **2 People**.
3. Under **Managers**, type part of a person's name and select them. A department can have more than one manager.
4. Select **Save managers**.
You can only choose people who have set up their account. See [Manage a department](/departments/manage-a-department/#choose-the-departments-managers).
### Step 6: Invite anyone who is missing
**Who can use this:** CEO, Administrator
If someone wasn't on the sign-up form, or joins the organisation later, invite them yourself.
1. In the **Team:** bar under the header, select the green plus button, **Invite a team member**.
2. Fill in **First name**, **Last name** and **Email Address**.
3. In **Department**, choose the department they will join. Only departments that already exist are listed.
4. If they will manage that department, tick **Tick if the person will be a manager in this department?**
5. Select **Invite**.
The person receives the same "Invitation to Virgiltrack" email and sets up their account from it. See [Invite team members](/settings/invite-team-members/).
### Step 7: Check who reports to whom
**Who can use this:** CEO, Administrator
Weekly work reports travel up the reporting lines, so check them before reporting starts. As people join, VirgilTrack places each employee under their department's manager, and each manager under you. An employee whose department has no manager in VirgilTrack yet is placed under you.
1. Open **Your picture › Reporting hierarchy**.
2. Check that everyone sits under the person they report to.
3. To change someone's manager, drag their row onto their new manager's row. Wait for "Hierarchy updated successfully!".
_[Screenshot: The Roles & hierarchy section: the CEO at the top of the tree with the Chief Executive badge, each person indented under the person they report to, with their Role & Level, Department Assignment and Managed Departments boxes, and Repair Work Reports at the top right]_
- To set up a team inside a department, drag its members onto the team leader. The team leader becomes a **Team Manager**.
- Choosing a department's managers on its page doesn't move anyone. Drag the department's people onto their new manager here.
- Every change on this page saves straight away.
See [Reporting lines and roles](/settings/roles-and-hierarchy/).
### Step 8: Bring in and approve your strategic plan
**Who can use this:** CEO
Wait until every department named in your plan has appeared in VirgilTrack. Each initiative in the plan must be given to one of your departments before you can approve it, and you can only choose departments that exist.
1. Open **Execution**. While your organisation has no strategic plan, it shows the upload page.
2. Drag your PDF onto the box that says **[ Drop Strategic Plan as PDF Here ]**, then select **Begin Upload**.
Reading the plan takes a few minutes. You can keep working elsewhere in VirgilTrack.
3. When the review opens, go through each section. Settle the points under **points need your decision**, and complete the **items to complete**.
4. When the top of the page says **Ready to approve**, select **Approve the plan**. In "Approve this strategic plan?", select **Approve the plan** again.
Anyone who opens **Execution** while there is no plan sees the upload page, so agree beforehand who brings the plan in. See [Bring in your strategic plan](/strategy/strategic-plan/) and [Review and approve an imported plan](/strategy/review-the-plan/).
### Step 9: Set budgets and plan initiative tasks
**Who can use this:** Manager, CEO
The plan's budgets come in with it. Once it is approved:
- **Budgets.** On **Execution › Budget**, you and your department managers check each initiative's **Allocated Budget** for the year, and record its **Secured Amount**, **Budget Type** and **Funding Source**. See [Allocate an initiative's budget](/strategy/allocate-budget/).
- **Tasks.** Managers break their department's initiatives into tasks, month by month, on **Execution › Initiatives**. As CEO, you add tasks from **Execution › Annual Plans**. See [Plan an initiative's tasks](/strategy/plan-initiative-work/).
- **Extra pages.** To give someone an Execution page their role doesn't include, use **Execution › Manage**. See [Manage plans and page access](/strategy/manage/).
### Step 10: Fill the risk registers
**Who can use this:** Employee, Manager
When the plan is approved, the risks it describes go to the **Risk Repository** as suggestions, marked **Strategic AI Suggestion**. You and the department managers get a notification about them.
Each department then builds its own **Risk Register**. Managers and their staff:
1. Open **Risk Repository**, tick the suggestions that apply to their department and select **Copy Selected**.
2. Assess each risk they copied, to give it a score, a deadline and reviews.
3. Record any other risks with **Add risk** on the **Risk Register**.
4. Add controls, the actions that reduce each risk, each with a responsible person and a deadline.
As CEO, you don't have **Risk Register**, **Kanban Board** or **Risk Repository** in the menu on the left. You follow risks across the organisation on the **CEO Dashboard** and on each department's page.
See [The risk repository](/risks/risk-repository/), [Add a risk](/risks/add-a-risk/), [Add a control to a risk](/risks/add-a-control/) and [The CEO Dashboard](/dashboards/ceo-dashboard/).
### Step 11: Start weekly reporting
**Who can use this:** Employee, Manager, CEO
Everyone is added to the weekly work reports when they set up their account, so reporting can start in your first week. Each week:
1. Staff write a few lines for each day, and submit their report to the person they report to.
2. Managers tick the points that matter in their team's reports, and submit their own report.
3. You read the reports sent to you under **Work Reports**, and turn a month of them into a report to Council.
VirgilTrack reminds people while a report is still open: staff on Friday afternoon and Monday morning, and managers on Monday morning. See [Work reports and records](/work-reports/overview/) and [Reminders about reports](/work-reports/overview/#reminders-about-reports).
> **Tip:**
>
Point your people to their own guides: [Your first week as a manager](/getting-started/first-week-manager/) and [Your first week as an employee](/getting-started/first-week-employee/).
### What happens next
- Follow the whole organisation on the **CEO Dashboard**: its figures, weekly report submissions and risks. See [The CEO Dashboard](/dashboards/ceo-dashboard/).
- When someone new joins, invite them as in step 6. When someone leaves, see [Your organisation's settings](/settings/organisation/#when-someone-leaves).
- To change who is CEO, ask a VirgilTrack administrator. See [Change the CEO or a department manager](/administration/change-leadership/).
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| Nobody can sign in after the sign-up | The sign-up hasn't been approved yet. Wait for VirgilTrack's administrators, or contact Virgil Finance. |
| A department is missing from **Departments**, or you can't choose it | Nobody invited to it has set up their account yet. Ask them to look for "Invitation to Virgiltrack", including in their spam or junk folder. |
| A department's card shows **No manager: assign** | Its manager hasn't set up their account yet, or none was chosen. See step 5. |
| An employee's report page says "Your reporting line isn't set up yet" | Nobody is set as the person they report to. Place them under their manager in **Roles & hierarchy**. See step 7. |
| Your **Work Reports** page says "No one reports to you yet" | Nobody in the hierarchy reports to you. Check **Roles & hierarchy**. See step 7. |
| An initiative in the plan review "needs its responsible department" | The department named in the plan doesn't match one of yours. Choose one under **Responsible department**. See [Review and approve an imported plan](/strategy/review-the-plan/). |
### Related
- [Roles and what each can do](/welcome/roles/)
- [Getting started](/getting-started/overview/)
- [Platform administration](/administration/overview/)
## Accept an invitation
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/accept-an-invitation/
VirgilTrack screens: /Account/Create, /Account/VerifyEmailWithCode, /Account/SetPassword
Set up your VirgilTrack account from your invitation email, then confirm your email address with the 6-digit code VirgilTrack sends you.
When your organisation adds you to VirgilTrack, you receive an invitation by email. You use it once to set up your account. After that you sign in with your email address and password.
### Which email did you get?
| Email | Button in the email | What to do |
| --- | --- | --- |
| "Invitation to Virgiltrack" | **Setup Account** | Fill in your details and choose a password. See [Set up your account](#set-up-your-account) below. |
| "You've been invited to … on VirgilTrack" | **Set my password** | Your account already exists: you only choose a password. See [If your email has a Set my password button](#if-your-email-has-a-set-my-password-button) below. |
| "Set your VirgilTrack password" | **Set my password** | You, or a VirgilTrack administrator, asked for a link to choose a password. Follow the same steps. See [Reset a forgotten password](/getting-started/reset-your-password/#choose-a-new-password). |
You get the first email when your organisation's sign-up is approved, or when your CEO or an administrator invites you. You get the second when a VirgilTrack administrator makes you a new CEO or department manager.
### Before you start
- Have your mobile phone with you. VirgilTrack can text a code to check your number.
- Have a photo of yourself ready, as a PNG or JPG file. The set-up form requires one.
- Keep your email inbox open. You'll need a code from it at the end.
### Set up your account
1. Open the email "Invitation to Virgiltrack" and select **Setup Account**.
The set-up page opens. Your name, **Email**, **Organization** and **Department** are already filled in. You can't change the email address, organisation or department here.
2. Under **Your profile**, add your photo. Select the pencil button (**Upload avatar**), choose your picture, drag and zoom it until it fills the blue crop box, then select **Crop**.
3. Check your **First Name** and **Last Name**, and type your **Job Title**, for example "Snr. Accountant".
4. Under **Contact & location**, type your **Cellphone Number** in international format, for example "+264 81 234 5678".
5. To confirm the number now, select **Send code**. Type the code from the text message in **Verification code** and select **Verify**.
A message under the number confirms that it's verified. You can skip this and verify your number later in Settings.
6. Choose your **Country** and **Timezone**, and fill in **City**, **Locality**, **ERF Number** and **Street Name**.
7. Under **Preferences**, **Communication** has **Email** and **Phone**, both ticked. Untick one if you don't want VirgilTrack to contact you that way. Switch **Join Newsletter** off if you don't want the newsletter.
8. Under **Security**, type a password in **Set Password** and type it again in **Repeat Password**.
Use at least 8 characters, with capital and small letters, a number and a symbol. The bar under the password fills up as it gets stronger.
9. Select **Register**.
The button shows **Please wait (Registering)...**. When you see "Account created successfully! Please check your email to confirm your account.", select **Okay, got it**.
_[Screenshot: The account set-up page, with the Your profile, Contact & location, Preferences and Security sections and the Register button]_
### Confirm your email address
After you select **Register**, VirgilTrack shows a page that says "Enter the verification code we sent to", with your email address partly hidden. Keep this browser tab open.
1. Open the email "Verify your email address on Virgiltrack" and find the 6-digit code.
2. Type the code into the six boxes under "Type your 6 digit security code".
VirgilTrack checks the code as soon as you type the last digit. You can also select **Verify**.
3. When "Your email has been verified successfully! You will now be redirected to login" appears, select **Ok, got it!**.
4. On the **Sign In** page, sign in with your email address and the password you chose.
No code? Check your spam or junk folder. Then select **Resend**, next to "Didn’t get the code ?". When "A new verification code has been sent to your email." appears, use the newest code.
_[Screenshot: The verification page with six boxes for the 6-digit code, the Verify button and the Resend link]_
### If your email has a Set my password button
1. Open the email and select **Set my password**.
A page opens that greets you by name: "Hi …, set your password".
2. Type a password in **New password** and again in **Repeat it**. Use at least 8 characters, with a capital letter, a number and a symbol.
3. Select **Set password**.
4. When **Password set** appears, select **Sign in** and sign in with your email address and new password.
The link in the email works once. If it has already been used or has run out, you see **This link has expired**. Select **Send me a new link** and follow [Reset a forgotten password](/getting-started/reset-your-password/).
### What happens next
- Your role comes from your invitation: CEO, Manager or Employee. See [Roles and what each can do](/welcome/roles/).
- VirgilTrack places you in your organisation's reporting lines. Employees report to their department's manager, and managers report to the CEO. If you were invited as a department's manager, you become that department's manager.
- You're added to your organisation's weekly work reports. See [Work reports and records](/work-reports/overview/).
- If you verified your mobile number, VirgilTrack can send you reminders by text message.
> **Tip:**
>
After you first sign in, open **Your picture › Settings › Preferences** and check your time zone. It decides when texts and calls may reach you, and the time Virgil Copilot works with. You may see "Your previous time zone setting wasn't a real time zone, so VirgilTrack was using Windhoek time. Choose yours and save." If you're in Namibia, Windhoek time is already right for you. If you're somewhere else, choose your time zone and select **Save time zone**. See [Set your time zone](/getting-started/your-profile/#set-your-time-zone).
### If something goes wrong
| What you see | What to do |
| --- | --- |
| "Please ensure that you have entered all required fields before submitting" | Look for red messages under the fields, such as "An avatar is required", "Job title is required", "Cellphone number is required", "Please select your country of residence" or "Please select your timezone". Fill in each one and select **Register** again. |
| "Use 8 or more characters with a mix of letters, numbers & symbols." | Make your password stronger: use capital and small letters, a number and a symbol. |
| "The password and its confirm are not the same" | Type exactly the same password in **Set Password** and **Repeat Password**. |
| "Enter your phone number first." | Type your number before you select **Send code**. |
| "Code sent — check your phone. It expires in 10 minutes." | This is not an error. Type the code from the text message and select **Verify** within 10 minutes. |
| "That code didn't verify." | Check the code and try again, or select **Resend code**. |
| "Your account has already been created. Use your email and password to login." | Your account exists. Go to the **Sign In** page and sign in. |
| "Invalid team member invite." or "This invitation is not valid or has already been used." | The invitation can't be used any more. Ask your CEO or an administrator to invite you again. |
| "Your account couldn't be created because of a problem on our side. Please try again." | Select **Register** again. If it keeps happening, contact your administrator. |
| **Verification Failed**: "The code provided is invalid or has already expired. Please check again or resend a new code using the Resend button below." | The code is wrong or too old. Select **Resend** and use the new code. |
| **Verification Failed**: "Please enter valid verification code and try again." | One of the six boxes is empty. Type all six digits. |
| **Already Verified!** | Your email address is already confirmed. Select **Ok, got it!** and sign in. |
If you select **Setup Account** again after you've registered, VirgilTrack takes you to the right place: the code page if you haven't confirmed your email yet, or the **Sign In** page if you have.
### Related
- [Sign in and sign out](/getting-started/sign-in/)
- [Your profile and sign-in details](/getting-started/your-profile/)
- [Find your way around](/getting-started/find-your-way-around/)
## Reset a forgotten password
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/reset-your-password/
VirgilTrack screens: /reset-password, /Account/SetPassword, /new-password
Forgotten your VirgilTrack password? Ask for a link by email from the Sign In page, then choose a new password.
If you can't remember your password, VirgilTrack can email you a link to choose a new one. You don't need to ask anyone for help.
If you know your password and just want to change it, do it in Settings instead. See [Change your password](/getting-started/your-profile/#change-your-password).
### Ask for a reset link
1. On the **Sign In** page, select **Forgot Password ?**.
The **Forgot your password?** page opens.
2. Type the email address you sign in with.
3. Select **Send the link**.
VirgilTrack shows **Check your email**.
_[Screenshot: The Forgot your password? page, with one box for your email address and the Send the link button]_
VirgilTrack gives the same answer whether or not an account uses that address. This keeps other people from finding out who has an account.
### Choose a new password
1. Open the email "Set your VirgilTrack password" and select **Set my password**.
A page opens that greets you by name: "Hi …, set your password".
2. Type your new password in **New password**.
Use at least 8 characters, with a capital letter, a number and a symbol. It also needs at least one small letter.
3. Type it again in **Repeat it**.
4. Select **Set password**.
5. When **Password set** appears, select **Sign in** and sign in with your email address and new password.
_[Screenshot: The Set your password page, with the New password and Repeat it boxes and the Set password button]_
### What happens next
- Your new password works straight away, and your old one stops working.
- If you hadn't confirmed your email address yet, setting a password through the emailed link confirms it too.
- The link works only once. If you need to change your password again, ask for a new link.
### If something goes wrong
| What you see | What it means | What to do |
| --- | --- | --- |
| No email arrives | The email may be in spam, the address may have no account, or you asked less than five minutes ago. | Check your spam or junk folder. Check that you typed the address you sign in with. VirgilTrack sends at most one link to an address every five minutes, so wait five minutes before you ask again. |
| **This link has expired** | The link has been used already, or it is too old. Links work once and for a limited time. | Select **Send me a new link** and start again. |
| "Enter your email." | The box is empty. | Type your email address. |
| "That isn't a valid email." | The address isn't complete. | Type the whole address, for example "name@council.gov.na". |
| "Enter a password." | **New password** is empty. | Type a new password. |
| "Use at least 8 characters." | The password is too short. | Make it at least 8 characters long. |
| "The passwords don't match." | The two boxes are different. | Type exactly the same password in both. |
| A message that starts "Passwords must have at least one" | The password is missing a kind of character. | Add what the message asks for: a capital letter, a small letter, a number or a symbol (such as ! or #). |
> **Note:**
>
If your account has been locked by your organisation, no reset link is sent. Ask your CEO or a VirgilTrack administrator for help.
### Related
- [Sign in and sign out](/getting-started/sign-in/)
- [Your profile and sign-in details](/getting-started/your-profile/)
## Find your way around
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/find-your-way-around/
VirgilTrack screens: /
The parts of the VirgilTrack screen, including the menu on the left, the header, the team bar, notifications, your account menu and the Virgil assistant.
Every VirgilTrack page is built the same way, so once you know the parts of the screen you can find your way anywhere. What you see in the menu depends on your role.
### The screen at a glance
_[Screenshot: A VirgilTrack page with the menu on the left, the header with the page title and the bell, flag and picture buttons, the Team bar beneath it, and the round Virgil Copilot button in the bottom-right corner]_
1. **The menu on the left** takes you to each area of VirgilTrack.
2. **The header** at the top shows the page title, and holds your notifications and your account menu.
3. **The team bar**, just under the header, shows the people you work with.
4. **The page itself** fills the rest of the screen.
5. **The Virgil Copilot button**, the round button in the bottom-right corner, opens the assistant.
### The menu on the left
On a large screen the menu may show only icons. Point at it to see the names, or select the arrow button on its edge to keep it open. On a phone, select the **Show sidebar menu** button at the top left to open it.
| Menu item | What it opens | Who sees it |
| --- | --- | --- |
| **Dashboard** | Your dashboard: **Admin Dashboard**, **CEO Dashboard** or **Manager Dashboard**. Managers and employees both open the **Manager Dashboard**. See [Dashboards](/dashboards/overview/). | Everyone |
| **Tasks** | The work given to you and the work you've given others. A red number shows tasks that need you: tasks of yours that are overdue, and tasks with messages you haven't read. Point at the number to see which. See [Tasks](/tasks/overview/). | Everyone |
| **From your email** | Work VirgilTrack found in your connected mailbox, waiting for you to confirm. The number shows how many are waiting. See [Tasks from your email](/tasks/tasks-from-email/). | Everyone |
| **Risk Register** | Your department's risks. See [The risk register](/risks/risk-register/). | Everyone except the CEO |
| **Kanban Board** | Your department's risks as cards in columns, by status. See [The Kanban board](/risks/kanban-board/). | Everyone except the CEO |
| **Risk Repository** | A catalogue of common risks you can copy into your department. See [The risk repository](/risks/risk-repository/). | Everyone except the CEO |
| **Departments** | Your organisation's departments. See [Departments](/departments/overview/). | Everyone |
| **Execution** | The strategic plan and the work that delivers it. Which pages you see inside depends on your role. See [Strategy and execution](/strategy/overview/). | Everyone |
| **Work Reports** | Your weekly work report, or your team's reports: the page matches your role. See [Work reports and records](/work-reports/overview/). | Everyone. Administrators have no work report, so for them it opens their dashboard. |
| **File Manager** | Your organisation's shared folders and files: open, upload, download and organise them. See [Files and documents](/files/overview/). | Everyone |
| **Private Chat** | One-to-one messages with colleagues. A dot shows when you have unread messages. See [Private chat](/communication/private-chat/). | Everyone |
| **Work Record** | The record of work VirgilTrack keeps for a person. See [Your work record](/work-reports/work-record/). | Everyone sees the item, but at present only administrators can open the page. Others see "You are not authorized to view this page." |
| **Emotional Intelligence** | Short lessons, practice and reflection on handling emotions at work. See [Emotional intelligence](/wellbeing/overview/). | Everyone |
| **Activity** | A timeline of what has happened in your organisation this year, by **Today**, **Week**, **Month** and year. See [Activity timeline](/dashboards/activity-timeline/). | Everyone |
| **Organizations**, **Users**, **Sign Ups** | The platform's organisations, people and sign-up requests. See [Platform administration](/administration/overview/). | Administrators |
| **Report Builder** | The **Generate Reports** page for risk reports. See [Make a risk report](/reports/report-builder/). | Everyone |
| **Changelog vX.X.X** | A list of changes in VirgilTrack's versions. | Everyone |
At the bottom of the menu, **Docs & User Manual** opens the Virgil Finance website.
### The header
The left of the header shows the **page title**. On many pages, the **breadcrumbs** under it show the path to the page, starting with **Home**. Select **Home** to go back to your first page. On pages without a title of their own, the header shows your organisation's name.
On the right of the header are three buttons.
| Button | What it does |
| --- | --- |
| The bell (**Notifications**) | Opens your notifications. A red number shows how many are unread. Choose **All** or **Unread**, select a notification to go to what it's about, or select **Mark all read**. See [Notifications](/communication/notifications/). |
| The flag | Opens **Activity Logs**, a list of your own sign-ins, including attempts that failed because of a wrong password. Select the cross to close it. |
| Your picture | Opens your account menu. |
#### Your account menu
Select your picture to open it. It shows your name, a badge with the short form of your job title, and your email address. Select your email address to go straight to your sign-in and security settings.
- **Risk Register** opens your department's risk register.
- **Upcoming Reviews** shows how many risk reviews you have coming up. It's a count only, not a link.
- **Roles & permissions** opens the **Role Management** page, and **Reporting hierarchy** opens **Roles & hierarchy** in Settings. Only the CEO and administrators see these two items. They use them to manage people's roles and reporting lines.
- **Settings** opens your personal settings. See [Your profile and sign-in details](/getting-started/your-profile/).
- **Sign Out** signs you out. See [Sign in and sign out](/getting-started/sign-in/#sign-out).
_[Screenshot: The account menu under your picture, with your name and email at the top, Settings, and Sign Out at the bottom]_
### The team bar
Under the header, **Team:** shows the pictures of the people in your department. The CEO sees everyone in the organisation.
- A small dot on each picture shows whether the person is online, away or offline. Point at a picture to see their name and status in words, such as "Online", "Away" or "Last seen …".
- A number on a picture shows how many unread messages that person has sent you.
- Select a picture to open a chat with that person at the side of the screen.
Some pages add their own buttons at the right of this bar.
**Who can use this:** CEO, Administrator
The CEO also sees a green plus button, **Invite a team member**, at the end of the bar. So do administrators who belong to a department. See [Invite team members](/settings/invite-team-members/).
_[Screenshot: The Team bar under the header, with colleagues' pictures, the online status dot on each picture and the green Invite a team member button at the end]_
### Virgil, the assistant
**Virgil Copilot** is the assistant built into VirgilTrack. Ask it questions about your work, or ask it to do things for you.
- Select the round **Virgil Copilot** button in the bottom-right corner, or press Ctrl + K (Cmd + K on a Mac). Press Esc to close it.
- Press Ctrl + J (Cmd + J on a Mac) to open the quick bar. Type one sentence, such as "Brandon, prepare the Outjo WIP schedule by Friday", check what VirgilTrack fills in, and press Enter.
- Select some text on a page (not inside a box you type in) to see three buttons: **Delegate**, **Remind me** and **Ask Virgil**.
See [The AI assistant](/assistant/overview/) to learn what Virgil can do.
### Messages and loading
- New notifications pop up briefly in a corner of the screen, with a sound.
- When a colleague sends you a chat message while you're elsewhere, it pops up at the bottom of the screen for a few seconds. Type in **Reply…** and select **Send**, or select **Open** to go to the conversation.
- **Loading...** appears while VirgilTrack opens a page.
- If "An unhandled error has occurred." appears at the bottom of the screen, something went wrong on the page. Select **Reload**.
> **Tip:**
>
Keyboard shortcuts at a glance: Ctrl + K opens or closes Virgil Copilot, Ctrl + J opens the quick bar, and Esc closes them. See [Keyboard shortcuts](/reference/keyboard-shortcuts/).
### Related
- [Roles and what each can do](/welcome/roles/)
- [Your profile and sign-in details](/getting-started/your-profile/)
- [Dashboards](/dashboards/overview/)
## Your profile and sign-in details
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/your-profile/
VirgilTrack screens: /settings/profile, /settings/security, /settings/preferences, /Account/Manage
Add your photo, check your details, change your password or sign-in email, verify your mobile number and set your time zone.
Your profile is how colleagues see you across VirgilTrack: your photo and name appear on tasks, reports, chat and your work record. This page also shows how to keep your sign-in details up to date and set your time zone.
### Open your settings
1. Select your picture in the top-right corner of the screen.
2. Select **Settings**.
Settings opens at **Profile**. The list on the left has these sections:
| Section | What it holds |
| --- | --- |
| **Profile** | Your photo, name, office number and privacy, and what your organisation has recorded about you. |
| **Sign-in & security** | Your sign-in email, password and mobile number, and where you're signed in. |
| **Notifications** | What reaches you, and how: email, texts or calls. |
| **Mailboxes** | Connecting your mailbox, so the work in your email becomes trackable. |
| **Preferences** | Your time zone, for quiet hours and Virgil Copilot's clock. |
| **Organisation** | Tools for running your organisation. CEO and administrators only. |
| **Roles & hierarchy** | Who reports to whom, and each person's role. CEO and administrators only. |
| **Your account** | Your work record, and asking to close your account. |
This page covers **Profile**, **Sign-in & security** and **Preferences**. For the other sections, see [Settings](/settings/overview/).
### Your profile
_[Screenshot: The Profile section of Settings, with the profile picture, the About you fields and the In your organisation details]_
#### Change your profile picture
1. Under **Profile picture**, select the pencil button (**Upload avatar**).
2. Choose a JPG or PNG picture under 5 MB.
3. Drag and zoom the picture until it fills the blue crop box, then select **Crop**.
VirgilTrack saves the picture straight away and shows "Profile picture updated."
#### Change your name or office number
1. Under **About you**, change **First name**, **Last name** or **Office or desk number**. The office number is optional.
2. Select **Save profile**.
When "Profile saved." appears, your changes are saved, and VirgilTrack uses your new name from then on.
#### Keep your profile private
Switch on **Keep my profile private** and select **Save profile**. Colleagues still see your name on shared work, but not your profile details.
#### In your organisation
**In your organisation** shows your **Organisation**, **Job title**, **Department** and who you **Reports to** ("Nobody" if no one). Your organisation sets these, so you can't change them here. If something is wrong, ask your manager or an administrator.
### Sign-in and security
Open **Sign-in & security** from the list on the left.
_[Screenshot: The Sign-in & security section, with cards for Sign-in email, Password, Mobile number and Where you're signed in]_
#### Change your password
1. Under **Password**, select **Change password**.
2. Type your **Current password**.
3. Type your new password in **New password** and again in **Repeat it**.
Use at least 8 characters, with a capital letter, a number and a symbol. The button stays greyed out until the new password is long enough and both boxes match.
4. Select **Change password**.
VirgilTrack changes your password and reloads the page. You stay signed in on this device, and your other devices are signed out. VirgilTrack also emails you a security notice called "Your VirgilTrack password was changed".
If you have never set a password, the button says **Set a password** instead, and you don't need a current password.
Forgotten your current password? Select **Forgot it? Email me a reset link**. VirgilTrack emails you a link and tells you where it went. See [Reset a forgotten password](/getting-started/reset-your-password/#choose-a-new-password).
#### Change your sign-in email
The email address you sign in with is also where VirgilTrack emails you. A badge next to it says **Verified** or **Not verified**.
1. Under **Sign-in email**, select **Change email**.
2. Type your new address in **New email address** and select **Send code**.
VirgilTrack emails a 6-digit code to the new address.
3. Type the code in **6-digit code from that inbox** and select **Confirm**.
VirgilTrack changes your sign-in email and reloads the page, with the new address shown under **Sign-in email**. Use it to sign in from now on. VirgilTrack sends a security notice to your old address.
If the code doesn't arrive, select **Send again**. To stop, select **Cancel**.
#### Add or verify your mobile number
VirgilTrack needs your mobile number to send you texts and calls, such as reminders. You confirm the number with a code.
1. Under **Mobile number**, select **Add a number**. If you already have a number, the button says **Verify** or **Change**.
2. Type your number in international format, for example "+264 81 234 5678".
3. Select **Text me a code**, or **Call me with a code** to hear the code in a phone call.
4. Type the code in **The code you received**.
5. Leave **Allow VirgilTrack to text and call me (choose what under Notifications)** ticked if you want texts and calls. You choose which ones under **Notifications**.
6. Select **Verify**.
When your number shows **Verified**, you're done. If a text doesn't arrive, select **Call me instead**. To take your number off, select **Remove**: texts and calls then stop.
#### Sign out on all other devices
Lost a phone, or signed in on a shared computer? Under **Where you're signed in**, select **Sign out on all other devices**. You stay signed in on the device you're using.
### Set your time zone
Your time zone decides two things:
- **Quiet hours.** VirgilTrack doesn't send you notification texts or calls between 20:00 and 07:00 in your time zone. See [Quiet hours](/settings/notifications/#quiet-hours).
- **Virgil Copilot's clock.** When you ask Virgil, or the quick bar, to remind you "at 15:00" or "tomorrow", it uses your time zone.
The page says "Reminders fire, quiet hours apply and Copilot tells the time by this zone." In this version, though, VirgilTrack's regular reminders don't follow your time zone. Emails such as **Due tomorrow** (07:30), **Overdue** (08:00), report reminders and event reminders go out by VirgilTrack's own clock, whatever your time zone. See [Reminders](/calendar/reminders/).
1. Open **Preferences** from the list on the left.
2. Type a place in the search box, for example "Windhoek", or select **Use this device's time zone**.
3. Select your time zone in the list.
**Your time with this zone** shows the day and time it gives you, so you can check it.
4. Select **Save time zone**.
The button stays greyed out until you choose a time zone other than the one selected when the page opened.
When "Time zone saved. Reminders, quiet hours and Copilot now use it." appears, you're done. ("Reminders" here means the ones you ask Virgil Copilot for.)
You may see "Your previous time zone setting wasn't a real time zone, so VirgilTrack was using Windhoek time. Choose yours and save." This often appears after you first set up your account. VirgilTrack uses Windhoek time until you save another time zone, so if you're in Namibia you don't need to change anything. If you're somewhere else, choose your time zone and select **Save time zone**.
### If something goes wrong
| What you see | What to do |
| --- | --- |
| "Use a picture under 5 MB." | Choose a smaller picture. |
| "The picture couldn't be uploaded. Try again in a moment." or "That file couldn't be read." | Try again, or try another JPG or PNG picture. |
| "Your first and last name are required." | Fill in both **First name** and **Last name**. |
| "Your current password isn't right." | Type your current password again, or select **Forgot it? Email me a reset link**. |
| "That isn't a valid email address." | Type the whole new address. |
| "That's already your email address." | You're already using that address. Nothing needs to change. |
| "Another account already uses that email." | Choose a different address, or ask your administrator. |
| "That code is wrong or has expired. Send a new one." | Select **Send again** and use the newest code. |
| "The code couldn't be emailed. Check the address and try again." | Check the new address for mistakes. |
| "That doesn't look like a phone number. Use international format, e.g. +264 81 234 5678." | Start with + and the country code. |
| "That number is already verified on another account." | Use a different number, or ask your administrator. |
| "Your device says …, which this server doesn't list. Pick it from the list." or "Couldn't read your device's time zone. Pick it from the list." | Search for your time zone and select it in the list. |
| "That didn't work. Try again in a moment." | Wait a moment and try again. |
| "This is a demo, so sign-in details can't be changed here." | You're in a demo. Sign-in details stay as they are. See [Try VirgilTrack with a demo link](/getting-started/try-the-demo/). |
### Related
- [Settings](/settings/overview/)
- [Notifications](/communication/notifications/)
- [Reset a forgotten password](/getting-started/reset-your-password/)
## Your first week as a manager
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/first-week-manager/
Roles: Manager
A day-by-day checklist for a new manager in VirgilTrack, covering your team and department, your risk register, delegating work, team reports and your dashboard.
As a manager, you look after your department's risks, hand out and follow up work, and pass your team's weekly reports on. This checklist spreads your first steps over a week. Each item links to the page with the details.
### Before you start
- **You need an account with the Manager role.** You have it if you manage a department or people report to you. See [Roles and what each can do](/welcome/roles/).
- **Know which kind of manager you are.** A department manager heads a whole department. A team manager leads the people who report to them, without heading a department. Team managers don't see some Execution pages, such as **Department Performance** and **Budget**. See [Find your way around Execution](/strategy/execution/#which-pages-each-role-sees).
### Day 1: Sign in and set up
1. Sign in with your email address and password. VirgilTrack opens your department's **Risk Register**. See [Sign in and sign out](/getting-started/sign-in/).
2. Open **Your picture › Settings**. Check your photo and name on **Profile**, verify your mobile number in **Sign-in & security**, and check your time zone in **Preferences**. See [Your profile and sign-in details](/getting-started/your-profile/).
3. In **Notifications**, in the same list, choose what reaches you by email, text or call. For example, **Team report reminders (managers)** is the Monday email about your team report. See [Choose your notifications](/settings/notifications/).
4. Learn the parts of the screen: the menu on the left, the bell in the header, the **Team:** bar and the **Virgil Copilot** button. See [Find your way around](/getting-started/find-your-way-around/).
5. Select **Execution** in the menu. A department manager starts on **Department Performance**, and a team manager on **Initiatives**. See [Find your way around Execution](/strategy/execution/).
If your organisation hasn't brought in its strategic plan yet, Execution shows the page for uploading it instead. Leave that to your CEO.
### Day 2: Get to know your team and department
- **Your department's page.** Open **Departments** and select **View Department** on your department's card. **1 Overview** lists what needs attention, and **2 People** shows the department's managers and everyone in it. See [A department's page](/departments/department-page/).
- **The people who report to you.** Open **Work Reports**. **Your team this week** lists everyone who reports to you. See [Review your team's reports](/work-reports/review-team-reports/#your-team-this-week).
- **Your team's workload.** Open **Emotional Intelligence › Your team** to see, for each person who reports to you, their open and overdue tasks and missed weekly reports. See [Your team](/wellbeing/your-team/).
- **Something wrong?** Only the CEO and administrators can change who reports to you, who belongs to a department and who manages it. Only they can invite new people. If someone is missing or in the wrong place, ask your CEO. See [Reporting lines and roles](/settings/roles-and-hierarchy/) and [Invite team members](/settings/invite-team-members/).
### Day 3: Go through your risk register
A risk is something that could go wrong for your department. Each one has a score, people responsible for it, review dates and controls: the actions that reduce it.
1. Open **Risk Register**. The **Active** group shows the risks still being worked on. A **Next review** date in red, marked **overdue**, means a review date has passed. See [The risk register](/risks/risk-register/).
2. Open **Risk Repository** and copy the suggestions that apply to your department. Risks from your organisation's strategic plan arrive here. See [The risk repository](/risks/risk-repository/).
3. Assess each risk you copied. You find them in the **Not assessed** group of the register. Only you can assess them, because you are their owner. See [Assess a risk](/risks/assess-a-risk/).
4. Record any other risks with **Add risk**. See [Add a risk](/risks/add-a-risk/).
5. Open each risk and select **Add control** to plan who will do what, and by when. See [Add a control to a risk](/risks/add-a-control/).
> **Caution:**
>
A control can't be changed or deleted once it is added. Agree the work with the person who will do it before you select **Add control**.
From then on:
- Each risk's responsible people are reminded before its reviews. See [Review a risk](/risks/review-a-risk/) and [Risk reviews and reminders](/risks/risk-reviews/).
- As a manager, you can mark any control as implemented, and reopen it. See [Mark a control as implemented](/risks/implement-a-control/).
- When every control of a risk is done, mark the risk as mitigated. See [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/).
- The **Kanban Board** shows the same risks as cards, by status. See [The Kanban board](/risks/kanban-board/).
### Day 4: Hand out and follow up work
1. Open **Execution › Initiatives** to see your department's initiatives, month by month. See [The Initiatives page](/strategy/initiatives/).
2. To give someone a task, point at a month's box on an initiative's row and select **Add task**.
3. Fill in **Task**, choose the person in **Assigned to**, and check the **Due date** and **Priority**. Then select the button that names the person, for example **Delegate to Petrus**. See [Delegate a task](/tasks/delegate-a-task/).
4. Follow the work in **Tasks**. **I delegated** lists the tasks you gave out. Department managers also have **My team**: the tasks on their departments' initiatives, person by person. See [Your tasks](/tasks/your-tasks/).
5. When someone starts, is blocked, asks for more time or finishes, you are told. Answer them, change the due date or verify the work from the task's page. See [Follow up work you delegated](/tasks/follow-up-delegated-work/).
Every Monday morning, if work you delegated is overdue or was finished in the past week, VirgilTrack emails you a summary of it.
If you are a department manager, also open **Execution › Budget** to check your initiatives' budgets, and record spending as it happens. See [The Budget page](/strategy/budget/) and [Record spending on an initiative](/strategy/log-expenditure/).
### Day 5: Your team's weekly reports
The people who report to you send you their weekly reports. You pick the points that matter, and VirgilTrack builds your own report from them. Staff are reminded on Friday afternoon if their report isn't in.
1. Open **Work Reports**.
2. Under **Your team this week**, check who has submitted. Select **Remind** beside anyone you are still waiting for.
3. Under **Team submissions**, select each person and tick the points that belong in your report.
**Let Virgil pick** ticks the points that matter at your level, with a reason for each. Read its picks before you go on.
4. Select **Open editor**. VirgilTrack writes your draft from the points you ticked.
5. Check and change the draft in the **Report Editor**, then select **Submit Report**.
_[Screenshot: The manager's work reports page: Team weekly report with the week number, today's date and how many team reports are in, the Download PDF and Open editor buttons, the Your team this week card with each person's status (and a Remind button beside anyone who hasn't submitted), and the Team submissions card below]_
Your report goes to the person you report to, usually the CEO. The page always shows the current week, Monday to Sunday, so submit your report before the week ends. See [Review your team's reports](/work-reports/review-team-reports/) and [Submit your team report](/work-reports/submit-your-team-report/).
### Every day: your dashboard and notifications
- **Your dashboard.** Select **Dashboard** to open the **Manager Dashboard**: your department's risk figures, your department's risk reviews and control reviews by day of the week in **What’s up Today**, and your department's risk heat map. See [The Manager Dashboard](/dashboards/manager-dashboard/).
- **Notifications.** The bell in the header shows what's new, such as tasks, controls, risks, mentions and reminders. A red number shows how many you haven't read. See [Notifications](/communication/notifications/).
- **Tasks that need you.** A red number beside **Tasks** in the menu counts your overdue tasks and the tasks with messages you haven't read. See [The numbers in the menu](/tasks/overview/#the-numbers-in-the-menu).
- **Virgil Copilot.** Select the round **Virgil Copilot** button, or press Ctrl + K, and ask in your own words, for example "What's overdue?". When you ask Virgil to change something, it prepares the change for you to confirm first. See [Ask Virgil Copilot](/assistant/use-copilot/).
### Related
- [Roles and what each can do](/welcome/roles/)
- [Your first week as an employee](/getting-started/first-week-employee/)
- [Managing risks](/risks/overview/)
- [Work reports and records](/work-reports/overview/)
## Your first week as an employee
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/first-week-employee/
Roles: Employee
A day-by-day checklist for your first week in VirgilTrack, covering your profile, your tasks, the risks you look after, your weekly report and check-in, and Virgil Copilot.
In VirgilTrack, work comes to you as tasks, you help keep your department's risks under control, and each week you tell your manager what you did. This checklist spreads your first steps over a week. Each item links to the page with the details.
### Before you start
You need a VirgilTrack account. If you have an invitation email but haven't set up your account yet, see [Accept an invitation](/getting-started/accept-an-invitation/).
### Day 1: Sign in and set up your profile
1. Sign in with your email address and password. VirgilTrack opens your department's **Risk Register**. See [Sign in and sign out](/getting-started/sign-in/).
2. Open **Your picture › Settings**. On **Profile**, check your photo and your name. See [Your profile and sign-in details](/getting-started/your-profile/).
3. In **Sign-in & security**, add or verify your mobile number, so VirgilTrack can send you texts such as reminders. See [Add or verify your mobile number](/getting-started/your-profile/#add-or-verify-your-mobile-number).
4. In **Preferences**, check your time zone. VirgilTrack doesn't send you texts or calls at night in your time zone, and Virgil Copilot uses it for reminders you ask for. See [Set your time zone](/getting-started/your-profile/#set-your-time-zone).
5. Learn the parts of the screen: the menu on the left, the bell in the header, the **Team:** bar with your colleagues, and the **Virgil Copilot** button. See [Find your way around](/getting-started/find-your-way-around/).
### Day 2: Your tasks
1. Open **Tasks**. The **For me** tab lists the work given to you, grouped by when it is due. See [Your tasks](/tasks/your-tasks/).
2. Open a task and select **Start working on it**. The person who gave it to you is told.
3. If you're stuck, or need more time, say so on the task's page. See [Say you're blocked](/tasks/work-on-a-task/#say-youre-blocked) and [Ask for more time](/tasks/work-on-a-task/#ask-for-more-time).
4. When the work is finished, select **Mark as done**. In **How was it done?**, write what you delivered and how, then select **Mark as done** under the box.
_[Screenshot: The Tasks page: a greeting with four figures (Overdue, Due this week, In progress and Done this week) and a ring showing how much of this week's work is done, then the For me and I delegated tabs, a strip of the next two weeks, Today's focus cards and the list of tasks grouped by when they are due]_
How you hear about your work:
- When someone gives you a task, you get a **New task delegated to you** notification.
- On weekday mornings, VirgilTrack emails you about work due the next day, and about work that is overdue. See [Reminders](/calendar/reminders/).
- A red number beside **Tasks** in the menu counts your overdue tasks and the tasks with messages you haven't read.
See [Work on a task](/tasks/work-on-a-task/).
### Day 3: The risks you look after
Your department records its risks in the **Risk Register**: things that could go wrong, how serious they are, and the actions that reduce them, called controls.
- **Read your department's register.** Open **Risk Register** and select a risk to open its page, with its score, its controls and its discussion. See [The risk register](/risks/risk-register/) and [A risk's page](/risks/risk-details/).
- **Your reviews.** If you are one of a risk's **Responsible people**, VirgilTrack reminds you 7, 3 and 1 days before each review, and on the day. At the review, check whether the risk has changed and whether its controls are working, and write what you found on the **Discussion** tab. See [Review a risk](/risks/review-a-risk/).
- **Your controls.** When someone makes you responsible for a control, you get **Risk control assigned to you**. When the work is done, open the control, write in **How did you implement it?** and select **Mark as implemented**. See [Mark a control as implemented](/risks/implement-a-control/).
- **What's coming up.** Select **Dashboard**. **What’s up Today** lists, day by day from **SUN** to **SAT**, the risk reviews scheduled for you and the controls you are responsible for or created. It isn't limited to this week, so open the risk to check a review's date. See [The What’s up Today card](/dashboards/whats-up-today/).
- **Spotted a new risk?** Record it with **Add risk** on the register. See [Add a risk](/risks/add-a-risk/).
### Every day: write your weekly report
1. Open **Work Reports**. Today's card is selected.
2. Write what you did in the box under the day's name, for example **Tuesday's work**. It is saved as you type.
3. Check **Reporting to** at the top of the page. Your report goes to that person, usually your manager.
_[Screenshot: The weekly report page for this week: the week's number, the Draft badge and Reporting to line at the top, the Guidelines button, the week list and the Review & submit button, a row of day cards from Monday to Sunday with today marked, the This week bar of tasks, and the box for today's work]_
Say what you did, what came of it and why it matters. Select **Guidelines** to see what a good entry includes. To have Virgil write an entry about a piece of work, open the **This week** bar and select **Draft** beside it. See [Your weekly report](/work-reports/weekly-report/).
If the page says "Your reporting line isn't set up yet", ask your CEO to set your manager. See [Who your report goes to](/work-reports/reporting-hierarchy/).
### Friday: submit your report and check in
1. Open **Work Reports** and select **Review & submit**. VirgilTrack turns your entries into a short report.
2. In **Edit report before submitting**, read each section and the **Summary**, and change anything that isn't right.
3. Select **Submit Report**. You see "Report successfully submitted to your manager."
4. Open **Emotional Intelligence › Me** and answer **How was your week?**. Your answer is private unless you tick **Share this with my manager**. See [The weekly check-in](/wellbeing/weekly-check-in/).
You can submit your report at any time, and VirgilTrack reminds you while it is still open:
| When | What you get |
| --- | --- |
| Friday at 14:00, if this week's report isn't submitted | An email, for example "Your week 43 report is ready to submit", with an **Open my report** button. |
| Monday at 08:30, if last week's report still isn't submitted | An email, for example "Last week's report (week 42) is still open", with a **Finish and submit** button, and a notification in VirgilTrack. |
Aim to submit by Friday afternoon: your manager builds their own report from the reports their team has submitted. To change a report you have sent, select **Reopen and edit**. See [Submit your weekly report](/work-reports/submit-your-weekly-report/).
On Friday afternoon, VirgilTrack also emails you **How was your week?** if you haven't checked in that week. You can answer straight from the email.
### Any time: ask Virgil Copilot
Select the round **Virgil Copilot** button in the bottom-right corner, or press Ctrl + K. Ask in your own words, for example:
- "What's overdue?"
- "Draft today's entry from what I did"
- "Remind me tomorrow at 9 to call the auditors"
> **Note:**
>
When you ask Virgil to change something, it first prepares the change on a card. Select **Confirm** to go ahead, or **Not now** to leave things as they are. See [Confirm what Virgil prepares](/assistant/confirm-changes/).
See [Ask Virgil Copilot](/assistant/use-copilot/) and [What Virgil can do](/assistant/what-virgil-can-do/).
### Related
- [Roles and what each can do](/welcome/roles/)
- [Tasks](/tasks/overview/)
- [Managing risks](/risks/overview/)
- [Work reports and records](/work-reports/overview/)
## Try VirgilTrack with a demo link
Source: https://manual.virgiltrack.virgilfinance.com/getting-started/try-the-demo/
VirgilTrack screens: /demo/start, /demo/{secret}
Open your personal demo link, take the guided tour of a sample municipality or upload your own plan, and see VirgilTrack as different people.
A demo link lets you explore VirgilTrack before your organisation signs up. It opens a private copy of VirgilTrack filled with a sample organisation, so you can try everything without affecting anyone's real work.
### Before you start
- Demo links are personal. Virgil Finance prepares each one for a named person. If you'd like one, contact Virgil Finance.
- Each link works in one browser only: the first browser that opens it. Use the same computer and browser every time you come back.
- Don't open the link in a private or incognito window, and don't clear that browser's cookies while your demo lasts. Otherwise the browser is no longer recognised and the link won't open again.
- A demo lasts for a limited time. The demo bar shows how much time is left.
### Open your demo
1. Open the demo link you were sent.
VirgilTrack signs you in as the CEO of the sample organisation. You don't need a password.
2. On the welcome page, check the badge "Your private demo, prepared for …" shows your name.
3. Choose how to start: **Take the tour** or **Use my own plan**. Both are explained below.
_[Screenshot: The demo welcome page with two choices: Step inside a council that's doing it, with the Take the tour button, and Bring your own plan, with the Use my own plan button]_
Your demo is a separate copy of VirgilTrack, so nothing you do in it affects a real organisation. It disappears when your link expires. Once your demo has a plan, for example after you take the tour, the link takes you straight into VirgilTrack next time.
The VirgilTrack team that sent your link can see a record of your visits to the demo, such as when you opened it, which pages you viewed and how far you got through the tour.
### Take the tour
**Take the tour** is the recommended choice. It opens Kalahari Springs Municipality, a sample council that already runs its plan in VirgilTrack. Its tasks, weekly reports, budgets and risks are already there.
1. Select **Take the tour**.
The button shows **Opening the doors…** while VirgilTrack prepares the sample organisation. Then the guided tour starts, if your demo includes one.
2. Read each bubble. **Step … of …** shows how far through the tour you are.
3. Select **Next** (or the button shown in the bubble), or press Enter, to go on. When a bubble says **Click the highlighted item**, select the item that is lit up.
4. To stop at any time, select **Skip the tour**.
To take the tour again later, select **Tour** on the demo bar. The tour follows the CEO: if you're viewing as someone else, **Tour** switches you back to the CEO first. Not every demo includes the tour; if yours doesn't, the **Tour** button isn't there.
### Use your own plan
**Use my own plan** lets you upload your own strategic plan and see VirgilTrack read it. Be aware that it is real work, not a quick look: VirgilTrack won't run a plan with gaps in it, and you'll be asked to fill in every gap by hand.
1. Select **Use my own plan**.
A warning appears: **Stop. This is the deep end.**
2. Select **I understand. Let me upload anyway**. To change your mind, select **Take the tour instead**.
3. Under **Whose plan is it?**, type your organisation's name in **Organisation name**, for example "Okahandja Town Council".
4. Select **Continue to the upload**.
VirgilTrack opens the **Execution** area, ready for you to upload your plan. See [Bring in your strategic plan](/strategy/strategic-plan/).
To go back to the two choices, select **Back to the two options**.
### The demo bar
While you're in a demo, a bar floats at the bottom of every page.
| Part of the bar | What it does |
| --- | --- |
| **Demo** | Shows that you're in a demo, who it was prepared for, and the time left. |
| **Quick actions** | Makes things happen instantly for the demo, such as everyone submitting this week's work reports. |
| **Viewing as …** | Shows whose eyes you're seeing VirgilTrack through. Select it to become someone else. |
| **Tour** | Starts the guided tour again. |
| **Back to CEO** | Switches back to the CEO. Shown when you're viewing as someone else. |
#### See VirgilTrack as someone else
1. On the demo bar, select **Viewing as …**.
2. Type in "Search people, roles or departments…" to find someone, or scroll the list.
3. Select the person.
The page reloads, signed in as that person, so you see their notifications, tasks and report. A **CEO** or **Manager** badge marks people with those roles.
#### Use quick actions
Quick actions work on the **Work Reports** page in **Execution**. Select **Quick actions**, then **Run** next to the action you want. If there are none on the page you're on, the menu offers a **Go to Work reports** button.
| Viewing as | Quick actions |
| --- | --- |
| The CEO | **Everyone submits this week's reports**; **Reset this week to drafts** |
| A manager | **My team submits this week's reports**; **Submit my report to the CEO**; **Reset my team's week** |
| An officer | **Fill in my week so far**; **Reset my report to draft** |
After an action runs, VirgilTrack tells you what happened and reloads the page.
### What you can't do in a demo
- The people in a demo are made up, so their sign-in details can't be changed. In Settings you see "This is a demo, so sign-in details can't be changed here."
- When the demo's time runs out, you're signed out and the demo is gone.
### If something goes wrong
| What you see | What to do |
| --- | --- |
| "This demo link isn't valid." | Check that you opened the whole link from your email. |
| "This demo link has expired. Ask for a new one." or "This demo link has been withdrawn." | Contact Virgil Finance for a new link. |
| "This demo link has already been opened on another device. Each link is personal; ask for your own." | Open the link in the browser you first used, or ask for your own link. |
| "We couldn't prepare your demo just now. Please open the link again in a minute." | Wait a minute and open the link again. |
| "This demo isn't available any more." | Contact Virgil Finance for a new link. |
| "Please enter your organisation's name." | Type your organisation's full name (at least two letters), then select **Continue to the upload**. |
| "That name is too long; 120 characters at most." | Shorten the name. |
| "This week's reports haven't been set up yet. Open Work reports once, then try again." or "You don't have a report for this week yet. Open Work reports once, then try again." | Open **Work Reports** in **Execution**, then run the quick action again. |
| "That didn't work just now. Please try again in a moment." | Wait a moment, then run the quick action again. |
### Related
- [Sign up your organisation](/getting-started/create-an-organisation/)
- [Demo links](/administration/demo-links/), for administrators who create them
- [What is VirgilTrack?](/welcome/about/)
# Chapter 3: Dashboards
## Dashboards
Source: https://manual.virgiltrack.virgilfinance.com/dashboards/overview/
VirgilTrack screens: /admin-dashboard
What VirgilTrack's dashboards are for, which dashboard each role sees, and how to open it.
A dashboard is a one-page summary of what matters to you. It brings together figures and lists from other parts of VirgilTrack, such as your risks, controls, reviews and weekly reports, so you can see at a glance where things stand.
### Which dashboard you see
Everyone opens their dashboard with **Dashboard**, the first item in the menu on the left. Which dashboard opens depends on your role.
| Your role | Your dashboard | What it covers |
| --- | --- | --- |
| Employee | **Manager Dashboard** | Your department's risks, and the reviews and controls that are yours. |
| Manager | **Manager Dashboard** | Your department's risks, reviews and controls. |
| CEO | **CEO Dashboard** | The whole organisation: departments, people, risks, money at risk and weekly reports. |
| Administrator | **Admin Dashboard** | A link to the demo links page. |
Employees and managers share the same screen, called **Manager Dashboard**. Only one card, **What’s up Today**, shows an employee less than a manager. See [The Manager Dashboard](/dashboards/manager-dashboard/).
### Open your dashboard
1. Select **Dashboard** at the top of the menu on the left.
Your dashboard opens. Its name appears in the header at the top of the page.
2. Wait a moment while the cards load. Grey placeholder shapes show where a card is still loading.
When you sign in, the CEO and administrators land on their dashboard. Managers and employees land on the **Risk Register**: select **Dashboard** in the menu to open the dashboard. See [Sign in and sign out](/getting-started/sign-in/).
### What's on each dashboard
| Card | Manager Dashboard | CEO Dashboard |
| --- | --- | --- |
| Your organisation and department, with four figures | Yes | |
| Six figures for the whole organisation | | Yes |
| **Weekly report submissions** | | Yes |
| **What’s up Today** | Yes | Yes |
| **Risk Distribution Heatmap** | Yes, for your department | Yes, for the organisation |
| **Risk Categories by Department** | | Yes |
| **Departments Overview** | | Yes |
### Main ideas
- **The figures are worked out when the dashboard opens.** They don't change while you look at them. To see the latest figures, reload the page in your browser. Selecting **Dashboard** while the dashboard is already open doesn't update it.
- **Your role decides the scope.** The CEO sees the whole organisation. Managers and employees see their own department, and **What’s up Today** shows employees only their own work.
- **"Mitigated" means marked with Mark as mitigated.** A risk counts as mitigated once someone selects **Mark as mitigated** on the risk's page or in the risk register. A risk that is archived, or moved to **Mitigated** on the Kanban board, still counts in figures such as **Risk Exposure**. See [The risk register](/risks/risk-register/).
- **Report buttons take you to the reports.** **PDF Report**, **Report Center**, **Get Report** and **Generate Reports** all open the **Generate Reports** page. See [Make a risk report](/reports/report-builder/).
- **Money is in Namibian dollars.** Large amounts are shortened: "K" means thousands and "M" means millions, so 2.5M is N$ 2,500,000.
### The Admin Dashboard
**Who can use this:** Administrator
The **Admin Dashboard** is a simple page for platform staff. Its **Manage Demos** link opens the demo links page. Administrators do most of their work from **Organizations**, **Users** and **Sign Ups** in the menu. See [Platform administration](/administration/overview/) and [Demo links](/administration/demo-links/).
The page's **Admin Index** heading and **get db path** button are not for everyday use, and, in the bar under the header, the **Search Risk** box and the **Add a team member** and **Enable grid view** buttons don't do anything yet. See [Known limitations](/reference/known-limitations/#platform-administration).
### In this chapter
- [The Manager Dashboard](/dashboards/manager-dashboard/): your department's figures, your week's reviews and your department's heat map, for managers and employees.
- [The CEO Dashboard](/dashboards/ceo-dashboard/): the whole organisation's figures, weekly report submissions, risk categories and departments.
- [The What’s up Today card](/dashboards/whats-up-today/): the risk reviews and control reviews on each day of the week.
- [The risk heat map](/dashboards/risk-heat-map/): how to read the grid of risks by probability and impact.
- [The activity timeline](/dashboards/activity-timeline/): a running list of what has happened in your organisation this year.
> **Tip:**
>
Dashboards show summaries. To change something, such as a risk or a control, open it from the **Risk Register** or the risk's own page. See [The risk register](/risks/risk-register/).
## The Manager Dashboard
Source: https://manual.virgiltrack.virgilfinance.com/dashboards/manager-dashboard/
Roles: Manager, Employee
VirgilTrack screens: /manager-dashboard
The dashboard for managers and employees, with your department's risk figures, the week's reviews and your department's risk heat map.
The **Manager Dashboard** shows how your department is doing with its risks. Managers and employees both use it. It answers three questions: how much risk is left in your department, what reviews are coming up, and where your department's risks sit on the heat map.
### Open the Manager Dashboard
1. Select **Dashboard** in the menu on the left.
The **Manager Dashboard** opens.
### The dashboard at a glance
_[Screenshot: The Manager Dashboard: the department card with its four figures at the top left, the What's up Today card with the days of the week at the top right, and the Risk Distribution Heatmap across the bottom]_
The dashboard has three cards:
1. **Your department card**, at the top left, with four figures about your department's risks.
2. **What’s up Today**, at the top right, with the risk reviews and control reviews on each day of the week.
3. **Risk Distribution Heatmap**, across the bottom, which places your department's open risks on a grid.
### Your department card
The top of the card shows your organisation's name and, under it, your department's name. VirgilTrack adds the word "Department" to the name if it isn't there already. Select the names to open your department's **Risk Register**.
Under the names are four figures. They always cover your whole department, whether you are a manager or an employee.
| Figure | What it shows |
| --- | --- |
| **Residual Risks** | How many of your department's risks haven't been marked as mitigated yet, whatever their status. Archived risks, and risks moved to **Mitigated** on the Kanban board, still count. |
| **Pending Controls** | How many of your department's controls haven't been marked as implemented yet. |
| **Risk Exposure** | The total **Financial exposure** of the same risks: your department's risks that haven't been marked as mitigated. |
| **Department Progress** | Of the risks recorded in your department this calendar year, the percentage that have been marked as mitigated, as a whole number rounded down. |
A residual risk is a risk that is still there: it hasn't been dealt with yet. Here, "marked as mitigated" means someone selected **Mark as mitigated** on the risk's page or in the risk register. A control is an action that reduces a risk. See [Risk controls](/risks/risk-controls/) and the [Glossary](/reference/glossary/).
**Risk Exposure** is shortened for large amounts: "K" means thousands and "M" means millions. For example, 250.5K is about N$ 250,500.
_[Screenshot: The department card, showing the organisation and department names over a picture, and the Residual Risks, Pending Controls, Risk Exposure and Department Progress figures]_
#### Quick Actions
The small square button at the top right of the department card opens **Quick Actions**:
- **View** opens your department's **Risk Register**.
- **Get Report** opens the **Generate Reports** page, where you can create risk reports. See [Make a risk report](/reports/report-builder/).
### What’s up Today
**What’s up Today** lists risk reviews and control reviews by day of the week. Today's day is selected when the dashboard opens; select another day to see its list.
- **Managers** see the reviews and controls of their whole department.
- **Employees** see the controls they are responsible for or created, and the risk reviews scheduled for them.
See [The What’s up Today card](/dashboards/whats-up-today/) for what each entry shows.
### Risk Distribution Heatmap
The heat map places your department's open risks on a grid of five probability levels by five impact levels. The redder a cell, the more serious that combination is. A number in a cell shows how many risks are counted there.
Under the title it says "Showing risk distribution within the department." **PDF Report** opens the **Generate Reports** page.
See [The risk heat map](/dashboards/risk-heat-map/) to learn how to read it. At present the heat map counts risks in the wrong rows, so read [What the numbers mean](/dashboards/risk-heat-map/#what-the-numbers-mean) before you rely on it.
### More actions
The bar under the header shows **Team:** with the people in your department, and **Actions:** at the other end. See [The team bar](/getting-started/find-your-way-around/#the-team-bar).
Select the square button next to **Actions:** to open **More Actions**, then select **Generate Reports** to open the reports page.
### What managers and employees see
| Card | Manager | Employee |
| --- | --- | --- |
| Department card and its four figures | Your department | Your department |
| **What’s up Today** | Your department's reviews and controls | Your own controls and the reviews scheduled for you |
| **Risk Distribution Heatmap** | Your department's open risks | Your department's open risks |
_[Screenshot: The Manager Dashboard as an employee sees it: the same department figures as the manager, with What's up Today listing only the employee's own controls and reviews]_
### How the figures change
The figures follow what you do with your risks and controls elsewhere in VirgilTrack:
- When someone marks a risk as mitigated with **Mark as mitigated**, on the risk's page or in the risk register, **Residual Risks** and **Risk Exposure** go down. If the risk was recorded this year, **Department Progress** goes up. See [A risk's page](/risks/risk-details/).
- Archiving a risk, or moving it to **Mitigated** on the Kanban board, doesn't change **Residual Risks**, **Risk Exposure** or **Department Progress**.
- When someone marks a control as implemented with **Mark as implemented**, **Pending Controls** goes down. See [Risk controls](/risks/risk-controls/).
- **Risk Exposure** adds up the **Financial exposure** entered for each risk. Risks with no amount add nothing.
The dashboard works out its figures when it opens. To see changes you've just made, reload the page in your browser.
> **Note:**
>
**Department Progress** starts again each calendar year. It only counts risks recorded in your department this year, so early in January it can show 0 % even if older risks were mitigated.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Risk Exposure** shows 0 | No **Financial exposure** has been entered for your department's open risks. | Enter a **Financial exposure** amount when you add, assess or edit a risk. See [Add a risk](/risks/add-a-risk/). |
| **Department Progress** shows 0 % | No risks were recorded in your department this year, or none of this year's risks is mitigated yet. | Nothing is wrong. The figure rises as this year's risks are mitigated. |
| A figure hasn't changed after you updated a risk | The dashboard worked out its figures before your change. | Reload the page in your browser. |
| A risk you think is finished still counts in **Residual Risks** and **Risk Exposure** | It was archived, or moved to **Mitigated** on the Kanban board, but nobody selected **Mark as mitigated**. | Open the risk's page and select **Mark as mitigated**. The button only works once all the risk's controls are implemented. See [A risk's page](/risks/risk-details/). |
| **What’s up Today** is empty for every day | There are no reviews or controls for you (or, for managers, your department) yet. | See [The What’s up Today card](/dashboards/whats-up-today/#where-the-entries-come-from). |
### Related
- [Dashboards](/dashboards/overview/)
- [The risk register](/risks/risk-register/)
- [The CEO Dashboard](/dashboards/ceo-dashboard/)
## The CEO Dashboard
Source: https://manual.virgiltrack.virgilfinance.com/dashboards/ceo-dashboard/
Roles: CEO
VirgilTrack screens: /ceo-dashboard
The CEO's view of the whole organisation, with key figures, weekly report submissions, reviews, the risk heat map, risk categories and departments.
The **CEO Dashboard** shows the whole organisation on one page. Use it to see how much risk the organisation carries, which departments need attention, and whether the people who report to you have sent their weekly reports.
### Open the CEO Dashboard
The CEO Dashboard opens when you sign in. To come back to it from anywhere:
1. Select **Dashboard** in the menu on the left.
The **CEO Dashboard** opens.
### The dashboard at a glance
_[Screenshot: The CEO Dashboard: six figure cards across the top, the Weekly report submissions card under them, then What's up Today beside the Risk Distribution Heatmap, and Risk Categories by Department beside Departments Overview at the bottom]_
From top to bottom, the dashboard shows:
1. **Six organisation figures** in a row of small cards.
2. **Weekly report submissions** from the people who report to you.
3. **What’s up Today**, with the organisation's risk reviews and control reviews by day.
4. **Risk Distribution Heatmap** for the whole organisation.
5. **Risk Categories by Department**, a bar chart.
6. **Departments Overview**, a table of your departments.
### The bar under the header
Under the header, **Team:** shows the pictures of everyone in your organisation whose account is active. Select a picture to chat with that person. The green plus button at the end, **Invite a team member**, invites someone new. See [The team bar](/getting-started/find-your-way-around/#the-team-bar) and [Invite team members](/settings/invite-team-members/).
At the right of the bar, after **Actions:**, the **Enable grid view** button (its name shows when you point at it) doesn't do anything yet. See [Known limitations](/reference/known-limitations/#dashboards).
### Organisation figures
The six cards at the top add up figures for your whole organisation.
| Card | What it shows |
| --- | --- |
| **Departments** | How many departments your organisation has in VirgilTrack. This includes a department called **Executive Suite**, the CEO's own, if you have one. The cards further down leave it out. |
| **Team Members** | How many people in your organisation have a VirgilTrack account, including you. Accounts that have been deactivated, for example of people who have left, still count. |
| **Active Risks** | How many risks have the status **New** or **In Progress** and haven't been marked as mitigated. |
| **Risk Exposure** | The total **Financial exposure** of every risk that hasn't been marked as mitigated. |
| **Treatment Budget** | The total **Mitigation budget** of every risk that hasn't been marked as mitigated. This is what the organisation expects to spend on dealing with its open risks. |
| **Critical Assets Value** | This card doesn't add anything up yet, so it shows 0. |
Money is shortened: "K" means thousands and "M" means millions. For example, 12.4M is about N$ 12,400,000.
### Weekly report submissions
This card shows whether the people who report directly to you have submitted their weekly report. Only people whose **Reports to** is set to you are listed, and only if their account is active.
_[Screenshot: The Weekly report submissions card: the week number and dates under the title, the Previous week and Next week arrows, how many people have submitted out of the total with a green progress bar, the Submitted and Not submitted tabs with their counts, and a list of people, each with a status badge]_
#### Choose a week
The line under the title names the week, for example "Week 43, 19 Oct – 25 Oct". Weeks run from Monday to Sunday. Use the **Previous week** and **Next week** arrow buttons to move between weeks. You can't go past the current week.
#### Read the summary
The large number shows how many people have submitted, for example "3 of 5 submitted". The green bar under it fills up as more people submit.
#### The tabs
| Tab | Who it lists |
| --- | --- |
| **Submitted** | People who have sent their report for that week, earliest first. |
| **Not submitted** | People whose report for that week hasn't been sent yet, by name. The card opens on this tab. |
| **No report** | People who don't have a report for that week at all, by name. This tab only appears when someone is in this state. |
The number on each tab shows how many people it lists. When a tab lists nobody, it says "No reports submitted yet this week." (**Submitted**) or "Everyone has submitted." (**Not submitted**).
#### Each person
Each row shows the person's picture, name and department ("No department" if they have none), and a badge:
| Badge | What it means |
| --- | --- |
| A green badge with a day and time, such as "Mon 14:05" | They submitted their report, at that time. If the time isn't known, the badge just says **Submitted**. |
| **Not submitted**, in yellow | Their report exists but they haven't sent it yet. |
| **No report**, in red | VirgilTrack hasn't created a report for them for that week yet, so they can't submit one. Point at the badge to read why. |
To read the reports themselves, see [Review your team's reports](/work-reports/review-team-reports/).
### What’s up Today
On the CEO Dashboard, **What’s up Today** lists the risk reviews and control reviews of the whole organisation, by day of the week. Today's day is selected when the page opens. See [The What’s up Today card](/dashboards/whats-up-today/).
### Risk Distribution Heatmap
The heat map places all of the organisation's open risks on a grid of probability by impact. Under the title it says "Showing risk distribution within the organization." See [The risk heat map](/dashboards/risk-heat-map/). At present the heat map counts risks in the wrong rows, so read [What the numbers mean](/dashboards/risk-heat-map/#what-the-numbers-mean) before you rely on it.
### Risk Categories by Department
This bar chart shows how many risks each department has in each risk category, such as **Financial Risk** or **Operational Risk**.
- **Overall** shows all departments together. It is selected when the page opens.
- Select a department's name to see that department only.
- Each bar is one risk category, with its number of risks on top. The bottom axis is labelled **Risk Category** and the side axis **Total Risks**.
- Only categories that have at least one risk get a bar.
The chart counts every risk recorded in the department, whatever its status, including mitigated ones. The Executive Suite isn't included.
> **Note:**
>
The date button at the top of the card doesn't change the chart. The chart always counts all risks, whatever dates the button shows.
### Departments Overview
This table lists your organisation's departments, except the Executive Suite.
_[Screenshot: The Departments Overview table, listing each department with its manager's name, team size, active risks, progress percentage, status badge and risk exposure in Namibian dollars, and an arrow button at the end of each row]_
| Column | What it shows |
| --- | --- |
| **DEPARTMENT** | The department's picture and name. Under the name is the department manager's name, when one is set. |
| **TEAM SIZE** | How many people are in the department, including deactivated accounts. |
| **ACTIVE RISK** | How many of the department's risks have the status **New** or **In Progress** and aren't mitigated. |
| **PROGRESS** | Of the risks recorded in the department this calendar year, the percentage marked as mitigated. It is rounded down to a whole number, for example "50.00 %". |
| **STATUS** | The department's overall risk status. Departments start as **New**. |
| **RISK EXPOSURE** | The total **Financial exposure** of the department's risks that aren't mitigated, in full, for example "N$ 1,250,000.00". |
| **VIEW** | An arrow button that opens the department's page. |
Select a department's name, its picture or the arrow button to open that department's page, with its people, work, risks and settings. Select **Browse** at the top of the card to open the **Departments** page. See [Departments](/departments/overview/).
### Why the risk numbers differ between cards
The cards count risks in different ways, so their numbers don't always match.
| Card | Which risks it counts |
| --- | --- |
| **Active Risks**, **ACTIVE RISK** and the heat map | Only risks with the status **New** or **In Progress** that aren't mitigated. |
| **Risk Exposure**, **Treatment Budget** and **RISK EXPOSURE** | Every risk that hasn't been marked as mitigated, whatever its status. Archived risks, and risks moved to **Mitigated** on the Kanban board, still count. |
| **Risk Categories by Department** | Every risk, including mitigated ones. |
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Nobody reports to you yet. Staff appear here once their "Reports to" is set to you." | No one in VirgilTrack reports directly to you. | Set people's reporting lines under **Reporting hierarchy** in your account menu. See [Settings](/settings/overview/). |
| Someone has a red **No report** badge | VirgilTrack hasn't created their report for that week yet. | Check again later. If it stays, contact your VirgilTrack administrator. |
| A department is missing from **Departments Overview** | The Executive Suite is never listed. | Nothing is wrong. |
| "No departments to display here" | Your organisation has no departments besides the Executive Suite yet. | Add departments. See [Departments](/departments/overview/). |
| **Critical Assets Value** shows 0 | This card doesn't add up any values yet. | Nothing is wrong. |
| A figure hasn't changed after an update | The dashboard worked out its figures when it opened. | Reload the page in your browser. |
### Related
- [Dashboards](/dashboards/overview/)
- [The risk heat map](/dashboards/risk-heat-map/)
- [The activity timeline](/dashboards/activity-timeline/)
- [Review your team's reports](/work-reports/review-team-reports/)
## The What’s up Today card
Source: https://manual.virgiltrack.virgilfinance.com/dashboards/whats-up-today/
Roles: Employee, Manager, CEO
The dashboard card that lists risk review meetings and control reviews by day of the week, and what each role sees in it.
**What’s up Today** is a card on the Manager Dashboard and the CEO Dashboard. Under the line "What are people working on", it lists the risk reviews and control reviews that fall on each day of the week, so you can see what is coming up.
### Where to find it
- On the **Manager Dashboard**, it is at the top right, beside your department card.
- On the **CEO Dashboard**, it is beside the **Risk Distribution Heatmap**.
_[Screenshot: The What's up Today card, with the days SUN to SAT across the top and one day selected. Below them is that day's list: each entry has a coloured bar on its left, red for a risk review meeting and blue for a control review, and a View button]_
### See a day's reviews
1. Open your dashboard with **Dashboard**.
In **What’s up Today**, today's day is already selected.
2. Select another day in the row of days to see its list.
The days run from **SUN** to **SAT**. Under each day's name is its date in the current week.
3. Select **View** next to a control review to open its risk's page.
### What each entry shows
The card has two kinds of entry. A coloured bar on the left of each entry, and its wording, tell them apart.
| Entry | Bar | What it shows |
| --- | --- | --- |
| Risk review meeting | Red | "08:00 - 17:00", the same for every meeting, then "Risk Review Meeting - " and the risk's code. Point at the small information icon to read the risk's description. "Reviewed by" names the person the review is for. |
| Control review | Blue | The control's next review time, in 12-hour form and always followed by "AM", even for an afternoon time. Then the control's description, and "Lead by" with the name of the person responsible for the control. |
A risk review is a regular check of a risk to see whether it has changed. A control review is a check that a control, an action that reduces a risk, is still working. See [Risk reviews and reminders](/risks/risk-reviews/) and [Risk controls](/risks/risk-controls/).
### Where the entries come from
- **Risk review meetings** are added when someone changes a risk's **Next review** date on **Edit risk**. VirgilTrack adds one for each of the risk's **Responsible people**. A new risk doesn't get one until its review date is changed.
- **Control reviews** come from every control. Each control appears under the day of its next review, which is first set with **First review** when the control is added.
### Who sees what
What the card lists depends on your role.
| Your role | Risk review meetings | Control reviews |
| --- | --- | --- |
| Employee | Reviews scheduled for you | Controls you are responsible for, or that you created |
| Manager | Every review in your department | Every control in your department |
| CEO | Every review in the organisation | Every control in the organisation |
### Which dates appear under a day
The card sorts entries by day of the week, not by date. Under **MON**, for example, you see every review whose date falls on a Monday, whatever the week.
> **Note:**
>
The lists aren't limited to this week. They can include reviews from past and future weeks, reviews already done and controls already implemented. To check the actual date of a review, open the risk's page.
If a day has nothing on it, the card says "Nothing going happening on" followed by the day's name, for example "Nothing going happening on monday".
### Report Center
Select **Report Center** at the top of the card to open the **Generate Reports** page. See [Make a risk report](/reports/report-builder/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **View** next to a risk review meeting doesn't open the risk | This link doesn't lead to the risk's page. | Open the risk from the **Risk Register** instead. The entry shows the risk's code to help you find it. See [The risk register](/risks/risk-register/). |
| An entry seems to be for a different week | The card groups entries by day of the week only. | Open the risk's page to see the real date. |
| Every day is empty | There are no review meetings or controls for you (or your department, or your organisation) yet. | Controls appear as soon as they are added. Review meetings appear once someone changes a risk's **Next review** date. See [Where the entries come from](#where-the-entries-come-from). |
### Related
- [The Manager Dashboard](/dashboards/manager-dashboard/)
- [The CEO Dashboard](/dashboards/ceo-dashboard/)
- [Calendar and reminders](/calendar/overview/)
## The risk heat map
Source: https://manual.virgiltrack.virgilfinance.com/dashboards/risk-heat-map/
Roles: Employee, Manager, CEO
VirgilTrack screens: /heatmap
How to read the Risk Distribution Heatmap, including which risks it counts, what its rows, columns, colours and numbers mean, and how to find the risks behind a number.
The **Risk Distribution Heatmap** shows how your open risks are spread by probability and impact. Probability is how likely a risk is to happen; impact is how serious it would be if it did. The heat map helps you see at a glance whether risks are bunching up in the serious, red part of the grid.
### Where to find it
The heat map is on both dashboards:
| Dashboard | Which risks it counts | The line under the title |
| --- | --- | --- |
| **Manager Dashboard**, for managers and employees | Your department's risks | "Showing risk distribution within the department." |
| **CEO Dashboard** | Your whole organisation's risks | "Showing risk distribution within the organization." |
Open it with **Dashboard** in the menu on the left.
_[Screenshot: The Risk Distribution Heatmap: a five by five grid with the impact levels Very Low to Very High across the top and the word Impact underneath, the probability levels Very High to Very Low down the left and the word Probability on the right, cells shaded from light green to deep red, and numbers in circles in some cells]_
### Which risks are counted
The heat map counts only open risks: risks with the status **New** or **In Progress** that haven't been marked as mitigated.
- Risks that are **Unassessed**, **Deferred**, **Mitigated** or **Archived** aren't counted.
- A risk needs both a **Likelihood** and an **Impact** to be placed on the grid. See [How risk scores work](/risks/risk-scores/).
### How the grid is laid out
The grid has five columns and five rows, one for each level from **Very Low** to **Very High**.
- **The columns are impact.** They run from **Very Low** on the left to **Very High** on the right. Their names are above the grid, and the word **Impact** is under it.
- **The rows are probability.** They run from **Very High** at the top to **Very Low** at the bottom. Their names are on the left of the grid, and the word **Probability** runs down the right-hand side.
"Probability" on the heat map means the same as **Likelihood** on a risk's form and page.
| Level | Probability (likelihood) means | Impact means |
| --- | --- | --- |
| **Very Low** | The risk is highly unlikely to happen. | No real effect on operations or objectives. |
| **Low** | Unlikely, but possible. | A slight disruption, with little effect on objectives. |
| **Medium** | It may happen in certain conditions. | A noticeable effect; it may delay operations. |
| **High** | It is likely to happen. | A big effect on operations; objectives are at risk. |
| **Very High** | It is almost certain to happen. | A critical effect, with a high chance of failure. |
### What the colours mean
Each cell's colour shows how serious that mix of probability and impact is. The colours go from light green (least serious), through pale yellow, orange and light red, to deep red (most serious).
| Probability (row) and impact (column) | Very Low | Low | Medium | High | Very High |
| --- | --- | --- | --- | --- | --- |
| **Very High** | Orange | Light red | Light red | Deep red | Deep red |
| **High** | Pale yellow | Orange | Light red | Deep red | Deep red |
| **Medium** | Pale yellow | Orange | Orange | Light red | Deep red |
| **Low** | Light green | Pale yellow | Orange | Light red | Deep red |
| **Very Low** | Light green | Light green | Pale yellow | Orange | Deep red |
The whole **Very High** impact column is deep red: a risk that would have a critical effect always needs attention, however unlikely it is.
### What the numbers mean
A number in a circle shows how many risks are counted in that cell. A cell with no number has no risks in it. The heat map shows only counts, not the names of the risks.
> **Caution: The rows are upside down at the moment**
>
At present the heat map counts each risk in the wrong row, as if the likelihood were turned upside down. A risk with a **Very High** likelihood is counted in the bottom row, labelled **Very Low**. A risk with a **High** likelihood is counted in the row labelled **Low**, and the other way round. Only the **Medium** row is right. The impact columns are right.
The top row has two more mistakes: its **Very Low** impact cell counts risks with a **Very High** impact, and its **Very High** impact cell never shows a number. Risks with a **Very Low** likelihood and a **Very Low** impact aren't shown at all.
Until this is fixed, don't judge how serious your risks are from a cell's colour. Check each risk's likelihood and impact on its own page, as described below.
### Find the risks behind a number
You can't select the cells. To see the risks themselves:
- **Managers and employees:** open the **Risk Register** from the menu. It lists your department's risks. See [The risk register](/risks/risk-register/).
- **CEO:** in **Departments Overview** on the CEO Dashboard, select a department to open its page and see its risks. See [Departments](/departments/overview/).
Each risk's own page has a small grid of likelihood by impact with the risk's place marked, and a line such as "High likelihood, medium impact". Use it to check exactly where a single risk sits. See [A risk's page](/risks/risk-details/).
### How risks move on the map
- When someone changes a risk's likelihood or impact, the risk moves to another cell.
- When a risk's status changes to anything other than **New** or **In Progress**, such as **Mitigated**, **Deferred** or **Archived**, it leaves the map. So does a risk marked with **Mark as mitigated**.
- The heat map is worked out when the dashboard opens. To see the latest picture, reload the page in your browser.
### Get a report
Select **PDF Report** at the top of the card to open the **Generate Reports** page, where you can create a risk report to share or print. See [Make a risk report](/reports/report-builder/).
### Related
- [How risk scores work](/risks/risk-scores/)
- [The Manager Dashboard](/dashboards/manager-dashboard/)
- [The CEO Dashboard](/dashboards/ceo-dashboard/)
## The activity timeline
Source: https://manual.virgiltrack.virgilfinance.com/dashboards/activity-timeline/
VirgilTrack screens: /ceo/activity-timeline
The Activity page lists what has happened in your organisation this year, newest first, such as new risks, risk status changes, new controls and notifications.
The **Activity** page is a running list of what has happened in your organisation this year, with the newest at the top. Use it to catch up on new risks, risk status changes, new controls and other news. Everyone in the organisation can open it.
### Open the activity timeline
1. Select **Activity** in the menu on the left.
The page opens with today's date at the top, for example "25 Oct, 2026".
_[Screenshot: The Activity page, with today's date at the top left, the Today, Week, Month and year tabs at the top right, and a timeline of entries, such as a risk status change with the old and new status in bold, each with how long ago it happened]_
### What each entry shows
Each entry on the timeline has:
- **What happened**, in a sentence. Important words, such as a risk's old and new status, are in bold.
- **How long ago it happened**, such as "Just now", "5 minutes ago", "3 days ago" or "2 months ago".
### What appears on the timeline
| What happened | What the entry says, for example |
| --- | --- |
| Someone added a risk | Petrus Amutenya added a new risk: "Late payment of suppliers". |
| Someone copied a risk from the **Risk Repository** | Petrus Amutenya added new risk: "Late payment of suppliers". |
| Someone moved a risk to another status on the **Kanban Board** | Risk "Late payment of suppliers" status changed from **New** to **In Progress** |
| Someone added a control to a risk | Daniel Shikongo created a control: "Weekly creditor review". |
| Someone published a calendar event | New Calendar MEETING: Quarterly risk committee (the event's type in capitals, then its description) |
| VirgilTrack sent someone a notification, such as a task update or a mention | The notification's own words |
| Your organisation asked to join VirgilTrack | Kalahari Springs Municipality has submited a request to register on the system |
The names and words in these examples are made up. Your timeline shows your own organisation's people, risks and controls.
> **Note:**
>
Everyone in your organisation who opens **Activity** sees the same list. It includes notifications that VirgilTrack sent to other people, so the same event can appear several times: once for each person who was told about it.
### The tabs
At the top right are four tabs: **Today**, **Week**, **Month** and the current year, for example **2026**. Each tab checks a period:
| Tab | The period it checks |
| --- | --- |
| **Today** | Today |
| **Week** | The last 7 days |
| **Month** | The last 30 days |
| The year, such as **2026** | This calendar year, from 1 January |
If something happened in a tab's period, the tab shows this year's timeline, newest first. If nothing happened in that period, the tab shows a message instead, such as "There is currently no Activity that occurred this Week."
Because the newest entries are at the top, the start of the list is always the most recent news. Use how long ago each entry happened to see whether it falls in the period you want.
### Going to what an entry is about
Entries on this page don't link anywhere. If you were notified about the same thing, select it in your notifications (the bell in the header) to go straight to it. See [Notifications](/communication/notifications/).
To look into a risk or control, open it from the **Risk Register**. See [The risk register](/risks/risk-register/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "There is currently no Activity that occured Today." | Nothing has been recorded in your organisation today. | Select **Week**, **Month** or the year to look further back. |
| The same entry appears several times | The timeline lists each notification VirgilTrack sent, one per person. | Nothing is wrong. |
| Last year's activity is missing | The timeline only covers this calendar year. On 1 January it starts again, empty. | Nothing is wrong. |
### Related
- [Dashboards](/dashboards/overview/)
- [Notifications](/communication/notifications/)
- [The Kanban board](/risks/kanban-board/)
# Chapter 4: Managing risks
## Managing risks
Source: https://manual.virgiltrack.virgilfinance.com/risks/overview/
VirgilTrack screens: /risk-register, /risk-register/kanban, /risk-repository
What VirgilTrack's risk area is for, who uses it, the main ideas behind risks, scores, statuses, controls and reviews, and where to find each task.
A risk is something that could go wrong and stop your organisation from doing its work or reaching its goals. For example, "Collections fall short of the budget" or "Refuse trucks out of service". In VirgilTrack, each department records its risks, scores how serious they are, and plans and tracks the work that reduces them.
### Who uses this area
- **Employees and managers** do the day-to-day risk work. They see **Risk Register**, **Kanban Board** and **Risk Repository** in the menu on the left.
- **The CEO** doesn't see these three menu items. The CEO follows risks across the whole organisation on the **CEO Dashboard** and on each department's page. See [Dashboards](/dashboards/overview/) and [Departments](/departments/overview/). Links to a risk, such as a "New risk created" notification, open the risk's own page.
Each department has its own register. You see the risks recorded by your department.
### The three risk screens
| Menu item | What it is for |
| --- | --- |
| **Risk Register** | The list of your department's risks, with their scores, controls, status and next review. Add, open, mitigate and archive risks here. |
| **Kanban Board** | Your department's **New**, **In Progress** and **Mitigated** risks as cards in three columns: **Yet to Start**, **Under Control** and **Mitigated**. Drag a card to change its status. |
| **Risk Repository** | Risks that VirgilTrack suggests for your organisation. Copy the ones that apply to you into your register. |
### The main ideas
**Likelihood and impact.** Likelihood is how likely a risk is to happen. Impact is how bad it would be if it did. Each goes from 1 (**Very Low**) to 5 (**Very High**).
**Risk score.** VirgilTrack turns likelihood and impact into a score out of 10 and a level: **Low**, **Moderate**, **High** or **Critical**. See [How risk scores work](/risks/risk-scores/).
**Owner and responsible people.** The owner is the person who recorded the risk. Responsible people follow the risk until it is mitigated, and get its review reminders.
**Controls.** A control is a concrete action that reduces a risk, such as "Weekly check of supplier bank details". Each control has someone responsible and a deadline. See [Risk controls](/risks/risk-controls/).
**Reviews.** Every assessed risk has a next review date. On that date, the responsible people check whether the risk has changed and whether its controls are working. See [Risk reviews and reminders](/risks/risk-reviews/) and [Review a risk](/risks/review-a-risk/).
**Strategic or operational.** A risk that threatens one or more objectives in your strategic plan is **Strategic**. Any other risk is **Operational**.
### The life of a risk
1. **Recorded.** Someone adds the risk with **Add risk**, or copies it from the **Risk Repository**.
2. **Assessed.** Its likelihood and impact are chosen, which gives it a score. A risk you add yourself is assessed as you add it. A copied risk is **Not assessed** until its owner assesses it.
3. **Worked on.** Controls are added and carried out. The risk is reviewed on its review dates.
4. **Closed.** When every control is done, someone marks it as mitigated. A risk you no longer need to manage can be archived instead.
### Risk statuses
| Status | What it means | How a risk gets it |
| --- | --- | --- |
| **Not assessed** | The risk has not yet been assessed for likelihood and impact. | It was copied from the **Risk Repository**. |
| **New** | The risk has been identified, but no actions have been taken yet. | It was added with **Add risk**, or moved to **Yet to Start** on the board. |
| **In Progress** | Actions are being taken to reduce the risk. | Its owner assessed it, or it was moved to **Under Control** on the board. |
| **Mitigated** | The risk has been dealt with and is under control. | Someone marked it as mitigated, or moved it to **Mitigated** on the board. |
| **Archived** | The risk has been put away. Nothing is deleted. | Someone archived it from the register. |
> **Tip:**
>
Start with **Risk Register** in the menu. Most of your risk work begins there.
### Pages in this chapter
- [The risk register](/risks/risk-register/): the list of your department's risks, and how to search, filter, sort and select them.
- [Add a risk](/risks/add-a-risk/): record a new risk, step by step.
- [The risk repository](/risks/risk-repository/): copy suggested risks into your register, hide the ones you don't need, or link them to a risk you already have.
- [Assess a risk](/risks/assess-a-risk/): give a copied risk its likelihood, impact, deadline and reviews.
- [How risk scores work](/risks/risk-scores/): how likelihood and impact make a score and a level.
- [A risk's page](/risks/risk-details/): everything about one risk, its controls and its discussion.
- [Edit a risk](/risks/edit-a-risk/): change a risk's details, scores, dates or people.
- [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/): close a risk when the work is done.
- [The Kanban board](/risks/kanban-board/): see risks by status and move them by dragging.
- [Risk controls](/risks/risk-controls/): what controls are and how a risk's controls are listed.
- [Add a control to a risk](/risks/add-a-control/): plan an action that reduces a risk.
- [Mark a control as implemented](/risks/implement-a-control/): record that a control's work is done.
- [Comment on a control](/risks/control-comments/): post updates and evidence on a control.
- [Risk reviews and reminders](/risks/risk-reviews/): how risk reviews and their reminders work.
- [Review a risk](/risks/review-a-risk/): check a risk on its review date and record what you found.
- [IPSAS readiness risks](/risks/ipsas-readiness/): risks that could hold back a move to IPSAS accounting, and their report.
## The risk register
Source: https://manual.virgiltrack.virgilfinance.com/risks/risk-register/
Roles: Employee, Manager
VirgilTrack screens: /risk-register
Read your department's risk register, including its groups, columns and badges, and how to search, filter, sort, page through and select risks.
The **Risk Register** lists your department's risks in one table. Use it to see which risks are the most serious, which reviews are due, and which risks still need work.
### Open the risk register
Select **Risk Register** in the menu on the left. Managers and employees also see the register first when they open VirgilTrack.
The register shows the risks recorded by your department. A risk belongs to the department of the person who recorded it. Choosing other departments under **Affected departments** doesn't add the risk to their registers.
_[Screenshot: The Risk Register: group buttons Active, Not assessed, Mitigated, Archived and All above a table of risks with their score badges, control progress bars, status badges and next review dates; the Search risks box, Columns and Add risk buttons are at the top right]_
### The register at a glance
- **Group buttons** along the top choose which risks you see. Each shows how many risks it holds.
- **Search risks**, **Columns** and **Add risk** are at the top right.
- **The table** has one row per risk. Select a row to open the risk.
- **The footer** shows how many risks match and lets you move between pages.
### Groups
| Group | Which risks it shows |
| --- | --- |
| **Active** | Risks still being worked on: **New**, **In Progress** and **Not assessed**. This is the group you see first. |
| **Not assessed** | Risks copied from the **Risk Repository** that their owner hasn't assessed yet. |
| **Mitigated** | Risks that have been marked as mitigated. |
| **Archived** | Risks that have been archived. |
| **All** | Every risk in your department's register. |
### Columns
| Column | What it shows |
| --- | --- |
| **Risk** | The risk's code (for example **FIN0012C**) and its name. |
| **Category** | The kind of risk, such as **Financial Risk** or **Operational Risk**. |
| **Score** | The risk score out of 10 and its level, for example **6.6 · High**. A risk that hasn't been assessed shows **Not assessed**. See [How risk scores work](/risks/risk-scores/). |
| **Controls** | How many of the risk's controls are done, as a bar and a number such as **2/3**. **None** means it has no controls yet. Controls that VirgilTrack's AI suggested and nobody has accepted aren't counted. |
| **Status** | **New**, **In Progress**, **Not assessed**, **Mitigated** or **Archived**. Point at the badge to read what the status means. |
| **Next review** | The date of the risk's next review. If the date has passed and the risk is still open, it shows in red with **overdue** under it. A risk that isn't assessed shows a dash. |
| **Alignment** | **Strategic (2)** means the risk threatens two objectives in your strategic plan. Point at it to see which. **Operational** means it threatens none. |
| **Owner** | The person who recorded the risk. |
| **Created** | The date the risk was recorded. This column is hidden at first. |
| **Actions** | Buttons for the row. See [Row buttons](#row-buttons). |
#### Choose which columns you see
1. Select **Columns**.
2. Tick or untick the columns under **Show columns**.
You can't hide **Risk**.
3. Select anywhere outside the list to close it.
If you hide a column, any filter or sort on it is removed too.
### Row buttons
What you see in the **Actions** column depends on the risk.
| Button | When you see it | What it does |
| --- | --- | --- |
| **Assess** | The risk is **Not assessed** and you are its owner. | Opens the assessment panel. See [Assess a risk](/risks/assess-a-risk/). |
| **Awaiting** and a name | The risk is **Not assessed** and someone else owns it. | Nothing. Only the owner can assess the risk. |
| **Open** (eye) | The risk has been assessed. | Opens the risk's page. See [A risk's page](/risks/risk-details/). |
| **Mark as mitigated** (tick) | The risk is **New** or **In Progress**. | Closes the risk as mitigated. If controls are still to do, pointing at it says how many. |
| **Archive** (box) | The risk is **New** or **In Progress**. | Moves the risk to the **Archived** group. |
Selecting the row itself does the same as **Open**, or as **Assess** for a risk you need to assess. For marking risks as mitigated and archiving them, see [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/).
### Search the register
Type in **Search risks**. The table shows only the risks whose code, name, category, status or owner contain what you typed. The search looks only inside the group you've chosen.
To find risks that aren't assessed yet, choose the **Not assessed** group instead. Typing "Not assessed" in the search box doesn't find them.
### Filter by a column
Some column titles have a small funnel button next to them: **Category**, **Score**, **Controls**, **Status**, **Next review**, **Alignment** and **Owner**.
1. Select the funnel next to the column title.
2. Tick the values you want to see. The list only offers values that risks in your chosen group have, and the number next to each value shows how many risks have it.
If the list is long, type in **Find…** to narrow it down.
3. Select **Done**.
When a column is filtered, its funnel is highlighted and shows how many values you ticked. Filters on different columns work together: a risk must match all of them.
Some columns filter by plain-language groups instead of exact values:
| Column | Filter values |
| --- | --- |
| **Score** | **Low**, **Moderate**, **High**, **Critical**, **Not assessed** |
| **Controls** | **No controls**, **In progress** (some controls still to do), **All done** |
| **Next review** | **Overdue**, **Within 7 days**, **Later**, **Not scheduled** |
| **Alignment** | **Strategic**, **Operational** |
To remove one column's filter, open its funnel and select **Clear**. To remove every filter and the search, select **Clear filters** at the top.
### Sort the register
At first, risks that aren't assessed come first, then the rest from the highest score to the lowest.
- Select a column title to sort by it. Select it again to reverse the order, and a third time to stop sorting by it. An arrow shows the direction.
- Hold Shift while you select a second column title to sort by both. Small numbers show the order of the sorts.
### Move between pages
The register shows 25 risks at a time. Below the table, **Showing 1–25 of 40** tells you where you are.
- Choose **10**, **25**, **50** or **100** in the rows-per-page box below the table to show more or fewer rows.
- Use the page numbers and the previous and next arrows below the table to move between pages. They appear when there is more than one page.
### Select several risks
Tick the box at the start of a row to select it. Tick the box in the header row to select every risk on the page.
While risks are selected, a bar above the table shows how many, with these buttons:
- **Select all** and a number: shown when you've selected the whole page and more risks match. It selects every risk that matches your group, search and filters.
- **Mark as mitigated**: close all the selected risks as mitigated.
- **Archive**: archive all the selected risks.
- **Clear**: unselect them all.
Changing the group unselects everything, so a bulk action never mixes groups.
### Highlighted rows
Some rows have a pale yellow background. VirgilTrack highlights:
- a risk you've just added, so you can spot it;
- risks you've just copied from the **Risk Repository**. The register opens on **Not assessed** with those risks selected.
### When the register is empty
- **No risks recorded yet** means your department has no risks. Select **Add risk** to record one, or **Open repository** to copy suggested risks. See [Add a risk](/risks/add-a-risk/) and [The risk repository](/risks/risk-repository/).
- **No risks match** means risks exist, but none fit your group, search or filters. Try another group, or select **Clear filters**.
> **Tip:**
>
To see what needs attention this week, choose the **Active** group, then filter **Next review** by **Overdue** and **Within 7 days**.
### Related
- [Add a risk](/risks/add-a-risk/)
- [A risk's page](/risks/risk-details/)
- [The Kanban board](/risks/kanban-board/)
- [How risk scores work](/risks/risk-scores/)
## Add a risk
Source: https://manual.virgiltrack.virgilfinance.com/risks/add-a-risk/
Roles: Employee, Manager
VirgilTrack screens: /risk-register
Record a new risk in your department's register in four short steps, with its category, likelihood, impact, deadline, reviews and responsible people.
Add a risk when you spot something that could go wrong for your department. The **Add a risk** window takes you through four short steps, and the risk is assessed and scored as you go.
### Before you start
Have these answers ready. They make the form quick to fill in.
- What could go wrong, and why could it happen?
- How likely is it, and how bad would it be?
- By when should it be dealt with, and how often should it be reviewed?
- Who should follow it until it is dealt with?
To link the risk to your strategic plan, your organisation needs an approved strategic plan. See [Strategy and execution](/strategy/overview/).
### Add a risk
1. Open **Risk Register** from the menu on the left.
2. Select **Add risk** at the top right.
The **Add a risk** window opens. Its four steps are listed on the left: **Describe the risk**, **Assess it**, **Plan the response** and **Review and create**.
3. In **Describe the risk**, fill in **Risk name**, choose a **Category**, and fill in **Description** and **Root cause**. Then select **Continue**.
4. In **Assess it**, choose a **Likelihood** and an **Impact**. Check **Affected departments**, and fill in the other fields if they apply. Then select **Continue**.
A box below them shows the score your choices give, for example **6.6** and **High risk**.
5. In **Plan the response**, set **Mitigate by**, **Review every**, **Next review** and **Responsible people**. Then select **Continue**.
6. In **Review and create**, check what you entered. To change something, select **Edit** next to that part.
7. Select **Create risk**.
_[Screenshot: The Add a risk window on its first step, Describe the risk: the four steps listed on the left, and the Risk name, Category, Description and Root cause fields on the right, with Cancel and Continue at the bottom]_
#### Moving between the steps
- **Continue** checks the step you're on before it moves on. If something is missing, a red message appears under the field.
- **Back** returns to the previous step without losing what you typed.
- You can also select a step you've already reached in the list on the left.
- **Cancel** on the first step, the close button (**×**) at the top of the window, or the Esc key closes the window. Nothing is saved.
### Step 1: Describe the risk
| Field | Required | What to enter |
| --- | --- | --- |
| **Risk name** | Yes | A short name for what could go wrong, up to 150 characters. A counter shows how many you've used. For example, "Late submission of audited financial statements". |
| **Category** | Yes | The kind of risk. Select one of the category buttons; its description appears underneath. |
| **Description** | Yes | What could happen, and where. |
| **Root cause** | Yes | Why it could happen. For example, "Manual data entry with no second check". |
#### Categories
| Category | Code letters | What it covers |
| --- | --- | --- |
| **Compliance & Legal Risk** | CLR | Failing to comply with laws, regulations or internal policies, including compliance issues found in audits. |
| **Environmental & Social Risk** | ESR | Environmental factors, climate change or social unrest that affect community services or infrastructure. |
| **Financial Risk** | FIN | Funding, budgeting, financial management and revenue collection, including financial issues found in audits. |
| **Governance Risk** | GOV | Weak leadership, decision-making or oversight, or a lack of accountability. |
| **Operational Risk** | OPS | Daily operations, service delivery, internal processes, staff, technology and projects. |
| **Reputational Risk** | REP | Public trust and the image of the organisation, for example after service failures or poor engagement. |
| **Strategic Risk** | STR | The ability to reach long-term goals, policy objectives or strategic initiatives. |
The code letters start the risk's code. See [What happens next](#what-happens-next).
### Step 2: Assess it
| Field | Required | What to enter |
| --- | --- | --- |
| **Likelihood** | Yes | How likely the risk is to happen, from **1 Very Low** to **5 Very High**. |
| **Impact** | Yes | How bad it would be if it happened, from **1 Very Low** to **5 Very High**. |
| **Affected departments** | Yes | The departments the risk would affect. Your own department is selected at first. Select a department's name to add it or take it away. |
| **Threatened strategic objectives** | No | Tick the objectives in your strategic plan that this risk puts in danger. Leave them all unticked for an operational risk. |
| **Financial exposure** | No | In Namibian dollars (N$): the possible loss if the risk happens. It can't be negative. |
| **Mitigation budget** | No | In N$: the expected cost of reducing the risk. It can't be negative. |
| **Implications** | No | What happens to the organisation if the risk happens. |
When you choose a likelihood or an impact, its meaning appears underneath. For what each level means and how the score is worked out, see [How risk scores work](/risks/risk-scores/).
If you tick objectives whose initiatives have a budget, VirgilTrack shows the total, for example "Initiatives under the selected objectives are budgeted N$ 1,200,000". Select **Use as exposure** to copy that amount into **Financial exposure**.
### Step 3: Plan the response
| Field | Required | What to enter |
| --- | --- | --- |
| **Mitigate by** | Yes | The date by which the risk should be dealt with. It can't be in the past. |
| **Review every** | Yes | How often the risk should be reviewed until it is mitigated. |
| **Next review** | Yes | The date of the first review. It must be in the future, and on or before the **Mitigate by** date. |
| **at** | No | The time of the review. It is 10:30 unless you change it. |
| **Responsible people** | Yes | The people who follow this risk until it is mitigated. You are added at first. |
| **Proposed mitigation** | No | How you plan to reduce the risk. You add concrete controls after saving. |
| **Existing controls** | No | What is already in place against the risk, if anything. |
#### Choosing how often to review
The choices in **Review every** are **Ad-Hoc**, **Weekly**, **Biweekly**, **Monthly**, **Quarterly**, **Annually** and **Semi-Annually**. **Ad-Hoc** means the risk is reviewed case by case, as things come up, rather than on a set schedule.
- The list only offers frequencies that fit before your **Mitigate by** date. **Ad-Hoc** is always offered. If you change **Mitigate by** and your choice no longer fits, it is cleared and you choose again.
- If **Next review** is empty when you choose a frequency other than **Ad-Hoc**, VirgilTrack fills in a suggested date. It is never later than **Mitigate by**. You can change it.
#### Choosing responsible people
Type part of a name or a department in the **Search by name or department** box under **Responsible people**. Select a person to add them; select them again to take them away. People you've added appear above the box. Select **×** next to a name to remove it.
The list shows six people at a time. If more match, a line such as "Showing 6 of 24. Type a name to narrow down." tells you to type more of the name.
### Step 4: Review and create
The last step shows everything in three boxes: **The risk**, **Assessment** and **Plan**. Check the name, category, score, affected departments, alignment (**Operational**, or **Strategic** with the objectives), deadline, reviews and responsible people. Select **Edit** on a box to go back to that step.
### What happens next
- The window closes and a message says "Risk FIN0012C created.", with your risk's code. The new risk appears in the register under **Active**, highlighted so you can spot it.
- Its status is **New**. You are its **Owner**, and it belongs to your department.
- Its code is the category's code letters, a number, and the first letter of the risk's name. The code stays the same even if you change the category later.
- The responsible people and the CEO get a "New risk created" notification in VirgilTrack. Selecting it opens the risk's page.
- Before each review, VirgilTrack reminds the responsible people. See [Risk reviews and reminders](/risks/risk-reviews/).
- VirgilTrack's AI may suggest a line about the new risk for your weekly work report. See [Your weekly report](/work-reports/weekly-report/).
Next, open the risk and add the controls that will reduce it. See [Add a control to a risk](/risks/add-a-control/).
### Tips
- Name the risk after what could go wrong, not after its cause. Put the cause in **Root cause**.
- Before you add a risk, look in the **Risk Repository**. The risk may already be suggested there, ready to copy. See [The risk repository](/risks/risk-repository/).
- Choose **Affected departments** carefully. They describe who would feel the effect, but the risk stays in your department's register only.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Continue** doesn't move on, and red messages appear under fields | A required field is empty or not valid. A count such as "2 fields need attention" appears at the bottom. | Fix each field with a message. The messages are listed below. |
| The frequency you want isn't in **Review every** | It doesn't fit before your **Mitigate by** date. | Choose a later **Mitigate by** date, or a more frequent review. |
| **Create risk** takes you back to an earlier step | Something there stopped being valid while the window was open. For example, the review time passed. | Fix the field with the red message, then continue to the last step again. |
| "Couldn't create the risk. Nothing was saved. Please try again." | Saving failed. | Select **Create risk** again. If it keeps failing, try again later. |
| **Threatened strategic objectives** says "There's no approved strategic plan yet." | Your organisation has no approved strategic plan. | Leave it empty. The risk is saved as **Operational**. |
| "Nobody matches" and your search under **Responsible people** | No one in your organisation has that name or department. Locked accounts aren't listed. | Check the spelling, or search by department. |
The messages under the fields are:
| Message | Field |
| --- | --- |
| "Give the risk a short name." | **Risk name** |
| "Choose a category." | **Category** |
| "Describe the risk." | **Description** |
| "What causes it?" | **Root cause** |
| "Choose how likely it is." | **Likelihood** |
| "Choose how bad it would be." | **Impact** |
| "Pick at least one department." | **Affected departments** |
| "Can't be negative." | **Financial exposure** or **Mitigation budget** |
| "Set a deadline." or "The deadline can't be in the past." | **Mitigate by** |
| "Choose how often to review." | **Review every** |
| "Set the next review date.", "The review must be in the future." or "Review on or before the deadline." | **Next review** |
| "Add at least one person." | **Responsible people** |
### Related
- [The risk register](/risks/risk-register/)
- [How risk scores work](/risks/risk-scores/)
- [Edit a risk](/risks/edit-a-risk/)
- [The risk repository](/risks/risk-repository/)
## The risk repository
Source: https://manual.virgiltrack.virgilfinance.com/risks/risk-repository/
Roles: Employee, Manager
VirgilTrack screens: /risk-repository
Copy risks that VirgilTrack suggests for your organisation into your department's register, hide the ones you don't need, or link them to a risk you already have.
The **Risk Repository** holds risks that VirgilTrack suggests for your organisation. Instead of typing a risk from scratch, you copy a suggestion into your department's register and then assess it.
### Where the suggestions come from
When your organisation's strategic plan is brought into VirgilTrack, its AI reads the plan and picks out the risks it describes. Those risks appear here as suggestions, with the badge **Strategic AI Suggestion**. See [Bring in your strategic plan](/strategy/strategic-plan/).
When this happens, the CEO and the department managers get a notification such as "New risk identified" or "3 new risks identified".
Suggestions belong to your organisation only. Each person's repository leaves out the suggestions they have already copied or hidden.
VirgilTrack's platform administrators also have a form, **Add RiskRegister Risk**, for adding a suggestion by hand. In this version, suggestions added that way don't belong to any organisation, so they don't appear in your repository. See [Add suggested risks to the repository](/administration/add-repository-risks/).
### Open the risk repository
Select **Risk Repository** in the menu on the left.
At the top are the **Search Risks** box and the **Filter** button. Below them is the list of **Suggested Risks**.
The **Export** button next to **Filter** opens a window, **Export Risk Catalog**, but it doesn't export anything yet. Its **Submit** and **Discard** buttons just take you back to your start page. See [Known limitations](/reference/known-limitations/).
### What each suggestion shows
Under the heading **Suggested Risks**, each suggestion shows:
- a tick box, to select it;
- its name and description;
- badges: **Strategic AI Suggestion** if it came from your strategic plan, and any tags it has;
- "Threatens 2 Strategic Objective(s)" in red, if it puts objectives in your strategic plan in danger;
- an **AI Assessment** label, meant to show a suggested likelihood and impact. It may be blank: you choose the likelihood and impact yourself when you assess the copy;
- a yellow **Similar active risk found** box, if VirgilTrack thinks your organisation already has this risk. See [Link a suggestion to a risk you already have](#link-a-suggestion-to-a-risk-you-already-have).
Select the arrow at the start of a suggestion to show its details:
| Detail | What it means |
| --- | --- |
| **Strategic Impact Warning** | The objectives in your strategic plan this risk would put in danger. Next to each, **Exposure** is the total budget of that objective's initiatives. **Total Strategic Value at Risk** adds them up. |
| **Implications** | What would happen if the risk happened. |
| **Root Cause** | Why it could happen. |
| **Mitigations** | Suggested ways to reduce it. |
| **Category** | The kind of risk, such as **Financial Risk**. |
| **Review Freq** | A suggested review frequency, or **Not Set**. |
| **Source** | Where in the strategic plan the risk was found. |
### Find a suggestion
- Type in **Search Risks** to show only suggestions whose name or description contain your words.
- Select **Filter**, choose a **Risk Type** (**ALL RISKS**, **STRATEGY ALIGNED RISKS** or **IPSAS READINESS RISK**), then select **Apply**. To see everything again, choose **ALL RISKS** and select **Apply**. The menu's **Reset** button only closes the menu. For IPSAS readiness risks, see [IPSAS readiness risks](/risks/ipsas-readiness/).
### Copy suggestions into your register
1. Open **Risk Repository**.
2. Tick the suggestions you want to copy. You can copy up to 20 at a time.
To tick every suggestion in the list, tick the box next to **Suggested Risks**.
While suggestions are ticked, **Filter** is replaced by the number selected and two buttons: **Copy Selected** and **Hide Selected**.
3. Select **Copy Selected**.
4. In **Confirm Copy**, select **Yes, copy them!**.
5. When the **Success!** message appears, select **OK**.
#### What happens next
- The **Risk Register** opens on the **Not assessed** group, with the copied risks selected and highlighted.
- Each copy is a new risk in your department's register, with the status **Not assessed**. You are its owner and its responsible person.
- Each copy keeps the suggestion's name, description, root cause, implications, category, tags and threatened objectives. It doesn't keep the suggested likelihood, impact, mitigations or review frequency: you set those when you assess it.
- The suggestions you copied disappear from your repository. Your colleagues still see them.
- The CEO gets a "New Risk Created" notification for each copy.
Next, assess each copied risk to give it a score, a deadline and reviews. Only you can do this, because you are its owner. See [Assess a risk](/risks/assess-a-risk/).
> **Tip:**
>
The suggested **Mitigations** aren't copied. Before you copy a risk, open its details and note them: they make a good start for the risk's controls.
### Hide suggestions you don't need
Hide a suggestion that doesn't apply to your work, so your list stays short.
1. Tick the suggestions you want to hide. You can hide up to 10 at a time.
2. Select **Hide Selected**.
3. In **Confirm!**, select **Yes, hide them!**.
A message says "The selected risks were hidden successfully!" and the suggestions leave your list.
> **Caution:**
>
Hiding is only for you, and you can't show a hidden suggestion again. Your colleagues still see it.
### Link a suggestion to a risk you already have
VirgilTrack compares each suggestion with the risks already recorded in your organisation, in every department. When one is very similar, a yellow box next to the suggestion's name says **Similar active risk found**, followed by that risk's code and name and how similar they are, for example **(91%)**.
If it is the same risk, link them instead of copying a duplicate.
1. In the yellow box, select **Merge Links**.
2. In **Confirm Merge**, check the two names, then select **Yes, Merge**.
A message says "Risk successfully merged into the live register." The suggestion disappears from your repository.
If the suggestion threatens objectives in your strategic plan, VirgilTrack also:
- adds those objectives to the existing risk, so it shows as **Strategic** in the register;
- adds the suggested mitigations to the existing risk's **Mitigation notes**, starting with "[Strategy AI Suggestion]:".
### Tips
- Agree with your colleagues who copies which suggestion. Copying hides a suggestion only for you, so two people could copy the same one.
- Before you copy a suggestion, check whether a **Similar active risk found** box appears. Linking avoids having the same risk twice.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "There is currently no Suggestions in the Repository." | Your organisation has no suggestions yet, you've copied or hidden them all, or none match your search or filter. | Clear the search, and choose **ALL RISKS** under **Filter**. If the list is still empty, add the risk yourself. See [Add a risk](/risks/add-a-risk/). |
| "Please select at least one risk to copy." or "Please select at least one risk to hide." | Nothing is ticked. | Tick at least one suggestion first. |
| "You are only limited to copying up to 20 risks at a time" | You ticked more than 20 suggestions to copy. | Copy them in smaller groups. |
| "You are only limited to hiding up to 10 risks at a time" | You ticked more than 10 suggestions to hide. | Hide them in smaller groups. |
| "The following risks could not copy successfully:" | Copying failed. | Check the **Not assessed** group in the register to see what arrived, then copy the rest again. |
| "Failed to merge the risk." | The link couldn't be saved. | Try **Merge Links** again later. |
### Related
- [Assess a risk](/risks/assess-a-risk/)
- [The risk register](/risks/risk-register/)
- [Add a risk](/risks/add-a-risk/)
## Assess a risk
Source: https://manual.virgiltrack.virgilfinance.com/risks/assess-a-risk/
Roles: Employee, Manager
VirgilTrack screens: /risk-register
Give a risk copied from the risk repository its likelihood, impact, costs, people, deadline and first review, so it gets a score and becomes active.
A risk you copy from the **Risk Repository** arrives in your register as **Not assessed**: it has no score, deadline or reviews yet. Assessing it fills these in, so the risk can be followed like any other.
A risk you add yourself with **Add risk** is assessed as you add it, so it never needs this step.
### Before you start
Only the risk's owner can assess it: the person who copied it into the register. Everyone else sees **Awaiting** and the owner's first name in the risk's row. Point at it to read "Only … can assess this risk".
### Assess a risk
1. Open **Risk Register** and select the **Not assessed** group.
2. Select **Assess** in the risk's row, or select the row itself.
A panel opens on the right, titled **Assess** and the risk's code. The risk's name and description are at the top, so you can check you have the right one.
3. Under **How serious is it?**, choose a **Likelihood** and an **Impact**.
A box below them shows the score your choices give, for example **4.0** and **Moderate risk**.
4. Under **What could it cost?**, fill in **Financial exposure** and **Mitigation budget** if you know them.
5. Under **Who is involved?**, check **Affected departments** and **Responsible people**.
6. Under **When?**, set **Mitigate by**, choose how often to review in **Review every**, and set **First review** and its time in **at**.
7. Fill in **Implications** if it is empty.
8. Select **Save assessment**.
### The fields
| Field | Required | What to enter |
| --- | --- | --- |
| **Likelihood** | Yes | How likely the risk is to happen, from **1 Very Low** to **5 Very High**. |
| **Impact** | Yes | How bad it would be if it happened, from **1 Very Low** to **5 Very High**. |
| **Financial exposure** | No | In N$: the possible loss if the risk happens. It can't be negative. |
| **Mitigation budget** | No | In N$: the expected cost of reducing the risk. It can't be negative. |
| **Affected departments** | Yes | The departments the risk would affect. The department whose register the risk is in is selected at first. |
| **Responsible people** | Yes | The people who follow the risk until it is mitigated. You are added at first. |
| **Mitigate by** | Yes | The date by which the risk should be dealt with. It can't be in the past. |
| **Review every** | No | How often to review the risk. Until you set **Mitigate by**, a line under it says "Set the deadline first to see sensible options." After that, the list only offers frequencies that fit before the deadline. **Ad-Hoc** is always offered. If you change **Mitigate by** and your choice no longer fits, it is cleared. |
| **First review** | Yes | The date of the first review: in the future, and on or before **Mitigate by**. If it is empty when you choose a **Review every** other than **Ad-Hoc**, VirgilTrack suggests a date. |
| **at** | No | The time of the first review. It is 10:30 unless you change it. |
| **Implications** | No | What happens to the organisation if the risk happens. |
For what each likelihood and impact level means, see [How risk scores work](/risks/risk-scores/).
This panel can only add departments and people. To take someone off the risk later, edit the risk. See [Edit a risk](/risks/edit-a-risk/).
### What happens next
- The panel closes and a message says "Risk assessed."
- The risk's status becomes **In Progress**. It leaves the **Not assessed** group and shows its score in the **Active** group.
- Before each review, VirgilTrack reminds the responsible people. See [Risk reviews and reminders](/risks/risk-reviews/).
- VirgilTrack's AI may suggest a line about the assessment for your weekly work report.
Next, open the risk and add the controls that will reduce it. See [Add a control to a risk](/risks/add-a-control/).
> **Tip:**
>
To close the panel without saving, select **Cancel**, or select anywhere outside the panel.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Save assessment** doesn't close the panel, and red messages appear | A required field is empty or not valid. A count such as "1 field needs attention" appears at the bottom. | Fix each field with a message, then select **Save assessment** again. |
| **Review every** has fewer choices than you expected | Only frequencies that fit before **Mitigate by** are offered. | Choose a later **Mitigate by** date first. |
| "Only the person who recorded this risk can assess it." | You aren't the risk's owner. | Ask the owner to assess it. Their name is in the **Owner** column. |
| "This risk has already been assessed." or "Someone already assessed this risk." | The risk was assessed while you had it open. | Close the panel. The register now shows the risk with its score. |
| "This risk no longer exists, or you don't have access to it." | The risk was removed, or it belongs to another organisation. | Close the panel and check the register. |
| "This risk no longer exists." | The risk was removed while the panel was open. | Close the panel and check the register. |
| "Couldn't save. Nothing was changed. Please try again." | Saving failed. | Select **Save assessment** again. |
The messages under the fields are the same as when you add a risk, for example "Choose how likely it is.", "Pick at least one department.", "Set a deadline." and "The review must be in the future." Under **First review**, an empty date shows "Set the first review date."
### Related
- [The risk repository](/risks/risk-repository/)
- [How risk scores work](/risks/risk-scores/)
- [The risk register](/risks/risk-register/)
## How risk scores work
Source: https://manual.virgiltrack.virgilfinance.com/risks/risk-scores/
VirgilTrack screens: /risk-register, /risk-register/details
What each likelihood and impact level means, how VirgilTrack turns them into a score out of 10, and what the Low, Moderate, High and Critical levels mean.
Every assessed risk has a score out of 10 and a level: **Low**, **Moderate**, **High** or **Critical**. The score comes from two choices you make about the risk: its likelihood and its impact. It helps you see at a glance which risks need attention first.
### Likelihood: how likely is it to happen?
| Level | Number | What it means |
| --- | --- | --- |
| **Very Low** | 1 | The risk is highly unlikely to occur. |
| **Low** | 2 | The risk is unlikely but possible. |
| **Medium** | 3 | The risk may occur under certain conditions. |
| **High** | 4 | The risk is likely to occur. |
| **Very High** | 5 | The risk is almost certain to occur. |
### Impact: how bad would it be?
| Level | Number | What it means |
| --- | --- | --- |
| **Very Low** | 1 | No significant impact on operations or objectives. |
| **Low** | 2 | Slight disruption with minimal effect on objectives. |
| **Medium** | 3 | Noticeable impact, may cause operational delays. |
| **High** | 4 | Significant impact on operations, objectives at risk. |
| **Very High** | 5 | Critical impact with high probability of failure. |
When you choose a level on a form, its number is shown on the button and its meaning appears underneath.
### How the score is worked out
1. VirgilTrack multiplies the two numbers: likelihood × impact. The result is between 1 and 25.
2. It spreads that result over a scale from 1 to 10, so the lowest risk (1 × 1) scores **1.0** and the highest (5 × 5) scores **10.0**.
For example, a risk with **High** likelihood (4) and **High** impact (4) gives 4 × 4 = 16, which scores **6.6**.
For readers who want the exact rule: score = 1 + (likelihood × impact − 1) × 9 ÷ 24, shown to one decimal place.
### Score levels
| Level | Score | Badge colour |
| --- | --- | --- |
| **Low** | Below 3.5 | Green |
| **Moderate** | From 3.5 up to, but not including, 6.5 | Yellow |
| **High** | From 6.5 up to, but not including, 8.0 | Orange |
| **Critical** | 8.0 and above | Red |
The level is always written next to the colour, so you never need to rely on colour alone.
### Every combination
Find the row for the risk's likelihood and the column for its impact. The cell where they meet shows the score and level.
| Likelihood ↓ / Impact → | Very Low (1) | Low (2) | Medium (3) | High (4) | Very High (5) |
| --- | --- | --- | --- | --- | --- |
| **Very High (5)** | 2.5 Low | 4.4 Moderate | 6.3 Moderate | 8.1 Critical | 10.0 Critical |
| **High (4)** | 2.1 Low | 3.6 Moderate | 5.1 Moderate | 6.6 High | 8.1 Critical |
| **Medium (3)** | 1.8 Low | 2.9 Low | 4.0 Moderate | 5.1 Moderate | 6.3 Moderate |
| **Low (2)** | 1.4 Low | 2.1 Low | 2.9 Low | 3.6 Moderate | 4.4 Moderate |
| **Very Low (1)** | 1.0 Low | 1.4 Low | 1.8 Low | 2.1 Low | 2.5 Low |
### Where you see the score
- **The risk register**: the **Score** column, for example **6.6 · High**. See [The risk register](/risks/risk-register/).
- **Adding or assessing a risk**: a box under **Likelihood** and **Impact** shows the score as soon as you've chosen both, for example **6.6** and **High risk**, with "Risk score out of 10, from likelihood × impact".
- **A risk's page**: a large circle with the score and level, "risk score out of 10", and a small grid that marks where the risk sits. See [A risk's page](/risks/risk-details/).
- **The dashboards**: the heat map counts open risks by likelihood and impact. See [The risk heat map](/dashboards/risk-heat-map/).
A risk that hasn't been assessed yet has no score. The register shows **Not assessed** instead. See [Assess a risk](/risks/assess-a-risk/).
### When a score changes
A risk has one score. It changes only when someone changes the risk's **Likelihood** or **Impact**, which you do by editing the risk. See [Edit a risk](/risks/edit-a-risk/).
Adding or finishing controls doesn't change the score by itself. When you review a risk, ask whether its controls have made it less likely or less harmful, and edit the levels if they have.
> **Tip:**
>
Be honest about impact. A risk that would stop an essential service is **Very High** impact, even if it seems unlikely. A **Very High** impact with **High** or **Very High** likelihood is always **Critical**.
### Related
- [Add a risk](/risks/add-a-risk/)
- [Assess a risk](/risks/assess-a-risk/)
- [The risk heat map](/dashboards/risk-heat-map/)
## A risk's page
Source: https://manual.virgiltrack.virgilfinance.com/risks/risk-details/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register/details
Everything on a risk's own page, including its score, dates and people, its controls, and the discussion where your team shares findings and files.
Each risk has its own page, **Risk Details**. It brings together what the risk is, how serious it is, who follows it, the controls that reduce it and the team's discussion about it.
### Open a risk's page
- **From the register:** in **Risk Register**, select the risk's row, or the **Open** button (an eye) in its **Actions** column. See [The risk register](/risks/risk-register/).
- **From a notification or reminder:** links about a risk open its page. For example, select a "New risk created" notification under the bell, or **Review the risk** in a review reminder email. This is also how the CEO, who has no **Risk Register** in the menu, opens a risk.
In the register, selecting a risk that hasn't been assessed opens the assessment panel instead, if you are its owner. See [Assess a risk](/risks/assess-a-risk/).
_[Screenshot: A risk's page: the code, category and status badges above the risk's name; Owner, Created, Next review, Mitigate by and Department under it; Controls implemented showing 1 of 2; the score circle beside the small likelihood and impact grid; the Edit risk and Add control buttons, and a greyed-out Mark as mitigated button with the line saying how many controls remain; below, the About this risk card beside the Controls and Discussion tabs]_
### The top of the page
**Badges** above the name show the risk's code, its category and its status, such as **In Progress** or **Mitigated**.
**Under the name:**
| Item | What it shows |
| --- | --- |
| **Owner** | The person who recorded the risk. |
| **Created** | The date it was recorded. |
| **Next review** | The date of the next review, with how often it is reviewed in brackets, for example "(monthly)". The date is red when it has passed and the risk isn't mitigated. |
| **Mitigate by** | The deadline for dealing with the risk. It is red when it has passed and the risk isn't mitigated. |
| **Department** | The department whose register the risk is in. |
**Controls implemented** shows how many of the risk's controls are done, for example "2 of 3", with a bar. Controls suggested by VirgilTrack's AI that nobody has accepted aren't counted.
**The score** is in the circle on the right: the score out of 10, its level (such as **High**) and "risk score out of 10". See [How risk scores work](/risks/risk-scores/).
**The small grid** next to it has likelihood up the side and impact along the bottom. The risk's own square is outlined. A line under the grid says where the risk sits in words, for example "High likelihood, medium impact".
### The buttons
| Button | What it does |
| --- | --- |
| **Edit risk** | Opens the **Edit Risk** page, where you can change the risk's details. See [Edit a risk](/risks/edit-a-risk/). |
| **Add control** | Opens the **Add a control** window, to plan an action that reduces the risk. See [Add a control to a risk](/risks/add-a-control/). |
| **Mark as mitigated** | Closes the risk as mitigated. You can only select it when every control is done. Until then, a line under the buttons says how many are left, for example "Finish the 2 remaining control(s) to mark this risk as mitigated." See [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/). |
**Mark as mitigated** isn't shown once the risk is mitigated.
### About this risk
The **About this risk** card on the left shows the risk's information. Only the parts that have been filled in appear.
| Part | What it shows |
| --- | --- |
| **Description** | What could happen, and where. |
| **Implications** | What would happen to the organisation if the risk happened. |
| **Root cause** | Why it could happen. |
| **Existing controls** | What was already in place against the risk when it was recorded. |
| **Proposed mitigation** | How the team planned to reduce it. |
| **Mitigation notes** | Notes added to the risk, such as mitigations suggested from the strategic plan. |
| **Exposure** and **Mitigation budget** | The possible loss and the expected cost of reducing the risk, in N$. |
| **Affected departments** | The departments the risk would affect. |
| **Threatens objectives** | The objectives in your strategic plan that the risk puts in danger. |
| **Tags** | Labels the risk brought with it from the **Risk Repository**. |
| **Responsible people** | The people who follow the risk until it is mitigated and get its review reminders. |
### The Controls tab
The **Controls** tab lists the actions planned to reduce the risk. The number on the tab counts them, without unaccepted AI suggestions.
- The buttons **To do**, **Done**, **AI suggested** and **All** choose which controls you see. Each shows how many there are. The tab opens on **To do**, or on **Done** if nothing is left to do.
- Each control shows what needs to be done, who is responsible, and either its due date or when it was done and by whom. A due date in red has passed.
- The round icon at the start shows its state. Point at it to read **Implemented**, **To do**, **Overdue** or **AI suggestion**. A tick means implemented.
- Select a control to open it in a panel on the right.
- **Add control** at the top of the tab does the same as **Add control** at the top of the page.
For more about controls, see [Risk controls](/risks/risk-controls/), [Add a control to a risk](/risks/add-a-control/) and [Mark a control as implemented](/risks/implement-a-control/).
### The Discussion tab
Use **Discussion** to raise concerns, share findings and attach evidence about the risk as a whole. Everyone who can open the risk can read and post. The number on the tab counts the comments.
To comment on one control's progress instead, open the control. See [Comment on a control](/risks/control-comments/).
#### Post a comment
1. Select the **Discussion** tab.
2. Type your comment in the box that says "Discuss this risk with the team…".
3. To attach files, select the paper clip (**Attach files**) and choose them. You can attach up to five files to a comment, each up to 20 MB.
Files you've chosen appear above the box. Select the cross next to one to take it off.
4. Select **Send**.
You can send a comment with text, files or both. **Send** stays greyed out until there is something to send.
#### Read the discussion
Until someone posts, the tab says **No discussion yet**. Comments are listed oldest first, with the newest at the bottom. Each shows who wrote it and how long ago. Point at the time to see the exact date and time. Select an attached file to open it in a new tab.
> **Note:**
>
Comments can't be edited or deleted once sent, and posting one doesn't notify anyone. If you need a colleague to act, tell them directly, for example in [Private chat](/communication/private-chat/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Risk not found" | The risk was removed, or it belongs to another organisation. | Select **Back to the register**. |
| **Mark as mitigated** is greyed out | Some controls aren't done yet. | Finish the remaining controls first. See [Mark a control as implemented](/risks/implement-a-control/). |
| A file name followed by "is larger than 20 MB." | That file is too big. | Make the file smaller, or share a link to it instead. |
| "You can attach up to 5 files per comment." | You chose more than five files. | Send the rest in another comment. |
| "Couldn't post your comment. Please try again." | Sending failed. Nothing was posted. | Select **Send** again. |
### Related
- [Edit a risk](/risks/edit-a-risk/)
- [Risk controls](/risks/risk-controls/)
- [Risk reviews and reminders](/risks/risk-reviews/)
- [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/)
## Edit a risk
Source: https://manual.virgiltrack.virgilfinance.com/risks/edit-a-risk/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register/edit
Change a risk's name, category, likelihood, impact, costs, affected departments, objectives, deadline, review dates or responsible people.
Edit a risk when something about it changes: a review shows it has become more likely, the deadline moves, or someone else takes it over. The **Edit Risk** page has the same fields as the **Add a risk** window, all on one page.
### Before you start
You can edit risks that are **New** or **In Progress**.
- A risk that is **Not assessed** must be assessed first. See [Assess a risk](/risks/assess-a-risk/).
- Risks that are **Mitigated** or **Archived** can't be edited.
### Edit a risk
1. Open the risk's page. For example, select the risk in **Risk Register**.
2. Select **Edit risk**.
The **Edit Risk** page opens, with the risk's code at the top and three sections: **The risk**, **Assessment** and **Plan and people**.
3. Change what you need.
4. Select **Save changes** at the bottom.
To leave without saving, select **Cancel**, or the arrow at the top (**Back to the risk**).
_[Screenshot: The Edit Risk page: the risk's code and the heading Edit risk at the top, then The risk section with Risk name, Category, Description and Root cause, followed by the Assessment section]_
### What you can change
| Section | Fields |
| --- | --- |
| **The risk** | **Risk name**, **Category**, **Description**, **Root cause** |
| **Assessment** | **Likelihood**, **Impact**, **Affected departments**, **Threatened strategic objectives**, **Financial exposure**, **Mitigation budget**, **Implications** |
| **Plan and people** | **Mitigate by**, **Review every**, **Next review** and **at**, **Responsible people**, **Proposed mitigation**, **Existing controls** |
The fields work and are checked the same way as when you add a risk. For what each one means, see [Add a risk](/risks/add-a-risk/).
### Things to know
- **Dates that have passed.** If the saved **Mitigate by** or **Next review** date is already in the past, you can still save other changes without touching it. If you change a date, the new date must follow the usual rules: no deadline in the past, and a review in the future and on or before the deadline.
- **The code stays the same.** Changing the category doesn't change the risk's code, because people use the code to refer to the risk.
- **Moving the next review.** When you change **Next review**, VirgilTrack schedules a review on the new date for each responsible person. See [Risk reviews and reminders](/risks/risk-reviews/).
- **Taking someone off the risk.** When you remove someone from **Responsible people**, they stop following the risk. Their past reviews stay in the risk's history.
- **The score.** If you change **Likelihood** or **Impact**, the risk's score changes. See [How risk scores work](/risks/risk-scores/).
### What happens next
A message says "Changes saved." and the risk's page opens again, showing your changes.
> **Note:**
>
VirgilTrack doesn't send a notification when you edit a risk. If you add someone to **Responsible people**, let them know.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Assess this risk from the register before editing it." | The risk is **Not assessed**. | Assess it first. See [Assess a risk](/risks/assess-a-risk/). |
| "Mitigated and archived risks can't be edited." | The risk is closed. | Nothing to do. If the risk has come back, add it again as a new risk. |
| "Risk not found." | The risk was removed, or it belongs to another organisation. | Select **Back to the register**. |
| **Needs attention** on a section, and a count such as "2 fields need attention" at the bottom | A field in that section is empty or not valid. | Look for the red message under the field and fix it. |
| "Couldn't save. Nothing was changed. Please try again." | Saving failed. | Select **Save changes** again. |
| "This risk no longer exists." | The risk was removed while you were editing it. | Go back to the register. |
### Related
- [A risk's page](/risks/risk-details/)
- [Add a risk](/risks/add-a-risk/)
- [How risk scores work](/risks/risk-scores/)
## Mark a risk as mitigated or archive it
Source: https://manual.virgiltrack.virgilfinance.com/risks/mitigate-or-archive-a-risk/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register, /risk-register/details
Close a risk when its work is done by marking it as mitigated, or archive a risk you no longer need to manage, one at a time or several at once.
When the work on a risk is done, mark it as mitigated. If you no longer need to manage a risk at all, archive it instead. Both take the risk out of the **Active** list.
| Question | Mark as mitigated | Archive |
| --- | --- | --- |
| **Use it when** | Every control is in place and the risk is under control. | The risk no longer applies, or was recorded by mistake. |
| **Needs all controls done** | Yes | No |
| **The risk moves to** | The **Mitigated** group | The **Archived** group |
| **Is anything deleted?** | No | No |
### Before you start
- You can mark a risk as mitigated only when all its controls are done. Controls that VirgilTrack's AI suggested and nobody accepted don't count. See [Risk controls](/risks/risk-controls/).
- In the register, the buttons are shown for risks that are **New** or **In Progress**.
> **Caution:**
>
There's no button to reopen a mitigated or archived risk, and neither can be edited. Check before you confirm.
### Mark a risk as mitigated from its page
1. Open the risk's page. For example, select the risk in **Risk Register**.
2. Select **Mark as mitigated**.
If it is greyed out, some controls aren't done yet. The line under the button says how many are left.
3. In **Mark as mitigated?**, select **Yes, it's mitigated**.
A **Risk mitigated** message says "Nicely done. The risk is now marked as mitigated." Then the risk register opens.
### Mark risks as mitigated from the register
1. Open **Risk Register**.
2. Do one of these:
- For one risk, select the **Mark as mitigated** button (a tick) in its **Actions** column.
- For several, tick the box at the start of each row, then select **Mark as mitigated** in the bar above the table.
3. In **Mark as mitigated?** (or **Mark 3 risks as mitigated?** for several), select **Yes, mitigated**.
A message says "Risk marked as mitigated." or, for several, "3 risks marked as mitigated."
If any of the risks still have controls to do, a **Not yet** message names them, for example "These risks still have controls to implement: FIN0012C". Nothing is changed, not even the risks that were ready. Unselect the risks it names, or finish their controls, and try again.
_[Screenshot: The risk register with two risks ticked: the bar above the table says 2 selected and has the Mark as mitigated, Archive and Clear buttons]_
### Archive risks
1. Open **Risk Register**.
2. Do one of these:
- For one risk, select the **Archive** button (a box) in its **Actions** column.
- For several, tick the box at the start of each row, then select **Archive** in the bar above the table.
3. In **Archive this risk?** (or **Archive 3 risks?**), read "Archived risks move to the Archived group. Nothing is deleted.", then select **Archive**.
A message says "Risk archived." or, for several, "3 risks archived."
### What happens next
**A mitigated risk:**
- has the status **Mitigated** and appears in the register's **Mitigated** group and in the **Mitigated** column of the Kanban board;
- stops getting review reminders;
- counts as mitigated on the dashboards. See [Dashboards](/dashboards/overview/).
VirgilTrack's AI may also suggest a line about it for your weekly work report.
**An archived risk** has the status **Archived** and appears in the register's **Archived** group. It isn't shown on the Kanban board.
Archiving doesn't stop review reminders. The risk's responsible people may still be reminded of its next review.
### Tips
- On the Kanban board you can also drag a card to **Mitigated**, but the board doesn't check that the controls are done. Use **Mark as mitigated** instead, so nothing is closed too early. See [The Kanban board](/risks/kanban-board/).
- To find risks that may be ready to close, filter the register's **Controls** column by **All done**. See [The risk register](/risks/risk-register/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Not yet**: "This risk still has controls to implement." (on a risk's page, with the number of controls) | At least one of its controls isn't done. | Finish the controls, then try again. See [Mark a control as implemented](/risks/implement-a-control/). |
| **Mark as mitigated** is greyed out on the risk's page | Some controls aren't done. | The line under the button says how many are left. |
| There's no **Mark as mitigated** or **Archive** button in a row | The risk is **Not assessed**, or already mitigated or archived. | Assess the risk first if it is **Not assessed**. See [Assess a risk](/risks/assess-a-risk/). |
| **Couldn't save** and "Something went wrong." | Saving failed. Nothing was changed. | Try again. |
### Related
- [A risk's page](/risks/risk-details/)
- [Risk controls](/risks/risk-controls/)
- [The risk register](/risks/risk-register/)
## The Kanban board
Source: https://manual.virgiltrack.virgilfinance.com/risks/kanban-board/
Roles: Employee, Manager
VirgilTrack screens: /risk-register/kanban
See your department's risks as cards in the Yet to Start, Under Control and Mitigated columns, and change a risk's status by dragging its card.
The Kanban board shows your department's risks as cards in three columns, one for each stage of the work. Drag a card to another column to change the risk's status. It is a quick way to see, and talk through, where each risk stands.
### Open the board
Select **Kanban Board** in the menu on the left. The page is called **Kanban Collaboration**.
_[Screenshot: The Kanban Collaboration page with its three columns, Yet to Start, Under Control and Mitigated, where each risk is a card showing its name and description]_
### The columns
| Column | Status of the risks in it |
| --- | --- |
| **Yet to Start** | **New**: the risk has been identified, but no actions have been taken yet. |
| **Under Control** | **In Progress**: actions are being taken to reduce the risk. |
| **Mitigated** | **Mitigated**: the risk has been dealt with. |
Each card shows the risk's name and description. The board shows only your department's risks.
Risks that are **Not assessed** or **Archived** aren't on the board. Assessed risks you copied from the repository appear under **Under Control**. To open a risk, or to work on one that isn't on the board, use the **Risk Register**. See [The risk register](/risks/risk-register/).
### Move a card
1. Point at the card you want to move.
2. Hold down the mouse button and drag the card to the new column.
3. Let go of the mouse button.
A message says "Risk Updated Successfully!" and the risk's new status shows everywhere in VirgilTrack.
#### Which moves are allowed
| From | You can move the card to |
| --- | --- |
| **Yet to Start** | **Under Control** |
| **Under Control** | **Mitigated**, or back to **Yet to Start** |
| **Mitigated** | Nowhere. A mitigated risk stays in **Mitigated**. |
While you drag a card, the columns you can't drop it into fade out. If you drop it there anyway, the card goes back where it was, and **Invalid Drag** appears with the words "You can't dray this risk to that board."
The order of cards inside a column isn't saved. Moving a card up or down within **Yet to Start** or **Under Control** also shows **Invalid Drag**.
### What happens next
When you move a card, the people in your department and the CEO get a "Risk Status Changed" notification. It names the risk and its old and new status, for example **New** and **In Progress**. Selecting the notification doesn't open the risk: find it in the **Risk Register**.
> **Caution:**
>
Moving a card to **Mitigated** only changes the risk's status. It doesn't check that the risk's controls are done, and the card can't be moved back. The risk also keeps counting as open on the dashboards, its responsible people keep getting review reminders, and its page still shows **Mark as mitigated**. To close a risk, use **Mark as mitigated** on the register or the risk's page instead: it checks the controls first. See [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/).
### Tips
- The board shows the risks as they were when you opened it. To see your colleagues' latest changes, reload the page.
- Moving a card from **Yet to Start** to **Under Control** is a good way to show that work on a new risk has begun.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The card goes back, or **Invalid Drag** appears | That move isn't allowed, or you moved the card within its own column. | Check [which moves are allowed](#which-moves-are-allowed). |
| **Error!** and a message, and the card goes back | The change couldn't be saved. | Reload the page and try again. |
| A risk you expect isn't on the board | It is **Not assessed** or **Archived**, or it belongs to another department. | Find it in the **Risk Register**. Assess it if it is **Not assessed**. |
### Related
- [The risk register](/risks/risk-register/)
- [Managing risks](/risks/overview/)
- [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/)
## Risk controls
Source: https://manual.virgiltrack.virgilfinance.com/risks/risk-controls/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register, /risk-register/details, /open-task/{Kind}/{Id}
What a control is, how a risk's controls are listed, what a control's panel shows, and who can add, complete and reopen controls.
A control is a concrete action that reduces a risk, such as "Phone-verify every change to supplier bank details". Each control has one responsible person, a date by which it must be done and a review date. When all of a risk's controls are done, the risk can be marked as mitigated.
### Where you find controls
A risk's controls live on the risk's own page:
- Managers and employees: select **Risk Register** in the menu on the left, then select the risk.
- The CEO has no **Risk Register** in the menu on the left. Select your picture, then **Risk Register**, and select the risk. You can also open a risk from a notification about it. See [A risk's page](/risks/risk-details/).
On the risk's page you see controls in two places:
- **Controls implemented**, near the top, shows how many controls are done, for example "1 of 2", with a progress bar.
- The **Controls** tab lists every control. The number on the tab counts the risk's controls, but not AI suggestions that nobody has accepted.
You also meet controls elsewhere in VirgilTrack:
- The **Controls** column of the risk register. See [The risk register](/risks/risk-register/).
- The calendar, on the review date of each control that isn't implemented yet. See [Calendar and reminders](/calendar/overview/).
- The **This week** bar of your weekly report, for controls you are responsible for. See [Your weekly report](/work-reports/weekly-report/).
- Your **Work Record**. See [Your work record](/work-reports/work-record/).
### The Controls tab
_[Screenshot: The Controls tab on a risk's page: the To do, Done, AI suggested and All buttons with their counts, the Add control button, and a list of controls each showing its description, responsible person, due or done date and control type]_
#### Filter buttons
The buttons above the list choose which controls you see. Each button shows how many controls it holds.
| Button | What it shows |
| --- | --- |
| **To do** | Controls that haven't been implemented yet. AI suggestions aren't included. The tab opens on this button. |
| **Done** | Controls that someone has marked as implemented. If nothing is left to do but some controls are done, the tab opens here instead. |
| **AI suggested** | Controls that VirgilTrack's AI suggested and nobody has accepted yet. |
| **All** | Every control on the risk. |
Open controls come first, with the soonest deadline at the top. Implemented controls follow, the most recently finished first.
**Add control**, beside the buttons, opens the window for a new control. See [Add a control to a risk](/risks/add-a-control/).
#### What each row shows
- **A state icon.** Point at it to read its status: **To do**, **Overdue**, **Implemented** or **AI suggestion**.
- **The description** of the control.
- **The responsible person**, with their picture.
- **The date.** For an open control, "Due" and its deadline, for example "Due 12 Dec 2026". The date is red when the deadline has passed. For an implemented control, "Done", the date and who did it, for example "Done 3 Oct 2026 by Hilma Shilongo".
- **The control type**, such as **Preventive**.
- **The number of comments and files**, when there are any.
Select a row to open the control's panel.
#### When the list is empty
| Button | What you see |
| --- | --- |
| **To do** | "Nothing left to do" and "Every control for this risk has been implemented, or none have been added." |
| **Done** | "No controls implemented yet" and "Implemented controls appear here with who did them and how." |
| **AI suggested** | "No AI suggestions" and "Suggestions from the AI appear here for you to accept." |
| **All** | "No controls yet" and "Add a control to start reducing this risk." |
### Control statuses
| Status | What it means |
| --- | --- |
| **To do** | The control hasn't been implemented, and its deadline hasn't passed. |
| **Overdue** | The control hasn't been implemented, and its deadline has passed. |
| **Implemented** | Someone has marked the control as implemented. |
| **AI suggestion** | VirgilTrack's AI suggested the control. It isn't part of the risk's plan until someone accepts it. |
### Types of control
When you add a control, you say what kind of control it is.
| Type | What it is for |
| --- | --- |
| **Preventive** | Aimed at preventing the occurrence of the risk. |
| **Detective** | Aimed at identifying the occurrence of the risk. |
| **Corrective** | Aimed at reducing the impact or correcting the risk after it has occurred. |
### Expected effectiveness
You also say how well you expect the control to work.
| Effectiveness | What it means |
| --- | --- |
| **Ineffective** | The control does not address the risk. Risks remain at the same level as before the control was implemented. |
| **Minimally Effective** | The control provides minimal reduction in risk, partially mitigating the risk but leaving significant exposure. |
| **Moderately Effective** | The control reduces risk to a moderate degree but is not comprehensive. Some gaps remain. |
| **Effective** | The control significantly reduces the risk to an acceptable level and works as intended. |
| **Highly Effective** | The control virtually eliminates the risk or reduces it to a negligible level. It is robust and consistently applied. |
| **Not Evaluated** | The control's effectiveness has not yet been assessed or is under review. |
### The control panel
Selecting a control opens its panel, **Control**, at the side of the screen.
_[Screenshot: A control's panel: the status, type and expected effectiveness badges at the top, the control's description, the Mitigates risk box with the risk's code and name, the Responsible, Deadline, Next review and Created details, then the How did you implement it? box with the Mark as implemented button, Done before and Comments]_
From top to bottom, the panel shows:
1. **Badges** for the control's status, its type and its expected effectiveness.
2. **The description** of the control, as the heading.
3. **Mitigates risk**, with the code and name of the risk the control belongs to. **Open risk** takes you to the risk's page. It isn't shown when you opened the panel from the risk's own page.
4. **Responsible**, **Deadline**, **Next review** (date and time) and **Created** (date and who added the control). The deadline is red when it has passed. **Not assigned** means the control has no responsible person.
5. **The completion area**, which depends on the control:
- An open control shows **How did you implement it?** and **Mark as implemented**, if you are allowed to complete it. See [Mark a control as implemented](/risks/implement-a-control/).
- An implemented control shows "Implemented by", the person's name and the date, with their notes, and **Reopen** if you may reopen it.
- An AI suggestion shows "The AI suggested this control. Accept it to add it to the risk's to-do list." and, if you are allowed to complete it, **Accept as a control**.
6. **Done before**: "See how similar work was completed in your organisation". Select it to see finished work like this control, with who did it, when, and how it was done. **Summarise how others did it** asks the AI for a short summary of that history. Check the summary against the details listed.
7. **Comments**, where people post updates and attach files. See [Comment on a control](/risks/control-comments/).
8. **Close**, which closes the panel.
You can also open a control's panel from the **Open the control** button in an email, from a notification, from the calendar or from the **This week** bar of your weekly report. In the calendar the panel is called **Risk Control Details**. When you open it from any of these places, notes on how you implemented the control are required. See [Mark a control as implemented](/risks/implement-a-control/).
### Who can do what
| Action | Who can do it |
| --- | --- |
| Add a control | Anyone in your organisation who can open the risk's page. |
| Mark a control as implemented | The control's responsible person, the person who added the control, the risk's owner, any manager and the CEO. |
| Accept an AI suggestion | The same people who can mark a control as implemented. |
| Reopen an implemented control | The person who marked it as implemented, any manager and the CEO. |
| Comment and attach files | Anyone who can open the control. |
| Move a control's review date | Managers and the CEO, by dragging the control to another day in the calendar's month view. See [Move an item to another day](/calendar/move-items/). |
> **Caution:**
>
Once a control is added, you can't change its description, responsible person, type, effectiveness or deadline, and you can't delete it. Check the details before you select **Add control**. (When someone leaves and their work is handed over to a colleague, their open controls move to that colleague.)
### Reminders and notifications
VirgilTrack keeps the responsible person informed without anyone having to chase them.
| When | Who is told | What they get |
| --- | --- | --- |
| A control is added | The responsible person | **Risk control assigned to you**, in VirgilTrack and by email. The email's subject says who made them responsible, for example "Daniel Shikongo made you responsible for a risk control: …". It shows **Implement by**, **Mitigates** and **From**, with **Open the control** and **See the risk** buttons. They also get a text message if they have a verified mobile number, allow texts from VirgilTrack and haven't switched off texts for **Work delegated to you**. |
| A control is added | Everyone in the department of the person who added it, the responsible person and the CEO | A **Control created** notification, such as "Daniel Shikongo created a control: …". Selecting it opens the risk's page. The person who added the control also finds it in their own notifications. |
| On a weekday morning, when the deadline is the next day | The responsible person | A **Due tomorrow** email. |
| Every weekday morning after the deadline has passed | The responsible person | An **Overdue** email listing all their overdue work. When the deadline was the day before, they also get a notification in VirgilTrack and, if they allow texts, a text message. Texts are never sent between 20:00 and 07:00 in their time zone; they wait until the morning. |
| 7, 3 and 1 days before the control's review date, and on the day | The responsible person | **Control review due**, in VirgilTrack and by email. See [Risk reviews and reminders](/risks/risk-reviews/#control-reviews). |
If you make yourself responsible for a control, you don't get the **Risk control assigned to you** message.
Deadline reminders stop once a control is implemented. To choose which messages reach you by email or text, see [Notifications](/communication/notifications/).
### Pages about controls
- [Add a control to a risk](/risks/add-a-control/): plan a new action, its owner and its dates.
- [Mark a control as implemented](/risks/implement-a-control/): record finished work, reopen a control or accept an AI suggestion.
- [Comment on a control](/risks/control-comments/): post progress updates and attach evidence.
- [Risk reviews and reminders](/risks/risk-reviews/): how reviews of risks and controls are scheduled and reminded.
### Related
- [A risk's page](/risks/risk-details/)
- [Managing risks](/risks/overview/)
- [Glossary](/reference/glossary/)
## Add a control to a risk
Source: https://manual.virgiltrack.virgilfinance.com/risks/add-a-control/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register, /risk-register/details
Plan a concrete action that reduces a risk, with the person who will do it, its type, how well it should work, a deadline and a first review.
Add a control when you have decided on a concrete action that will reduce a risk. You choose who will do it, by when, and when it will first be reviewed. The person you choose is told straight away.
### Before you start
- **Agree the work with the person who will do it.** They get a message as soon as you save.
- **The person must be in your department.** The list of people shows the active people in your own department. If you don't belong to a department, it shows the people in the risk's department.
- **Check the details before you save.** A control can't be changed or deleted after it is added.
### Add a control
1. Open the risk's page.
Managers and employees: select **Risk Register** in the menu on the left, then select the risk. The CEO: select your picture, then **Risk Register**, and select the risk, or open the risk from a notification about it.
2. Select **Add control**.
You find it at the top of the risk's page and on the **Controls** tab. The **Add a control** window opens. Under its title, "For" is followed by the risk's code and name.
3. In **What needs to be done?**, describe the action.
Start with a verb and be specific, for example "Install a firewall and restrict admin access to the finance server".
4. Optional: select **Done before** to see how similar work was completed in your organisation.
It looks for finished work like the text you typed, and shows who did it, when and how long it took. It can help you choose a realistic date and the right person.
5. Under **Responsible person**, type part of a name or a department in the box that says "Search by name or department", then select the person.
The list shows up to six people at a time. To choose someone else after you have picked a person, select **Change**.
6. Under **Type of control**, select **Preventive**, **Detective** or **Corrective**.
The meaning of your choice appears under the buttons. See [Types of control](/risks/risk-controls/#types-of-control).
7. Under **Expected effectiveness**, select how well you expect the control to work.
If you can't tell yet, choose **Not Evaluated**. See [Expected effectiveness](/risks/risk-controls/#expected-effectiveness).
8. In **Done by**, choose the date by which the control must be implemented.
VirgilTrack fills in the risk's **Mitigate by** date for you if it is today or later. The line under the dates, "The risk should be mitigated by …", reminds you of the risk's own deadline.
9. In **First review**, choose the date of the control's first review, and in **at**, the time.
The time is 09:00 unless you change it.
10. Select **Add control**.
_[Screenshot: The Add a control window: the risk's code and name at the top, the What needs to be done? box, Done before, the Responsible person search, the Preventive, Detective and Corrective buttons, the six Expected effectiveness buttons, the Done by, First review and at fields, and the Cancel and Add control buttons]_
### What happens next
- You see the message "Control added." The control appears under **To do** on the risk's **Controls** tab.
- If the risk's status was **New**, it changes to **In Progress**.
- The responsible person gets **Risk control assigned to you**, in VirgilTrack and by email, and by text message if they have a verified mobile number and allow texts.
- A short message tells you how they will be told, for example "Hilma Shilongo will get an email and a text.", and later when the email was sent. If you chose yourself, it says "You assigned it to yourself, so no notification was sent." See [See who was told about work you assign](/communication/who-was-told/).
- Everyone in your department, the responsible person and the CEO get a **Control created** notification, such as "Daniel Shikongo created a control: …".
- The responsible person is reminded before the deadline and before the review date. See [Reminders and notifications](/risks/risk-controls/#reminders-and-notifications).
- The control appears on the responsible person's **Work Record**. If you gave it to someone else, it also appears on yours as work you delegated. See [Your work record](/work-reports/work-record/).
### If something goes wrong
When something is missing, the window tells you how many fields need attention, for example "2 fields need attention", and shows a message under each one.
| What you see | Why | What to do |
| --- | --- | --- |
| "Describe the control." | **What needs to be done?** is empty. | Describe the action. |
| "Choose who will do it." | Nobody is selected under **Responsible person**. | Select a person. |
| "Choose a type." | No **Type of control** is selected. | Select **Preventive**, **Detective** or **Corrective**. |
| "Choose how effective it should be." | No **Expected effectiveness** is selected. | Select one of the six levels. |
| "Set a date." | **Done by** or **First review** is empty. | Choose a date. |
| "Can't be in the past." | **Done by** is before today. | Choose today or a later date. |
| "Must be in the future." | The **First review** date and time have already passed, for example today at 09:00 when it is already 10:00. | Choose a later time or date. |
| The person you need isn't in the list. | The list only shows active people in your own department. | Ask someone in that person's department to add the control. |
| "Couldn't add the control. Please try again." | Saving failed. Nothing was saved. | Try again. If it keeps happening, tell your administrator. |
### Tips
- **One action per control.** "Clear all storm-water drains before the rains" is easier to complete and check than a list of several jobs.
- **Leave time between the deadline and the first review**, so the review can show whether the control is working.
- **Plan the whole risk.** The risk can only be marked as mitigated when every control is done, so add every action the risk needs.
> **Tip:**
>
Write the control so that someone else could do it. When it is implemented, its description and the notes on how it was done help the next person given a similar control.
### Related
- [Risk controls](/risks/risk-controls/)
- [Mark a control as implemented](/risks/implement-a-control/)
- [Add a risk](/risks/add-a-risk/)
- [A risk's page](/risks/risk-details/)
## Mark a control as implemented
Source: https://manual.virgiltrack.virgilfinance.com/risks/implement-a-control/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register, /risk-register/details, /open-task/{Kind}/{Id}, /execution/calendar
Record that a control's work is done and how you did it, reopen a control that isn't finished after all, or accept a control suggested by the AI.
When the work on a control is done, mark it as implemented and say how you did it. VirgilTrack records who did it and when, and the risk moves one step closer to being mitigated.
### Before you start
You can mark a control as implemented if you are:
- the control's responsible person,
- the person who added the control,
- the risk's owner,
- a manager, or
- the CEO.
Anyone else can open the control and comment on it, but doesn't see **Mark as implemented**.
### Mark a control as implemented
**From the risk's page**
1. Open the risk's page and select the **Controls** tab.
Managers and employees: **Risk Register**, then the risk. The CEO: select your picture, then **Risk Register**, and select the risk.
2. Under **To do**, select the control.
Its panel opens at the side of the screen.
3. In **How did you implement it?**, write what you did.
Say what steps you took, who you worked with and what to watch out for. On the risk's page the notes are optional, but the next person given a control like this will see them.
4. Select **Mark as implemented**.
**From an email, a notification, the calendar or your weekly report**
1. Open the control.
Select **Open the control** in an email from VirgilTrack, or a **Risk control assigned to you** or **Control review due** notification. You can also select the control in the calendar (**Execution › Calendar**) or in the **This week** bar of your weekly report.
2. In **How did you implement it?**, write a few sentences on what you did, then click outside the box.
Here the notes are required: "Required: a few sentences on how it was implemented." **Mark as implemented** stays unavailable until you have written at least 15 characters.
3. Select **Mark as implemented**.
> **Tip:**
>
Write the notes for the next person. When someone is given a similar control, your description of how you did it appears under **Done before** in their panel.
### What happens next
_[Screenshot: An implemented control's panel: the green Implemented badge, and a box saying who implemented it and on what date, with their notes and the Reopen link]_
- You see the message "Control marked as implemented."
- The panel shows the **Implemented** badge and "Implemented by" your name and today's date, with your notes.
- On the risk's page, the control moves from **To do** to **Done**, and **Controls implemented** goes up.
- When every control is done, the risk's **Mark as mitigated** button becomes available. See [Mark a risk as mitigated or archive it](/risks/mitigate-or-archive-a-risk/).
- Deadline reminders for the control stop, and it leaves the calendar. Reminders for its review date still come, so the responsible person can check that the control is still working.
- The control shows as done on the responsible person's **Work Record**. See [Your work record](/work-reports/work-record/).
- VirgilTrack may suggest a line about the work for your weekly report. See [Suggestions and activity prompts](/work-reports/suggestions/).
- Nobody is sent a notification. If the person who added the control is waiting for it, tell them, or add a comment on the control.
### Reopen a control
Reopen a control that was marked as implemented by mistake, or that turns out not to be finished. You can reopen a control if you marked it as implemented, or if you are a manager or the CEO.
1. Open the control's panel.
On the risk's **Controls** tab, implemented controls are under **Done**.
2. In the box that says "Implemented by" and the person's name, select **Reopen**.
The control goes back to **To do**, or **Overdue** if its deadline has passed. The record of who implemented it and when is removed. The notes stay in **How did you implement it?**, so you can update them when you finish the work. No message appears and nobody is notified.
### Accept an AI suggestion
A control suggested by VirgilTrack's AI waits under **AI suggested** until someone accepts it. Until then it doesn't count towards the risk's controls, and it doesn't stop the risk from being mitigated.
1. On the risk's **Controls** tab, select **AI suggested**.
2. Select the suggestion.
The panel says "The AI suggested this control. Accept it to add it to the risk's to-do list."
3. Select **Accept as a control**.
The control moves to **To do**. If the suggestion had no responsible person, you become responsible for it. The same people who can mark a control as implemented can accept a suggestion.
### Use Virgil Copilot
You can also ask Virgil Copilot to list the controls you are responsible for, or to mark one as implemented. Copilot asks you to confirm before anything changes, and the same rules apply about who may complete a control. See [Confirm what Virgil prepares](/assistant/confirm-changes/) and [AI assistant](/assistant/overview/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| There is no **Mark as implemented** button. | You aren't the responsible person, the person who added the control, the risk's owner, a manager or the CEO. | Ask one of them to mark it, or add a comment saying the work is done. |
| **Mark as implemented** is greyed out. | You opened the control from an email, a notification, the calendar or your weekly report, and the notes are shorter than 15 characters. | Write a few sentences on how you did it, then click outside the box. |
| There is no **Reopen** link. | Only the person who marked it as implemented, a manager or the CEO can reopen a control. | Ask one of them. |
| "Couldn't save. Please try again." | Saving failed. The control is unchanged. | Try again. |
| "This control no longer exists, or you don't have access to it." | The control can't be found in your organisation. | Check that you opened the right link. |
| **Mark as mitigated** is still unavailable on the risk's page. | The risk still has controls under **To do**. | Finish them first. The risk's page says how many are left. |
### Related
- [Risk controls](/risks/risk-controls/)
- [Comment on a control](/risks/control-comments/)
- [Add a control to a risk](/risks/add-a-control/)
## Comment on a control
Source: https://manual.virgiltrack.virgilfinance.com/risks/control-comments/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register, /risk-register/details, /open-task/{Kind}/{Id}
Post progress updates and questions on a risk control, and attach evidence such as reports, photos or signed documents.
Each control has its own comments. Use them to post progress updates, ask questions and attach evidence, such as a signed report or a photo of finished work. Everyone who opens the control sees them.
### Post a comment
1. Open the risk's page and select the **Controls** tab.
Managers and employees: **Risk Register**, then the risk. The CEO: select your picture, then **Risk Register**, and select the risk.
2. Select the control.
Its panel opens at the side of the screen. You can also open a control from an email, a notification, the calendar or your weekly report: its panel has the same **Comments** section.
3. Scroll down to **Comments**.
4. Type your comment in the box that says "Write a comment…".
5. Optional: to attach files, select the paper-clip button (**Attach files**) and choose the files.
You can attach up to five files to a comment, each up to 20 MB. The files you chose appear above the box with their sizes. To take a file off, select the cross beside it (**Remove**).
6. Select the send button (**Send**).
You can post a comment with text only, with files only, or with both. The send button stays unavailable until there is something to send.
_[Screenshot: The Comments section of a control's panel: a posted comment with the author's name and picture and how long ago it was posted, and below it the Write a comment box with the paper-clip and send buttons]_
### What happens next
- Your comment appears at the bottom of the list, with your name and how long ago you posted it. Point at the time to see the full date and time.
- Attached files appear under the comment with their names and sizes. Select a file to open it in a new tab.
- On the risk's **Controls** tab, the control's row shows how many comments and files it has.
- VirgilTrack may suggest a line about your update for your weekly report. See [Suggestions and activity prompts](/work-reports/suggestions/).
Posting a comment doesn't send anyone a notification. If someone needs to read it, tell them.
### Read earlier comments
The panel shows the five latest comments. To see older ones, select **Show … earlier comments** at the top of the list. A control with no comments shows "No comments yet" and "Post progress updates, questions or files for this control."
> **Caution:**
>
You can't edit or delete a comment once it is posted. Check your text and files before you select **Send**.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "… is larger than 20 MB." | One of the files is too big. It wasn't added. | Make the file smaller, for example by saving a PDF at a lower quality, or split it. |
| "You can attach up to 5 files per comment." | The comment already has five files. | Send it, then post the other files in another comment. |
| "Couldn't post your comment. Please try again." | Sending failed. Nothing was saved. | Try again. Your text and files are still in the box. |
### Tips
- **Attach evidence when you finish.** A comment with the signed report or photo makes the control easy to check at the next review or audit.
- **Discuss the whole risk in its Discussion tab.** Use a control's comments for that control only. See [A risk's page](/risks/risk-details/).
### Related
- [Risk controls](/risks/risk-controls/)
- [Mark a control as implemented](/risks/implement-a-control/)
## Risk reviews and reminders
Source: https://manual.virgiltrack.virgilfinance.com/risks/risk-reviews/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register, /risk-register/details, /risk-register/edit, /execution/calendar
How each risk's review date and frequency work, who is reminded and when, how the next date is set, and how control reviews and scheduled reviews fit in.
A risk review is a regular check of a risk: has its likelihood or impact changed, and are its controls working? VirgilTrack keeps each risk's next review date, reminds the responsible people before it, and then sets the date of the following review.
To carry out a review, see [Review a risk](/risks/review-a-risk/).
### A risk's review schedule
Each risk's schedule is set on its form when the risk is added, assessed or edited. See [Add a risk](/risks/add-a-risk/), [Assess a risk](/risks/assess-a-risk/) and [Edit a risk](/risks/edit-a-risk/).
| Field | What it does |
| --- | --- |
| **Mitigate by** | The date by which the risk should be mitigated. Reviews are never scheduled after this date. |
| **Review every** | How often the risk is reviewed. See [Review frequencies](#review-frequencies). You must choose one when you add or edit a risk. When you assess a copied risk, you can leave it empty. |
| **Next review** and **at** | The date and time of the next review. When you assess a copied risk, this field is called **First review**. When you add or assess a risk, the time starts at 10:30. |
| **Responsible people** | The people who follow the risk until it is mitigated. They get the review reminders. |
When you set or change the next review, it must be in the future and on or before the **Mitigate by** date.
#### Where you see it
_[Screenshot: The top of a risk's page, showing the risk's owner, created date, Next review date followed by the review frequency in brackets, and the Mitigate by date]_
- **On the risk's page**, at the top: "Next review", the date, and the frequency in brackets, for example "Next review 3 Nov 2026 (monthly)". The date is red when it has passed and the risk isn't mitigated.
- **In the risk register**, the **Next review** column. A passed date is red, with **overdue** under it. See [The risk register](/risks/risk-register/).
### Review frequencies
**Review every** offers these choices. After each review date, VirgilTrack moves the next review on by the number of days shown.
| Review every | What it means | Next review moves on by |
| --- | --- | --- |
| **Ad-Hoc** | The risk is reviewed and resolved case by case as it arises, rather than on a set schedule. | It doesn't move. Set each review date yourself. |
| **Weekly** | The risk is reviewed every week. | 7 days |
| **Biweekly** | The risk is reviewed every two weeks. | 14 days |
| **Monthly** | The risk is reviewed once a month. | 30 days |
| **Quarterly** | The risk is reviewed every quarter (three months). | 90 days |
| **Annually** | The risk is reviewed once a year. | 186 days |
| **Semi-Annually** | The risk is reviewed two times in a year. | 365 days |
> **Caution:**
>
VirgilTrack currently moves **Annually** reviews on by 186 days and **Semi-Annually** reviews by 365 days. If that doesn't suit the risk, check its **Next review** date after each review and change it on **Edit risk**.
#### Which frequencies you can choose
- **Review every** only offers frequencies that fit before the **Mitigate by** date. **Ad-Hoc** is always offered. In the **Add a risk** window and on **Edit risk**, the frequency you have already chosen stays in the list too.
- When you assess a copied risk and change **Mitigate by** so that the chosen frequency no longer fits, **Review every** is cleared and you choose again.
- When **Next review** is still empty and you choose a frequency other than **Ad-Hoc**, VirgilTrack suggests a date: today plus the frequency, or the **Mitigate by** date if that comes first.
- When you assess a copied risk and haven't set **Mitigate by** yet, you see "Set the deadline first to see sensible options."
### Reminders before a risk review
Each night, VirgilTrack looks for risks that aren't mitigated and whose next review is coming up. It sends each of the risk's responsible people a reminder:
| When | Reminder sent |
| --- | --- |
| 7 days before the review | At 09:00 |
| 3 days before the review | At 09:00 |
| 1 day before the review | At 09:00 |
| On the day of the review | One hour before the review time |
Each reminder comes in two forms:
- **An email** with the subject "Risk review due", the date and the risk's code, for example "Risk review due Tue 3 Nov: FIN-002". It says "this risk is due for review on …. Check whether its likelihood or impact has changed and whether the controls are working." It lists the risk, the review date and the department. Its **Review the risk** button opens the risk's page.
- **A notification in VirgilTrack** called **Risk review due**, with the risk's code and name.
If a risk has no responsible people, VirgilTrack makes its owner responsible and sends the reminders to them.
Reminders stop once the risk is marked as mitigated.
### After the review date
At the start of the review day, VirgilTrack sets the next review date. It adds the risk's frequency to the current review date, but never goes past the **Mitigate by** date. So on the review day itself, the risk's page already shows the date of the following review.
For example, a **Monthly** risk due for review on 3 November gets a next review date of 3 December.
#### When a review becomes overdue
A review date stays in the past, and shows as overdue, when VirgilTrack can't move it on:
- the risk's **Review every** is **Ad-Hoc**,
- the next review has reached the **Mitigate by** date, or
- the risk has no **Review every**.
VirgilTrack doesn't send reminders once a review date has passed. To book the next review, edit the risk and set a new **Next review** date. See [Review a risk](/risks/review-a-risk/).
### Scheduled reviews in the calendar
When someone changes a risk's **Next review** date on **Edit risk** and saves, VirgilTrack also adds a scheduled review for each of the risk's responsible people. It isn't added again for someone who already has an open review on that date.
Scheduled reviews:
- appear in the calendar as **Risk Review:** followed by the risk's code, for example "Risk Review: FIN-002", at the review time. Open **Execution › Calendar**.
- appear in **What’s up Today** on your dashboard. See [The Manager Dashboard](/dashboards/manager-dashboard/).
- are counted in **Upcoming Reviews** in the menu under your picture, which shows how many scheduled reviews for you fall today or later.
They aren't added when a risk is first added or assessed, or when VirgilTrack moves the date on by itself. To record one, see [Record a scheduled review in the calendar](/risks/review-a-risk/#record-a-scheduled-review-in-the-calendar).
In the calendar, employees see the scheduled reviews for them and for risks they are responsible for. Managers also see their department's, and the CEO sees the whole organisation's.
### Control reviews
Each control has its own review date: the **First review** you set when you add the control. VirgilTrack reminds the control's responsible person 7, 3 and 1 days before it, at 09:00, and on the day, one hour before the review time. They get it even if the control is already implemented, so they can check it is still working.
- **The email** has the subject "Control review due", the date and the control, and says "this control is due for review on …. Check that it's still in place and working." Its **Open the control** button opens the control's panel. When you close the panel, VirgilTrack takes you to your home page.
- **The notification** in VirgilTrack is called **Control review due**.
A control's review date doesn't move on after the review. Managers and the CEO can give a control a new review date by dragging it to another day in the calendar's month view. See [Move an item to another day](/calendar/move-items/). Controls that aren't implemented yet appear in the calendar on their review date. See [Risk controls](/risks/risk-controls/).
### Choose how reminders reach you
Review reminders for risks and controls belong to the **Due tomorrow** notifications, in the **Your work** group of **Settings › Notifications**.
- Untick **Email** for **Due tomorrow** to stop the emails. You still see the reminders in VirgilTrack.
- If **Email** is switched off under **How VirgilTrack may contact you**, VirgilTrack doesn't send you review reminders at all, not even in VirgilTrack.
See [Notifications](/communication/notifications/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The next review date is in the past and shows as overdue. | The risk is **Ad-Hoc**, has reached its **Mitigate by** date, or has no **Review every**. | Edit the risk and set a new **Next review** date. |
| You got no reminder for a risk review. | You aren't one of the risk's responsible people, or **Email** is switched off under **How VirgilTrack may contact you**. | Check **Responsible people** on the risk's page, and your notification settings. |
| The **Review every** list doesn't offer the frequency you want. | It doesn't fit before the **Mitigate by** date. | Choose a shorter frequency, or move **Mitigate by** later. |
| "The review must be in the future." | The review date and time you chose have already passed. | Choose a later date or time. |
| "Review on or before the deadline." | The review date is after **Mitigate by**. | Choose an earlier review date, or move **Mitigate by** later. |
| There are no reviews in the calendar. | Scheduled reviews are only added when someone changes a risk's **Next review** date on **Edit risk**. | Review the risk from its page. See [Review a risk](/risks/review-a-risk/). |
### Related
- [Review a risk](/risks/review-a-risk/)
- [Risk controls](/risks/risk-controls/)
- [A risk's page](/risks/risk-details/)
- [Calendar and reminders](/calendar/overview/)
## Review a risk
Source: https://manual.virgiltrack.virgilfinance.com/risks/review-a-risk/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-register/details, /risk-register/edit, /execution/calendar
Check whether a risk's likelihood, impact and controls have changed, record what you found, book the next review, and complete a scheduled review in the calendar.
When a risk is due for review, check whether it has changed and whether its controls are working. Then record what you found and make sure the next review is booked. VirgilTrack reminds the risk's responsible people before each review. See [Risk reviews and reminders](/risks/risk-reviews/).
### Before you start
- **Be one of the risk's responsible people**, or agree with them that you will do the review. They are listed under **Responsible people** on the risk's page.
- **The risk must be open and assessed.** A risk that is mitigated or archived, or hasn't been assessed yet, can't be edited, so you can't change its scores or dates.
### Review the risk
1. Open the risk's page.
Select **Review the risk** in the reminder email, or the **Risk review due** notification. Or select **Risk Register** in the menu on the left and select the risk. The CEO, who has no **Risk Register** in that menu, can select their picture, then **Risk Register**.
2. Check the risk's likelihood and impact.
At the top of the page, the score and the line under the small grid, such as "High likelihood, medium impact", show the current assessment. Ask whether either has changed since the last review. See [How risk scores work](/risks/risk-scores/).
3. Check the controls on the **Controls** tab.
Look under **To do** for controls that are late; their status is **Overdue** and their date is red. Ask the responsible people about them, or add a control if the risk needs another action. See [Add a control to a risk](/risks/add-a-control/).
4. Write down what you found on the **Discussion** tab.
For example: "Collection rate up to 83%. Three large debtors still in arrears; follow-up control added." See [A risk's page](/risks/risk-details/).
5. Check the **Next review** date at the top of the page.
VirgilTrack normally moves it on by itself on the review day. You need to change it if it is in the past, or if you want the next review on another date.
6. If the likelihood or impact has changed, or the next review needs a new date, select **Edit risk**.
If nothing needs to change, you have finished.
7. If the likelihood or impact has changed, choose the new **Likelihood** or **Impact** under **Assessment**.
8. If the next review needs a new date, change **Next review** and **at** under **Plan and people**.
9. Select **Save changes**.
See [Edit a risk](/risks/edit-a-risk/) for the other fields on this page.
### What happens next
- After you save on **Edit risk**, you see "Changes saved." and return to the risk's page.
- A new likelihood or impact changes the risk's score and moves it to another cell of the heat map. See [The risk heat map](/dashboards/risk-heat-map/).
- If you changed the **Next review** date, VirgilTrack adds a scheduled review for each responsible person. It appears in their calendar and on their dashboard. The reminders count down to the new date.
### Record a scheduled review in the calendar
If your review appears in the calendar, record its outcome there as well. A scheduled review is called **Risk Review:** followed by the risk's code.
1. Open **Execution › Calendar**.
Managers and the CEO: make sure **Risk Activities** is ticked under **Calendars**. The calendar opens on the current week. See [Calendar and reminders](/calendar/overview/) to move between weeks and months.
2. Select the review, for example "Risk Review: FIN-002".
The **Risk Review Details** panel opens. It shows **Pending Review** and, if the date has passed, **Overdue**. Under **Target Risk:** you see the risk's code and name. **View Full Risk Profile** opens the risk's page.
3. In **Review Comments**, write your findings.
The box may already say "Scheduled review". Replace it with what you found.
4. Switch on **Mitigation Effective?** if the risk's controls are working.
5. Switch on **Mark Review as Completed**.
6. Select **Save Review**.
_[Screenshot: The Risk Review Details panel: the Pending Review badge, the Scheduled Risk Review heading with its date and time, the Target Risk box with the risk's code and name and View Full Risk Profile, the Review Comments box, the Mitigation Effective? and Mark Review as Completed switches, and the Cancel and Save Review buttons]_
You see "Risk review updated successfully!". The review stays in the calendar, even though the switch says "This will close the calendar event." When you open it again, it shows **Review Completed**.
Recording the review here doesn't change the risk itself. To change its scores or its next review date, use **Edit risk** as described in [Review the risk](#review-the-risk).
> **Tip:**
>
Attach evidence to the review in the right place: post files on the control they prove, or on the risk's **Discussion** tab. A scheduled review in the calendar has no attachments. See [Comment on a control](/risks/control-comments/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Mitigated and archived risks can't be edited." | The risk has been marked as mitigated or archived, so its scores and dates can't be changed. | If the risk has come back, record it again as a new risk. See [Add a risk](/risks/add-a-risk/). |
| "Assess this risk from the register before editing it." | The risk was copied from the **Risk Repository** and hasn't been assessed yet. | Assess it from the register first. See [Assess a risk](/risks/assess-a-risk/). |
| "The review must be in the future." | The new **Next review** date and time have already passed. | Choose a later date or time. |
| "Review on or before the deadline." | The new **Next review** date is after **Mitigate by**. | Choose an earlier date, or move **Mitigate by** later. |
| "Choose how often to review." | **Review every** is empty, for example because the risk was assessed without one. | Choose a frequency under **Plan and people**. |
| "Couldn't save. Nothing was changed. Please try again." | Saving the changes failed. | Try again. |
| There are no reviews in your calendar. | Scheduled reviews are only added when someone changes a risk's **Next review** date on **Edit risk**. | Review the risk from its page, as in [Review the risk](#review-the-risk). |
| "Risk Review not found." | The scheduled review no longer exists. | Review the risk from its page. |
### Related
- [Risk reviews and reminders](/risks/risk-reviews/)
- [Risk controls](/risks/risk-controls/)
- [A risk's page](/risks/risk-details/)
## IPSAS readiness risks
Source: https://manual.virgiltrack.virgilfinance.com/risks/ipsas-readiness/
Roles: Employee, Manager, CEO
VirgilTrack screens: /risk-repository, /reportbuilder
Which risks VirgilTrack treats as IPSAS readiness risks, how they reach your register, and how to download the IPSAS Readiness Risk Report.
IPSAS are the International Public Sector Accounting Standards. An organisation moving to accrual-basis IPSAS needs to know what could hold the move back, such as missing asset registers or too few trained staff. If your organisation's **Risk Repository** has IPSAS readiness suggestions, you can copy them into your risk register, manage them like any other risk, and download them as an **IPSAS Readiness Risk Report**.
### Which risks are IPSAS readiness risks
A risk counts as an IPSAS readiness risk when it has the tag **IpsasReadiness**. You see a risk's tags on its page, under **Tags** in **About this risk**.
A risk gets this tag in one way: when someone copies an IPSAS readiness suggestion from the **Risk Repository** into the register. You can't add or remove tags on a risk yourself.
### Add IPSAS readiness risks to your register
1. Select **Risk Repository** in the menu.
2. Select **Filter**. Under **Risk Type:**, choose **IPSAS READINESS RISK**, then select **Apply**.
The list shows the suggestions tagged **IpsasReadiness**.
3. Tick the suggestions that apply to your organisation and select **Copy Selected**. Then select **Yes, copy them!**.
See [The risk repository](/risks/risk-repository/) for the full steps and limits.
4. Open **Risk Register** and assess each copied risk.
Copied risks start as **Not assessed**. Give each one its likelihood, impact, deadline, review frequency and responsible people. See [Assess a risk](/risks/assess-a-risk/).
The copied risks belong to your department, with you as their owner. They keep the **IpsasReadiness** tag.
> **Note:**
>
Only managers and employees have **Risk Repository** in the menu. The CEO doesn't, so a manager or employee adds the IPSAS readiness risks.
### Download the IPSAS Readiness Risk Report
The report lists your IPSAS readiness risks as a register, ready to print or share with council, the audit committee or auditors.
#### Before you start
- **Assess the risks and give each one a review frequency.** The report only includes risks that have a **Review every** frequency. Risks that are still **Not assessed**, or were assessed without one, are left out.
- **Know when the risks were added.** The report includes risks by the date they were recorded in VirgilTrack.
- **Deferred risks are always left out.** The report has no setting to include risks with the status **Deferred**.
#### Get the report
1. Select **Report Builder** in the menu.
2. Under **Within Date Range**, choose dates that include the day the risks were added.
3. Under **Report Type**, choose **IPSAS Readiness Risk Report**.
4. Check **Risk Categories**, **With Risk Status** and **From Department(s)**.
Everything is selected at first; narrow the choices if you want only some risks. Managers and employees can report on their own department. The CEO can choose any department.
5. To include archived risks, switch on **Include Achieved Risks**.
**Include Closed Risks** adds mitigated risks only if **Mitigated** is ticked under **With Risk Status**. That status is only listed when it is in use, so mitigated risks are usually left out.
6. Select **Download**.
You see "Compiling report, please wait...", then the report downloads as a PDF and you see "File Downloaded Successfully!".
_[Screenshot: The Report Builder with IPSAS Readiness Risk Report chosen under Report Type, and the Within Date Range, Risk Categories, With Risk Status and From Department(s) settings below it]_
For the other Report Builder settings, see [Make a risk report](/reports/report-builder/).
### What the report shows
The report is titled "Accrual basis IPSAS readiness risk register". For managers and employees, the title is followed by the department's name in brackets. Risks are grouped under their category, for example "Category: Governance Risk".
| Column | What it shows |
| --- | --- |
| **Risk Code** | The risk's code. |
| **Risk Description** | The risk's description. |
| **Risk Status** | For example **New** or **In Progress**. |
| **Impact (1-5)** | The impact score and its name, for example "5 (Very High)". |
| **Likelihood (1-5)** | The likelihood score and its name. |
| **Risk Score (1-10)** | The risk score. See [How risk scores work](/risks/risk-scores/). |
| **Significance** | A word for how serious the score is (see below). |
| **Financial Exposure** | The risk's estimated financial exposure in N$. |
| **Affected Departments** | Empty at present. To see a risk's affected departments, open the risk's page. |
| **Implications** | What happens to the organisation if the risk materialises. |
| **Controls** | The descriptions of the risk's controls. |
| **Mitigation Deadline** | The risk's **Mitigate by** date. |
| **Oversight Responsibility** | The risk's owner in bold, then its responsible people. |
The **Significance** column uses its own five words, shaded from green to red:
| Risk score | Significance |
| --- | --- |
| Up to 2 | **NEGLIGIBLE** |
| Over 2, up to 4 | **MINOR** |
| Over 4, up to 6 | **MODERATE** |
| Over 6, up to 8 | **SIGNIFICANT** |
| Over 8, up to 10 | **SEVERE** |
These words are not the same as the levels you see on screen (**Low**, **Moderate**, **High** and **Critical**). The score is the same.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The report has no risks. | None of the risks matching your choices has the **IpsasReadiness** tag, they have no **Review every**, or they were added outside the date range. | Copy IPSAS readiness suggestions from the Risk Repository, assess them, and widen **Within Date Range**. |
| "There is currently no Suggestions in the Repository." after you choose **IPSAS READINESS RISK**. | Your organisation's repository has no IPSAS readiness suggestions, or you have already copied or hidden them. | Check the register for risks with the **IpsasReadiness** tag. |
| "The selected … department(s) have risks but not in the selected date range." | None of the department's risks were added within **Within Date Range**. | Widen the date range. |
| An IPSAS risk you recorded yourself isn't in the report. | Risks added with **Add risk** don't get the **IpsasReadiness** tag. | Use a copied IPSAS readiness risk where one fits. |
| "Please select the Type of Report you want to generate." | No **Report Type** is chosen. | Choose **IPSAS Readiness Risk Report**. |
| "You cannot currently Generate Reports as you don't have sufficient Risks Recorded", with no settings and no **Download** button. | Your department (for the CEO, the organisation) has no risks that aren't mitigated. | Nothing to report yet. Add or copy risks first. |
### Related
- [The risk repository](/risks/risk-repository/)
- [Make a risk report](/reports/report-builder/)
- [How risk scores work](/risks/risk-scores/)
# Chapter 5: Strategy and execution
## Strategy and execution
Source: https://manual.virgiltrack.virgilfinance.com/strategy/overview/
VirgilTrack screens: /execution, /strategy
What the Execution area is for, how a strategic plan is built from themes, objectives, KPIs and initiatives, and who uses which page.
Your strategic plan says what your organisation wants to achieve over the next few years. **Execution** is where that plan lives in VirgilTrack. It turns the plan into targets you can measure, money you can track and tasks people can do, so everyone can see how far the organisation has come.
Open it with **Execution** in the menu on the left.
### Who uses this area
- **The CEO** leads the plan. The CEO sees the whole plan: its overview, objectives, KPIs, budget, annual plans and how people's work lines up with it. The CEO also decides who else may open these pages.
- **Department managers** run their department's part of the plan. They plan their initiatives' work month by month, manage their budgets and follow their department's performance.
- **Team managers** plan and follow the initiatives of their department.
- **Employees** do the tasks that carry the plan forward. In **Execution** they see their **Work Reports** and the **Calendar**.
For the full list of pages each role sees, see [Find your way around Execution](/strategy/execution/).
### How a strategic plan is built
VirgilTrack reads your plan as a set of building blocks, each inside the one before it.
| Building block | What it is | Example |
| --- | --- | --- |
| **Strategic plan** | The whole plan, with its title and its start and end dates. | "Strategic Plan 2025–2030" |
| **Years** | The plan is split into years, usually your financial years. Targets and budgets are set per year. | **2026/27** |
| **Theme** | A broad area of focus that groups objectives. Some plans call these pillars. | "Financial sustainability" |
| **Objective** | Something the organisation wants to achieve under a theme. | "Improve revenue collection" |
| **KPI** | A key performance indicator: a measure that shows whether an objective is being achieved. Each KPI has a starting point (the **baseline**), a target for each year, and the **actual** result. | "Collection rate: from 62% to 80%" |
| **Initiative** | A piece of work, such as a project or programme, that helps reach an objective. Each initiative belongs to one department. | "Install prepaid water meters" |
| **Budget** | The money allocated to an initiative for a year, how much of it is secured, and what has been spent. | "N$ 1.2M allocated, N$ 800K secured" |
| **Task** | One job under an initiative, given to one person with a due date. | "Issue the tender for 500 meters" |
So a task moves an initiative forward, an initiative helps an objective, and the objective's KPIs show whether it worked.
A plan can also hold **strategic issues** (problems the plan sets out to solve), **stakeholders** and their **commitments**, and links to national or global frameworks, such as the Sustainable Development Goals. When VirgilTrack reads your plan, it picks these up too.
### The life of a strategic plan
1. **Brought in.** Someone uploads the plan as a PDF. VirgilTrack's AI reads it and checks its reading against the document. See [Bring in your strategic plan](/strategy/strategic-plan/).
2. **Reviewed and approved.** A person checks what was read, fills in anything missing, and approves it. It becomes the organisation's active plan. See [Review and approve an imported plan](/strategy/review-the-plan/).
3. **Funded.** Department managers and the CEO set each initiative's budget for the year. See [Allocate an initiative's budget](/strategy/allocate-budget/).
4. **Planned.** Managers break each initiative into tasks, month by month. See [Plan an initiative's tasks](/strategy/plan-initiative-work/).
5. **Done.** People carry out their tasks and report on them in their weekly reports. See [Tasks](/tasks/overview/) and [Work reports and records](/work-reports/overview/).
6. **Measured.** The KPIs' actual results are recorded, and VirgilTrack shows what is on track and what isn't. See [Record KPI results](/strategy/review-kpis/).
> **Note:**
>
Most Execution pages need an **approved** strategic plan. Until there is one, they say "No Active Strategic Plan".
### On track, at risk and off track
Throughout Execution, a KPI is compared with its target for the current year. If it has reached its target, it is **On track**. If it is close, it is **At risk**. If it is well below, it is **Off track**. If no result has been recorded yet, it shows **No data**.
Initiatives have their own statuses, worked out from their tasks: **On track**, **Behind**, **Missed work**, **Stalled**, **No work planned** and **Done**.
For exactly how each status and percentage is worked out, see [How progress and status are worked out](/strategy/how-progress-is-worked-out/).
### Pages in this chapter
- [Find your way around Execution](/strategy/execution/): the Execution menu, which pages each role sees, and how to get access to more.
- [Bring in your strategic plan](/strategy/strategic-plan/): upload your plan and let VirgilTrack read it.
- [Review and approve an imported plan](/strategy/review-the-plan/): check what was read, fill the gaps and approve the plan.
- [The plan overview](/strategy/plan-overview/): the whole plan on one page.
- [Objectives](/strategy/objectives/): each objective with its KPIs, initiatives, alignments, risks and issues.
- [The KPIs page](/strategy/kpis/): every KPI's target, actual result and status.
- [Record KPI results](/strategy/review-kpis/): go through the KPIs one by one and record their actual values.
- [Add, change or delete KPIs](/strategy/manage-kpis/): keep the plan's KPIs right.
- [The Initiatives page](/strategy/initiatives/): each initiative's work for the year, month by month.
- [Plan an initiative's tasks](/strategy/plan-initiative-work/): delegate tasks under an initiative.
- [Annual plans](/strategy/annual-plans/): how far each department has planned its year.
- [The Budget page](/strategy/budget/): what each initiative is allocated, has secured and has spent.
- [Allocate an initiative's budget](/strategy/allocate-budget/): set or change a budget, and record where the money comes from.
- [Record spending on an initiative](/strategy/log-expenditure/): log expenditures, including spending mentioned in work reports.
- [Department performance](/strategy/department-performance/): one department's KPIs, work, budget and alignment.
- [Work alignment](/strategy/work-alignment/): how people's reported work lines up with the strategy.
- [Manage plans and page access](/strategy/manage/): see and delete plans, and give people extra Execution pages.
- [How progress and status are worked out](/strategy/how-progress-is-worked-out/): the rules behind every percentage and status.
- [Download KPI and annual plan reports](/strategy/strategy-reports/): PDF reports for meetings, the council and the board.
## Find your way around Execution
Source: https://manual.virgiltrack.virgilfinance.com/strategy/execution/
VirgilTrack screens: /execution, /strategy, /execution/overview, /execution/calendar, /execution/work-reports
The Execution menu, which Execution pages each role sees, where Execution takes you first, and how the CEO gives people access to more pages.
**Execution** holds your organisation's strategic plan and the work that carries it out. It has its own menu, and each role sees a different set of pages in it.
### Open Execution
Select **Execution** in the menu on the left. VirgilTrack opens the first Execution page your role has:
| Your role | Execution opens on |
| --- | --- |
| CEO | **Overview** |
| Department manager | **Department Performance** |
| Team manager | **Initiatives** |
| Employee | **Work Reports** |
If your organisation has no strategic plan in VirgilTrack yet, Execution shows the page for uploading one instead. See [Bring in your strategic plan](/strategy/strategic-plan/).
### The Execution menu
Inside Execution, a column of buttons runs down the left of the page, each with an icon and a name. Select a button to open that page. The menu stays in place while you scroll. On a narrow screen, such as a phone, it becomes a row across the top that you can scroll sideways.
_[Screenshot: The Execution menu as the CEO sees it: a column of buttons named Overview, KPIs, Objectives, Work Alignment, Budget, Annual Plans, Work Reports, Calendar and Manage, with Overview highlighted]_
### Which pages each role sees
| Page | What it is for | Employee | Team manager | Department manager | CEO |
| --- | --- | --- | --- | --- | --- |
| **Overview** | The whole plan on one page. See [The plan overview](/strategy/plan-overview/). | | | | Yes |
| **KPIs** | Every KPI's target, result and status. See [The KPIs page](/strategy/kpis/). | | | | Yes |
| **Objectives** | Each objective and everything linked to it. See [Objectives](/strategy/objectives/). | | | | Yes |
| **Work Alignment** | How reported work lines up with the strategy. See [Work alignment](/strategy/work-alignment/). | | | | Yes |
| **Department Performance** | One department's KPIs, work, budget and alignment. See [Department performance](/strategy/department-performance/). | | | Yes | |
| **Initiatives** | Each initiative's tasks, month by month. See [The Initiatives page](/strategy/initiatives/). | | Yes | Yes | |
| **Budget** | Each initiative's budget, funding and spending. See [The Budget page](/strategy/budget/). | | | Yes | Yes |
| **Annual Plans** | How far each department has planned its year. See [Annual plans](/strategy/annual-plans/). | | | | Yes |
| **Work Reports** | Your weekly work reports. See [Work reports and records](/work-reports/overview/). | Yes | Yes | Yes | Yes |
| **Calendar** | Deadlines, reviews and events. See [Calendar and reminders](/calendar/overview/). | Yes | Yes | Yes | Yes |
| **Manage** | The organisation's plans, and who can open which page. See [Manage plans and page access](/strategy/manage/). | | | | Yes |
A **department manager** heads a whole department. A **team manager** is any other manager. See [Roles and what each can do](/welcome/roles/).
The **Work Reports** page in Execution is the same as **Work Reports** in the main menu. It shows the report page for your role.
### Getting access to more pages
The CEO can give other people extra Execution pages on top of their role, for example **KPIs** for a strategy officer. Extra pages only add to what your role already has; they never take a page away. See [Manage plans and page access](/strategy/manage/).
If you open the address of a page you don't have, VirgilTrack shows "You don't have access to this page" and "Your role doesn't include it. Ask your CEO to grant it under Execution → Manage."
### What you see on each page
Most Execution pages start the same way:
- a small line in capitals, **STRATEGIC PLAN**, followed by the plan year the page is showing, for example **2026/27**;
- the page's title, such as **KPI performance** or **Budget**;
- a line under the title with the plan or department it is about;
- on the right, the page's buttons, such as **Download report**, and its counts.
A plan year is one of the years your plan is split into. Pages show the **current** year: the year that today falls in. If today isn't in any of the plan's years, most pages show the plan's first year. The plan overview shows its last year instead, and **Annual Plans** shows the next year to come (or the last year, once the plan has ended). **Budget**, **Department Performance** and **Annual Plans** let you choose another year.
> **Tip:**
>
Objectives are numbered the same way on every page that numbers them, for example **2.1**. The first number is the theme and the second is the objective within it. Themes and objectives are each taken in alphabetical order.
### Related
- [Strategy and execution](/strategy/overview/)
- [Roles and what each can do](/welcome/roles/)
- [Manage plans and page access](/strategy/manage/)
## Bring in your strategic plan
Source: https://manual.virgiltrack.virgilfinance.com/strategy/strategic-plan/
VirgilTrack screens: /execution, /strategy
Upload your strategic plan as a PDF so VirgilTrack can read its themes, objectives, KPIs, initiatives and budgets, and follow the reading as it happens.
You don't type your strategic plan into VirgilTrack. You upload the plan document, and VirgilTrack's AI reads it for you: its years, themes, objectives, KPIs, initiatives and budgets. A person then checks the result and approves it.
### Before you start
- **Have the plan as a PDF.** VirgilTrack asks for a PDF, and a PDF works best.
- **Set up your departments first.** Every initiative must belong to one of your organisation's departments before the plan can be approved. See [Departments](/departments/overview/).
- **Agree who will bring the plan in.** VirgilTrack shows the upload page to anyone who opens **Execution** while your organisation has no strategic plan. Approving the plan makes it the organisation's active plan, so the CEO, or someone the CEO trusts with it, should do this.
- **Set aside some time.** Reading a plan takes a few minutes. Reviewing it afterwards takes longer, because you check every objective.
> **Note:**
>
The upload page only appears while your organisation has no strategic plan at all. To bring in a different plan later, the CEO first deletes the current one. See [Manage plans and page access](/strategy/manage/).
### Upload the plan
1. Open **Execution** from the menu on the left.
The page **Strategy Execution & Management** opens, with a large upload box under **Get started in minutes**.
2. Drag your PDF onto the box that says **[ Drop Strategic Plan as PDF Here ]**, or select the box and choose the file.
3. Select **Begin Upload**. The button becomes available once you have chosen a file.
A message, "Reading your strategic plan", tells you that this takes a few minutes and that you can keep working.
### Follow the reading
While VirgilTrack reads your plan, the page shows its progress: a bar with the percentage done, the time it has taken, and what it is doing now. It works through five steps, ticking each one off as it finishes:
1. **Open the document**
2. **List every objective, KPI and initiative**
3. **Read each objective in detail**
4. **Check the reading against the document until nothing changes**
5. **Prepare it for your review**
During the reading and checking steps, a small tile appears for each objective, labelled with the plan's own objective code where it has one. Point at a tile to see where that objective is, for example "being read", "matches the document" or "has points left for you to decide".
You don't have to stay on the page. You can leave it, or work elsewhere in VirgilTrack. When you come back to **Execution**, you see the reading's progress again.
### What happens next
- When the reading is done, the page says "Your strategic plan is ready for your review", and the review opens. If you are elsewhere in VirgilTrack, a message, "Your strategic plan is ready for review", offers **Review it now** or **Later**.
- Nothing is saved as a plan yet. What was read waits as a draft until someone reviews and approves it. See [Review and approve an imported plan](/strategy/review-the-plan/).
- Anyone who opens **Execution** before the plan is approved sees the draft's review, ready to carry on where it was left.
### What VirgilTrack takes from your plan
When the plan is approved, VirgilTrack saves:
- the plan's title, start and end dates, and its years;
- its themes, and the objectives under each theme;
- each objective's KPIs, with their baselines, a target for each year, and any actual results you entered in the review;
- each objective's initiatives, with their responsible department and their budget for each year;
- the strategic issues each objective addresses, and the national or global framework goals the plan links it to, such as the Sustainable Development Goals, when VirgilTrack knows that framework;
- its stakeholders and their commitments, and its critical success factors;
- the risks the plan describes. These go to the **Risk Repository** as suggestions, marked **Strategic AI Suggestion**, so your departments can copy them into their registers. See [The risk repository](/risks/risk-repository/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "The plan couldn't be imported", with **Upload again** | The plan couldn't be read. The message under the title says why, for example "The strategic plan couldn't be read. Please try again; if it keeps failing, contact your administrator." | Select **Upload again** and try once more. If it keeps failing, check that the file is the plan itself as a PDF, then contact your VirgilTrack administrator. |
| **Begin Upload** stays grey | No file has been chosen yet. | Drag the PDF onto the box, or select the box and choose the file. |
| You see an earlier plan's review instead of the upload box | A plan that was read earlier is still waiting for review. | Review and approve it, or select **Discard** to throw it away and upload again. See [Review and approve an imported plan](/strategy/review-the-plan/). |
### Related
- [Review and approve an imported plan](/strategy/review-the-plan/)
- [Strategy and execution](/strategy/overview/)
- [The risk repository](/risks/risk-repository/)
## Review and approve an imported plan
Source: https://manual.virgiltrack.virgilfinance.com/strategy/review-the-plan/
VirgilTrack screens: /execution, /execution/overview
Check what VirgilTrack read from your strategic plan, settle the points it couldn't, fill in what's missing, then approve the plan so it becomes active.
After VirgilTrack reads your strategic plan, a person checks the result before it is used. The review screen shows what was read, objective by objective. It marks every correction the checking made, every point it couldn't settle, and every gap. When nothing is left to settle or fill in, you approve the plan.
### Before you start
- The plan has been read. See [Bring in your strategic plan](/strategy/strategic-plan/).
- Keep the plan document open beside VirgilTrack, so you can check what was read against it.
- Your departments exist in VirgilTrack, with the names you want to use. Each initiative needs one.
### Open the review
Open **Execution** in the menu on the left. While a read plan is waiting, Execution opens the review: **Review your strategic plan**.
The review keeps everything you enter as you go: within a second as you type, and straight away when you leave a field. You can close the page and come back later. The review reopens on the section you were last in. The first time, it opens on the first section that still needs work.
### The review at a glance
- **At the top**: the plan's title and the file it was read from, how many rounds of checking it took and how many corrections they made. On the right, a bar shows how many sections are complete, for example **3 of 12 sections complete**, and what is left, for example **2 decisions to make and 5 items to complete**. Under the buttons **Discard** and **Approve the plan**, a line says whether your changes are saved, for example "All changes saved at 14:32:05."
- **On the left**: the plan's sections. **Plan overview** comes first, numbered **0**, then one section for each objective. Each section shows small counts for what it still has: corrections, decisions and items to fill in. A section that is done turns green and shows a double tick.
- **On the right**: the section you selected.
The key under the list of sections explains the counts:
| Count | Meaning |
| --- | --- |
| **corrected** | Changes the checking made, so you can confirm them. |
| **to decide** | Points the checking couldn't settle. You must choose. |
| **to fill in** | Things that are missing or don't fit. You must complete them. |
| **complete** | Nothing is left in this section. |
### Review the plan
1. Select **Plan overview** on the left and check the plan's **Title**, its **Years** and its **Themes**.
- To rename a theme, change its name in the box. Objectives under it follow the new name.
- To add a theme, select **Add a theme**.
- A theme with no objectives can be removed with **Remove**.
2. Select the first objective on the left.
3. Settle each point under **points need your decision**. Compare the proposal with the document, then select **Use the proposal** or **Keep as is**.
4. Read the corrections under **corrections by the checking**. Each one gives the page and the document's words. If a correction is wrong, select **Undo**.
5. Complete everything listed under **items to complete**. Fields that need attention have a red border.
6. Check the objective's **Theme**, **Perspective** and **Description**, then its KPIs and initiatives. See the tables below.
7. Repeat for each objective.
8. When the top of the page says **Ready to approve**, select **Approve the plan**.
9. In the message "Approve this strategic plan?", select **Approve the plan**. To go back, select **Not yet**.
#### KPIs
Each KPI is a card under **KPIs**. Select **Add a KPI** to add one, or **Remove** on a card to remove it. A KPI the checking changed shows **Corrected**.
| Field | What to enter |
| --- | --- |
| The first box on the card | The KPI's name: what is measured, for example "Collection rate". |
| **Unit** | **Percentage**, **Currency**, **Number**, **Yes/No** or **Text**. |
| **Direction** | **Increase** when higher is better, **Decrease** when lower is better, **Maintain** when the value should stay at the target. |
| **Baseline** | Where the KPI started, for example "45%". Type "New" if it has no baseline yet. |
| **Target** | The target for each year of the plan, one box per year. At least one year needs a target. |
| **Actual** | What was actually achieved. You must fill this in for every year that has started and has a target. Years that haven't started show **Not started**. |
Values must fit the KPI's unit:
- **Percentage**, **Currency** and **Number**: a number, which may have a symbol or a short unit, for example "45%", "N$ 1,500" or "3 km". A percentage box shows **%** after it, and an amount box shows **N$** before it.
- **Yes/No**: select **Yes** or **No**. For the baseline, you can also select **New**.
- **Text**: anything.
If you change a KPI's unit, values that no longer fit turn red straight away.
#### Initiatives
Each initiative is a card under **Initiatives**. Select **Add an initiative** to add one, or **Remove** on a card to remove it.
| Field | What to enter |
| --- | --- |
| The first box on the card | The initiative's name, for example "Install prepaid water meters". |
| **Responsible department** | Choose one of your departments. If the plan names a unit, VirgilTrack shows it, for example: The plan names "Technical". |
| **Funding, in the plan's words** | Shown when the plan says how the initiative is funded. You can't change it here. |
| **Budget** | The amount for each year of the plan, in Namibian dollars. |
Under the initiatives, a line adds up the objective's budget for each year.
Budget figures are read as the plan prints them. If the plan's tables are in thousands, VirgilTrack multiplies them. **Plan overview** says which: for example "Budget figures were read as full amounts."
#### Removing a KPI or an initiative
When you select **Remove**, VirgilTrack asks "Remove it from the plan?". Select **Remove** to remove it, or **Keep it** to keep it.
### What happens next
- VirgilTrack saves the plan and approves it. A message says "Your strategic plan is approved" and "It's now the organisation's active plan. Opening its overview." The plan overview opens. See [The plan overview](/strategy/plan-overview/).
- The plan's risks go to the **Risk Repository** as suggestions. The CEO and the department managers get a notification, for example "VirgilTrack identified 4 new risks", asking them to review the risks. See [The risk repository](/risks/risk-repository/) and [Notifications](/communication/notifications/).
- Department managers can now set budgets and plan their initiatives' tasks. See [Allocate an initiative's budget](/strategy/allocate-budget/) and [Plan an initiative's tasks](/strategy/plan-initiative-work/).
### Discard a plan
If the plan was read badly, or you uploaded the wrong file, you can throw the draft away and start again.
1. Select **Discard** at the top of the review.
2. In the message "Discard this plan?", select **Discard it**. To carry on reviewing, select **Keep reviewing**.
What was read, checked and edited is thrown away. The upload page opens, so you can upload the document again.
### A plan waiting for approval
If a plan was saved but not approved, the **Overview** page shows it under **Strategic plan waiting for approval**, with its dates and how many objectives, KPIs and initiatives it has.
- If it went through the review, a note says when it was reviewed. Select **Approve the plan**.
- If it was brought in before every plan went through the review, a note says "This plan was imported before every plan went through the review." It hasn't been checked against its document. You can select **Approve it as it is**, or ask the CEO to delete it and upload the document again, so it can be reviewed first.
Either way, VirgilTrack asks you to confirm. After approval, it becomes the organisation's active strategic plan.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Approve the plan** can't be selected | There are still decisions to make or items to complete. The top of the page says how many. | Look for sections with counts on the left, and settle each one. |
| An initiative says it "needs its responsible department" | The department named in the plan doesn't match any of your departments. | Choose a department under **Responsible department**. If it doesn't exist yet, create it first. See [Departments](/departments/overview/). |
| A KPI says it "needs the actual for" a year | That year has started, and the KPI has a target for it. | Enter what was achieved in **Actual** for that year. |
| A KPI says it "needs a baseline" | The baseline is empty. | Enter the baseline, or "New" if there is none yet. |
| "Couldn't save your last changes", followed by "Trying again…" | The connection dropped or saving failed. | Wait. VirgilTrack tries again a few seconds later. Don't close the page until it says your changes are saved. |
| "The plan couldn't be saved" with "Nothing was saved." | Saving the plan failed. | Select **Approve the plan** again. If it keeps failing, contact your VirgilTrack administrator with the message shown. |
| "Saved, but not approved" | The plan was saved, but approving it failed. VirgilTrack may still go on to say the plan is approved, but it isn't. | When the **Overview** opens, it shows the plan under **Strategic plan waiting for approval**. Approve it there. See [A plan waiting for approval](#a-plan-waiting-for-approval). |
| "This plan is no longer waiting for review." | Someone else approved or discarded the draft. | Open **Execution** again. |
### Related
- [Bring in your strategic plan](/strategy/strategic-plan/)
- [The plan overview](/strategy/plan-overview/)
- [Manage plans and page access](/strategy/manage/)
## The plan overview
Source: https://manual.virgiltrack.virgilfinance.com/strategy/plan-overview/
Roles: CEO
VirgilTrack screens: /execution/overview, /strategy/overview
Read the plan's Overview page, with its timeline, headline figures, KPI performance, budget and funding, commitments and objectives by theme.
The **Overview** page shows the whole approved strategic plan on one page: how far through it you are, how its KPIs are doing, where the money stands and how each objective is progressing. Start here when you want the big picture.
### Open the overview
Open **Execution › Overview**. The CEO sees it first when opening **Execution**. Other people can open it if the CEO has given them access. See [Manage plans and page access](/strategy/manage/).
If the plan hasn't been approved yet, this page shows the plan waiting for approval instead. See [Review and approve an imported plan](/strategy/review-the-plan/#a-plan-waiting-for-approval).
_[Screenshot: The plan overview: the organisation's name with the plan's dates, version and Approved badge, the Plan Timeline bar on the right, a row of figure tiles for objectives, KPIs, initiatives, budget, commitments and issues, then the KPI Performance, Budget & Funding and Stakeholder Commitments cards]_
### The top of the page
- **The title** is your organisation's name. Above it is the current plan year, for example **2026/27**.
- **Under the title**: the plan's start and end months, how many years it has (for example **5-Year Plan**), its version (for example **v1**) and its approval status, **Approved**.
- **Plan Timeline**, on the right: how much of the plan's time has passed, as a bar and a percentage. Under the bar, **Y1**, **Y2** and so on stand for the plan's years. The current year is highlighted.
### The figure tiles
A row of tiles gives the headline figures. Some tiles only appear when the plan has that kind of information.
| Tile | What it shows |
| --- | --- |
| **Objectives** | How many objectives the plan has, and under how many themes. |
| **KPIs Tracked** | How many KPIs the plan has, and how many have a result for this year (**with data**). |
| **Initiatives** | How many initiatives the plan has, and how many are fully funded this year. **Funding pending** means no budgets have been entered yet. |
| **Total Budget** | The budget of all initiatives over all the plan's years. Under it, **Gap** shows how much of it isn't secured yet, or **Fully secured** if all of it is. Shown when budgets have been entered. |
| **Commitments** | How many commitments stakeholders made in the plan. Under it, how many are **broken**, or **All on track**. Shown when the plan has commitments. |
| **Issues Addressed** | How many of the plan's strategic issues are addressed by at least one objective, out of all of them. Shown when the plan has strategic issues. |
Amounts are shortened: **K** for thousands, **M** for millions and **B** for billions.
### KPI Performance
This card shows how this year's KPIs are doing. A ring shows how many are on track, and a list counts each status:
| Status | Meaning |
| --- | --- |
| **On Track** | The KPI's result has reached this year's target. |
| **At Risk** | The result is at least three-quarters of the way to the target, but not there yet. |
| **Off Track** | The result is less than three-quarters of the way to the target. |
| **No Data** | No result has been recorded for this year, or the KPI has no target for this year. |
For KPIs where lower is better, the comparison is turned around. See [How progress and status are worked out](/strategy/how-progress-is-worked-out/).
### Budget & Funding
Shown when budgets have been entered.
- **This year's budget**: the total allocated to initiatives for the current year.
- **Funding Secured**: how much is secured, out of the budget for all years, as a bar. If part of it isn't secured, **Funding gap** shows how much.
- Three counts of this year's initiatives: **Fully Funded**, **Partial** and **Unfunded**. **Unfunded** includes initiatives whose missing money is still being sought, from a grant or from the Ministry.
### Stakeholder Commitments
Shown when the plan lists commitments that stakeholders made to your organisation. Bars count the commitments that are **On Track / Fulfilled**, **At Risk** and **Broken**. If the plan says an initiative depends on some of these commitments, a note says how many, for example "2 commitments blocking an initiative".
### Objectives by theme
This table shows each objective's achievement against this year's targets, grouped by theme.
- **A theme's row** (with a grey background) shows the theme's number and name, how many objectives, KPIs and initiatives it has, and its **Theme average**: the average achievement of its KPIs that have a result.
- **An objective's row** shows its number (for example **2.1**), its title, its number of **KPIs** and **Initiatives**, its **Achievement** as a bar and a percentage, and its **Status**: **On track**, **At risk**, **Off track** or **No data yet**. An objective with no results yet says "No results recorded yet".
Select an objective's title, or **Open objectives**, to go to the **Objectives** page. See [Objectives](/strategy/objectives/).
### National Alignment and Strategic Issues
- **National Alignment** lists the development frameworks your objectives are linked to, for example **SDGs**. Shown when objectives have such links.
- **Strategic Issues** shows how many of the plan's strategic issues are addressed by objectives. If some are not linked to any objective yet, it says how many, for example "2 issues not yet linked to any objective". Otherwise it says "All issues are addressed".
> **Tip:**
>
Achievement is never shown above 100%. A KPI that beats its target counts as 100%.
### Related
- [Objectives](/strategy/objectives/)
- [The KPIs page](/strategy/kpis/)
- [The Budget page](/strategy/budget/)
- [How progress and status are worked out](/strategy/how-progress-is-worked-out/)
## Objectives
Source: https://manual.virgiltrack.virgilfinance.com/strategy/objectives/
Roles: CEO
VirgilTrack screens: /execution/objectives, /strategy/objectives
See each strategic objective's achievement and status, with its KPIs, initiatives, framework alignments, linked risks and strategic issues.
An objective is something your organisation wants to achieve under one of the plan's themes, such as "Improve revenue collection". The **Objectives** page lists every objective in the approved plan, shows how far each one has got this year, and lets you open it to see everything linked to it.
### Open the Objectives page
Open **Execution › Objectives**. The CEO has this page. Other people can open it if the CEO has given them access. See [Manage plans and page access](/strategy/manage/).
_[Screenshot: The Strategic Objectives page: counts of objectives, KPIs and initiatives with status badges at the top, the search box and Theme and Status filters, and the first objective's card opened on its KPIs tab, showing each KPI's baseline, this year's target, current actual and overall target]_
### The page at a glance
- **At the top**: the current plan year, the title **Strategic Objectives** and your plan's name. On the right are the number of **Objectives**, **KPIs** and **Initiatives**, and badges counting the objectives that are **On Track**, **At Risk** and **Off Track**. A badge only appears when its count is more than 0.
- **The filter bar**: **Search objectives…**, the **Theme** and **Status** lists, and the **View** buttons.
- **The objectives**: one card per objective. The first one is open when the page loads.
### Find an objective
- **Search objectives…**: type part of an objective's title or description.
- **Theme**: show the objectives of one theme, or **All themes**.
- **Status**: show only objectives that are **On Track**, **At Risk**, **Off Track** or **No Data**, or **All statuses**.
- **View**: **Card view** (the first button) shows a card per objective; **List view** (the second) shows a table.
If nothing matches, the page says "No objectives match your filters". Clear the search or change the filters.
### An objective's card
Each card shows:
- the objective's theme, and its perspective if the plan gives one;
- its title and description;
- a ring with its achievement this year, for example **82% achieved**;
- how many **KPIs** and **Initiatives** it has, and this year's budget for its initiatives, if any;
- its status badge: **On Track**, **At Risk**, **Off Track** or **No Data**. The coloured edge of the card matches it.
Select the card to open it, and select it again to close it.
#### What achievement means
An objective's achievement is the average of its KPIs' achievement this year. Only KPIs with both a target and a result for this year count. An objective with no such KPIs, or whose average comes to 0%, shows **No Data**. See [How progress and status are worked out](/strategy/how-progress-is-worked-out/).
### Inside an objective
An open card has tabs. **KPIs** and **Initiatives** are always there. **Alignments**, **Risks** and **Issues** appear only when the objective has some. Each tab shows how many items it holds.
#### KPIs
For each KPI:
- its name and definition;
- badges for its unit and direction (see the table below) and its status this year;
- four figures: **Baseline**, this year's target (for example **2026/27 Target**), **Current Actual** and **Overall Target** (the target for the whole plan);
- an **Achievement** bar, once there is a result;
- a table of every year with its **Period**, **Target**, **Actual** and **Status**. The current year is marked **NOW**.
The unit and direction badges use these words:
| Badge | Meaning |
| --- | --- |
| **Percentage**, **Currency**, **Numeric**, **Boolean**, **Text** | The KPI's unit: a percentage, an amount in N$, a number, yes or no, or words. |
| **Incremental** | Higher is better. |
| **Decremental** | Lower is better. |
| **Absolute** | The value should stay at the target. |
#### Initiatives
For each initiative: its name, description and responsible unit, its funding status this year (for example **Fully Funded** or **Unfunded**), and its department. If it has a budget this year, you also see its **Budget**, **Secured** amount, **Gap**, funding **Source**, and a **Funding secured** bar. If it has tasks, **Tasks completed** shows how many are done, for example **3 / 8**.
The funding status is one of **Fully Funded**, **Partially Funded**, **Unfunded**, **Seeking Grant**, **Awaiting Ministry** or **Unspecified**. An initiative is an *unfunded mandate* when part of this year's budget isn't secured and its status is **Unfunded**, **Seeking Grant** or **Awaiting Ministry**. Its card has a red border.
#### Alignments
The goals of national or global frameworks that the objective contributes to, for example **SDGs**, with each goal's code and title, the reason given in the plan, and its **contribution** as a percentage when the plan gives one.
#### Risks
Risks linked to the objective, each shown as **Risk ID:** followed by a long reference code. Select **View in Register** to open the risk register.
#### Issues
The strategic issues the objective sets out to address, with their description and, under **Consequences:**, what happens if they aren't addressed.
### The list view
Select **List view** to see the objectives as a table with the columns **Objective**, **Theme**, **KPIs**, **Initiatives**, **Achievement** and **Status**. Select the arrow in the **Detail** column to go back to the cards with that objective's card open.
### The weekly "objectives at risk" alert
Every Monday morning, VirgilTrack checks each objective of the approved plan. If any objective has a KPI whose latest review is **Off Track**, or has at least 3 overdue tasks making up at least 30% of its open tasks, the CEO gets a "Strategic objectives at risk" notification listing them. See [Notifications](/communication/notifications/).
### Related
- [The plan overview](/strategy/plan-overview/)
- [The KPIs page](/strategy/kpis/)
- [The Initiatives page](/strategy/initiatives/)
- [How progress and status are worked out](/strategy/how-progress-is-worked-out/)
## The KPIs page
Source: https://manual.virgiltrack.virgilfinance.com/strategy/kpis/
Roles: CEO
VirgilTrack screens: /execution/kpis, /strategy/kpis
Read every KPI in the strategic plan with its baseline, actual and target, its achievement and status, filter the list, and open a KPI's full history.
A KPI (key performance indicator) is a measure that shows whether an objective is being achieved, such as "Collection rate" or "Kilometres of road resealed". The **KPIs** page lists every KPI in the approved plan, compares each one's result with this year's target, and shows which need attention.
### Open the KPIs page
Open **Execution › KPIs**. The CEO has this page. Other people can open it if the CEO has given them access. See [Manage plans and page access](/strategy/manage/).
_[Screenshot: The KPI performance page: the Manage KPIs and Download report buttons at the top right, four count badges for on track, at risk, off track and no data yet, the search and filter bar, and a list of KPIs, each with its objective, baseline, actual and target, an achievement bar and a status badge]_
### The page at a glance
- **At the top**: the current plan year and the title **KPI performance**. Under the title, your plan's name and how many indicators it has across how many objectives. A **Last reviewed** badge shows the date of the most recent KPI review. It turns red when the last review was more than three months ago.
- **Buttons**: **Review KPIs** (for people who record KPI results), **Manage KPIs** (for the CEO) and **Download report**.
- **Counts**: how many KPIs are **on track**, **at risk**, **off track** and have **no data yet**.
- **The filter bar** and **the list of KPIs**.
### Find a KPI
| Filter | What it does |
| --- | --- |
| **Search KPIs…** | Shows KPIs whose name, or whose objective's title, contains what you type. |
| **Status** | **All**, **On Track**, **At Risk**, **Off Track** or **No Data**. |
| **Type** | The KPI's unit: **All types**, **Percentage**, **Currency**, **Numeric**, **Boolean** or **Text**. |
| **Group** | **Flat list** shows one list. **By objective** groups the KPIs under their objectives, each with its number of KPIs. |
The number of results is shown on the right of the bar. If nothing matches, the page says "No KPIs match your filters".
### A KPI's row
| Part | What it shows |
| --- | --- |
| **Number and name** | The KPI's place in the list and its name. |
| **Badges** | Its objective (shortened if long), its unit, and **↓ Lower is better** when a lower value is the aim. |
| **Year chips** | When the plan has more than one year: the actual result for each year. The current year's chip is outlined. |
| **Baseline → Actual → Target** | Where the KPI started, its result this year, and this year's target. |
| **Achievement** | How close the result is to the target, as a percentage and a bar from 0% to 100%. A KPI with no result says **No data**. |
| **Status** | **On track**, **At risk**, **Off track** or **No data yet**. |
Select a row to open the KPI's details.
### KPI statuses
| Status | Meaning |
| --- | --- |
| **On track** | The result has reached this year's target: 100% or more. |
| **At risk** | The result is between 75% and 100% of the target. |
| **Off track** | The result is below 75% of the target. |
| **No data yet** | No result has been recorded for this year. |
A KPI that has a result but no target for this year shows **Off track**, so check its targets with [Add, change or delete KPIs](/strategy/manage-kpis/).
For a KPI where lower is better, the comparison is turned around: beating the target means coming in under it. See [How progress and status are worked out](/strategy/how-progress-is-worked-out/).
### A KPI's details
Selecting a row opens a panel on the right.
_[Screenshot: A KPI's details panel: its status badge, objective and name at the top, a ring with the percentage achieved, the baseline, current actual, period target and overall target, the indicator definition, and the period breakdown table with the current year marked NOW]_
- **At the top**: the KPI's status, its **Strategic Objective** and its name, under **Key Performance Indicator**.
- **A ring** with the percentage **achieved** this year.
- **Baseline**, **Current Actual**, **Period Target** (this year's target) and **Overall Target** (the target for the whole plan), with badges for the unit and direction.
- **Latest Review**: the result most recently recorded for this year, if any. It shows the review's status, the **Committed actual**, the **Previous** value, the reviewer's comment, who reviewed it and when. **revised 2×** means it has been reviewed twice this year. See [Record KPI results](/strategy/review-kpis/).
- **Indicator Definition**: what exactly is measured.
- **Period Breakdown — target vs actual**: each year's **Target**, **Actual** and **Achievement**. The current year is marked **NOW**.
To close the panel, select the close button (**×**) at the top or anywhere outside the panel.
### A review is due
People who record KPI results see a banner, "A KPI review is due", when no review has been recorded yet, or the last one was more than three months ago. While a review is due, the review opens by itself when you open the page. See [Record KPI results](/strategy/review-kpis/).
> **Note:**
>
The results on this page are the ones recorded for the current plan year. A new year starts with **No data yet** until its first results are recorded.
### Related
- [Record KPI results](/strategy/review-kpis/)
- [Add, change or delete KPIs](/strategy/manage-kpis/)
- [Download KPI and annual plan reports](/strategy/strategy-reports/)
- [How progress and status are worked out](/strategy/how-progress-is-worked-out/)
## Record KPI results
Source: https://manual.virgiltrack.virgilfinance.com/strategy/review-kpis/
VirgilTrack screens: /execution/kpis, /strategy/kpis
Go through the strategic plan's KPIs one by one and record each one's actual value for the current year, with a comment, using the KPI review.
A KPI's **actual** value is what was really achieved, for example "71%" against a target of "80%". You record the actual values in a **KPI review**: VirgilTrack takes you through every KPI in the plan, one at a time, for the current plan year. These results become your organisation's official performance figures.
### Before you start
- You need permission to record KPI results in the **KPI Review** window. No role has it, not even the CEO, and there is no screen in VirgilTrack where your organisation can give it. Only Virgil Finance can switch it on for a person: email [support@virgilfinance.com](mailto:support@virgilfinance.com) with the person's name and organisation. If you don't see **Review KPIs** on the KPIs page, you don't have it yet.
- The CEO can record results through Virgil Copilot instead, without this permission. See [Record a result with Virgil Copilot](#record-a-result-with-virgil-copilot).
- You need the **KPIs** page in **Execution**. See [Find your way around Execution](/strategy/execution/).
- Have your figures ready. The review shows the work done under each KPI's objective as a guide, but the number you enter is yours.
> **Note:**
>
The **Manage** page in Execution has a **KPI Review** row under **Workspace access**. In this version, tagging someone there doesn't let them record KPI results. See [Known limitations](/reference/known-limitations/).
### Record the results
1. Open **Execution › KPIs**.
2. Select **Review KPIs** at the top right, or **Start review** in the banner "A KPI review is due".
The **KPI Review** window opens on the first KPI that hasn't been reviewed yet this year. A bar across the top has one segment per KPI, and a count such as **3 / 12** shows where you are.
3. Read the KPI's name, its objective and its definition at the top.
4. Check the line of figures: **Baseline**, **Prev.** (the result of the most recent earlier year), **Target** (this year's) and **Overall** (the target for the whole plan).
5. Look at **Heads-up** on the left for evidence. See [The Heads-up panel](#the-heads-up-panel).
6. Enter the result in **Actual value**.
- For a number, a percentage or an amount, type the number. Under the box, VirgilTrack reminds you of this year's target.
- For a yes-or-no KPI, choose **Yes — achieved** or **No — not achieved**.
- For a text KPI, describe the current state.
7. Write a comment in **Narrative**: why the value is what it is, and what happens next.
It is required for the KPI's first review of the year, and whenever the value has changed since its last review. The label then says "— required, the value changed". Otherwise it is optional.
8. Select **Save & Next**. On the last KPI, the button says **Save & Finish**.
To leave a KPI for later, select **Skip**. To go back one KPI, select the back arrow. To jump to any KPI, select its segment in the bar at the top.
9. When every KPI has been reviewed, the window says **Review complete**. Select **Done**.
### The Heads-up panel
**Heads-up** gathers what VirgilTrack knows about the work behind the KPI. It looks at the KPI's objective and that objective's initiatives.
| Part | What it shows |
| --- | --- |
| **Tasks** | How many tasks under the objective's initiatives were completed this year. |
| **Mentions** | How many points in people's weekly reports were linked to those initiatives. |
| **Spend** | How much has been spent on those initiatives this year. |
| **Across periods — target vs actual** | Each year's target and result. The current year is marked **NOW**. |
| A short summary | VirgilTrack's AI summary of the work done. |
| **AI read** | A tentative reading of the evidence by VirgilTrack's AI. It never decides the value for you. |
| Progress notes | The progress notes written on the initiatives, with any progress estimate. |
If nothing has been recorded, it says "No work, reports, or notes recorded for this period. Enter the value from your own knowledge."
### Record a result with Virgil Copilot
The CEO, and anyone allowed to record KPI results, can also ask Virgil Copilot to record a result, for example "Record 78% for the billing accuracy KPI this period". Virgil records only a value you give it, with your reason and a status. It shows you the change first and saves nothing until you confirm it. See [AI assistant](/assistant/overview/).
### What happens next
- Each saved result becomes the KPI's actual value for the current year. The **KPIs** page, the plan overview and the other Execution pages show it straight away.
- In the **KPI Review** window, every review is kept. A later review adds a new entry; it never changes an earlier one. The KPI's details show the latest one. See [The KPIs page](/strategy/kpis/#a-kpis-details).
- VirgilTrack gives each result a status: **On Track**, **At Risk** or **Off Track** for numbers, **Achieved** or **Off Track** for yes-or-no KPIs, and **On Track** for text KPIs. A number KPI with no target this year is **Not Assessed**. See [How progress and status are worked out](/strategy/how-progress-is-worked-out/).
- If a result is **At Risk** or **Off Track**, VirgilTrack notifies the CEO and the managers of the departments with initiatives under that objective, with a "KPI at risk" or "KPI off track" notification. See [Notifications](/communication/notifications/).
- The review summary at the end lists each KPI you saved, with its value and status.
- The KPI progress report uses these results and your comments. See [Download KPI and annual plan reports](/strategy/strategy-reports/).
### Tips
- You can close the window part-way. The KPIs you saved are kept. Next time, the review starts on the first KPI not yet reviewed this year.
- If every KPI has already been reviewed this year, the review starts at the first KPI again, so you can update them.
- Write the narrative for the people who will read the report: what moved the value, and what you are doing about it.
- A KPI review is due every three months. A week before each quarter of your [financial year](/settings/organisation/#your-financial-year) ends, and three days after, the CEO and department managers get a reminder to review KPIs and update the initiatives' progress notes.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Value needed" and "Enter the actual value before continuing." | **Actual value** is empty. | Enter the value, or select **Skip** to come back to this KPI later. |
| "Comment required" | The value changed since the last review, or this is the KPI's first review of the year. | Write a short comment in **Narrative** explaining why, then save again. |
| "You don't have permission to record KPI results. Ask your CEO for KPI Review access." | You don't have permission to record results. In this version your CEO can't give it, even though the message says so. | Email Virgil Finance at [support@virgilfinance.com](mailto:support@virgilfinance.com). If you are the CEO, record results through Virgil Copilot instead. |
| **Review KPIs** isn't on the KPIs page | You don't have permission to record results. | Email Virgil Finance at [support@virgilfinance.com](mailto:support@virgilfinance.com). If you are the CEO, record results through Virgil Copilot instead. |
### Related
- [The KPIs page](/strategy/kpis/)
- [Add, change or delete KPIs](/strategy/manage-kpis/)
- [How progress and status are worked out](/strategy/how-progress-is-worked-out/)
## Add, change or delete KPIs
Source: https://manual.virgiltrack.virgilfinance.com/strategy/manage-kpis/
Roles: CEO
VirgilTrack screens: /execution/kpis, /strategy/kpis
As the CEO, add a KPI to an objective, change a KPI's unit, direction, baseline or targets, or delete KPIs that shouldn't be in the plan.
Plans change, and a plan read from a document isn't always perfect. On the **KPIs** page, the CEO can add a KPI to any objective, change a KPI, or delete KPIs that don't belong, for example a KPI that measures a single initiative rather than an objective.
### Before you start
- You need to be the CEO. **Manage KPIs** is the CEO's button.
- The plan must be approved.
### Start managing KPIs
1. Open **Execution › KPIs**.
2. Select **Manage KPIs** at the top right.
The list changes to **Managing KPIs**. It shows every objective in the plan, each with its KPIs, including objectives that have none yet ("No KPIs yet."). Each KPI row shows its unit, its direction, its baseline and this year's target. If results have been recorded for it, a badge says how many, for example **3 results recorded**.
The search and filters still work. While you filter, only objectives with matching KPIs are shown.
When you have finished, select **Done managing**.
_[Screenshot: The KPIs page in Managing KPIs mode: a bar with the number selected and the Delete selected button, then each objective with a tick box, its number of KPIs and an Add a KPI button, and its KPI rows with tick boxes, edit and delete buttons]_
### Add a KPI
1. Under the objective the KPI measures, select **Add a KPI**.
The **Add a KPI** panel opens on the right.
2. Check **Objective it measures**. It is filled in with the objective you chose.
3. Fill in **Name**, and describe in **What it measures** exactly what is counted.
4. Choose a **Unit** and a **Direction**. See the table below.
5. Fill in **Baseline**: where the KPI starts. Type "New" if it has no baseline yet.
6. Under **Targets**, enter a target for each year of the plan. Leave a year empty if it has none.
7. If you like, fill in **Target for the whole plan**. If you leave it empty, the last year's target is used.
8. Select **Add the KPI**.
_[Screenshot: The Add a KPI panel: the Objective it measures, Name and What it measures fields, Unit and Direction lists side by side, Baseline, one target box per plan year, the optional target for the whole plan, and the Cancel and Add the KPI buttons]_
| Field | Choices |
| --- | --- |
| **Unit** | **Percentage**, **Currency**, **Number**, **Yes/No** or **Text**. |
| **Direction** | **Increase (higher is better)**, **Decrease (lower is better)** or **Maintain (hit the target)**. |
> **Note:**
>
On other Execution pages, these choices show with their short names: **Numeric** for Number, **Boolean** for Yes/No, and **Incremental**, **Decremental** and **Absolute** for the three directions.
### Change a KPI
1. In the KPI's row, select the pencil button (**Edit this KPI**).
The **Edit KPI** panel opens with the KPI's details.
2. Change what you need. To move the KPI to another objective, choose it in **Objective it measures**.
3. Select **Save changes**.
Changing a target doesn't change results already recorded.
### Delete KPIs
1. Tick the KPIs you want to delete. To tick all the KPIs of one objective, tick the box next to the objective's title.
The bar at the top shows how many are selected. Select **Clear** to untick them all.
2. Select **Delete selected**.
To delete a single KPI, you can also select the bin button in its row (**Delete this KPI**).
3. Read the message. It says how many KPIs will be removed with their targets, and how many have recorded results.
4. Select **Delete** to delete them, or **Keep it** (or **Keep them**) to stop.
> **Caution:**
>
Deleting a KPI also deletes its targets and every result recorded for it, including its reviews. This can't be undone.
### What happens next
- A message confirms the change: "KPI added.", "KPI saved." or, for example, "2 KPIs deleted."
- The KPI's targets and status update on every Execution page.
- VirgilTrack keeps a record of every addition, change and deletion in the plan's audit trail, with who made it and when.
### If something goes wrong
The panel lists what must be fixed under "Before it can be saved:".
| Message | What to do |
| --- | --- |
| "Choose the objective it measures." | Choose an objective in **Objective it measures**. |
| "Give the KPI a name." | Fill in **Name**. |
| "Give it a baseline (type “New” if it doesn't have one yet)." | Fill in **Baseline**. |
| "Give it a target for at least one year." | Enter at least one target under **Targets**. |
| "This objective already has a KPI with that name." | Give the KPI a different name, or change the existing KPI instead. |
| "This KPI no longer exists. Close this panel and refresh the page." | Someone else deleted it. Close the panel and refresh the page. |
| "Nothing was saved. The system said: …" or "Nothing was deleted. The system said: …" | Saving failed. Try again. If it keeps failing, contact your VirgilTrack administrator with the message. |
### Related
- [The KPIs page](/strategy/kpis/)
- [Record KPI results](/strategy/review-kpis/)
- [Objectives](/strategy/objectives/)
## The Initiatives page
Source: https://manual.virgiltrack.virgilfinance.com/strategy/initiatives/
Roles: Manager
VirgilTrack screens: /execution/initiatives
Follow each initiative's tasks for the year, month by month, see which initiatives are behind and why, and open any task from the annual execution plan.
An initiative is a piece of work, such as a project or programme, that helps reach one of the plan's objectives. Each initiative belongs to one department. The **Initiatives** page, titled **Annual execution plan**, shows each initiative's tasks for the year, month by month: what has been done, what is late and what comes next.
### Open the Initiatives page
Open **Execution › Initiatives**. Department managers and team managers have this page. Others can open it if the CEO has given them access. See [Manage plans and page access](/strategy/manage/).
You see:
- if you are a manager: the initiatives of the departments you head, and of your own department;
- if you lead initiatives: those initiatives.
The line under the title says which: the names of your departments, or **Initiatives you lead**.
_[Screenshot: The Annual execution plan: the switches Show past months, Show completed initiatives and Only my tasks with counts of initiatives and tasks at the top (and of overdue tasks, and a Needs your attention list, when something is slipping); and a grid with one row per initiative, showing its budget, progress bar and status, and one column per month with the tasks due in it as small cards]_
### The top of the page
- **The title** **Annual execution plan**, with the plan year and its months, and the departments shown.
- **Show past months**: also show the months of this year that have already passed. At first, the grid starts at the current month.
- **Show completed initiatives**: also show initiatives whose tasks are all done. The label says how many there are.
- **Only my tasks**: show only the tasks given to you.
- **Counts** of **Initiatives**, **Tasks** and, if any, **Overdue** tasks.
- **Download annual plan**, **Download our work plan** or **Download a work plan**, depending on your role. See [Download KPI and annual plan reports](/strategy/strategy-reports/).
### Needs your attention
When some initiatives are slipping, a list called **Needs your attention** appears above the grid. It lists each initiative that has **Missed work**, is **Behind** or is **Stalled**, most urgent first, with the reasons. For example: "Prepaid meters · Behind: 2 tasks overdue; 20% done, against 45% due by now".
### The grid
Each row is an initiative. Each column is a month of the plan year. The current month is marked **Now**, and each month's heading says how many tasks are due in it.
#### An initiative's cell
On the left of each row:
- the initiative's number and name, and the objective it serves;
- its budget for this year, or **Unfunded** if it has no budget this year;
- its department, when you see more than one department;
- **Progress**: how many of this year's tasks are done, for example **3/8**, as a bar. A mark on the bar shows where it should be by now;
- its status, with the main reason. See [Initiative statuses](#initiative-statuses).
#### A task card
Each task is a small card in the month it is due. The card shows:
- the task's title;
- the picture or initial of the person it is assigned to;
- **Completed on** and the date, **Due** and the date, or, if it is late, for example "Due 12 Mar · 5 days late";
- a flag for **High** or **Critical** priority, how many times the task has been rescheduled, and how many messages it has, with a dot for unread ones.
Select a task's title to see its details beside the card: its status, priority, description, who it is assigned to, its due date, how often it was rescheduled and why, and, for a completed task, **How it was done**. Select **Edit task** to open the task's own page. See [Tasks](/tasks/overview/).
#### Adding tasks
If you can plan an initiative's work, each month in its row has an **Add task** button. It appears when you point at the month's box, or move to it with the Tab key. You can add tasks to the initiatives of the departments you head, of your own department if you are a manager, and to initiatives you lead. See [Plan an initiative's tasks](/strategy/plan-initiative-work/).
### Initiative statuses
VirgilTrack works out each initiative's status from its tasks due this year.
| Status | Meaning |
| --- | --- |
| **On track** | The work is keeping up with the year. |
| **Behind** | Some tasks are overdue, or the share of tasks done is more than 10 points below the share that should be done by now. |
| **Missed work** | At least one task is more than 7 days past its due date and not done. |
| **Stalled** | No task has been completed for more than 45 days, while work is still left. |
| **No work planned** | The initiative has no tasks due this year. |
| **Done** | Every task due this year is done. |
A task is "due by now" if its due date has passed. Archived tasks aren't counted. For the detail, see [How progress and status are worked out](/strategy/how-progress-is-worked-out/#initiative-statuses).
> **Tip:**
>
If a row says **No work planned**, its initiative has no tasks this year yet. Use **Add task** to plan its work month by month.
### If something looks wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "No Active Period Found" | There is no approved plan, or the plan has no years. | See [Bring in your strategic plan](/strategy/strategic-plan/). |
| "No initiatives for you in this period." | None of the plan's initiatives belong to your departments, and you don't lead any. | Check that your department is set correctly. Ask your CEO if initiatives should be assigned to it. |
| "Every initiative is complete. Switch on "Show completed initiatives" to see them." | All your initiatives' tasks are done. | Switch on **Show completed initiatives**. |
| A task you expect isn't in the grid | It may be due in a past month, or it isn't yours while **Only my tasks** is on. | Switch on **Show past months**, or switch off **Only my tasks**. |
### Related
- [Plan an initiative's tasks](/strategy/plan-initiative-work/)
- [Department performance](/strategy/department-performance/)
- [The Budget page](/strategy/budget/)
- [Tasks](/tasks/overview/)
## Plan an initiative's tasks
Source: https://manual.virgiltrack.virgilfinance.com/strategy/plan-initiative-work/
Roles: Manager, CEO
VirgilTrack screens: /execution/initiatives, /execution/annual-plans
Delegate a task under a strategic initiative for a given month, with its details, the person who will do it, a due date and a priority.
An initiative moves forward through tasks: concrete jobs, each given to one person and due in a given month. Planning an initiative's year means adding its tasks month by month. Each task then appears in the assignee's tasks, and on the Initiatives and Annual Plans pages.
### Before you start
- **Who can add tasks:**
- on the **Initiatives** page: department managers, for the departments they head; any manager, for their own department; and the people who lead the initiative;
- on the **Annual Plans** page: the CEO, and people the CEO has given the **Annual Plans** page.
- The initiative must belong to a department. You can give the task to someone in that department or one of its managers.
- A task can only be due in the current month or a later one. Months that have passed can't take new tasks.
### Add a task
**From the Initiatives page**
1. Open **Execution › Initiatives**.
2. Find the initiative's row and the month the task is due in. Point at that month's box, then select **Add task**.
The window **Delegate a task** opens, with the month in its title, for example "Delegate a task · March 2027".
3. Fill in **Task**: what needs to be done to move the initiative forward.
VirgilTrack may suggest a task under **Virgil suggests**. Select **Use this** to copy it into the form, or **Dismiss** to hide it.
4. If you like, fill in **Details**: instructions, what done looks like, what to hand in.
5. Choose the person in **Assigned to**. Next to each name, a badge shows how busy they are that month, for example "Free in March" or "3 tasks in March".
6. Check the **Due date**. It is set to the month's last working day, or to today if that day has passed. You can choose any day of that month that hasn't passed.
7. Choose a **Priority**.
8. Select the button at the bottom right. It names the person, for example **Delegate to Petrus**.
_[Screenshot: The Delegate a task window: the initiative's name, the Task and Details boxes, the closed Done before panel, and the Assigned to, Due date and Priority fields above the Cancel and Delegate task buttons]_
**From the Annual Plans page**
1. Open **Execution › Annual Plans**.
2. Select a department's name to plan its whole year, or a month's cell in its row to plan that month.
3. In the panel that opens, select **Add a task** (or **Add a task for** and the month).
4. Choose the **Initiative**. Only the department's initiatives in this plan are listed.
5. Fill in **Task** and, if you like, **Details**.
6. Choose who it is for in **Assign to**, and a **Priority**.
7. If you opened the department's whole year, choose the **Month**. Months with nothing planned yet say **unplanned**. The first unplanned month is chosen at first.
8. Check **Due**. It is set to the month's last working day, or to today if that day has passed.
9. Select **Assign the task**.
#### Choosing a priority
| Priority | When to use it |
| --- | --- |
| **Low** | When there's time. |
| **Medium** | Part of the plan. This is chosen at first. |
| **High** | A key deliverable: marked as one in the annual plan. |
| **Critical** | Must not slip: a key deliverable in the annual plan. |
High and Critical tasks show a flag on the Initiatives page, and are counted as high priority on the Annual Plans page.
#### Learn from similar work
In the **Delegate a task** window, open **Done before** to see how similar work was completed in your organisation: who did it, how long it took, and how it was done. Select **Summarise how others did it** for a short AI summary. Use it to choose a realistic due date and the right person.
### What happens next
- A message confirms it, for example "Task delegated to Petrus Amutenya, due 31 March." or "Assigned "Issue the tender" to Petrus Amutenya, due 31 Mar."
- The task appears in its month on the Initiatives page and the Annual Plans page, and in the assignee's tasks. It shows as **Pending** on the Initiatives page, and as **Not started** on the person's **Tasks** page.
- The person you chose gets a "New task delegated to you" notification and an email, and a text if their settings allow it. See [Delegate a task](/tasks/delegate-a-task/#what-happens-next).
- From now on, the task counts towards the initiative's progress and status. See [The Initiatives page](/strategy/initiatives/#initiative-statuses).
To change the task later, or to discuss it, open it from its card and select **Edit task**. See [Tasks](/tasks/overview/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The **Delegate** button can't be selected | Something is missing. A hint on the left says what: "Describe the task.", "Choose a due date." or "Choose who will do it." | Fill in what the hint asks for. |
| "March 2027 has passed: a task can't be due in it any more." | The month is over. | Close the window and select **Add task** in a current or later month. |
| No **Add task** buttons | The button only shows when you point at a month's box. If it still doesn't appear, you can't plan this initiative's work. | Point at the month's box. Otherwise, ask the department's manager, or your CEO. |
| "Give the task a title.", "Choose who it's for." or "The due date must be between …" | A field on the Annual Plans form is missing or out of range. | Fill it in. The due date must be in the chosen month, and not in the past. |
| "No months left to plan in this year" | Every month of this plan year has passed. | Choose a later year at the top of the Annual Plans page. |
| The department "has no initiatives in this plan yet" | No initiative in the plan belongs to this department. | Initiatives are given to departments in the strategic plan. Ask your CEO. |
| "The task couldn't be saved just now." | Saving failed. | Try again in a moment. |
### Related
- [The Initiatives page](/strategy/initiatives/)
- [Annual plans](/strategy/annual-plans/)
- [Tasks](/tasks/overview/)
## Annual plans
Source: https://manual.virgiltrack.virgilfinance.com/strategy/annual-plans/
Roles: CEO
VirgilTrack screens: /execution/annual-plans
See how far each department has planned its year, month by month, find the months with nothing scheduled, add tasks, and download the annual plan.
Before a plan year starts, every department should have planned its work for each month. The **Annual plans** page shows how far each department has got: a grid of departments and months, with the number of tasks planned in each. It makes empty months easy to spot and to chase.
### Open Annual plans
Open **Execution › Annual Plans**. This page is for the CEO, and for people the CEO has given it. See [Manage plans and page access](/strategy/manage/).
_[Screenshot: The Annual plans page: the plan's year buttons with Current above this year, four tiles for departments with a plan, months with planned work, tasks scheduled and department-months unplanned, then the Planning readiness grid with one row per department, its managers, a count of tasks in each month and a total]_
### The top of the page
- **The title** **Annual plans**, with the plan year shown.
- If your organisation has more than one plan, a list to choose the plan.
- **Refresh** (the circular-arrows button), and **Download annual plan**. See [Download KPI and annual plan reports](/strategy/strategy-reports/).
- **The plan's years**, as buttons. **Current** is shown above this year. Select a year to see its planning.
### The four tiles
| Tile | What it shows |
| --- | --- |
| **Departments with a plan** | How many departments have at least one task this year, out of all departments. |
| **Months with planned work** | How many months of the year have at least one task in any department. |
| **Tasks scheduled** | How many tasks are due in the year. |
| **Department-months unplanned** | How many department-and-month boxes in the grid are still empty, out of all of them. "every month is planned" when there are none. |
### The planning readiness grid
The grid **Planning readiness** has one row per department and one column per month of the year.
- **Department**: the department's name, with its managers under it. If it has no manager, it says **No manager assigned: assign one**. Select that to open the department's people.
- **Each month**: how many tasks the department has due that month. A dash (**—**) means nothing is planned. The key above the grid explains the colours: **1–2 tasks** and **3 or more**.
- **Total**: the department's tasks for the year, and how many months have work, for example **9/12 months**.
A task counts for the department of its initiative. If the initiative has no department, it counts for the department of the person doing it. Tasks that fit neither go in a last row, **Unallocated**, marked **Tasks without a department**.
### See a department's or a month's tasks
Select a department's name, or one of its month boxes. A panel opens on the right.
- **For a month**: how many tasks and how many are high priority, the department's manager, and each task with its initiative and objective, who does it, its due date, its priority and its status. If nothing is planned, it says so.
- **For the whole year**: the department's **Tasks**, **Months planned** and **Initiatives**, its managers, the months **Still unplanned**, and each month's tasks.
From the panel, you can add a task. See [Plan an initiative's tasks](/strategy/plan-initiative-work/). The grid updates when you add one.
_[Screenshot: A department's year in the side panel: the Add a task button, tiles for tasks, months planned and initiatives, the department's managers (and a Still unplanned list of month badges when months have no work), and the tasks listed month by month with their priority and status badges]_
> **Tip:**
>
Look for rows with many dashes, and for **No manager assigned**. Those departments need a nudge before the year starts.
### Related
- [Plan an initiative's tasks](/strategy/plan-initiative-work/)
- [The Initiatives page](/strategy/initiatives/)
- [Download KPI and annual plan reports](/strategy/strategy-reports/)
- [Departments](/departments/overview/)
## The Budget page
Source: https://manual.virgiltrack.virgilfinance.com/strategy/budget/
Roles: Manager, CEO
VirgilTrack screens: /execution/budget
Read each strategic initiative's allocated budget, secured funding, funding gap and spending for a plan year, and see which initiatives need attention first.
The **Budget** page shows the money behind each strategic initiative for a plan year: what it is allocated, how much of that is actually secured, what is still missing, and what has been spent. Initiatives with a problem are listed first.
### Open the Budget page
Open **Execution › Budget**. Department managers and the CEO have this page.
- **The CEO** sees every department's initiatives.
- **A department manager** sees the initiatives of the departments they head, and of their own department.
- **Anyone else the CEO has given this page** sees the initiatives of their own department.
The line under the title says which, for example **All departments** or the names of your departments.
_[Screenshot: The Budget page: the Year buttons at the top right, four summary tiles for total budget, secured, funding gap and actual spend, then the Strategic Initiatives list with one card per initiative showing its objective, funding badge, allocated budget, secured amount, funding gap, actual spend and expenditures]_
### Choose a year
The **Year** buttons at the top right list the plan's years. A dot marks the current year, which is selected when the page opens. Select another year to see its budgets.
### The summary tiles
| Tile | What it shows |
| --- | --- |
| **Total Budget** | The total allocated to the initiatives you see this year, and how many initiatives there are. |
| **Secured** | How much of it is confirmed in hand, as a bar and a percentage. |
| **Funding Gap** | How much is still missing, added up initiative by initiative, or **Nil**. Under it: how many unfunded mandates there are, how many initiatives are short of funding, "Every allocation fully funded" or "No allocations yet". |
| **Actual Spend** | How much has been spent this year, as a bar against the budget. A mark on the bar shows how much of the year has gone. Under it: the share of the budget spent, or how much it is over budget, and, for example, "45% of the year gone". |
### The initiative cards
Under **Strategic Initiatives**, each initiative has a card. When you see more than one department, cards are grouped under each department's name, with its number of initiatives and its total allocation. Initiatives without a department are grouped under **Not yet assigned to a department**. Initiatives of the Executive Suite, the CEO's own office, are grouped under **Office of the CEO**.
A line under the heading says what needs attention, for example "3 need attention: 1 over budget, 2 without an allocation. They're listed first." When nothing does, it says "Every initiative is allocated, funded and within its budget." Within each department, cards are in this order:
1. over budget;
2. unfunded;
3. without an allocation;
4. short of funding, or spending more than is secured;
5. spending well ahead of, or well behind, the year;
6. everything else.
Cards with a problem have a coloured edge. Red is for over budget or unfunded. Amber is for no allocation, or short of funding.
#### What a card shows
- **The initiative's name and objective.**
- **Badges**: **No allocation yet**, or its funding status; its budget type (**OPB**, **CPB** or **Mixed**) if set; and **Over budget** if spending is more than the allocation.
- **The last change** to its budget: what changed, who changed it, when, and why.
- **Allocated Budget**, on the right, with **Edit**, or **Allocate budget** if there is no allocation yet. See [Allocate an initiative's budget](/strategy/allocate-budget/).
- **Secured**: the amount, a bar, and its share of the budget.
- **Funding Gap**: what is still missing, or **None**, and the funding **Source** if given.
- **Actual Spend**: what has been spent, with a bar and a mark for how much of the year has gone. A note says whether spending is on pace, for example "40% spent, on pace (45% gone)", ahead of the year or behind it. If spending is more than the secured amount, it says how much more.
- **Expenditures**: how many have been logged, the last one, and **View / Add**. See [Record spending on an initiative](/strategy/log-expenditure/).
### Funding statuses
The funding status follows the amounts, so it never contradicts them.
| Status | When it applies |
| --- | --- |
| **Fully Funded** | The secured amount covers the whole allocation. |
| **Partially Funded** | Part of the money is secured, and the rest isn't being sought yet. |
| **Unfunded** | No money is secured yet, and none is being sought. |
| **Seeking External Grant** | Money is still missing, and it is being sought from a grant or donor. |
| **Awaiting Ministry Approval** | Money is still missing, and it depends on the Ministry's approval. |
An initiative is an **unfunded mandate** when money is still missing and its status is **Unfunded**, **Seeking External Grant** or **Awaiting Ministry Approval**.
### Spending pace
VirgilTrack compares the share of the budget spent with the share of the year that has gone:
- **ahead of the year**: more than 15 points ahead, for example 65% spent when 45% of the year has gone;
- **behind the year**: more than 25 points behind, for example 15% spent when 45% of the year has gone;
- **on pace**: anything in between.
### Budget types
| Type | Meaning |
| --- | --- |
| **OPB** | Operating Budget: running costs, such as salaries, maintenance and services. |
| **CPB** | Capital Budget: assets and infrastructure, such as works, equipment and land. |
| **Mixed** | Both operating and capital spending. |
| **Unspecified** | Not yet classified. |
> **Note:**
>
Amounts are in Namibian dollars (N$) and shortened: **K** for thousands, **M** for millions and **B** for billions.
### If something looks wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "No Initiatives Assigned" and "No strategic initiatives are assigned to your department." | None of the plan's initiatives belong to your departments. | Ask your CEO whether initiatives should be assigned to your department. |
| "No Initiatives Yet" and "The strategic plan has no initiatives yet." (the CEO) | The approved plan has no initiatives. | Check the plan on the **Objectives** page. |
| "No Active Strategic Plan" | The plan isn't approved yet. | See [Review and approve an imported plan](/strategy/review-the-plan/). |
### Related
- [Allocate an initiative's budget](/strategy/allocate-budget/)
- [Record spending on an initiative](/strategy/log-expenditure/)
- [Department performance](/strategy/department-performance/)
## Allocate an initiative's budget
Source: https://manual.virgiltrack.virgilfinance.com/strategy/allocate-budget/
Roles: Manager, CEO
VirgilTrack screens: /execution/budget
Set or change a strategic initiative's budget for a plan year, record how much is secured and where it comes from, and give a reason when an allocation changes.
Each initiative needs a budget for each year of the plan: the money set aside for it, and how much of that is actually secured. You set and change budgets on the **Budget** page. VirgilTrack keeps a history of every change, with who made it and why.
### Before you start
- You need the **Budget** page: the CEO and department managers have it. See [The Budget page](/strategy/budget/).
- Know the amount set aside for the initiative this year, and how much of it is confirmed.
- If you are changing an existing allocation, have the reason ready, for example a council resolution number.
### Set or change a budget
1. Open **Execution › Budget**.
2. Under **Year**, select the plan year.
3. Find the initiative's card and select **Allocate budget**, or **Edit** if it already has an allocation.
The card opens a form: "The 2026/27 budget for" and the initiative's name.
4. Fill in **Allocated Budget**: the total set aside for the initiative this year.
5. Fill in **Secured Amount**: the money actually confirmed in hand. It can't be more than the allocated budget.
6. Check **Funding Status**. See [How the funding status is set](#how-the-funding-status-is-set).
7. Choose a **Budget Type**: **OPB — Operating Budget**, **CPB — Capital Budget**, **Mixed (OPB + CPB)** or **Unspecified**.
8. If you like, fill in **Funding Source**, for example "Internal", "MURD" or "World Bank".
9. If you changed an existing allocation, fill in **Why is the allocation changing?**. The reason is kept with the change.
10. Select **Save Allocation**.
_[Screenshot: An initiative's budget form open on its card: the Allocated Budget and Secured Amount boxes, the Funding Status, Budget Type and Funding Source fields, a note saying the status follows the amounts, and the Cancel and Save Allocation buttons]_
To close the form without saving, select **Cancel**.
### How the funding status is set
The funding status follows the amounts, so it can never contradict them. A note under the form says which status your amounts give, for example "The status follows the amounts: N$ 400K secured of N$ 1.2M is **Partially Funded**."
- With no allocation, the field says "Set an allocation first".
- When the secured amount covers the allocation, the status is **Fully Funded**.
- When money is still missing, you choose how the rest is being found:
- **Partially Funded** (some money is secured) or **Unfunded** (none is), if the rest isn't being sought yet;
- **Seeking External Grant**, if it is being sought from a grant or donor;
- **Awaiting Ministry Approval**, if it depends on the Ministry.
### What happens next
- A message says "Budget saved.", and the card shows the new figures.
- The change is added to the budget's history, with who made it, when, what changed and why. The last change shows on the card, and the whole list shows under **Changes to this budget** when you open the form again.
- The new budget is used everywhere: the plan overview, the Objectives page, Department Performance and the annual plan.
### Tips
- Keep **Secured Amount** up to date as money comes in. The funding gap and the status follow it.
- Record spending as it happens, so the spending pace stays meaningful. See [Record spending on an initiative](/strategy/log-expenditure/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Save Allocation** can't be selected | The secured amount is more than the allocation, the allocation is zero for a new budget, or a changed allocation has no reason. | Fix the amounts, or fill in **Why is the allocation changing?**. |
| "Secured cannot exceed the allocated budget of …" | The secured amount is more than the allocation. | Lower **Secured Amount**, or raise **Allocated Budget**. |
| "Nothing changed." | You saved without changing anything. | No action needed. |
| "Unsaved Changes" when you select another year | A budget form is still open. | Select **Stay** to keep editing, or **Discard & Switch** to close the form without saving. |
| "The budget couldn't be saved just now. Please try again." | Saving failed. | Try again in a moment. |
### Related
- [The Budget page](/strategy/budget/)
- [Record spending on an initiative](/strategy/log-expenditure/)
## Record spending on an initiative
Source: https://manual.virgiltrack.virgilfinance.com/strategy/log-expenditure/
Roles: Manager, CEO
VirgilTrack screens: /execution/budget
Log, correct and delete expenditures against an initiative's budget, and review spending figures listed from staff's work reports.
An expenditure is money spent on an initiative, such as a contractor payment or an equipment purchase. Logging each one keeps the initiative's **Actual Spend** true, so you can see whether it is within its budget and on pace for the year.
### Before you start
- You need the **Budget** page. See [The Budget page](/strategy/budget/).
- The initiative must have a budget for the year. The **View / Add** button only appears once it has one. See [Allocate an initiative's budget](/strategy/allocate-budget/).
- Have the amount, the date and, if you have one, the invoice or receipt number from your accounting system.
### Log an expenditure
1. Open **Execution › Budget**, and select the plan year under **Year**.
2. On the initiative's card, under **Expenditures**, select **View / Add**.
The **Expenditures** window opens, with the initiative's name in its title.
3. Under **Log New Expenditure**, fill in **Amount** in N$, **Date** and **Description**, for example "Phase 1 contractor payment".
4. If you have one, fill in **ERP / Invoice Reference**: the invoice or receipt number.
5. Select **Log Expenditure**.
_[Screenshot: The Expenditures window: a bar of total spend against the allocated budget, the list of logged expenditures with their dates, references and amounts, the Spotted in Work Reports section, and the Log New Expenditure form with Amount, Date, Description and ERP / Invoice Reference]_
### The Expenditures window
- **At the top**: the total spent against the allocated budget, as a bar. Under it, the share of the budget used and what remains, for example "62% of allocated budget utilised · N$ 450K remaining". If spending is more than the budget, it says "Spend exceeds budget by" and the amount.
- **Logged Expenditures**: each expenditure, newest first, with its description, date, reference, who logged it and its amount.
- **Spotted in Work Reports**: spending figures from staff's submitted work reports that are waiting for review, if there are any. See [Spending mentioned in work reports](#spending-mentioned-in-work-reports).
- **Log New Expenditure**: the form for a new one.
### Correct or delete an expenditure
- To correct one, select its pencil button, change **Amount**, **Date**, **ERP / Invoice Ref** or **Description**, and select **Save**.
- To delete one, select its bin button. In the message "Delete Expenditure?", select **Delete**.
> **Caution:**
>
A deleted expenditure can't be brought back.
### Spending mentioned in work reports
**Spotted in Work Reports** is for amounts of money that staff in the initiative's department mentioned in their submitted work reports, for example "purchased a course for N$ 750". Each one shows the amount, who wrote it, the date and the sentence it came from. A badge says how many there are to review. When there are none, the section says "Nothing to review right now."
For each one listed, decide whether it belongs to this initiative:
- **Record here** copies the amount, the sentence and the date into **Log New Expenditure**. Check them, change anything that's wrong, then select **Log Expenditure**.
- **Dismiss** removes it from the list without recording anything.
> **Note:**
>
After **Record here**, the mention leaves the list straight away, even before you select **Log Expenditure**. If you close the window without logging it, it isn't recorded.
### What happens next
- A message confirms it: "Expenditure logged.", "Expenditure updated." or "Expenditure deleted."
- The initiative's **Actual Spend**, its spending pace and its number of expenditures update on the Budget page.
- Spending also shows on Department Performance and in the evidence for KPI reviews. See [Department performance](/strategy/department-performance/) and [Record KPI results](/strategy/review-kpis/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Log Expenditure** or **Save** can't be selected | **Amount** is zero or empty, or **Description** is empty. | Fill in a positive amount and a description. |
| There is no **View / Add** button | The initiative has no budget for this year. | Allocate its budget first. See [Allocate an initiative's budget](/strategy/allocate-budget/). |
### Related
- [The Budget page](/strategy/budget/)
- [Allocate an initiative's budget](/strategy/allocate-budget/)
- [Your weekly report](/work-reports/weekly-report/)
## Department performance
Source: https://manual.virgiltrack.virgilfinance.com/strategy/department-performance/
Roles: Manager
VirgilTrack screens: /execution/department-performance
See one department's year against the plan, with its KPIs on target, due work done, budget spent, work alignment and initiatives.
The **Department performance** page shows how one department is doing this year against the strategic plan: its KPIs, its work, its budget and how its weekly reports line up with the strategy. It also lists what needs attention, most serious first.
### Open Department performance
Open **Execution › Department Performance**. Department managers see it first when they open **Execution**. Others can open it if the CEO has given them access. See [Manage plans and page access](/strategy/manage/).
You see the departments you head, and your own department. If you see more than one department, a strip of tiles at the top lets you choose one. Each tile shows the department's KPIs on track, its share of due work done and its spending, with a dot for its worst signal.
_[Screenshot: The Department performance page for one department: the Year buttons, four tiles for KPIs on target, due work done, spending and work alignment, the Needs Attention list beside the Work Alignment, Week by Week chart, and the KPI Performance table below]_
### Choose a year
The **Year** buttons at the top right list the plan's years. A dot marks the current year, which is selected when the page opens.
### The four tiles
| Tile | What it shows |
| --- | --- |
| **KPIs on Target** | How many of the KPIs this department works towards are on track, out of those with a result this year. A badge rates it: **Excellent** (90% or more), **Good** (70% or more), **Moderate** (40% or more) or **Low**. Under it, how many are at risk, off track or without data. |
| **Due Work Done** | How many tasks due so far this year are done, out of all those due. Under it, how many were done late and how many are planned for the year. A badge shows how many are overdue. |
| **Spent of** | How much has been spent, out of the year's allocated budget, with a mark for how much of the year has gone. A badge says **Over budget**, or how many initiatives are unfunded. |
| **Work Alignment** | How closely the team's weekly reports matched the strategy, over the last 8 weeks that have analysed reports. A badge shows the change against the 8 weeks before them, for example **▲ 6 pts**. |
The KPIs counted are those of the objectives the department's initiatives serve.
### Needs Attention
A numbered list of this year's problems, most serious first:
1. KPIs off track, and initiatives over budget;
2. initiatives with missed work;
3. initiatives with part of their budget not yet funded;
4. initiatives that are behind or stalled, and a drop of 10 points or more in work alignment;
5. KPIs at risk;
6. initiatives with no work planned this year.
When nothing needs attention, it says "Nothing needs attention this year: KPIs, work and budget are all on course."
### Work Alignment, Week by Week
A chart with one point per week: how closely the team's weekly reports matched the strategy, averaged across the team. It shows up to the last 16 weeks of the year. A dashed line marks 75%. Point at a week to see its score and how many reports it is based on.
For how alignment is measured, see [Work alignment](/strategy/work-alignment/).
### KPI Performance
A table of the KPIs this department works towards, grouped under their objectives, with each objective's number. For each KPI:
- **Baseline**, **Target** for the year and **Actual**;
- **Against target**: a bar and the status **On track**, **At risk**, **Off track** or **No data**;
- a column for every plan year, with the result as a percentage of that year's target. The current year is marked **NOW**.
> **Note:**
>
This page uses slightly different limits from the KPIs page. Here, a KPI is **On track** at 95% of its target or more, and **At risk** from 80%. For a KPI that should stay at its target, the further it is from the target, above or below, the lower its score. See [How progress and status are worked out](/strategy/how-progress-is-worked-out/#department-performance).
### Initiatives
One card per initiative of the department, most urgent first. Each card shows:
- the initiative's number, name and objective number;
- its status, with the main reason, for example **Behind**. See [Initiative statuses](/strategy/initiatives/#initiative-statuses);
- **Work**: tasks done out of this year's tasks, with a mark for where it should be by now;
- **Budget**: what is secured and what is spent, against the allocation, or "No budget this year";
- a badge for **Over budget** or a funding status that isn't **Fully Funded**, and the next task due.
### If something looks wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "No Department to Show" | You don't belong to a department, and you don't head one. | Ask your CEO or your VirgilTrack administrator to put you in your department. |
| A department's page is almost empty | None of the plan's initiatives belong to that department yet. | Ask your CEO whether initiatives should be assigned to it. |
| "No weekly reports have been analysed for this year yet." | The team's reports haven't been compared with the strategy yet. | See [Work alignment](/strategy/work-alignment/). |
### Related
- [The Initiatives page](/strategy/initiatives/)
- [The Budget page](/strategy/budget/)
- [The KPIs page](/strategy/kpis/)
- [Work alignment](/strategy/work-alignment/)
## Work alignment
Source: https://manual.virgiltrack.virgilfinance.com/strategy/work-alignment/
Roles: CEO
VirgilTrack screens: /execution/work-alignment
See how closely people's reported work lines up with the strategic plan, person by person and objective by objective, with an AI-written executive summary.
Strategy only happens if people's daily work serves it. The **Work alignment** page compares the work people describe in their submitted weekly reports with your strategic plan. It shows how much of the reported work serves the plan, who is working on what, and which objectives get attention.
### Open Work alignment
Open **Execution › Work Alignment**. The CEO has this page. Others can open it if the CEO has given them access. See [Manage plans and page access](/strategy/manage/).
_[Screenshot: The Work alignment page: the period list at the top right, four tiles for overall alignment, entries serving the strategy, objectives advanced and assigned tasks not reported on, the Executive summary card with its Write the summary button, and the Team alignment and Objective coverage lists side by side]_
### How alignment works
Each point in a submitted weekly report can be linked to the strategy: to an objective, to one of its initiatives, or to one of their tasks. VirgilTrack's AI reads each report, makes these links, counts the points that serve the strategy, and gives the report an **alignment** score from 0% to 100%: how closely its work serves the plan.
A report is only counted once it has been analysed. If some reports in the period haven't been analysed yet, select **Analyse** at the top, for example **Analyse 4 new reports**. A bar shows the progress: "Analysing reports against the strategy…".
### Choose the period
At the top right, choose **This week**, **Last week**, **This month**, **Last month** or **This financial year**. The page opens on **Last week**, because this week's reports are usually still being written. The title line says how many reports from how many people are included.
### The four tiles
| Tile | What it shows |
| --- | --- |
| **Overall alignment** | The average alignment of the analysed reports, with its level. |
| **Entries serving the strategy** | How many report entries serve the strategy, out of all entries, and their share of reported work. |
| **Objectives advanced** | How many of the plan's objectives had reported work linked to them in this period, out of all objectives. |
| **Assigned tasks not reported on** | Strategy tasks given to people that nobody mentioned in their reports. |
#### Alignment levels
| Level | Alignment |
| --- | --- |
| **Excellent** | 85% or more |
| **High** | 60% or more |
| **Moderate** | 35% or more |
| **Low** | Above 0% |
| **Not analysed** | The reports haven't been analysed yet, or their score is 0%. |
### Executive summary
Select **Write the summary**, and VirgilTrack's AI assistant, Virgil, writes a short briefing from the figures on the page, in three parts:
1. **What's moving**: what is working.
2. **What's dragging**: where focus is being lost.
3. **What to do next**: one specific action for the CEO.
Select **Write it again** for a new version. The summary can only be written once some reports have been analysed.
### Team alignment
Each person who submitted reports in the period has a short paragraph: how many reports they submitted, how much of their work served the strategy, which objectives it advanced, highlights, and where it drifted. People are listed from the most aligned down. Each shows their alignment and level.
At first, the paragraph is written from the figures. Shortly after, Virgil replaces it with a fuller account written from their reports. The card's subtitle says which you are reading.
### Objective coverage
Each objective, with its number, title, how many report entries were linked to it, its initiatives or their tasks, and who wrote them. An objective with none says "No reported work in this period".
When an objective's number, such as **2.1**, appears in the summary or in a person's paragraph, it is shown as a coloured chip. Point at it to see the objective's title, or select it to bring that objective into view in **Objective coverage**.
> **Caution:**
>
The links between report points and the strategy are made by AI. Use them as a guide, and check a person's reports before acting on a low score.
### If something looks wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "No submitted reports in this period" | Nobody submitted a report in the chosen period. | Choose a longer period, or check back once reports are in. |
| "No approved strategic plan yet" | The organisation's plan isn't approved yet. | See [Review and approve an imported plan](/strategy/review-the-plan/). |
| "The summary couldn't be written just now. Try again in a moment." | The AI couldn't write the summary. | Try again in a moment. |
| A person's score shows **–** and **Not analysed** | Their reports haven't been analysed. | Select **Analyse** at the top. |
### Related
- [Department performance](/strategy/department-performance/)
- [Work reports and records](/work-reports/overview/)
- [Review your team's reports](/work-reports/review-team-reports/)
## Manage plans and page access
Source: https://manual.virgiltrack.virgilfinance.com/strategy/manage/
Roles: CEO
VirgilTrack screens: /execution/manage
As the CEO, see your organisation's strategic plans, delete a plan, and give people access to Execution pages on top of what their role allows.
The **Manage** page is the CEO's control room for Execution. It lists the organisation's strategic plans, lets you delete one, and lets you give people extra Execution pages, for example the **KPIs** page for a strategy officer.
### Open Manage
Open **Execution › Manage**. Only the CEO has this page.
_[Screenshot: The Manage page: the Strategic plans table with the plan's status, counts of objectives, KPIs, initiatives and years and its Open and Delete buttons, and the Workspace access table listing each page, who has it by role, and a box to tag more people]_
### Strategic plans
The first table lists every strategic plan brought in for your organisation. Badges at the top count the plans and how many are active.
| Column | What it shows |
| --- | --- |
| **Plan** | The plan's title, its start and end dates, and how many years it spans. |
| **Status** | **Active** (approved), **Awaiting approval**, **Rejected** or **Draft**. |
| **Objectives**, **KPIs**, **Initiatives**, **Years** | How many of each the plan has. |
Select **Open** (or **Review**, for a plan that isn't approved) to go to the **Overview** page.
#### Delete a plan
Delete a plan when it was brought in by mistake, or before you bring in a new plan in its place.
> **Danger:**
>
Deleting a plan permanently deletes everything in it: its years and themes, its objectives, KPIs and their results, its initiatives with their budgets, spending records and tasks, its stakeholders and strategic issues, and the risk suggestions it added to the **Risk Repository**. Links between work-report entries and the plan are removed, but the reports themselves are kept. This can't be undone.
1. In the plan's row, select **Delete**.
2. Read the message **Delete Strategic Plan?**. It lists how many objectives, KPIs, initiatives, work items and plan periods will be deleted.
3. Select **Continue**.
4. In **Final Confirmation**, type `DELETE` in capital letters.
5. Select **Delete Permanently**.
A message says "Strategic plan deleted successfully." If the organisation now has no plan, **Execution** shows the upload page again. See [Bring in your strategic plan](/strategy/strategic-plan/).
If what you typed doesn't match, nothing is deleted, and a message says "The confirmation text did not match. Nothing was deleted."
### Workspace access
Every role sees certain Execution pages. Under **Workspace access**, you can give any person extra pages on top of their role. Removing a person takes away only that extra page; it never removes a page their role already gives them.
The table lists the pages you can grant:
| Page | By role | What it gives |
| --- | --- | --- |
| **Overview** | CEO | [The plan overview](/strategy/plan-overview/) |
| **Department Performance** | Dept Managers | [Department performance](/strategy/department-performance/) |
| **KPIs** | CEO | [The KPIs page](/strategy/kpis/) |
| **KPI Review** | No one (grants only) | Nothing in this version. See the note below. |
| **Objectives** | CEO | [Objectives](/strategy/objectives/) |
| **Work Alignment** | CEO | [Work alignment](/strategy/work-alignment/) |
| **Initiatives** | Dept Managers · Team Managers | [The Initiatives page](/strategy/initiatives/) |
| **Budget** | CEO · Dept Managers | [The Budget page](/strategy/budget/) |
| **Annual Plans** | CEO | [Annual plans](/strategy/annual-plans/) |
#### Give someone a page
1. Find the page's row.
2. In **Also granted to**, select the box that says **Tag people to grant access…**.
3. Type part of the person's name, and select them. You can add several people.
4. To take a page away, remove the person's name from the box.
Each change is saved at once. A message confirms it, for example "KPIs access updated — 2 people granted". Under each page's name, the table says how many people have been granted it, or "No extra grants".
The list of people includes everyone in your organisation except the CEO and locked accounts.
> **Note:**
>
In this version, a grant in the **KPI Review** row has no effect: it doesn't give the person the **Review KPIs** button on the KPIs page. Recording KPI results needs a permission that only Virgil Finance can switch on. To ask for it, email [support@virgilfinance.com](mailto:support@virgilfinance.com) with the person's name and organisation. As CEO, you can record results through Virgil Copilot without it. See [Record KPI results](/strategy/review-kpis/) and [Known limitations](/reference/known-limitations/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Not allowed" and "Only the CEO can delete the organisation's strategic plans." | You aren't the CEO. | Ask the CEO. |
| "Delete Failed" | The plan couldn't be deleted. Nothing was changed. | Try again. If it keeps failing, contact your VirgilTrack administrator with the message shown. |
| "Could not update workspace access. Please try again." | Saving the change failed. | Try again. |
### Related
- [Find your way around Execution](/strategy/execution/)
- [Roles and what each can do](/welcome/roles/)
- [Bring in your strategic plan](/strategy/strategic-plan/)
## How progress and status are worked out
Source: https://manual.virgiltrack.virgilfinance.com/strategy/how-progress-is-worked-out/
VirgilTrack screens: /execution/overview, /execution/kpis, /execution/objectives, /execution/initiatives, /execution/budget, /execution/department-performance
The rules behind every percentage and status in Execution, for KPIs, objectives, themes, initiatives, funding, spending and work alignment.
Execution turns the plan's figures into percentages and statuses. This page explains exactly how, so you can trust what you see and explain it to others.
### A KPI's achievement
A KPI's **achievement** compares its actual result with its target for the same plan year.
- **Higher is better** (direction **Increase**, shown as **Incremental**): achievement = actual ÷ target × 100. For example, 72% collected against a target of 80% is 90% achieved.
- **Lower is better** (direction **Decrease**, shown as **Decremental**): achievement = target ÷ actual × 100. For example, 12 days against a target of 10 days is 83% achieved. On the plan overview and the KPIs page, a result of 0 counts as 100%.
Achievement is kept between 0% and 100%. Beating the target counts as 100%.
On the plan overview, the **KPIs** page and the **Objectives** page, a KPI whose direction is **Maintain** (shown as **Absolute**) is worked out as if higher is better.
### A KPI's status
On the plan overview, the **KPIs** page and the **Objectives** page:
| Status | Achievement this year |
| --- | --- |
| **On track** | 100% or more |
| **At risk** | 75% or more, but under 100% |
| **Off track** | Under 75% |
| **No data** | No result has been recorded for this year. The overview and the Objectives page also show **No data** when the KPI has no target for this year. On the **KPIs** page, a KPI with a result but no target this year shows **Off track**. |
The KPI progress report uses the same limits. See [Download KPI and annual plan reports](/strategy/strategy-reports/).
#### When you record a result
When you record a result in a KPI review, it gets a status with the same limits: **On Track**, **At Risk** or **Off Track**. In addition:
- a yes-or-no KPI is **Achieved** when the answer is yes, and **Off Track** when it is no;
- a text KPI is **On Track**;
- a number KPI with no target this year is **Not Assessed**.
See [Record KPI results](/strategy/review-kpis/).
#### Department performance
The **Department Performance** page uses its own limits:
| Status | Result against this year's target |
| --- | --- |
| **On track** | 95% or more |
| **At risk** | 80% or more, but under 95% |
| **Off track** | Under 80% |
| **No data** | No result or no target, or a text KPI |
On this page:
- for a KPI that should stay at its target (**Maintain**), the score drops the further the result is from the target, above or below. For example, 110 against a target of 100 scores 90%;
- a yes-or-no KPI scores 100% when the result matches the target, and 50% when it doesn't;
- the percentage isn't capped at 100%.
### An objective's achievement and status
An objective's achievement is the average achievement of its KPIs for the current year. Only KPIs with both a result and a target for this year are counted. Its status follows the same limits as a KPI's: **On track** at 100%, **At risk** from 75%, **Off track** below that, and **No data** when none of its KPIs has a result. On the **Objectives** page, an objective whose average comes to 0% also shows **No Data**.
### A theme's average
On the plan overview, each theme's **Theme average** is the average achievement of all the KPIs under the theme's objectives that have a result and a target for this year.
### The plan timeline
**Plan Timeline** on the plan overview is the share of the plan's days that have passed, from its start date to its end date.
### Initiative statuses
An initiative's status comes from its tasks that are due in the current plan year. Archived tasks aren't counted.
- **Done so far**: the share of the year's tasks that are completed.
- **Due by now**: the share of the year's tasks whose due date has passed. This is the mark on the progress bars.
VirgilTrack then checks, in this order:
| Status | When |
| --- | --- |
| **No work planned** | The initiative has no tasks due this year. |
| **Done** | Every task due this year is completed. |
| **Missed work** | At least one task is more than 7 days past its due date and not completed. |
| **Behind** | At least one task is overdue, or **done so far** is more than 10 points below **due by now**. |
| **Stalled** | Work is still left, and nothing has been completed for more than 45 days. Early in the year, more than 45 days since the year started with nothing completed. |
| **On track** | None of the above. |
The reasons shown with a status come from the same checks, for example "2 tasks more than 7 days late" or "nothing completed since 14 Feb".
### Funding
For each initiative and plan year:
- **Funding gap** = allocated budget − secured amount.
- The **funding status** follows the amounts:
- **Fully Funded** when the secured amount covers the allocation;
- otherwise **Seeking External Grant** or **Awaiting Ministry Approval** if the person who set the budget chose one;
- otherwise **Partially Funded** if some money is secured, or **Unfunded** if none is.
- An **unfunded mandate** is an initiative with a funding gap whose status is **Unfunded**, **Seeking External Grant** or **Awaiting Ministry Approval**.
See [Allocate an initiative's budget](/strategy/allocate-budget/).
### Spending pace
Spending is compared with how much of the plan year has gone, by days:
| Pace | When |
| --- | --- |
| **ahead of the year** | The share of the budget spent is more than 15 points above the share of the year gone. |
| **behind the year** | It is more than 25 points below. |
| **on pace** | Anything in between. |
| **Over budget** | More has been spent than was allocated. |
### Work alignment
When VirgilTrack's AI analyses a weekly report, it links the report's points to the plan's objectives, initiatives and tasks, and gives the report an overall alignment score from 0% to 100%. The **Entries serving the strategy** tile counts the linked points.
- On the **Work Alignment** page, the overall figure is the average of the analysed reports in the period. Levels: **Excellent** from 85%, **High** from 60%, **Moderate** from 35%, **Low** above 0%. A score of 0% shows as **Not analysed**.
- On **Department Performance**, each week's point is the average of the team's reports that week. The tile shows the average of the last 8 analysed weeks, and the change against the 8 weeks before.
### Department performance tiles
The **KPIs on Target** tile rates the share of KPIs on track: **Excellent** from 90%, **Good** from 70%, **Moderate** from 40%, otherwise **Low**.
> **Note:**
>
Different pages use slightly different limits, as described above. When you compare figures, compare them on the same page, or say which page they come from.
### Related
- [The KPIs page](/strategy/kpis/)
- [The Initiatives page](/strategy/initiatives/)
- [The Budget page](/strategy/budget/)
- [Department performance](/strategy/department-performance/)
## Download KPI and annual plan reports
Source: https://manual.virgiltrack.virgilfinance.com/strategy/strategy-reports/
Roles: CEO, Manager
VirgilTrack screens: /execution/kpis, /execution/annual-plans, /execution/initiatives
Download the KPI progress report for a year, a quarter or the whole plan, and the organisation's annual plan or a department's work plan, as PDFs.
VirgilTrack writes two kinds of strategy report for you, ready to print or send: the **KPI progress report**, for performance reviews, and the **annual plan**, for the council or the department's team. Both download as PDF files.
### The KPI progress report
The KPI progress report shows how the plan's KPIs are doing, with the comments recorded in KPI reviews. Anyone who can open the **KPIs** page can download it.
#### Download it
1. Open **Execution › KPIs**.
2. Select **Download report** at the top right.
3. Choose what the report covers:
- **All periods (to date)**: every year of the plan so far;
- a year's label, for example **2026/27**: that whole year;
- **Q1**, **Q2**, **Q3** or **Q4** next to a year: one quarter of that year.
Only years that have started are listed. A quarter is a three-month slice of the plan year, counted from the year's start.
The button says "Preparing…" while VirgilTrack builds the report. The PDF then downloads. Its name starts with "KPI Progress Report", followed by what it covers and today's date.
#### What's in it
1. **Introduction**: what the report covers and how KPIs are classed: **On Track** at 100% of the target or more, **At Risk** from 75%, **Off Track** below 75%, and **No Data** when no value has been reviewed. A KPI not reviewed in the period shows its last known value, marked with an asterisk (*).
2. **Executive Summary**: a short summary of the results, written by VirgilTrack's AI from the figures, and **Key observations** when there are some.
3. **Performance Summary**: for each objective, how many KPIs are on track, at risk, off track and without data.
4. **KPI Performance by Strategic Objective**: each objective's KPIs with their baseline, target and result, and the reviewers' **Commentary on movements**.
5. **Risk Exposure**: risks that threaten the plan's objectives, with their mitigation.
> **Tip:**
>
The comments in the report come from KPI reviews. A comment is required whenever a KPI's value changes, so the report always explains what moved. See [Record KPI results](/strategy/review-kpis/).
### The annual plan and work plans
The annual plan sets out the year's work: the targets, each department's initiatives and what they will deliver each quarter, the budget, the risks, and a month-by-month schedule of tasks. It is built from what is in VirgilTrack for that plan year.
- **The organisation's annual plan** is for the council. It includes an **Approval** page for the council's resolution, followed by the month-by-month schedule of tasks when tasks have been planned.
- **A department's work plan** is for the department's own team. It includes the team, the department's initiatives quarter by quarter, a **Sign-off** page for the head of the department and the CEO, and a schedule with a box to tick when each task is done.
VirgilTrack's AI writes a short foreword and a line of focus for each department or initiative, from the plan's own figures. Everything else comes straight from the plan.
#### Who can download which
| Person | What they can download |
| --- | --- |
| The CEO | The organisation's annual plan, and any department's work plan. |
| People the CEO has given **Annual Plans** | The same, from the **Annual Plans** page. |
| A department manager or team manager | The work plan of their own department, or of each department they head. |
#### Download it
1. Open **Execution › Annual Plans** and choose the year, or open **Execution › Initiatives** for the current year.
2. Select the download button:
- **Download annual plan** for the organisation's plan. To get a department's work plan instead, select the small arrow beside it, then the department. Each department shows how many initiatives it has;
- **Download our work plan** for your department's work plan;
- **Download a work plan**, then the department, if you head several departments.
While VirgilTrack builds the plan, the button shows what it is doing, for example "Writing the foreword…" or "Laying out the PDF…". The PDF then downloads, named for example "Annual_Plan_2026-27.pdf" or "Annual_Work_Plan_2026-27_Finance_and_Accounting.pdf".
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Download failed" and "We couldn't generate the report. Please try again." | The KPI report couldn't be built. | Try again in a moment. |
| "No plan" and "There's no approved strategic plan to report on." | There is no approved plan. | See [Review and approve an imported plan](/strategy/review-the-plan/). |
| "… has no initiatives in … yet, so there is no work plan to print." | No initiatives in the plan belong to that department. | Initiatives are given to departments in the strategic plan. Ask your CEO. |
| "The plan has no initiatives for … yet, so there is no annual plan to print." | The plan has no initiatives for that year. | Check the plan on the **Objectives** page. |
| "The plan couldn't be prepared just now. Please try again." | Building the PDF failed. | Try again in a moment. |
| There is no download button | You can't download either plan. | Ask your CEO. |
### Related
- [The KPIs page](/strategy/kpis/)
- [Annual plans](/strategy/annual-plans/)
- [The Initiatives page](/strategy/initiatives/)
# Chapter 6: Tasks
## Tasks
Source: https://manual.virgiltrack.virgilfinance.com/tasks/overview/
VirgilTrack screens: /tasks, /tasks/{Id:guid}, /open-task/{Kind}/{Id}
What tasks are in VirgilTrack, the kinds of work you can be given, where tasks come from, who can do what with a task, and the pages in this chapter.
A task is a piece of work that someone asks a colleague to do, by a due date. Most tasks in VirgilTrack belong to an initiative in your organisation's strategic plan, so everyone can see how their work moves the plan forward.
Open **Tasks** in the menu on the left to see the work given to you, and the work you've given others.
### Who uses this area
Everyone in an organisation uses **Tasks**:
- **Employees** see the work they've been given, start it, break it into steps, and mark it as done.
- **Managers** also delegate work to their team and follow it up. Department managers see their department's work on the **My team** tab.
- **The CEO** sees the work of the whole organisation on **My team**.
### The kinds of work you can be given
VirgilTrack keeps track of three kinds of work. They all appear in your reminders, but they open in different places.
| Kind | What it is | Where you work on it |
| --- | --- | --- |
| **Strategy task** | Work towards an initiative in the strategic plan, such as "Prepare the water balance report for October". | Its own page. Strategy tasks are the ones listed on the **Tasks** page. See [A task's page](/tasks/task-page/). |
| **Calendar task** | An event in the calendar that you or your department are assigned to, such as a meeting or a deadline. | A panel that opens beside the calendar. See [Events and calendar tasks](/calendar/events/). |
| **Risk control** | An action that reduces a risk, that you are responsible for. | A panel that opens from the risk or the calendar. See [Risk controls](/risks/risk-controls/). |
The rest of this chapter is about strategy tasks. In this chapter, "task" means a strategy task.
#### Where links to your work take you
Emails, texts and notifications about your work have a link or a button such as **Open the task**. A link to a strategy task opens the task's page. A link to a calendar task or a risk control opens its panel; when you close the panel, VirgilTrack takes you to your home page.
If a strategy task or calendar task has been removed, the link shows "That task no longer exists."
### Where tasks come from
- **Delegated from an initiative.** A manager, the CEO or an initiative's lead adds a task to a month of an initiative and gives it to someone. See [Delegate a task](/tasks/delegate-a-task/).
- **Found in your email.** If you connect your mailbox, VirgilTrack finds work that was handed out by email and asks you to confirm it. See [Tasks from your email](/tasks/tasks-from-email/).
- **Through Virgil Copilot.** You can ask the AI assistant to delegate a task for you. See [AI assistant](/assistant/overview/).
### Who can do what with a task
Each task has two sides: the person it is **for** (the assignee) and the people who **lead** it.
The leads of a task are:
- the person who delegated it,
- the managers of the department that the task's initiative belongs to,
- the CEO.
| You are | You can |
| --- | --- |
| **The assignee** | Start the task, add and tick steps, edit its details, say you're blocked, ask for more time, mark it as done, and reopen it. |
| **A lead** | Change the title, priority and due date, reassign it, answer a request for more time, add and tick steps, edit its details, mark it as done, verify finished work, and reopen it. |
| **Anyone else in your organisation** | Open the task, read it, and write in its conversation. |
### Task statuses
| Status | What it means |
| --- | --- |
| **Not started** | The task has been delegated, but work hasn't started. |
| **In progress** | The assignee is working on it. |
| **Blocked** | The assignee can't move forward, and has said why. |
| **Rescheduled** | The due date has been moved, for example with **Change due date** on the task's page, or by agreeing to a request for more time. |
| **Overdue** | Someone chose this status by hand, for example in the calendar's task panel. VirgilTrack doesn't set it by itself. |
| **Done** | The work is finished, with a note on how it was done. |
A task that isn't done is overdue as soon as its due date has passed, whatever its status. The **Tasks** page shows it in the **Overdue** group, and it counts in the red number beside **Tasks** in the menu.
The calendar's task panel uses slightly different names: **Pending** for **Not started**, and **In Progress** for **In progress**. See [Update a strategy task from the calendar](/calendar/strategy-tasks/).
### The numbers in the menu
Two items in the menu on the left show a number when something needs you:
- **Tasks** shows a red number: your tasks that are overdue, and tasks with messages you haven't read yet. Point at the number to see how many of each, for example "2 overdue, 1 with new messages".
- **From your email** shows how many tasks found in your email are waiting for you to confirm.
The numbers update by themselves while you work.
> **Tip:**
>
Things change live in **Tasks**. When a colleague starts a task, writes a message or marks it as done, you see it straight away, without reloading the page.
### Pages in this chapter
- [Your tasks](/tasks/your-tasks/): the **Tasks** page, its tabs, filters, list and board.
- [A task's page](/tasks/task-page/): everything about one task, and what each part shows.
- [Work on a task](/tasks/work-on-a-task/): start, add steps, say you're blocked, ask for more time and mark a task as done.
- [Messages and mentions](/tasks/task-messages/): talk about a task, and bring colleagues in with @.
- [Delegate a task](/tasks/delegate-a-task/): give a colleague a task on an initiative.
- [Follow up work you delegated](/tasks/follow-up-delegated-work/): nudge, reschedule, reassign, verify and reopen.
- [Tasks from your email](/tasks/tasks-from-email/): confirm the work VirgilTrack found in your email.
- [Connect your mailbox](/tasks/connect-your-mailbox/): let VirgilTrack read your work email, and control what it reads.
## Your tasks
Source: https://manual.virgiltrack.virgilfinance.com/tasks/your-tasks/
VirgilTrack screens: /tasks
The Tasks page explained, from Your week and the two-week strip to the For me, I delegated and My team tabs, the list, the board and the filters.
The **Tasks** page is your way into your work. It shows what needs you now, what is due over the next two weeks, and every open task, as a list or as a board.
Open it with **Tasks** in the menu on the left.
_[Screenshot: The Tasks page: a greeting with four figures (Overdue, Due this week, In progress and Done this week) and a ring showing how much of this week's work is done, then the For me and I delegated tabs, a strip of the next two weeks, Today's focus cards and the list of tasks grouped by when they are due]_
### What the page shows
The **Tasks** page lists strategy tasks: work on the initiatives of your organisation's strategic plan. It shows every open task, and tasks finished in the last two weeks.
Calendar tasks and risk controls are not on this page. You find them in the calendar and on the risk's page. See [Tasks](/tasks/overview/#the-kinds-of-work-you-can-be-given).
### Your week
The top of the page greets you and sums up your week, for example "You have 2 overdue tasks and 3 due this week. 1 done so far this week." A week runs from Monday to Sunday.
Four figures follow. Each one is also a filter: select it to show only those tasks, and select it again to show everything.
| Figure | Counts |
| --- | --- |
| **Overdue** | Tasks that aren't done and whose due date has passed. |
| **Due this week** | Tasks that aren't done and are due between today and Sunday. |
| **In progress** | Tasks with the status **In progress**. Blocked tasks aren't counted here. |
| **Done this week** | Tasks finished since Monday. |
The ring beside them shows how much of this week's work is done, for example **2/5 this week**.
If tasks found in your email are waiting for you, a banner says so, for example "2 tasks from your email are waiting for you to confirm". Select **Review** to check them. See [Tasks from your email](/tasks/tasks-from-email/).
### The tabs
| Tab | Shows | Who sees it |
| --- | --- | --- |
| **For me** | Tasks given to you, including ones you gave yourself. | Everyone |
| **I delegated** | Tasks you gave to someone else. | Everyone |
| **My team** | For a manager: tasks on the initiatives of the departments you manage. For the CEO: everyone's tasks in the organisation. Your own tasks aren't included. | Department managers and the CEO |
The number beside each tab is how many of its tasks are still open. The figures in **Your week** follow the tab you are on. Changing tab clears any filter, but keeps what you typed in **Search tasks**.
### What's due when
Under the tabs, a strip shows the next two weeks, starting today. Each day shows its date and a dot for each task due that day. After four dots, a number shows how many more, for example **+3**. Today has a stronger border, and weekends are shaded.
- Select a day to show only the tasks due that day. Select it again to show everything.
- **Earlier**, at the start of the strip, shows how many tasks are overdue. Select it to show only those.
When a filter is on, its name appears above the list, for example "Due Thursday 29 October". Select **Show everything** to clear it.
### Searching
Type in **Search tasks** to find tasks by their title, their initiative, or the name of the person they are for. The list narrows as you type.
### The list
Select **List** to see your tasks as a list. This is how the page opens.
#### Today's focus
On the **For me** tab, **Today's focus** picks up to three tasks to do first: overdue ones first, then the ones due soonest, then the most important. It doesn't show while a filter or a search is on.
#### Groups
The list is grouped by when tasks are due. Empty groups don't show.
| Group | Tasks in it |
| --- | --- |
| **Overdue** | Not done, and the due date has passed. |
| **This week** | Due between today and Sunday. |
| **Later** | Due after this week. |
| **No due date** | Tasks without a due date. |
| **Done in the last two weeks** | Finished tasks, the most recent first. Their titles are crossed out. |
#### Each task in the list
- **The title.** Select the task to open its page. See [A task's page](/tasks/task-page/).
- **The initiative** it belongs to, in a coloured label. Tasks on the same initiative always have the same colour.
- **Who.** On **For me**, "from" and the name of the person who delegated it. On the other tabs, "for" and the name of the person doing it.
- **Steps**, if the task has any, for example "2/5 steps", with a small bar.
- **A green, pulsing dot** when a colleague has the task open right now. Point at it to see who, for example "Maria Haufiku is on it now".
- **A blue number** when there are messages you haven't read. Point at it to see, for example, "2 unread messages".
- **When it's due**, at the end of the row: for example **3 days late** (in red), **Today**, **Tomorrow**, a weekday such as **Friday**, a date such as **12 Nov**, **No date**, or **Done 20 Oct**.
A coloured edge on the left of each task also shows how urgent it is: red when it is overdue or blocked, amber when it is due today or tomorrow, blue when it is in progress, and green when it is done.
#### Nudge
On the **I delegated** tab, each open task has a **Nudge** button. It opens the task with a message already typed in the message box: the person's name after an **@**, then "How is this going?". Change it if you like, and send it. See [Follow up work you delegated](/tasks/follow-up-delegated-work/#ask-how-its-going).
### The board
Select **Board** to see your tasks as cards in four columns. Each column shows how many cards it has.
_[Screenshot: The Tasks page in the board view: four columns named To do, In progress, Blocked and Done, where each task card shows the initiative, the title, an avatar and when the task is due]_
| Column | Tasks in it |
| --- | --- |
| **To do** | Tasks that are **Not started**, **Rescheduled** or **Overdue**. |
| **In progress** | Started. |
| **Blocked** | The person doing it is blocked. |
| **Done** | Finished in the last two weeks. |
#### Moving a card
Drag a card to another column to move the task along. You can move a card if the task is for you or you delegated it. The CEO can move any card. Other cards stay where they are.
| You drag a card to | What happens |
| --- | --- |
| **In progress** | The task starts straight away, or carries on if it was blocked. The person who delegated it gets a notification. |
| **To do**, from **In progress** | The task goes back to **Not started**. |
| **Blocked** | The task opens with the **What's in the way?** box ready to fill in. Only the person doing the task can do this. |
| **Done** | The task opens with the **How was it done?** box ready to fill in. |
| **To do** or **In progress**, from **Done** | The task opens with the **Why reopen it?** box ready to fill in. |
Moving to **Blocked**, **Done** or back out of **Done** always needs a few words, so it happens on the task's page. See [Work on a task](/tasks/work-on-a-task/).
### Your team's pulse
**Who can use this:** Manager, CEO
On the **My team** tab, a row of cards appears under the tabs, before the two-week strip: one card for each person who has work on the tab, up to 24 people. The people with the most overdue work come first. Tasks that aren't given to anyone yet share a card named **Unassigned**.
Each card shows the person's name, how many of their tasks are open and how many are overdue, for example "4 open, 1 overdue". A bar shows the same: open work, with the overdue part in red. Under it, you see how many they finished this week.
Select a person's card to show only their work, for example "Johannes Iipinge's work". Select it again to show everyone.
_[Screenshot: The My team tab: a row of cards, one per team member, each with their name, how many tasks are open (and how many are overdue, if any), a bar, and how many they finished this week]_
### When there's nothing to show
- "Nothing on your plate" on **For me**, "You haven't delegated anything open" on **I delegated**, and "Nothing open in your team" on **My team** mean there are no open tasks on that tab.
- "Nothing matches" means a filter or your search hides every task. Try another day, filter or search, or select **Show everything**.
> **Tip:**
>
The page updates by itself. When someone opens, starts or finishes one of the tasks you can see, the list changes without you reloading it.
### Related
- [A task's page](/tasks/task-page/)
- [Work on a task](/tasks/work-on-a-task/)
- [Delegate a task](/tasks/delegate-a-task/)
- [Calendar and reminders](/calendar/overview/)
## A task's page
Source: https://manual.virgiltrack.virgilfinance.com/tasks/task-page/
VirgilTrack screens: /tasks/{Id:guid}
Everything about one task on one page, what each part shows, which buttons you see as the assignee or a lead, and how the page stays up to date.
Each task has its own page. It shows why the task exists, who asked whom, the next step for you, its steps and details, and one conversation with everything that has happened.
To open a task, select it on the **Tasks** page, or use the link in an email or notification about it. To go back, select **My tasks** at the top of the page.
_[Screenshot: A task's page: on the left, the brief with the objective and initiative, the title, who asked whom, the status, due and priority badges and the action buttons, then the Steps, Details and Conversation cards; on the right, the Why it matters, Its history, How colleagues did similar work and Other open work on this initiative cards]_
### The brief
The first card at the top of the page is the brief.
- **Where it fits.** The objective and the initiative the task serves, and the department, for example "Reduce water losses › Meter replacement programme · Technical Services".
- **The title.** Leads can change it with the pencil button, **Edit the title**.
- **Who asked whom.** For example "Daniel Shikongo asked on 3 October" → "for Petrus Amutenya". "for nobody yet" means it hasn't been given to anyone.
- **Where it came from**, if it didn't come from a person directly: **From the email "…" of 12 Oct** for a task found in an email, or **Suggested by VirgilTrack** for one that VirgilTrack's AI wrote.
#### The badges
| Badge | What it tells you |
| --- | --- |
| Status | **Not started**, **In progress**, **Blocked**, **Rescheduled**, **Overdue** or **Done**. See [Task statuses](/tasks/overview/#task-statuses). |
| When it's due | For example **Due Friday, in 3 days**, **Due today**, **Due tomorrow**, **Overdue by 2 days** (in red), **No due date**, or **Done 20 Oct**. |
| Priority | **Low priority**, **Medium priority**, **High priority** or **Critical priority**. Leads see a list here, so they can change it. |
| Steps | How many steps are done, for example **2 of 5 steps**. |
| **Verified by …** | A lead has checked the finished work. |
#### Banners
A coloured banner under the badges shows anything that is waiting:
- **"… asked for more time: until …"**, with the reason. Leads answer it with **Agree** or **Keep the date**. Everyone else sees **Waiting for an answer**.
- **"Blocked since …"**, with what is in the way.
- **"Done on …, in 6 days"**, with how it was done, and the verification note if a lead verified it.
#### The buttons
Which buttons you see depends on who you are to the task and what state it is in. See [Who can do what with a task](/tasks/overview/#who-can-do-what-with-a-task).
| Button | Who sees it | When |
| --- | --- | --- |
| **Start working on it** | The assignee | The task hasn't been started. |
| **I'm unblocked** | The assignee | The task is blocked. |
| **Mark as done** | The assignee and leads | The task isn't done or blocked. |
| **I'm blocked** | The assignee | The task isn't done or blocked. |
| **Ask for more time** | The assignee | The task isn't done, and there's no request waiting already. |
| **Change due date** | Leads | The task isn't done. |
| **Reassign** | Leads | The task isn't done. |
| **Verify the work** | Leads, except the assignee | The task is done and hasn't been verified. |
| **Reopen** | The assignee and leads | The task is done. |
Most buttons open a small form under them, where you add a few words before you confirm. **Cancel** closes the form without changing anything. For each one, see [Work on a task](/tasks/work-on-a-task/) and [Follow up work you delegated](/tasks/follow-up-delegated-work/).
### Steps
**Steps** breaks the work into smaller pieces, so you and the person who asked can see it move. Each step has a number and a tick box, and a bar shows how many are done.
The assignee and the leads can add steps and tick them. A ticked step shows who ticked it and when. Leads, and the person who added a step, can remove it with **×** (**Remove this step**).
See [Break a task into steps](/tasks/work-on-a-task/#break-a-task-into-steps).
### Details
**Details** holds what is asked, and anything that helps to get it done: context, links, who to talk to, what good looks like.
The assignee and the leads can edit it. What you type is saved when you click away from the box, and VirgilTrack then shows "Saved" and the time. Everyone else sees the text only, or "No details yet."
If VirgilTrack's AI suggested the task, **Why VirgilTrack suggested it** explains why.
### Conversation
**Conversation** is one timeline of the messages about the task and of everything that happened to it, grouped by day: **Today**, **Yesterday**, then dates.
- **Messages** show who wrote them and when. Your own messages have a coloured background. Under your latest message, "Seen" and a time show when the other person read it.
- **Activity** lines record what happened, with a coloured dot. For example "started working on it", "is blocked", "moved the due date from 31 Oct 2026 to 7 Nov 2026", "reassigned it from … to …", "finished a step: …", "asked for more time, until …", "verified the work". Notes, such as why someone is blocked, show under the line.
At the bottom you write your own messages. See [Messages and mentions](/tasks/task-messages/).
### The side cards
The cards beside the main part of the page (below it on a narrow screen) give background:
| Card | What it shows |
| --- | --- |
| **Why it matters** | The **Objective** and **Initiative** the task serves, how many of the initiative's tasks are done (**Its tasks**), and the KPIs that measure the objective, with this year's target. |
| **Its history** | **Created**, **Started**, **First due** (if the date was moved), **Due**, **Moved** (how many times), **Done**, **Took** (how many days) and **Messages**. |
| **How colleagues did similar work** | Up to three finished tasks like this one, with who did them, when, how long they took and how they were done. Select one to open it. |
| **Other open work on this initiative** | Up to six other open tasks on the same initiative, with who has them, when they are due and their status. |
### The page stays up to date
You don't need to reload a task's page:
- Changes made anywhere, on this page, on the **Tasks** page, in the calendar or from an email, appear straight away.
- **Here now** at the top of the page shows the pictures of colleagues who have the task open at the same moment.
- While someone is writing a message, you see, for example, "Maria Haufiku is typing…".
What you are typing yourself is kept while the page updates.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "This task isn't available" and "It may have been removed, or it belongs to another organisation." | The task was removed, or the link is to another organisation's task. | Go back to **My tasks**. Ask the person who sent you the link. |
| A button you expected isn't there. | Buttons depend on your part in the task and its state. For example, only the assignee can start a task. | Check the [buttons table](#the-buttons). |
| "That didn't save", with a reason. | The change couldn't be saved. | Try again. If it keeps happening, reload the page. |
### Related
- [Your tasks](/tasks/your-tasks/)
- [Work on a task](/tasks/work-on-a-task/)
- [Follow up work you delegated](/tasks/follow-up-delegated-work/)
- [Messages and mentions](/tasks/task-messages/)
## Work on a task
Source: https://manual.virgiltrack.virgilfinance.com/tasks/work-on-a-task/
VirgilTrack screens: /tasks/{Id:guid}, /tasks
Start a task you've been given, break it into steps, add details, say when you're blocked, ask for more time, and mark it as done with how you did it.
When someone gives you a task, you move it along on its page: start it, work through it, and mark it as done with a few words on how you did it. Each step tells the person who asked, so they don't need to chase you.
### Before you start
Open the task: select it in **Tasks**, on the **For me** tab, or use **Open the task** in the email that told you about it. See [A task's page](/tasks/task-page/).
### Start a task
1. Open the task.
2. Select **Start working on it**.
The task becomes **In progress**, and "started working on it" is added to the conversation. The person who delegated it gets a notification, for example "Petrus Amutenya started a task".
You can also start a task from the email that tells you about it: select **Start working on it** in the email, then **Yes, I'm on it** on the page that opens. VirgilTrack shows "You're on it", with an **Open the task** button. The button in the email works for 14 days. Started this way, a task that was **Not started** becomes **In progress**, but no line is added to the conversation and the person who delegated it isn't sent a notification.
On the **Tasks** page board, you can also drag the task's card to **In progress**.
### Break a task into steps
Steps help you plan the work, and show everyone how far you have got.
1. Open the task.
2. Under **Steps**, type a step in the box, **Add a step, then press Enter**. A step can be up to 300 characters.
3. Press Enter, or select **Add**.
4. Repeat for each step.
5. Tick a step's box when it's done.
Each step you add or finish appears in the conversation, for example "finished a step: Collect meter readings from Zone 3". To remove a step you added, select **×** beside it.
### Add details
Write anything that helps under **Details**: context, links, people to talk to, or what a good result looks like. It can be up to 4,000 characters.
Your text is saved when you click away from the box. "Saved" and the time appear under it.
### Say you're blocked
If something stops you from moving forward, say so. The person who asked can then help.
1. Open the task.
2. Select **I'm blocked**.
3. In **What's in the way?**, explain what is stopping you.
4. Select **I'm blocked** under the box.
The task becomes **Blocked**, and the page shows "Blocked since" and the date, with your reason. The person who delegated it gets an email and a notification, "… is blocked on: …", with a **Help unblock it** button.
When you can carry on, open the task and select **I'm unblocked**. The task goes back to **In progress**, and the person who delegated it gets a notification, "… is unblocked".
### Ask for more time
If you can't finish by the due date, ask the person who delegated the task for a new date.
1. Open the task.
2. Select **Ask for more time**.
3. In **Until when?**, choose the date you need. Or select **+1 day**, **+1 week**, **+2 weeks** or **+1 month** to add that much to the current due date (or to today, if the due date has passed).
4. In **Why?**, explain why you need more time.
5. Select **Ask for more time** under the box.
The page shows "… asked for more time: until …" and **Waiting for an answer**. The person who delegated the task gets an email and a notification, "… asks for more time on: …", and answers on the task.
- If they select **Agree**, the due date moves to the date you asked for, and the task's status becomes **Rescheduled**. You get an email and a notification, **Due date changed**.
- If they select **Keep the date**, you get a notification, "… kept the due date".
You can't ask again while a request is waiting for an answer.
### Mark a task as done
1. Open the task.
2. Select **Mark as done**.
3. In **How was it done?**, write what was delivered or achieved, and how. This is the record of your work.
4. Check **Done on**. It is today unless you change it. You can choose an earlier date if you finished before today, but not a later one.
5. Select **Mark as done** under the box.
_[Screenshot: The brief of a task with the Mark as done form open: the How was it done? box, the Done on date, and the Cancel and Mark as done buttons]_
The page shows "Done on" and the date, with how many days the task took and your note. The person who delegated it gets an email and a notification, "… finished: …", with a **See and verify it** button.
Your note is kept with the task. Colleagues given similar work later see it under **How colleagues did similar work**, and it counts in your work record. See [Your work record](/work-reports/work-record/).
> **Tip:**
>
Write the note for someone who has never seen the task: what you produced, who you worked with, and anything to watch out for. "Report sent" is less useful than "Sent the October water balance report to the CEO; losses were 11%, down from 13%."
### Reopen a task
If a finished task needs more work, open it, select **Reopen**, write what still needs doing in **Why reopen it?**, and select **Reopen** under the box. The task goes back to **In progress**. If someone verified it, the verification is removed.
### What happens next
- Everything you do is added to the task's conversation, so the history is always complete.
- The person who delegated the task hears about the moments that matter: you start, you're blocked or unblocked, you ask for more time, and you finish.
- How they hear depends on their notification settings. See [Notifications](/communication/notifications/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The **I'm blocked**, **Mark as done** or **Ask for more time** button under the box stays grey. | The box above it is empty. | Write a few words in the box. |
| There's no **Ask for more time** button. | A request is already waiting for an answer, or the task is done. | Wait for the answer, or write to the person in the conversation. |
| There's no **Start working on it** button. | The task isn't yours, or it has already been started. | Check who the task is **for**, at the top of its page. |
| There's no **Mark as done** or **I'm blocked** button. | The task is blocked. | Select **I'm unblocked** first. |
| "This item no longer exists or isn't yours." or "This task no longer exists or isn't assigned to you." after selecting the email's button | The task was removed or given to someone else. | Open VirgilTrack and check your **Tasks** page. |
| "This button has expired. Open VirgilTrack to continue." after selecting the email's button | The email is more than 14 days old. | Open the task in VirgilTrack and select **Start working on it** there. |
### Related
- [A task's page](/tasks/task-page/)
- [Messages and mentions](/tasks/task-messages/)
- [Reminders](/calendar/reminders/)
## Messages and mentions
Source: https://manual.virgiltrack.virgilfinance.com/tasks/task-messages/
VirgilTrack screens: /tasks/{Id:guid}
Write about a task in its conversation, mention a colleague with @ so they are told, and see when your message has been read.
Every task has a conversation. Use it to ask a question, share an update, or bring a colleague in, so everything about the work stays in one place.
Anyone in your organisation can read a task's conversation and write in it.
### Write a message
1. Open the task. See [A task's page](/tasks/task-page/).
2. Go to **Conversation**, at the bottom of the page.
3. Type your message in the box, **Write a message. Type @ to mention someone; Ctrl+Enter sends.** A message can be up to 2,000 characters.
4. Select **Send**, or press Ctrl + Enter.
Your message appears straight away, for you and for anyone else who has the task open.
### Mention a colleague
Mention someone to make sure they see your message, even if the task isn't theirs.
1. In the message box, type **@** and the first letters of the person's name.
2. Select the person in the list that appears. Their full name is added after the **@**.
3. Finish your message and select **Send**.
Under the box, "Will notify" and the names show who will be told. Typing **@** and someone's full name works too.
The people you mention get a notification and an email straight away, "… mentioned you on: …", with a **Reply on the task** button. Their names stand out in the message.
### Who is told about a message
| Person | What they get |
| --- | --- |
| People you mention | An email and a notification. Whether the email comes depends on their notification settings. |
| The person the task is for, and the person who delegated it | A notification, "New message from …", unless you mentioned them (then they get the mention instead). |
| You | Nothing: you're never told about your own messages. |
See [Notifications](/communication/notifications/).
### See when your message is read
When the person the task is for, or the person who delegated it, opens the task, the messages from others are marked as read. Under your latest message, "Seen" and a time show when that happened.
Unread messages show as a blue number beside the task on the **Tasks** page, and count towards the red number beside **Tasks** in the menu.
### See who is there
- **Here now**, at the top of the page, shows colleagues who have the task open at the same moment.
- When someone is writing, you see, for example, "Johannes Iipinge is typing…".
> **Tip:**
>
Messages and what happened to the task share one timeline. When someone starts the task, moves its date or finishes it, a line for it appears between the messages, so you can follow the whole story.
### Messages from the calendar
When you open a strategy task from the calendar, its **Discussion** shows the same messages as the task's page. A message posted there appears on the task's page too.
From the calendar, only the people you mention are told, with a notification, "… mentioned you". The person the task is for and the person who delegated it don't get the "New message from …" notification. See [Update a strategy task from the calendar](/calendar/strategy-tasks/).
### Related
- [A task's page](/tasks/task-page/)
- [Follow up work you delegated](/tasks/follow-up-delegated-work/)
- [Private chat](/communication/private-chat/)
## Delegate a task
Source: https://manual.virgiltrack.virgilfinance.com/tasks/delegate-a-task/
Roles: Manager, CEO
VirgilTrack screens: /execution/initiatives, /execution/annual-plans
Give a colleague a task on an initiative, and see who is told about it, how, and where the task appears afterwards.
To give someone work on the strategic plan, you add a task to an initiative, in the month it should be done. VirgilTrack tells the person straight away, and the task appears on their **Tasks** page.
This page explains who can delegate a task and what happens afterwards. The steps, and every field in the window, are in [Plan an initiative's tasks](/strategy/plan-initiative-work/).
### Before you start
- **Who can delegate a task under an initiative:**
- on the **Initiatives** page: department managers, for the departments they head; any manager, for their own department; and the people who lead the initiative;
- on the **Annual Plans** page: the CEO, and people the CEO has given the **Annual Plans** page.
- **Initiatives** is in the Execution menu of department managers and team managers. The CEO doesn't have it, and uses **Annual Plans** instead. If you lead an initiative but don't see **Initiatives**, ask your CEO for access. See [Manage plans and page access](/strategy/manage/).
- A task can only be due in the current month or a later one.
### Delegate a task
You delegate a task by adding it to an initiative, in the month it is due.
- On the **Initiatives** page: open **Execution › Initiatives**, point at the initiative's box for that month and select **Add task**. Fill in the **Delegate a task** window, then select the button that names the person, for example **Delegate to Petrus**.
- On the **Annual Plans** page: open **Execution › Annual Plans**, select the department or one of its months, then select **Add a task**. Fill in the form and select **Assign the task**.
For each step and field, see [Add a task](/strategy/plan-initiative-work/#add-a-task).
_[Screenshot: The Delegate a task window: the initiative's name, the Task and Details boxes, the closed Done before panel, and the Assigned to, Due date and Priority fields above the Cancel and Delegate task buttons]_
### What happens next
- **You see it was saved.** A short message confirms it, for example "Task delegated to Petrus Amutenya, due 30 November".
- **The person is told.** They get an email, "… delegated a task to you: …", with the due date, priority, initiative and objective, and two buttons: **Start working on it** and **Open the task**. They also get a notification, **New task delegated to you**, and a text message if their settings allow it.
- **You see how they were told.** VirgilTrack tells you, for example, "Petrus Amutenya will get an email and a text.", and later "The email to Petrus Amutenya was sent." If they won't get a text, it says why, for example "no text (no confirmed phone number)". See [See who was told about work you assign](/communication/who-was-told/).
- **The task appears** on the person's **Tasks** page under **For me**, and on yours under **I delegated**. It shows as **Not started** there (and **Pending** on the Initiatives page) until they start it.
To follow the task up, see [Follow up work you delegated](/tasks/follow-up-delegated-work/).
> **Note:**
>
Emails about work delegated to you are always sent, even when someone has switched off other emails. Texts follow each person's settings, and are never sent between 20:00 and 07:00 their time: they wait until the morning.
### Other ways work is delegated
- **By email.** If you connect your mailbox, VirgilTrack finds tasks you handed out by email, and creates them when you confirm them. See [Tasks from your email](/tasks/tasks-from-email/).
- **Through Virgil Copilot.** Ask the AI assistant to delegate a task for you. See [AI assistant](/assistant/overview/).
- **In the calendar.** Assign people to an event, such as a deadline. It becomes a calendar task for them. See [Add an event](/calendar/add-an-event/).
Whichever way the work reaches them, the person is told by email and in VirgilTrack.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "You assigned it to yourself, so no notification was sent." | You chose yourself. | Nothing: the task is on your own **For me** tab. |
| "… will only see it in VirgilTrack: no email (no address on file)." | VirgilTrack has no email address for the person. | Tell them yourself, and ask them or your CEO to add their email address. |
| No **Add task** in the initiative's months | You can't plan this initiative's work. | Ask a manager of its department, or your CEO. |
For problems inside the **Delegate a task** window, see [Plan an initiative's tasks](/strategy/plan-initiative-work/#if-something-goes-wrong).
### Related
- [Plan an initiative's tasks](/strategy/plan-initiative-work/)
- [Follow up work you delegated](/tasks/follow-up-delegated-work/)
- [Your tasks](/tasks/your-tasks/)
## Follow up work you delegated
Source: https://manual.virgiltrack.virgilfinance.com/tasks/follow-up-delegated-work/
VirgilTrack screens: /tasks, /tasks/{Id:guid}
Keep track of the tasks you gave others, nudge people, answer requests for more time, change due dates and priorities, reassign, verify and reopen work.
Once you have given someone a task, VirgilTrack keeps you informed. You can also step in at any time: ask how it is going, move the date, give the task to someone else, or check the finished work.
### Before you start
You can do the things on this page if you are a lead of the task: the person who delegated it, a manager of the department its initiative belongs to, or the CEO. See [Who can do what with a task](/tasks/overview/#who-can-do-what-with-a-task).
### See how your delegated work is going
- Open **Tasks** and select **I delegated**. It lists the open tasks you gave to others, and those finished in the last two weeks. See [Your tasks](/tasks/your-tasks/).
- Department managers and the CEO can also select **My team** to see everyone's work, person by person.
- Every Monday at 08:15, if any work you delegated is overdue or was finished in the past week, you get an email, "Work you delegated: 2 finished last week, 1 overdue", listing each task. See [Reminders](/calendar/reminders/#work-you-delegated).
You are also told when someone starts your task, is blocked, asks for more time or finishes it. See [What happens next](/tasks/work-on-a-task/#what-happens-next).
### Ask how it's going
1. Open **Tasks › I delegated**.
2. Select **Nudge** beside the task.
The task opens. The message box already holds the person's name after an **@**, then "How is this going?".
3. Change the message if you like, and select **Send**.
The person is mentioned, so they get a notification, and an email unless they have switched off emails for **Mentions**. See [Messages and mentions](/tasks/task-messages/).
### Answer a request for more time
When the person asks for more time, you get an email and a notification, "… asks for more time on: …". The task's page shows the date they asked for and why.
- Select **Agree** to move the due date to the date they asked for. The task becomes **Rescheduled**, and the person is told about the new date.
- Select **Keep the date** to keep the due date. The person gets a notification, "… kept the due date".
### Change the due date
1. Open the task.
2. Select **Change due date**.
3. In **New due date**, choose the date. It starts one week after the current due date (or after today, if the due date has passed). Or select **+1 day**, **+1 week**, **+2 weeks** or **+1 month** to add that much to the current due date (or to today).
4. In **Reason (optional)**, say why, if you like. The person sees it.
5. Select **Change the due date**.
The task becomes **Rescheduled**. The conversation shows "moved the due date from … to …", and **Its history** keeps the first due date and counts how many times the date has moved.
The person gets an email and a notification, **Due date changed**, with the new date and your reason.
### Give the task to someone else
1. Open the task.
2. Select **Reassign**.
3. In **Give it to**, choose a colleague. Everyone in your organisation is listed, except the person who has the task now.
4. In **A note for them (optional)**, add anything they need to know.
5. Select **Reassign** under the box.
- The new person gets an email, "… reassigned a task to you: …", a notification, **A task was reassigned to you**, and a text if their settings allow it. If you wrote a note, it is posted in the conversation as a message that mentions them.
- The person who had it before gets an email and a notification saying it is now with someone else: "It's no longer on your list."
- The conversation shows "reassigned it from … to …".
### Change the priority or title
- **Priority:** in the badges at the top of the task, choose **Low priority**, **Medium priority**, **High priority** or **Critical priority**. The change is saved at once, and the conversation shows "changed the priority from … to …".
- **Title:** select the pencil button beside the title (**Edit the title**), change it, and select **Save**. Select **Cancel** to keep the old title.
You can't change the priority once the task is done.
### Verify finished work
When the person finishes, you get an email and a notification, "… finished: …", with what they wrote about how it was done. Check the work, then confirm it.
1. Open the task. Read the **Done on …** banner: it shows how the work was done.
2. Select **Verify the work**.
3. In **Verification note (optional)**, say what you checked.
4. Select **Verify the work** under the box.
The task shows **Verified by** and your name. Your note appears in the **Done on …** banner as "Verification: …". The person gets a notification, "… verified your work".
You can't verify a task that is your own.
### Reopen a task
If finished work isn't complete, reopen it.
1. Open the task.
2. Select **Reopen**.
3. In **Why reopen it?**, write what still needs doing.
4. Select **Reopen** under the box.
The task goes back to **In progress**, and any verification is removed. The person gets an email and a notification, "Reopened: …", with your reason.
### What happens next
When you change the due date, reassign or reopen a task, VirgilTrack tells you how the person was told, for example "Petrus Amutenya will get an email and a text." If someone won't get a text, it says why, for example "no text (no confirmed phone number)". When the email or text has gone, you see, for example, "The email to Petrus Amutenya was sent." See [See who was told about work you assign](/communication/who-was-told/).
> **Tip:**
>
Use the conversation for anything else. Everyone who works on the task sees the whole story in one place, and you avoid long email threads.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| There are no **Change due date** or **Reassign** buttons. | You aren't a lead of the task, or the task is done. | Ask the person who delegated it, or reopen the task first. |
| **Change the due date** stays grey. | No date is chosen. | Choose a **New due date**. |
| **Reassign** stays grey. | Nobody is chosen in **Give it to**. | Choose a colleague. |
| There's no **Verify the work** button. | The task isn't done, it has already been verified, or it is your own task. | Nothing to do. |
| "… will only see it in VirgilTrack: no email (no address on file)." | VirgilTrack has no email address for the person. | Tell them in person, and ask them or your CEO to add their email address. |
### Related
- [Delegate a task](/tasks/delegate-a-task/)
- [A task's page](/tasks/task-page/)
- [Your work record](/work-reports/work-record/)
## Tasks from your email
Source: https://manual.virgiltrack.virgilfinance.com/tasks/tasks-from-email/
VirgilTrack screens: /tasks/from-email
Check and confirm the tasks, finished work and progress notes VirgilTrack found in your connected mailbox, so work handed out by email is tracked too.
A lot of work is handed out by email. When you connect your mailbox, VirgilTrack reads your work email and finds the tasks in it. Nothing becomes a task until you check it and confirm it on **From your email**.
### Before you start
Connect your mailbox first. See [Connect your mailbox](/tasks/connect-your-mailbox/).
Until you do, **From your email** shows "Connect your mailbox first". Select **Connect a mailbox** to go to the settings.
### What VirgilTrack looks for
VirgilTrack reads the email you send and receive, from the start of your organisation's financial year and then as new mail arrives. It looks for:
- **Tasks**: work you asked a colleague to do, or work someone asked you to do. Only colleagues who use VirgilTrack can be given tasks. Requests between other people are left out.
- **Tasks that look finished**: a later email in the same conversation shows that a task was done, for example "Done, report attached".
- **Work you did**, such as "Sent the October report to the CEO". This is suggested on your work report page, in the week it happened (for the CEO, in that month's report). Employees see it in a **From your email** card on their weekly report; managers and the CEO get it as activity prompts. See [Suggestions and activity prompts](/work-reports/suggestions/).
- **Progress notes**: progress, decisions, risks, issues and achievements.
New findings usually appear within a few minutes of the email arriving.
### Open From your email
Select **From your email** in the menu on the left. The number beside it shows how many tasks are waiting for you.
The page has up to three numbered parts, in this order: **Tasks to confirm**, **Looks finished** (only when there is something in it) and **Progress notes**. When there is nothing that looks finished, **Progress notes** is number 2. **Email settings**, at the top, takes you to your mailbox settings.
### Tasks to confirm
Each task found in an email has its own card:
- **At the top:** "Asked of you on …" or "You asked … on …", the email's subject and who it went to.
- **A badge** saying how sure VirgilTrack is that this is a real task: **Clear**, **Likely** or **Unsure**. If the conversation shows it was already done, the badge says **The email shows it was done**.
- **The email's text**, so you can check. If it's long, select **Show the whole email**.
- **Why it looks like a task**, under the fields.
#### Confirm a task
1. Check the fields VirgilTrack filled in, and correct them if needed:
| Field | What it is |
| --- | --- |
| **Task** | A short instruction. Required. |
| **Details** | What exactly is asked. |
| **For** | Who will do it. Required. You are marked "(you)". |
| **Due** | When it's due. If you leave it empty, the task is due at the end of this month. |
| **Priority** | **High**, **Medium** or **Low**. |
| **Initiative** | Which initiative in your strategic plan the work is for. Required. "(suggested from the email)" means VirgilTrack chose it; check it. |
2. Select **Create task**.
VirgilTrack confirms it, for example "Created "Send the meter report" for Petrus Amutenya." The task is created just as if you had delegated it, with "From the email …" added to its details, and you as the person who delegated it. If it's for someone else, they are told straight away. See [What happens next](/tasks/delegate-a-task/#what-happens-next).
If the email doesn't hand out real work, select **Not a task**. The card goes away.
**Create task** stays grey until **Task**, **For** and **Initiative** are filled in. Point at it to see "Fill in what's marked first".
#### Tasks from earlier this year
Tasks that were due before this month (or sent before it, if they have no due date) are listed under "Earlier this year: say what happened to each, so the record is complete." For each one, say what happened under **What happened?**. Until you choose, the button at the bottom of the card stays grey.
- **It was done**: fill in **How it was done** and check **Done on**, then select **Record as done**. The task is saved as finished, as a record. Nobody is notified.
- **Still to do**: choose a **New due date**, today or later, then select **Reschedule**. The task is created as **Rescheduled**, and the person it is for is told.
If the email showed the task was done, **It was done** is already chosen, and **How it was done** is filled in from the email.
### Looks finished
This part appears when a task already created from your email has since been finished, according to a later email. Each card shows the task, who has it, its due date and "Done on" with the date.
- Check **How it was done**, then select **Mark as done** to mark the task as done. Nobody is notified, and nothing is added to the task's conversation.
- Select **Not yet** if the work isn't really finished. The card goes away and the task stays as it is.
### Progress notes
Progress notes are facts about your organisation's work found in your email. Each note shows its kind, **Progress**, **Decision**, **Risk**, **Issue** or **Achievement**, its date, and the initiative or KPI it is about, if any.
- Correct the wording if needed, then select **Keep**. Kept notes are used in council reports and strategy insights.
- Select **Dismiss** if the note is wrong or not useful.
The page shows 50 notes at a time. Select **Show more** to see the next ones.
### While the page is open
If VirgilTrack finds more while you are on the page, a banner appears, for example "New from your email: 2 tasks and 1 progress note". Select **Show them** to add them. What you are typing on a card isn't lost.
If work you did was found, a note tells you how many pieces of work are waiting on your weekly work report page.
> **Note:**
>
Once you decide on a task, by creating it, recording it or selecting **Not a task**, VirgilTrack no longer keeps the email's text.
### Notifications about your email
You get a notification in VirgilTrack:
- **Your email has been read**, when VirgilTrack has caught up with your email since the start of the financial year, with how much it found.
- **Work found in your email** or **New from your email**, when new email brings more, for example "From your email: 1 task to confirm and 2 progress notes."
- **Reconnect your mailbox**, when VirgilTrack can no longer read your mailbox. See [Connect your mailbox](/tasks/connect-your-mailbox/#reconnect-a-mailbox).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Connect your mailbox first" | You haven't connected a mailbox. | Select **Connect a mailbox**. |
| "Nothing waiting. New work in your email appears here within a few minutes." | There are no tasks waiting, or VirgilTrack is still reading your email. | Check the reading progress in **Settings › Mailboxes**. See [Follow the reading](/tasks/connect-your-mailbox/#follow-the-reading). |
| **Initiative** has no choices. | Your organisation has no approved strategic plan with initiatives. | Ask your CEO. See [Strategy and execution](/strategy/overview/). |
| The person you want isn't in **For**. | Only people in your organisation who use VirgilTrack can be chosen. | Invite them first. See [Invite team members](/settings/invite-team-members/). |
| "The task couldn't be saved", with a reason | Something went wrong while saving. | Try again. |
### Related
- [Connect your mailbox](/tasks/connect-your-mailbox/)
- [Delegate a task](/tasks/delegate-a-task/)
- [Your weekly report](/work-reports/weekly-report/)
## Connect your mailbox
Source: https://manual.virgiltrack.virgilfinance.com/tasks/connect-your-mailbox/
VirgilTrack screens: /settings/email-tasks
Let VirgilTrack read your work email for tasks and progress, from Outlook, Microsoft 365, Gmail or any other mailbox, and control what it reads.
When you connect your mailbox, VirgilTrack finds the work in your email: tasks you handed out or were given, work you did, and progress on your organisation's plans. You then confirm what it found on **From your email**. See [Tasks from your email](/tasks/tasks-from-email/).
### What VirgilTrack reads, and what it keeps
- It reads the email you receive and send, from the start of your organisation's financial year (shown on the page), and then new email as it arrives.
- It skips emails marked **Private** or **Confidential**, newsletters, automated mail, and anyone you exclude. Personal email is set aside.
- It keeps only what it finds (tasks, work done and progress), never your emails.
- Nothing is used until you confirm it.
To read it on the page, select the information button at the top of **Connect a mailbox** (**How it works**).
### Connect a mailbox
1. Open **Settings › Mailboxes**.
2. Read what VirgilTrack will read, in the grey box under **Connect a mailbox**.
3. Tick **I agree to my mailbox being read this way**.
The connect buttons only work once you have ticked it.
4. Choose your kind of mailbox, and follow the steps for it below.
_[Screenshot: The Mailboxes settings: the Connect a mailbox card with the explanation of what is read, the I agree to my mailbox being read this way tick box and the buttons for connecting a mailbox, with the Your mailboxes card below]_
**Outlook or Gmail**
1. Select **Outlook or Microsoft 365**, or **Gmail or Google Workspace**.
2. Sign in to your mailbox on the page that opens, and allow VirgilTrack to read it.
You come back to **Mailboxes**, with a message such as "petrus@example.com is connected."
These two buttons only appear when VirgilTrack has been set up to connect to Microsoft or Google mailboxes. If you don't see them, use **Another mailbox (IMAP)**.
**Another mailbox (IMAP)**
Use this for Yahoo, iCloud, Zoho, AOL, your organisation's own mail server and most others. For Outlook.com and Hotmail, use the Microsoft button.
Most providers need an **app password** rather than your normal password. You make one in your email account's security settings.
1. Select **Another mailbox (IMAP)**.
2. In **Provider**, choose your provider. VirgilTrack fills in **Mail server** and **Port** for **Yahoo Mail**, **iCloud Mail**, **Zoho Mail**, **AOL Mail** and **Gmail (with an app password)**. For **My organisation's own mail server**, ask your IT staff for the server and port.
3. Fill in **Email address**.
4. Check **Mail server** and **Port**. The port is 993 unless you change it.
5. If you sign in with something other than your email address, fill in **Username (if not the address)**.
6. Fill in **App password**.
7. Select **Test and connect**.
VirgilTrack checks that it can sign in and open your inbox and sent mail. Then it shows, for example, "… is connected. VirgilTrack is reading it from 1 July 2026: watch the progress below."
### Follow the reading
Under **Your mailboxes**, each mailbox shows its kind (**Microsoft**, **Google** or **IMAP**) and its address.
- While VirgilTrack catches up on the year, you see "Reading your email: now at …", how many emails it has read so far, and a progress bar. This can take a while.
- When it has caught up, you see, for example, "Up to date: 2,340 emails read since 1 July 2026. Checked 2 min ago." From then on, new email is read every few minutes.
- "Found so far:" says how many tasks, pieces of work and progress notes are waiting. Select **Check them** to go to **From your email**.
You can leave the page: the reading carries on, and you get a notification when it has caught up.
### Choose what VirgilTrack does with clear tasks
**Create clear new tasks automatically** is off at first, so VirgilTrack asks you about every task it finds.
Switch it on to let VirgilTrack create the tasks it finds from then on straight away, when all of these are true:
- you asked a colleague to do it,
- VirgilTrack is sure it's a real task (it would show as **Clear**),
- it knows who the task is for and which initiative it belongs to,
- it isn't due before this month, and the email doesn't show it was already done.
Everything else still waits for you on **From your email**. The colleague is told about a task created this way, just as if you had delegated it.
### Never read emails from some senders
In **Never read emails from**, type the people or domains to skip, separated by commas, for example "family@example.com, mybank.com". Click away from the box to save it. VirgilTrack confirms: "Saved: emails from those senders are never read for …".
### Reconnect a mailbox
If your password changed or access was removed, the mailbox shows the problem in red and a **Reconnect** button. You also get a notification, **Reconnect your mailbox**.
- For a Microsoft or Google mailbox, select **Reconnect** and sign in again.
- For an IMAP mailbox, select **Reconnect**. The form opens with your details filled in. Enter your app password again, and select **Test and connect**.
VirgilTrack carries on from where it stopped, so email that arrived in between is still read.
### Disconnect a mailbox
1. Open **Settings › Mailboxes**.
2. Select **Disconnect** beside the mailbox.
3. Select **Disconnect** to confirm, or **Keep it** to change your mind.
VirgilTrack stops reading the mailbox. Tasks already created and notes you kept stay. Everything still waiting for your check is removed.
> **Caution:**
>
Disconnecting removes every task and note from that mailbox that you haven't confirmed yet. Check **From your email** first.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The connect buttons are grey. | You haven't ticked **I agree to my mailbox being read this way**. | Tick it. |
| "Fill in the email address, the mail server and the app password." | Something is missing in the IMAP form. | Fill in all three. |
| "Couldn't connect:" and a reason, after **Test and connect** | VirgilTrack couldn't sign in to the mailbox, often because of a wrong or normal (not app) password. | Make an app password in your email account and try again. |
| "Couldn't connect the mailbox:" and a reason, after signing in to Microsoft or Google | The sign-in worked, but VirgilTrack couldn't finish connecting. | Select the button for your mailbox again, and sign in again. |
| "Connecting was cancelled." | You stopped the sign-in at Microsoft or Google. | Start again and allow access. |
| "The sign-in took too long. Please try again." | More than 15 minutes passed during the sign-in. | Start again. |
| "The sign-in didn't match your account. Please try again." | You started the sign-in while signed in to VirgilTrack as someone else. | Sign in to VirgilTrack as yourself and try again. |
| "Connecting this kind of mailbox isn't set up yet." | VirgilTrack isn't set up for that provider. | Use **Another mailbox (IMAP)**. |
| "The AI service isn't answering; reading continues shortly." | VirgilTrack's AI is busy or unavailable. | Nothing: reading carries on by itself. |
### Related
- [Tasks from your email](/tasks/tasks-from-email/)
- [Settings](/settings/overview/)
- [Your weekly report](/work-reports/weekly-report/)
# Chapter 7: Work reports and records
## Work reports and records
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/overview/
VirgilTrack screens: /execution/work-reports
How weekly work reports travel from staff to managers to the CEO, what the work record is, and the pages in this chapter.
Every week, each person in your organisation writes down what they did. VirgilTrack turns those notes into a short report for the person they report to. Managers pass the most important points on to the CEO, and the CEO turns a month of reports into a report to Council.
### How reports travel up
1. **Staff write their week.** Each day, you write what you worked on. At the end of the week, VirgilTrack turns your notes into a tidy report. You check it and submit it to your manager. See [Your weekly report](/work-reports/weekly-report/).
2. **Managers build a team report.** A manager reads the reports of the people who report to them and ticks the points that matter. VirgilTrack combines the ticked points into the manager's own report, which the manager checks and submits. See [Review your team's reports](/work-reports/review-team-reports/).
3. **The CEO writes the monthly report.** The CEO sees every weekly report sent to them in a month, picks what goes in, and Virgil writes a draft report to Council. The CEO edits it and downloads it as a PDF. See [The CEO's monthly view](/work-reports/monthly-report/).
Who sends their report to whom is set in your organisation's reporting hierarchy. See [Who your report goes to](/work-reports/reporting-hierarchy/).
### Open your work reports
Select **Work Reports** in the menu on the left. VirgilTrack opens the page that matches your role:
| You are | The page that opens | What it says at the top |
| --- | --- | --- |
| **Employee** | Your own weekly report. | **Weekly work report** and the week, for example **Week 43**. |
| **Manager** | Your team's weekly reports, and your own report. | **Team weekly report** and today's date. |
| **CEO** | The weekly reports sent to you this month. | **Executive briefing** and the month, for example **October in review**. |
If your organisation has a strategic plan, you can also open the same page inside Execution, from **Execution › Work Reports**. See [Find your way around Execution](/strategy/execution/).
Platform administrators don't write work reports, so **Work Reports** doesn't open a report page for them.
### Words used in this chapter
| Word | What it means |
| --- | --- |
| **Entry** | What you write for one day of your week. |
| **Point** | One short statement in a finished report, such as "Completed the October debtors age analysis". VirgilTrack writes the points from your entries, and you can change them. |
| **Section** | A group of points. In a weekly report, each day with work has its own section. |
| **Summary** | The **Key Achievements** and **Challenges or Issues** of the week, written from the whole report. |
| **Draft** | A report you are still working on. It hasn't been sent on yet. |
| **Submitted** | A report you have sent on. The person you report to can now read it. |
| **Suggestions** and **Activity prompts** | Sentences VirgilTrack writes from things you did in VirgilTrack (and, for managers and the CEO, from work found in your email), ready to add to your report. See [Suggestions and activity prompts](/work-reports/suggestions/). |
| **Virgil** | VirgilTrack's AI assistant, also called Virgil Copilot. |
### Weeks and months
A week runs from Monday to Sunday. Weeks are numbered through the year, and week 1 is the week that contains 4 January. For example, **Week 43** of 2026 runs from 19 to 25 October.
The CEO's page works by calendar month, and shows the weeks of the month you choose.
### Reminders about reports
VirgilTrack reminds people when a report is still open. The times below follow VirgilTrack's own clock, not the time zone in your settings.
| When | Who | What they get |
| --- | --- | --- |
| Fridays at 14:00 | Staff whose report for this week isn't submitted. | An email, "Your week 43 report is ready to submit", with an **Open my report** button. |
| Mondays at 08:30 | Staff whose report for last week still isn't submitted. | An email, "Last week's report (week 42) is still open", with a **Finish and submit** button, and a notification in VirgilTrack. |
| Mondays at 09:00 | Managers whose report for last week isn't submitted. | An email, for example "Week 42: 3 of 4 team reports are in, yours is next", that also names who is still missing, and a notification in VirgilTrack. |
| Any time | People a manager or the CEO reminds by hand. | A notification in VirgilTrack. A reminder from the CEO also comes by email, unless the person has switched those emails off. |
To stop these emails, open **Settings › Notifications** and untick **Email** for **Weekly report reminders** or **Team report reminders (managers)**. A reminder from the CEO counts as one of your **Reminders**. The notifications in VirgilTrack still come. See [Choose how reminders reach you](/calendar/reminders/#choose-how-reminders-reach-you).
> **Tip:**
>
Write a few lines each day, while you still remember the details. Writing a whole week on Friday afternoon usually means forgetting some of it.
### Your work record
VirgilTrack also keeps a record of the work you finished: tasks you were given and how you did them, work you delegated, and what you wrote in your weekly reports. You can issue it as a PDF that a future employer can check online. In this version of VirgilTrack, only platform administrators can open the **Work Record** screen. See [Your work record](/work-reports/work-record/).
### Pages in this chapter
- [Your weekly report](/work-reports/weekly-report/): write what you did each day, with help from your tasks, your email and Virgil.
- [Submit your weekly report](/work-reports/submit-your-weekly-report/): check the report VirgilTrack prepares, change it and send it to your manager.
- [Review your team's reports](/work-reports/review-team-reports/): see who has submitted, remind people and pick the points that matter.
- [Submit your team report](/work-reports/submit-your-team-report/): build, edit and submit your own report, and download it as a PDF.
- [The CEO's monthly view](/work-reports/monthly-report/): follow a month of reports, see what needs attention and pick points.
- [Write the monthly report](/work-reports/write-the-monthly-report/): let Virgil draft the report to Council, edit it and download the PDF.
- [Suggestions and activity prompts](/work-reports/suggestions/): ready-made sentences about your work, and who sees them.
- [News from other departments](/work-reports/cross-department-events/): when something in another department's report affects your work.
- [Who your report goes to](/work-reports/reporting-hierarchy/): the reporting hierarchy, and what to do if it isn't set up.
- [Your work record](/work-reports/work-record/): the record of your finished work, and how to issue it.
## Your weekly report
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/weekly-report/
Roles: Employee
VirgilTrack screens: /employee-work-report
Write what you did each day of the week, with help from your tasks, your email, suggestions and Virgil, ready to submit to your manager.
Your weekly report tells the person you report to, usually your manager, what you did this week. You write a few lines for each day as you go. At the end of the week, VirgilTrack turns your notes into a tidy report that you check and submit.
### Before you start
Your report goes to the person you report to. If nobody has been set as your manager yet, the page says "Your reporting line isn't set up yet" and you can't write a report. See [Who your report goes to](/work-reports/reporting-hierarchy/).
### The page at a glance
Open **Work Reports** in the menu on the left.
_[Screenshot: The weekly report page for this week: the week's number, the Draft badge and Reporting to line at the top, the Guidelines button, the week list and the Review & submit button, a row of day cards from Monday to Sunday with today marked, the This week bar of tasks, and the box for today's work]_
| Part | What it shows |
| --- | --- |
| **Weekly work report** and the dates | The week you are looking at, for example "19 Oct - 25 Oct", with its number below, for example **Week 43**. |
| **Draft** or **Submitted** | Whether you have sent this report yet. |
| **Reporting to** | The person who receives your report. |
| **… of 7 days written** | How many days of the week have an entry so far. Shown while the report is a draft. |
| **Guidelines** | What a good entry includes. See [What to write](#what-to-write). |
| The week list | Shows the dates of the week you are on, for example "19 Oct - 25 Oct". Choose another week of this year to open it. See [Write for an earlier week](#write-for-an-earlier-week). |
| **Review & submit** | Prepares your report so you can check it and send it. See [Submit your weekly report](/work-reports/submit-your-weekly-report/). |
| The day cards | One card for each day, **Mon** to **Sun**, with its date. Today's card says **Today**. The dot on a card turns from grey to green once that day has an entry. |
| **This week** | Your tasks for the week. See [Your tasks this week](#your-tasks-this-week). |
| **…'s work** | The box where you write the selected day's entry, for example **Monday's work**. |
You may also see **From other departments** above the **This week** bar, and **Suggested by your manager** and **From your email** below the day's box. They only appear when they have something to show.
### Write your entry for a day
1. Open **Work Reports**. Today's card is selected.
2. To write for another day, select that day's card.
3. Type what you did in the box under the day's name, for example **Tuesday's work**.
Use the buttons above the box for bold, italic, underline, bulleted and numbered lists, and links. There are also buttons to undo, redo and clear formatting.
4. Carry on with your day. There's nothing to save.
Your entry is saved as you type: the line under the day's name says "saved automatically as you type". The day's status changes from **Nothing yet** to **Written**, and its card gets a green dot.
You can come back and change any day's entry until you submit the report.
### What to write
Select **Guidelines** to see the **Reporting Guidelines**. Each piece of work you report should say:
1. the name of the task;
2. the action: what was done;
3. the outcome: what was achieved;
4. the context: why it is important;
5. the time: when the task was completed;
6. the challenges you faced, and how you resolved them.
You don't have to number them, as long as each one is there. For example: "Drafted the supporting documents policy with input from the finance team, and presented it to management on 14 October. It was adopted on 16 October, so staff now have one standard for supporting documents."
> **Tip:**
>
Specific entries help everyone above you. "Meetings" or "office work" tells your manager nothing. Say which meeting, what was decided and what happens next.
### Your tasks this week
The **This week** bar sums up the work given to you this week: how much is open, overdue and done, for example **3 open**, **1 overdue** and **2 done**. If you finished something that your entries don't mention yet, it also says how many, for example **1 not in report**. If nothing is given to you, it says **no tasks assigned**.
Select the bar to see the list. Select it again, or anywhere outside the list, to close it.
| Group | What's in it |
| --- | --- |
| **Open** | Work that isn't finished and is due by the end of this week, including anything overdue. An overdue date is shown in red. |
| **Done this week** | Work you finished this week, with the day you finished it. |
Each line has a letter for the kind of work:
| Letter | Kind of work |
| --- | --- |
| **S** | A strategy task given to you. |
| **C** | A calendar task given to you or to your department. |
| **R** | A risk control you are responsible for. |
- Select a title to open the work in a panel on the right.
- **In report** means you finished that work and your entries already mention it.
- **Draft** asks Virgil to write an entry about that work for the selected day. See the next section.
### Let Virgil draft an entry
1. Select the day you want to write for.
2. Open the **This week** bar.
3. Select **Draft** beside the work.
Virgil Copilot opens and drafts an entry from what VirgilTrack recorded about that work and the messages on it. If there isn't enough to go on, Virgil asks you what you did.
4. Read Virgil's text. It is shown on a card headed with the day, for example "Add to Tuesday".
5. If it is right, select **Confirm**. If not, select **Not now**, or tell Virgil what to change.
Virgil only adds text to your report after you select **Confirm**. While your weekly report page is open on that week, you see the text straight away in the day's box. You can change it like anything else you wrote.
You can also ask Virgil Copilot yourself, for example "draft today's entry from what I did". Virgil can add to this week's or last week's report, as long as it isn't submitted.
### Suggestions and work from your email
- **Suggested by your manager** lists sentences about things you did in VirgilTrack this month, such as implementing a risk control. Despite its name, VirgilTrack writes these from your own actions. Select **Add to** and the selected day, for example **Add to Friday**, then **Yes, I confirm**, to add one to that day. Select **Dismiss**, then **Yes, forget**, to hide it for good. See [Suggestions and activity prompts](/work-reports/suggestions/).
- **From your email** lists work VirgilTrack found in your email during the week you are looking at, if you have connected your mailbox. Each line shows the day it happened. Select **Add to** and that day, for example **Add to Wednesday**. VirgilTrack opens that day, adds the line and says, for example, "Added to Wednesday." Select **Dismiss** to hide it. See [Tasks from your email](/tasks/tasks-from-email/).
### News from other departments
**From other departments** shows things colleagues in other departments wrote in their reports that affect your department, such as a system outage or a new deadline. You can message the author straight from the card. See [News from other departments](/work-reports/cross-department-events/).
### Write for an earlier week
1. Open the week list at the top of the page, beside **Guidelines**. It shows the dates of the week you are on.
It lists the weeks of this year that have a report, newest first, by their dates, for example "12 Oct - 18 Oct".
2. Choose the week.
The page shows that week's entries, tasks and email work. If the week isn't submitted yet, you can write in it and submit it as usual. If it is submitted, you see **Report submitted**, and you can reopen it with **Reopen and edit**.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Your reporting line isn't set up yet" | Nobody has been set as the person you report to. | Ask your CEO or an administrator to set your manager. See [Who your report goes to](/work-reports/reporting-hierarchy/). |
| "You are not authorized to view this page." | You opened a link to the staff report page, but you are a manager or the CEO. Links in news from other departments go to the staff page. | Select **Work Reports** in the menu instead: it opens the page for your role. |
| A day's dot stays grey. | The entry has no words in it yet, for example only an empty list. | Write at least a few words for the day. |
| There's no **Draft** button beside some work. | You finished that work and your entries already mention it: it shows **In report**. | Nothing to do. |
| The day boxes are hidden and the page says **Report submitted**. | This week's report has been sent. | To change it, select **Reopen and edit**. |
### Related
- [Submit your weekly report](/work-reports/submit-your-weekly-report/)
- [Suggestions and activity prompts](/work-reports/suggestions/)
- [Reminders](/calendar/reminders/)
## Submit your weekly report
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/submit-your-weekly-report/
Roles: Employee
VirgilTrack screens: /employee-work-report
Let VirgilTrack turn your daily entries into a short report, check and change it, submit it to your manager, and reopen it if you need to.
When your week is written, VirgilTrack turns your daily entries into a short report: a few points for each day, and a summary of your achievements and challenges. You check it, change anything that isn't right, and send it to the person you report to.
### Before you start
Write an entry for each day you worked. See [Your weekly report](/work-reports/weekly-report/).
You can submit at any time. If this week's report is still open at 14:00 on Friday, VirgilTrack sends you a reminder. See [Reminders about reports](/work-reports/overview/#reminders-about-reports).
### Submit your report
1. Open **Work Reports**.
2. Select **Review & submit**.
If you changed your entries since VirgilTrack last prepared your report, it reads them and writes the report again. The button shows **Preparing…** while it works, which can take a little while. If nothing has changed, the window opens straight away.
3. In the **Edit report before submitting** window, read each section.
4. Change anything that isn't right. See [Change the report before you submit](#change-the-report-before-you-submit).
5. Check the **Summary** at the bottom.
6. Select **Submit Report**.
_[Screenshot: The Edit report before submitting window: a section for each day with its points, the add and delete buttons beside each day's name, the Summary with Key Achievements (and Challenges or Issues, when the week had any), and the Submit Report button]_
### The report VirgilTrack prepares
| Part | What it is |
| --- | --- |
| A section for each day | The points VirgilTrack took from that day's entry. Days without points aren't shown. |
| **Summary** | **Key Achievements** and **Challenges or Issues**, written from the whole week. |
You can't change the summary in this window. It is written from your entries: to change it, change your entries, then select **Review & submit** again.
### Change the report before you submit
- **Change a point:** select its text and type. Your change is saved as you type.
- **Add a point to a section:** select the plus button beside the section's name (**Add report point**), then type in the new, empty point.
- **Remove a section:** select the bin button beside its name (**Delete Section**), then **Yes, delete**.
You can't remove a single point. Change its words, or delete the whole section.
To add a section of your own:
1. Select **Add Section**.
2. Type the section's name in **Enter Section Name**.
3. Select **Create Section**. You see "Section added successfully!".
4. Close the **Add New Section** window.
5. Type in the new section's empty point.
> **Caution:**
>
If you change any day's entry after VirgilTrack prepared your report, it prepares the report again the next time you select **Review & submit**. Changes you made in the **Edit report before submitting** window are replaced. Finish your entries first, then make your final changes in the window.
### What happens next
- You see "Report successfully submitted to your manager."
- The page now says **Report submitted**, with who it went to and when, for example "Sent to Daniel Shikongo on Friday, 23 October at 2:15 PM".
- The person you report to can now read your report and pick your points for their own report. If you report to a manager, see [Review your team's reports](/work-reports/review-team-reports/). If you report to the CEO, see [The CEO's monthly view](/work-reports/monthly-report/).
- VirgilTrack checks your points for anything other departments need to know, such as a system outage or a land transfer. See [News from other departments](/work-reports/cross-department-events/).
- Your points become part of your work record. See [Your work record](/work-reports/work-record/).
### Change a report you already submitted
1. Open **Work Reports**. If the report is for an earlier week, choose that week in the week list beside **Guidelines**.
2. Select **Reopen and edit**.
The report goes back to **Draft**, and you can change your entries again.
3. When you are ready, submit it again: select **Review & submit**, check the report, then select **Submit Report**.
While your report is reopened, the person you report to sees it as not submitted and can't read your points. They come back when you submit it again.
If you change your entries after reopening, VirgilTrack prepares the report again, so any of your points your manager had already ticked are no longer ticked.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Request Failed" and "Unable to combine report due to service issues. Try to refresh your browser and try again." | VirgilTrack couldn't prepare the report just then. Your entries are safe. | Refresh the page in your browser and select **Review & submit** again. |
| "Section name is required" | You selected **Create Section** without a name. | Type a name, then select **Create Section**. |
| "A section with the same name already exists" | The report already has a section with that name, for example **Monday**. A day's section is hidden while it has no points, but it is still there. | Choose another name, or add your point to that day's entry instead. |
| "An error occurred while submitting the report: …" | The report couldn't be sent. | Try **Submit Report** again. If it keeps happening, tell your administrator what the message says. |
### Related
- [Your weekly report](/work-reports/weekly-report/)
- [Who your report goes to](/work-reports/reporting-hierarchy/)
- [Reminders](/calendar/reminders/)
## Review your team's reports
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/review-team-reports/
Roles: Manager
VirgilTrack screens: /manager-work-report
See who in your team has submitted this week, remind anyone you're waiting for, read each report and tick the points for your own report.
Each week, the people who report to you send you their weekly reports. On your **Work Reports** page you see who has submitted, remind anyone you are still waiting for, read each report, and tick the points that belong in your own report.
### Before you start
- You see the reports of the people who report to you in your organisation's reporting hierarchy. See [Who your report goes to](/work-reports/reporting-hierarchy/).
- The page always shows the current week, from Monday to Sunday.
### The page at a glance
Open **Work Reports** in the menu on the left.
_[Screenshot: The manager's work reports page: Team weekly report with the week number, today's date and how many team reports are in, the Download PDF and Open editor buttons, the Your team this week card with each person's status (and a Remind button beside anyone who hasn't submitted), and the Team submissions card below]_
| Part | What it shows |
| --- | --- |
| **Team weekly report** and the week | The week you are reporting on, for example "Week 43, 2026", with today's date below. |
| **Reporting to** | The person who receives your own report. |
| **… of … team reports in** | How many of your team have submitted, for example "3 of 4 team reports in". |
| **Download PDF** | Your own report, or your team's reports together, as a PDF. See [Submit your team report](/work-reports/submit-your-team-report/#download-a-pdf). |
| **Open editor** | Builds your own report from the points you ticked. See [Submit your team report](/work-reports/submit-your-team-report/). |
| **Activity prompts** | Sentences about things you did this month, to tick into your report. See [Activity prompts](#activity-prompts). |
| **Your team this week** | Each person and how far they are. See the next section. |
| **From other departments** | Things other departments wrote that affect yours. See [News from other departments](/work-reports/cross-department-events/). |
| **Team submissions** | Each submitted report, to read and pick from. See [Pick your team's points](#pick-your-teams-points). |
| **Strategy Alignment** | How well your own report lines up with the strategic plan. See [Strategy alignment](#strategy-alignment). |
Once you have submitted your own report, the page shows **Report submitted** instead, with the day and time you sent it.
### Your team this week
**Your team this week** lists everyone who reports to you, with a status:
| Status | What it means |
| --- | --- |
| **Submitted** and a day and time, for example "Submitted Fri 14:20" | Their report is in. You can read it under **Team submissions**. |
| **Writing:** and a count, for example "Writing: 3 of 5 days so far" | They have written entries for some of this week's working days, Monday to Friday up to today. Their report isn't in yet. |
| **Nothing written yet** | They haven't written anything this week. |
You see how many days someone has written, but not what they wrote: a report only appears under **Team submissions** once it is submitted.
#### Remind someone
1. Find the person under **Your team this week**.
2. Select **Remind** beside their name.
You see "Reminder sent to Petrus.", and the button changes to **Reminded**. The person gets a notification in VirgilTrack: "Daniel Shikongo is waiting for your weekly report." Selecting it opens their work reports.
### Activity prompts
**Activity prompts** are sentences VirgilTrack wrote from things you did in VirgilTrack this month, such as adding a risk or implementing a control. If you have connected your mailbox, work VirgilTrack found in your email this week is added here when you open the page, and while it is open.
Tick any prompt you want in your report. VirgilTrack uses the ticked prompts when it builds your report, together with the points you ticked from your team. See [Suggestions and activity prompts](/work-reports/suggestions/).
> **Note:**
>
Ticks on **Activity prompts** aren't saved: if you leave or reload the page, tick them again. Tick them just before you select **Open editor**. Prompts on their own don't start a draft: tick at least one point from your team too.
### Pick your team's points
The **Team submissions** card has your team on the left and one person's report on the right.
_[Screenshot: The Team submissions card: the team list on the left showing how many points have been picked from each person, one person's report on the right with their achievements and challenges and their points grouped by day with tick boxes, and the bar at the bottom counting the points selected with the Open editor button]_
1. Select a person on the left.
People who haven't submitted are greyed out and say **Not submitted yet**. You can't open their report.
2. Read **Their achievements** and **Their challenges** at the top.
3. Read their points, which are grouped by day and numbered, for example 1.1, 1.2.
4. Tick each point that belongs in your report. To tick or clear all of one person's points, select **Tick all** or **Clear**.
Your ticks are saved as you go. The bar at the bottom counts them, for example "6 points from 3 people selected".
5. Repeat for each person.
6. When you have ticked everything you need, select **Open editor**.
On the left, each person shows how many of their points you picked, for example "2 of 9 picked". A red dot beside a name means they reported challenges this week: point at it to see how many. Days on which someone wrote nothing are listed at the end, for example "No entries on Sat, Sun."
#### Let Virgil pick
Select **Let Virgil pick** to have Virgil read all your team's submitted reports and tick the points that matter at your level. While it works, the button says **Reading the reports…**.
- Each point Virgil ticked shows a short reason beside it.
- Problems that affect more than one person, or that need you to act, are listed under **Shared blockers this week**, with who raised them.
- Virgil only adds ticks. Anything you ticked yourself stays ticked.
- A message says how many points Virgil picked, for example "Virgil picked 6 point(s). Review and adjust." If Virgil agrees with what you already ticked, it says "Virgil agrees with your current picks."
- To take Virgil's ticks off again, select **Undo Virgil's picks**.
Always read Virgil's picks before you build your report. You know your team's work best.
#### Ask Virgil about the week
Select **Ask Virgil** to open Virgil Copilot with a question about your team's week: the main results, who is blocked and by what, and anything you should act on.
#### Keyboard shortcuts
Select a point, or anywhere in the team list, first. Then use these keys:
| Key | What it does |
| --- | --- |
| J | Move to the next point. |
| K | Move to the previous point. |
| X | Tick or clear the point you are on. |
| A | Tick all of this person's points, or clear them if they are all ticked. |
| ] | Go to the next person who has submitted. |
| [ | Go to the previous person who has submitted. |
### Strategy alignment
The **Strategy Alignment** card, below **Team submissions**, shows how well the points in your own report line up with your organisation's strategic plan. It appears once someone in your team has submitted. It reads your own report, so build your report first. See [Submit your team report](/work-reports/submit-your-team-report/).
Select **Run Analysis** (or **Analyse Now**). The button shows **Analysing…** while it works. When it is done, you see "Analysis Complete" and the score, and the card says when it last ran. To run it again after changing your report, select **Re-Analyse**.
| Part | What it shows |
| --- | --- |
| The score, for example **82% ALIGNED** | The share of your report's points that serve the strategic plan. |
| The level | **Excellent** (90% or more), **High** (75% or more), **Moderate** (40% or more) or **Low**. |
| **Weighted** | The same idea, but a point that matches an assigned task counts more than one that only matches an objective. |
| **Aligned** and **Unaligned** | How many points match something in the plan, and how many don't. |
| **Direct Tasks** | Points that match a task assigned to you. |
| **Tasks Unreported** | Tasks assigned to you and due this week that your report doesn't mention. Shown only when there are some. |
| **Alignment Summary**, **Strategic Gaps** and **Recommendations** | What the analysis found, in a few sentences. |
| **Point-by-Point Breakdown** | Select it to open the list. Each point shows what it matched: an **Objective**, a **KPI**, an **Initiative** or a **WorkItem** (an assigned task), and how sure the match is, as a percentage. A point with no match says "No strategic match". |
For the whole organisation's alignment, the CEO uses the Work Alignment page in Execution. See [Find your way around Execution](/strategy/execution/).
### When Virgil Copilot notices something
Sometimes a card appears in the bottom right-hand corner of the screen: "VirgilCopilot noticed something in your team's work", or, for example, "VirgilCopilot noticed 3 things in your team's work". It lists up to two of them, for example a task that may be struggling, a task with no activity for a while, reports that say little, or a gap in skills.
- Select **Show me** to open Virgil Copilot with the evidence and what it recommends.
- Select **Later** to hide the card until tomorrow.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Reporting hierarchy incomplete" | Your organisation's reporting hierarchy isn't set up for work reports. | Ask your CEO or an administrator to check the hierarchy. See [Who your report goes to](/work-reports/reporting-hierarchy/). |
| "No team reports submitted yet" | Nobody in your team has submitted this week. | Wait, or remind them under **Your team this week**. |
| Someone you expected isn't in your team. | They don't report to you in the reporting hierarchy, or their account is locked. | Ask your CEO or an administrator to check who they report to. |
| **Open editor** at the bottom of **Team submissions** is grey. | You haven't ticked any of your team's points. Ticked **Activity prompts** don't count here. | Tick at least one point, or use **Open editor** at the top of the page. |
| "Virgil couldn't read the reports just now. Your picks are unchanged; try again in a moment." | Virgil wasn't available. | Wait a moment and select **Let Virgil pick** again, or tick the points yourself. |
| The team cards have gone, and the page says **Report submitted**. | You have submitted your own report. | To change it, select **Reopen and edit**. |
| A message that no active strategic plan was found. | **Strategy Alignment** needs an approved strategic plan. | Ask your CEO about the plan. See [Strategy and execution](/strategy/overview/). |
| A message that the week report has no sections. | You haven't built your own report yet. | Select **Open editor** to build it, then run the analysis. |
| "Analysis Failed" and "Strategy alignment could not be completed. Check that an approved strategic plan exists." | The analysis couldn't finish, or your report has no points. | Check that your own report has points and that your organisation's strategic plan is approved, then try again. |
### Related
- [Submit your team report](/work-reports/submit-your-team-report/)
- [Suggestions and activity prompts](/work-reports/suggestions/)
- [Reminders](/calendar/reminders/)
## Submit your team report
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/submit-your-team-report/
Roles: Manager
VirgilTrack screens: /manager-work-report
Build your own weekly report from the points you ticked, edit it in the Report Editor, submit it, and download it or your team's reports as a PDF.
Your own weekly report tells the person you report to what your team achieved. VirgilTrack builds it from the points you ticked in your team's reports. You edit it in the **Report Editor** and submit it.
### Before you start
Tick the points you want from your team's reports, and any **Activity prompts**. See [Review your team's reports](/work-reports/review-team-reports/).
You can also open the editor with nothing ticked and write your report yourself.
### Build and submit your report
1. Open **Work Reports**.
2. Select **Open editor**, at the top of the page or at the bottom of **Team submissions**.
If you ticked points from your team and have no draft yet, VirgilTrack writes one from them. A **please wait...** message shows while it works.
3. The **Report Editor** opens, headed **Compose your weekly report**. Read each section.
A draft that VirgilTrack wrote has a section for each day of the week. A day with no points says "No activities reported."
4. Change anything that isn't right. See [Change the draft](#change-the-draft).
5. Check the **Summary** at the bottom: **Key Achievements** and **Challenges or Issues**.
6. Select **Submit Report**.
_[Screenshot: The top of the Report Editor window headed Compose your weekly report: the Add Section and Guidelines buttons, and a section for each day with its points and the add and delete buttons beside each day's name. The Summary and the Submit Report button follow further down]_
Select **Guidelines** in the editor to see what a good report entry includes. See [What to write](/work-reports/weekly-report/#what-to-write).
### Change the draft
- **Change a point:** select its text and type. Your change is saved as you type.
- **Add a point to a section:** select the plus button beside the section's name (**Add report point**), then type in the new, empty point. You see "New report point was added".
- **Remove a section:** select the bin button beside its name (**Delete section**), then **Yes, delete**.
You can't remove a single point. Change its words, or delete the whole section. You can't change the summary in the editor.
To add a section of your own:
1. Select **Add Section**.
2. Type the section's name in **Enter Section Name**.
3. Select **Create Section**.
The window closes, and the new section appears with one empty point. Type in it.
### How your draft is built
VirgilTrack writes your draft the first time you open the editor with points from your team ticked. It sorts the ticked points and any ticked activity prompts into the days of the week, and writes the summary from them. Once the draft is written, your ticks are cleared.
Ticked activity prompts on their own don't start a draft. Tick at least one point from your team's reports.
If you tick or clear points after your draft is written and then open the editor, VirgilTrack asks "Your picks changed":
- **Rebuild draft** throws away the draft and writes a new one from your current ticks. If nothing is ticked, the editor opens empty.
- **Keep my draft** opens the draft you have.
When the editor opens on a draft while points are ticked, it says how many, for example "4 report points are selected". Select **Re-generate report** to write the draft again from them. Or close the message (✕) to keep your draft as it is.
> **Caution:**
>
**Rebuild draft** and **Re-generate report** replace the whole draft. Any changes you made in the editor are lost.
### What happens next
- You see "Report successfully submitted to your manager."
- The page says **Report submitted**, with when you sent it, for example "Sent Friday, 23 October • 2:15 PM".
- If you report to the CEO, your report appears on the CEO's monthly view. If you report to another manager, it appears under their **Team submissions**. See [Who your report goes to](/work-reports/reporting-hierarchy/).
- VirgilTrack checks your points for anything other departments need to know. See [News from other departments](/work-reports/cross-department-events/).
### Change a report you already submitted
1. Open **Work Reports**.
2. Select **Reopen and edit**.
You see "Your report is open for editing again." The team cards and **Open editor** come back.
3. Make your changes in the editor, then select **Submit Report** again.
The page shows the current week only, so you can reopen this week's report, but not an earlier week's.
### Download a PDF
1. Select **Download PDF** at the top of the page.
2. Choose what to download:
- **My report**: your own report, with its sections, its summary and any news from other departments.
- **Consolidated team report**: the reports of everyone in your team who has submitted, one after another, with any news from other departments. It only appears once someone has submitted.
The button says **Preparing…** while the PDF is made. The PDF carries your organisation's name and logo. It is named, for example, "Weekly Report - Daniel Shikongo - Week 43, 2026.pdf" or "Team Report - Daniel Shikongo - Week 43, 2026.pdf".
You can download **My report** before you submit. It then says "Draft — not yet submitted".
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Request Failed" and "Unable to combine report due to service issues. Try refreshing your browser and try again." | VirgilTrack couldn't write the draft just then. Your ticks are kept. | Refresh the page in your browser and select **Open editor** again. |
| The editor opens empty. | No points from your team were ticked when you opened it, and you had no draft. | Close the editor, tick points, and open it again. Or add sections and write the report yourself. |
| "Section name is required" | You selected **Create Section** without a name. | Type a name, then select **Create Section**. |
| "A section with the same name already exists" | The report already has a section with that name. | Add your points to that section, or choose another name. |
| "An unexpected error occured. Please refresh your browser and try again" | A point or section couldn't be added or removed. | Refresh the page, open the editor and try again. |
| "Download failed" and "We couldn't generate the PDF. Please try again." | The PDF couldn't be made. | Try again in a moment. |
### Related
- [Review your team's reports](/work-reports/review-team-reports/)
- [The CEO's monthly view](/work-reports/monthly-report/)
- [Reminders](/calendar/reminders/)
## The CEO's monthly view
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/monthly-report/
Roles: CEO
VirgilTrack screens: /ceo-work-reports
Follow a month of weekly reports from the people who report to you, see who is behind and what needs attention, and pick points for your monthly report.
As CEO, your **Work Reports** page brings together a month of weekly reports from the people who report to you, usually your managers. It shows who has reported, what needs your attention, and every point they reported, so you can choose what goes into your monthly report to Council.
### Before you start
The people who report to you are set in your organisation's reporting hierarchy. Until someone reports to you, the page says "No one reports to you yet". See [Who your report goes to](/work-reports/reporting-hierarchy/).
### The page at a glance
Open **Work Reports** in the menu on the left.
_[Screenshot: The CEO's work reports page for the month: Executive briefing and the month's name followed by in review at the top, with the month buttons and the button for that month's report, six figures for the month, the Your managers this month list with a badge for each week, and the Needs your attention list]_
The top of the page names the month, for example **October in review**, and says how many weekly reports are in, for example "5 of 8 weekly reports in · 3 outstanding".
The report button is named after the month, for example **October's report**. It opens the report window, and shows how many points you have picked. See [Write the monthly report](/work-reports/write-the-monthly-report/).
### Choose the month
- Select the arrow buttons (**Previous month** and **Next month**) to move to the nearest month that has reports.
- Or select the month button, for example **October 2026**, to see the months of the financial year, for example "Financial year 2026/27", and choose one. Use the arrows beside the year to change year.
The current month is outlined. Months still to come, and months without reports, can't be opened.
### The month in figures
| Figure | What it counts |
| --- | --- |
| **Reports in** | Weekly reports submitted out of those expected this month, for example 5/8, and from how many of the people who report to you, for example "from 4 managers". |
| **Activity points** | The points in the month's submitted reports, and the change since last month, for example "▲ 12% vs last month". |
| **Managers reporting** | How many people have a report this month, over how many weeks. |
| **Most active** | The person with the most points this month, and how many. |
| **Still pending** | Reports not yet submitted for the latest week of the month. |
| **Blockers raised** | Challenges people raised in their weekly summaries this month. |
### Your managers this month
This list shows each person who reports to you, with one badge for each week of the month.
| Badge | What it means |
| --- | --- |
| A week with a tick, for example **W42 ✓** | Submitted. |
| A week with a cross, for example **W41 ✕** | Missed: the week is over and the report wasn't submitted. |
| A week with dots, for example **W43 …** | This week, not in yet. |
| A week with a dash, for example **W40 –** | No report expected. |
Point at a badge to see more, for example "Week 42: submitted Fri 23 Oct". Under each name, a line sums up the person: **Up to date**, **This week not in yet**, or the weeks they missed, for example **Missed week 41**.
#### Remind a manager
Select **Remind** beside the person. It appears when this week's report isn't in yet, or a week was missed.
You see "Reminder sent to 1 manager.", and the button changes to **Reminded**. The person gets a notification, "Week 43 report requested". If their settings allow it, they also get an email headed "Your week 43 report is due", with an **Open my report** button. Both open the manager's **Work Reports** page.
### Needs your attention
This list picks out what you can act on today, from the month's reports.
| What you may see | What it means |
| --- | --- |
| For example "2 reports still outstanding for week 43" | Who hasn't submitted for the latest week. Select **Remind them** to remind them all at once. |
| For example "1 manager hasn't reported at all this month" | Nothing has come from them this month, so their teams' work is missing from your picture. |
| For example "Activity dropped sharply for 1 manager" | Someone's points this month are well below last month's. It names them, with the numbers. |
| For example "3 blockers raised in reports" | Challenges raised in the month's reports, with who raised them. |
When there's nothing to act on, the list says "Nothing needs you right now: reports are in, activity is steady and nobody raised a blocker."
### Read and pick points
To read what people reported, and choose what goes into your monthly report:
1. In **Read and pick points**, switch on **Show points**.
The **Your managers' reports** card opens, for example **Your managers' reports · October 2026**.
2. Select a person on the left. Each person shows how many weeks are in and how many points you picked, for example "2 of 3 weeks in · 4 picked".
3. Read their weeks on the right. Each week shows when it was submitted, or **Not submitted yet**, with its **Achievements**, **Challenges** and points.
4. Tick the points you want in your report. To tick or clear a whole day, select **Tick all** or **Clear** beside it. To do the same for all of a person's points, use the buttons beside their name.
5. Tick any **Activity prompts** you want in, below the reports. See [Suggestions and activity prompts](/work-reports/suggestions/).
6. Select **Open the report editor**.
The bar at the bottom counts your picks, for example "6 points from 2 people picked". With nothing picked, it says "Nothing picked: the report will include everything". Select **Clear** to take all your ticks off.
Ticks on **Activity prompts** aren't saved: if you reload the page, tick them again. You can also tick prompts in the report window.
_[Screenshot: The Your managers' reports card: the list of people on the left with weeks in and points picked, one person's weeks on the right with achievements, challenges and points with tick boxes, and the bar at the bottom with Open the report editor]_
### Across departments
**Across departments**, at the end of the page, lists everything written in work reports this past month that affects other departments, with which department it came from and which it affects. See [News from other departments](/work-reports/cross-department-events/).
### When Virgil Copilot notices something
A card may appear in the bottom right-hand corner of the screen: "VirgilCopilot noticed something in your team's work". Select **Show me** to open Virgil Copilot with the evidence and what it recommends, or **Later** to hide it until tomorrow. See [When Virgil Copilot notices something](/work-reports/review-team-reports/#when-virgil-copilot-notices-something).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "No one reports to you yet" | Nobody reports to you in the reporting hierarchy. | Set up the hierarchy. See [Who your report goes to](/work-reports/reporting-hierarchy/). || A month in the list is grey. | It is still to come, or has no reports. | Choose another month. |
| "The reminder couldn't be sent just now." | Something went wrong sending it. | Try **Remind** again in a moment. |
### Related
- [Write the monthly report](/work-reports/write-the-monthly-report/)
- [Review your team's reports](/work-reports/review-team-reports/)
- [Who your report goes to](/work-reports/reporting-hierarchy/)
## Write the monthly report
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/write-the-monthly-report/
Roles: CEO
VirgilTrack screens: /ceo-work-reports
Choose what goes into your monthly report to Council, let Virgil write the first draft, edit it with Virgil alongside, and download it as a PDF.
Each month, you report to Council on the organisation's operations and its progress on the strategic plan. VirgilTrack writes the first draft for you, from the month's weekly reports and the plan's own figures. You decide what goes in, edit the draft with Virgil's help, and download it as a PDF.
### Before you start
- Open the month you want on your **Work Reports** page. See [The CEO's monthly view](/work-reports/monthly-report/#choose-the-month).
- If you want only some points in the report, tick them first under **Read and pick points**. See [Read and pick points](/work-reports/monthly-report/#read-and-pick-points).
### Write the first draft
1. Open **Work Reports**.
2. Select the month's report button, for example **October's report**. Or, under **Read and pick points**, select **Open the report editor**.
The report window opens, for example **October 2026 report**. If you already have a draft for the month, it opens in the editor instead: see [Edit the draft](#edit-the-draft), or [Start again](#start-again).
3. Under **What goes into the report?**, choose one:
- **Everything**: all the month's points, with every achievement and challenge. Virgil decides what to emphasise.
- **Your picks**: only the points you ticked on the page. You can choose it once you have ticked some, and it is chosen for you if you have.
- **Let Virgil choose**: Virgil reads everything and keeps what matters to the plan and to Council: results, decisions and risks. You can choose it once some weekly reports are in.
4. If **Activity prompts** are listed, tick any you want in the report.
5. Under **Anything Virgil should know?**, you can say who the report is for, what to lead with, how long it should be, or the tone. This is optional.
Select a suggestion such as **+ Keep it to two pages** to add it to your instructions.
6. Check the list under **Virgil will**, then select **Write the draft**.
_[Screenshot: The report window before the draft is written: What goes into the report? with the Everything, Your picks and Let Virgil choose cards, the Anything Virgil should know? box with suggestion buttons, and the Virgil will list with the Write the draft button]_
While Virgil works, the window shows **Virgil is writing your report** and each step as it is done, for example "Reading 12 weekly reports", "Writing the draft" and "Laying it out". It usually takes under a minute.
If no weekly reports are in yet, Virgil can still write the report from the plan's own figures: KPIs, initiatives, budget and risks.
Virgil follows your instructions, and is told to use only the month's reports and VirgilTrack's own figures, never to invent facts. Always read the draft before you share it.
### What's in the draft
The draft reads like a report from a Chief Executive Officer to Council. It attributes work to departments, not to individual staff. A quiet month gives a short report.
| Part | What it holds |
| --- | --- |
| The cover | Your organisation's name and logo, "Report of the Chief Executive Officer to Council", the month, who it is submitted by, the period under review, the strategic plan and a reference. |
| **Contents** | The report's headings. It updates itself when you change the headings. |
| **The month at a glance** | The month's key figures, such as KPIs on target and risks rated high, and **Matters for Council's attention**. |
| The body | **Purpose**, **Executive summary**, sections named after the month's work, **Way forward** and **Recommendations**. **Progress on the Strategic Plan**, **Budget performance** and **Risks and challenges** appear when VirgilTrack has those figures. **Recommendations** always starts with Council taking note of the report. |
| **Annex: Sources** | The departmental reports the report's statements rest on. Small numbers in the text point to them. |
Tables and charts, such as the KPI scorecard, the budget table and the risk heat map, are drawn by VirgilTrack from its own figures.
### Edit the draft
The draft opens in an editor, with Virgil alongside on the right. Your changes are saved as you go: the top of the window shows the number of words and when it was last saved, for example "860 words · saved 14:05".
_[Screenshot: The report editor: the formatting toolbar above the report, the report itself on the left, and the Virgil panel on the right with ready-made requests and a box to ask Virgil]_
- **Type** straight into the body of the report, as in a word processor.
- **The toolbar** has **Undo**, **Redo**, **Text**, **Heading**, **Subheading**, bold, italic, underline, highlight, **Link**, bulleted and numbered lists, quote, **Table**, **Divider** and **Clear** (clear formatting).
- **Keyboard shortcuts**: Ctrl + Z to undo, Ctrl + Y to redo, Ctrl + B for bold, Ctrl + I for italic and Ctrl + U for underline.
The cover, **Contents**, **The month at a glance** and **Annex: Sources** are set apart from the body. You edit the body.
#### Work with Virgil
Virgil only uses the month's reports. You can ask it to change the whole report, or just some text you select.
| To | Do this |
| --- | --- |
| Change the whole report | Select a request such as **Tighten the whole report**, **Add an executive summary at the top**, **Make it more formal for council**, **What's missing from the reports?** or **Write a closing paragraph**. Or type your own request in the box and press Enter. |
| Change some text | Select the text in the report. It appears under **Your selection**. Choose **Rewrite more clearly**, **Shorten**, **Expand with detail from the reports**, **Make more formal** or **Turn into a bulleted list**, or type what to do. |
| Ask a question | Type it in the box, for example "Which departments reported delays?". Virgil answers without changing the report. |
| Undo Virgil's last change | Select **Undo this change** under Virgil's reply. |
Press Shift + Enter for a new line in the box. On a narrow screen, the Virgil panel is hidden.
> **Note:**
>
Virgil keeps the tables and charts where they are. If a change would move or lose one, Virgil leaves the report as it was and says so. Try asking about one section at a time.
#### Bring the figures up to date
Select **Refresh figures** to redraw the cover, **The month at a glance**, the tables and the charts from VirgilTrack's latest figures. Your words stay as they are. Virgil confirms "The figures, tables and charts are up to date with VirgilTrack. Your wording is unchanged."
### Download the PDF
Select **Download PDF**. The button says **Preparing…** while VirgilTrack makes the PDF, which is named after the month, for example "October 2026 report.pdf".
To close the window, select the close button (✕) at the top right. Your draft is kept. Next time you open the month's report, the draft opens straight away in the editor.
### Start again
Select **New draft** at the top of the window. You go back to **What goes into the report?**, with a warning: "You have a draft already. Writing a new one replaces it, including your edits." Select **Back to my draft** if you change your mind.
> **Caution:**
>
Writing a new draft replaces your current draft and all your edits. Download a PDF of the current draft first if you might need it.
### What happens next
- Your draft is saved with the month. When you open the month's report again, the draft opens in the editor.
- Once Virgil has written a draft, the points and activity prompts you ticked for it are cleared.
- Share the PDF with Council in the usual way. VirgilTrack doesn't send it for you.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "There is nothing to report on for this month yet: no weekly reports have been submitted, and there is no approved strategic plan to report against." | Virgil has nothing to write from. | Wait for weekly reports to come in, or approve your strategic plan. See [Strategy and execution](/strategy/overview/). |
| "Virgil couldn't write the draft just now. Your choices are kept; please try again in a moment." | Virgil wasn't available. | Wait a moment, then select **Write the draft** again. |
| **Your picks** can't be chosen. | You haven't ticked any points on the page. | Close the window, tick points under **Read and pick points**, then open it again. |
| "The editor couldn't load. It needs an internet connection the first time, for its components. Check the connection and reopen the report." | The editor's parts couldn't be downloaded. | Check your internet connection, close the window and open the report again. |
| "Your latest change couldn't be saved. Keep this window open and try again." | A change wasn't saved. | Keep the window open and make the change again. |
| "I couldn't do that just now. Please try again in a moment." | Virgil couldn't finish your request. | Try again, or make the change yourself. |
| "The PDF couldn't be made just now. Please try again." | The PDF couldn't be made. | Try **Download PDF** again in a moment. |
| "The figures couldn't be refreshed just now. Please try again." | **Refresh figures** couldn't finish. Your report is unchanged. | Try **Refresh figures** again in a moment. |
| "I couldn't keep every table and chart in place with that change, so I left the report as it was. Try asking about one section." | Virgil's change would have moved or lost a table or chart. | Ask about one section at a time, or select the text you want changed. |
### Related
- [The CEO's monthly view](/work-reports/monthly-report/)
- [Suggestions and activity prompts](/work-reports/suggestions/)
## Suggestions and activity prompts
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/suggestions/
Roles: Employee, Manager, CEO
VirgilTrack screens: /employee-work-report, /manager-work-report, /ceo-work-reports
The ready-made sentences VirgilTrack writes from what you do in VirgilTrack, where they appear, how to add them to your report, and who sees them.
Much of your work already happens in VirgilTrack: you add risks, implement controls, plan events. VirgilTrack turns these actions into ready-made sentences for your work report, so you don't have to remember and retype them.
### Where the sentences come from
VirgilTrack writes a sentence when you:
- add a new risk, including one added from the risk repository;
- assess a risk;
- mark a risk as mitigated;
- mark a risk control as implemented;
- comment on a risk control;
- add an event or task to the calendar.
Each sentence is written in your voice, as you would put it in a formal report. It can take a little while to appear after you act. For managers and the CEO, work VirgilTrack found in your email also becomes a prompt when you open your **Work Reports** page, if you have connected your mailbox.
### Who sees them
Only you. A sentence is only offered to the person who did the work. Nobody else sees it unless you put it in your report.
Sentences are offered in the month they were written. At the start of a new month, the list starts again.
### Staff: Suggested by your manager
On your weekly report, the sentences appear in the **Suggested by your manager** card, below the day's box. Despite its name, the card holds the sentences VirgilTrack wrote about your own work this month.
1. Open **Work Reports**.
2. Select the day the work belongs to.
3. In **Suggested by your manager**, find the sentence and select **Add to** and the day, for example **Add to Thursday**.
4. Select **Yes, I confirm**.
The sentence is added to the end of that day's entry, and leaves the list. You can change its words like anything else you wrote.
To hide a sentence you don't want, select **Dismiss**, then **Yes, forget**. It doesn't come back.
The card only shows while your report is a draft.
### Managers and the CEO: Activity prompts
On a manager's or the CEO's work reports page, the sentences appear as **Activity prompts**, with a tick box each.
- **Managers** tick prompts on their page. When VirgilTrack builds your draft, it uses the ticked prompts together with the points you ticked from your team. See [Submit your team report](/work-reports/submit-your-team-report/).
- **The CEO** ticks prompts under **Read and pick points**, or in the report window before writing the draft. See [Write the monthly report](/work-reports/write-the-monthly-report/).
Work found in your email shows the day it happened at the start, for example "Wed 21 Oct: Sent the revised tariff schedule to the Ministry". A manager is offered the email work of the current week. The CEO is offered the current month's.
Prompts can't be dismissed. Leave the ones you don't want unticked.
Ticks on prompts aren't saved: if you leave or reload the page, tick them again. Once VirgilTrack has written a draft from them, the ticks are cleared, but the prompts stay in the list for the rest of the month.
### Related
- [Your weekly report](/work-reports/weekly-report/)
- [Review your team's reports](/work-reports/review-team-reports/)
- [Tasks from your email](/tasks/tasks-from-email/)
## News from other departments
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/cross-department-events/
Roles: Employee, Manager, CEO
VirgilTrack screens: /employee-work-report, /manager-work-report, /ceo-work-reports
When something written in another department's work report affects your department, VirgilTrack tells you, and you can message the author or ask Virgil.
Departments don't work alone. When Lands allocates a plot, Valuations has to record it. When IT takes a system down, everyone who uses it needs to know. VirgilTrack reads what people write in their work reports, and tells the departments that are affected.
### How it works
1. You write and submit your weekly report as usual.
2. VirgilTrack reads the points in your report (the ones it prepares from your entries) about ten minutes after they are written or changed, and again when you submit.
3. If a point describes something other departments need to know, VirgilTrack shares it with them. Ordinary progress on your own work isn't shared.
4. Everyone in each affected department gets a notification in VirgilTrack, for example "From Lands: Systems down Thursday 14:00–16:00", and the item appears on their work reports page.
VirgilTrack decides which departments are affected from their names, the initiatives they run and the work their people do. If you later change the point so that it no longer affects anyone, VirgilTrack withdraws it.
### What you see
On your work reports page, the **From other departments** card lists what other departments wrote in the past three weeks that affects your department. If you manage other departments, it includes theirs too. It only appears when there is something to show, and while your own report for the week is a draft.
Each item shows:
| Part | What it is |
| --- | --- |
| The kind | **Outage**, **Delay**, **Deadline**, **Policy change**, **Dependency**, **Shortage** or **Heads-up**. |
| When | When it happens, if the report said so, for example "Thu 23 Oct, 14:00–16:00". |
| The headline | A short notice, for example "Systems down Thursday 14:00–16:00". |
| **Why it matters to your department** | One sentence on how it affects you. |
| The entry | Who wrote it, their department, and what they wrote. |
The coloured edge of each item shows how urgent it is: red means act now, yellow means plan for it, and blue is for information.
Each item also says how long ago it was shared. The card shows four items at first. Select **Show all** and the number, for example **Show all 7**, to see the rest, and **Show fewer** to go back.
#### What you wrote that reached others
Under **Your entries that reached other departments**, you see what VirgilTrack shared from your own reports, and with which departments, for example "shared with Valuations, Town Planning".
### Talk to the author
1. Select **Message** and the author's first name, for example **Message Petrus**.
2. Type your message, then select **Send** or press Enter.
The message goes to the author in **Private Chat**, starting with the headline, so they know what you mean. You see "Sent." and a link, **Open the conversation**.
To understand what an item means for your work, select **Ask Virgil**. Virgil Copilot opens, with the author's entry, and suggests what to do. It can also help you draft a message to the author.
### The daily email
On weekdays at 16:30, VirgilTrack sends one email with what reached your department in the past 24 hours, rather than an email for each item. Its button, **Read them in VirgilTrack**, opens the list on the staff weekly report page. An item that needs you to act now is marked **Act now**.
If you are a manager or the CEO, the email's links and the notifications open the staff page, which says "You are not authorized to view this page." Open **Work Reports** from the menu instead.
To stop these emails, open **Settings › Notifications** and untick **Email** for **Events from other departments**. The notification in VirgilTrack still comes. See [Choose how reminders reach you](/calendar/reminders/#choose-how-reminders-reach-you).
### The CEO's view
On the CEO's page, the card is called **Across departments** and lists every item in the organisation from the past month, with which department it came from and which it affects, for example "Lands → Valuations".
### In managers' PDFs
When there are any, a manager's PDF reports include **Events across departments**: what reached their department in the past week, and what they reported that affected others. See [Submit your team report](/work-reports/submit-your-team-report/#download-a-pdf).
> **Tip:**
>
Write your entries so that others can act on them: say what happens, when, and who it affects. "Valuation roll system offline Thursday 14:00–16:00 for the upgrade" is far more useful than "IT work".
### Related
- [Your weekly report](/work-reports/weekly-report/)
- [Review your team's reports](/work-reports/review-team-reports/)
## Who your report goes to
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/reporting-hierarchy/
VirgilTrack screens: /workreport-hierarchy, /settings/hierarchy
How the reporting hierarchy decides where each weekly report goes, what the messages about it mean, and who can change it.
Every weekly report goes to one person: the person its author reports to. Who reports to whom is your organisation's reporting hierarchy. It works like an organisation chart, with the CEO at the top.
### How reports follow the hierarchy
| If you report to | Your weekly report goes to |
| --- | --- |
| A manager | That manager's **Work Reports** page, under **Team submissions**. |
| The CEO | The CEO's **Work Reports** page, in the month's view. |
A manager's own report goes up the same way: to the manager above them, or to the CEO. Your weekly report page shows who receives yours, beside **Reporting to**.
Your place in the hierarchy also decides your role. Someone who has people reporting to them becomes a **Manager**, and sees their team's reports. See [Roles and what each can do](/welcome/roles/).
### Messages about the hierarchy
| Message | Where | What it means |
| --- | --- | --- |
| "Your reporting line isn't set up yet" | A staff member's weekly report page. | Nobody has been set as the person you report to, so your report has nowhere to go. |
| "Reporting hierarchy incomplete" | A manager's work reports page. | The hierarchy isn't set up for work reports yet, so VirgilTrack can't find your report for this week. |
| "No one reports to you yet" | The CEO's work reports page. | Nobody in the hierarchy reports to the CEO. |
In each case, ask your CEO or an administrator to check the hierarchy. If you are the CEO, check it yourself: see [Reporting lines and roles](/settings/roles-and-hierarchy/). The messages on screen mention account settings: the hierarchy is in **Settings**, under **Roles & hierarchy**. See [Settings](/settings/overview/).
### Change who someone reports to
**Who can use this:** CEO, Administrator
The CEO and administrators manage the hierarchy, in **Your picture › Reporting hierarchy** (also **Settings › Roles & hierarchy**). There you drag a person onto their new manager. The change saves straight away, and this week's reports follow the new line at once, including reports already submitted this week.
Moving people can change their roles: someone who gains a person reporting to them becomes a manager, and someone left with nobody reporting to them becomes an employee, unless they manage a department. For the steps, and for exactly how roles change, see [Reporting lines and roles](/settings/roles-and-hierarchy/).
#### If reports look out of step
If submitted reports don't seem to follow the hierarchy you see, the CEO or an administrator can select **Repair Work Reports** at the top of **Roles & hierarchy**. See [Repair Work Reports](/settings/roles-and-hierarchy/#repair-work-reports).
### Related
- [Reporting lines and roles](/settings/roles-and-hierarchy/)
- [Roles and what each can do](/welcome/roles/)
- [Your weekly report](/work-reports/weekly-report/)
- [Review your team's reports](/work-reports/review-team-reports/)
## Your work record
Source: https://manual.virgiltrack.virgilfinance.com/work-reports/work-record/
VirgilTrack screens: /work-record, /work-record/{UserId}, /verify/{code}
The record VirgilTrack keeps of the work you finished, what it contains, who can see it, and how to issue it as a PDF an employer can check online.
Your work record shows what you actually did, as VirgilTrack recorded it while the work happened: the work you were given and how you carried it out, the work you handed to others, and what you wrote in your weekly reports. None of it is written specially for the record: the counts and dates come from what VirgilTrack recorded. You can issue it as a PDF, with a code that a future employer can check online.
> **Caution:**
>
In this version of VirgilTrack, the **Work Record** screen only opens for platform administrators. Other people who select **Work Record** see "You are not authorized to view this page." The rest of this page describes the screen as it works when it opens.
### Open your work record
Select **Work Record** in the menu on the left. You can also open it from **Settings › Your account**, with **Open my work record**.
_[Screenshot: The Work Record screen: the person's name and job title at the top with the period buttons and Issue record, five figures for the period, and the Body of work, Skills profile, Completed tasks, Delegated to others and Issued records tabs]_
### Choose the period
Select a period at the top: **This quarter**, **6 months**, **This year**, **12 months** or **All time**. The record shows the last **12 months** unless you change it.
### The figures
| Figure | What it counts |
| --- | --- |
| **weeks of recorded work** | Weeks in which you recorded work. |
| **work entries** | Your weekly report points and finished tasks that the body of work is built from. |
| **kinds of work** | How many kinds of work the body of work found. |
| **delegated tasks completed** | Work given to you that you finished in the period. |
| **on time** | The share of that work you finished by its due date. Shown once you have finished at least three pieces of work; until then, this figure shows how much work you delegated that others finished. |
The first three figures show a dash (–) until the body of work has been built.
### The tabs
| Tab | What it shows |
| --- | --- |
| **Body of work** | The kinds of work you do, how much, and for how long. See [Body of work](#body-of-work). |
| **Skills profile** | What you know, and where your recorded experience is limited. See [Skills profile](#skills-profile). |
| **Completed tasks** | Each piece of work given to you that you finished: strategy tasks, risk controls and calendar tasks given to you by name. |
| **Delegated to others** | Work you handed to someone else that they finished. |
| **Issued records** | The records issued so far, with their codes. See [Issue your record](#issue-your-record). |
#### Completed tasks and Delegated to others
Each line shows the work's name, a letter for its kind, and **Done** or **Late**. Underneath, you see who delegated it (or, on **Delegated to others**, who did it), when it was due and completed, how many days it took, how often it was rescheduled, and how many comments it has. If someone wrote how the work was done, that note is shown too.
Select the work's name to open it.
A work record only lists finished work. If some of your work is still open, a line under the list says how many pieces aren't shown.
#### Body of work
The first time, select **Build body of work**. Virgil Copilot reads your weekly report points and finished tasks, and groups them into the kinds of work they represent.
Each kind of work shows:
- how it runs: **Ongoing** (in at least half the weeks over a long period), **Recurring** (repeatedly) or **Focused period**;
- how many weeks and entries it covers, how many tasks were completed, and the months it spans;
- a short summary, with the specific things it includes;
- one of your entries, word for word, with its date.
The counts and dates come from the records themselves. Only the grouping and the summaries are written by Virgil.
#### Skills profile
Select **Build skills profile**. Built from your body of work, it shows:
- **What they know**: areas of skill, each rated **Extensive**, **Solid** or **Some**, with the work that shows it;
- **Limited recorded exposure**: areas where your recorded work is thin.
Building either one builds both. It can take a moment.
### Issue your record
Issuing freezes the record as it is now, gives it a code, and downloads the PDF.
1. Choose the period you want the record to cover.
2. Select **Issue record**.
If the body of work and skills profile haven't been built yet, VirgilTrack builds them first. The button says **Preparing…** while it works.
3. Save the PDF that downloads, for example "Work record - Petrus Amutenya - VT-7KQ3-M9XD-2HPA.pdf".
You see "Issued VT-7KQ3-M9XD-2HPA. Share the PDF or the link: an employer can check it online." The record appears on the **Issued records** tab.
The PDF has your name and job title, the code, the period and the issue date, then your skills profile, your body of work, the work you completed and the work you delegated. Its footer has the link to check it online.
#### Share and check a record
On **Issued records**, each record shows its code, the period it covers, and when and by whom it was issued. A withdrawn record is marked **Withdrawn**. Each record has:
- **Copy link**: copies the link to its check page, so you can paste it into an email or application. You see "Check link copied."
- **PDF**: downloads the PDF again, exactly as it was issued.
- **Withdraw**: cancels the record. VirgilTrack asks "Why are you withdrawing this record?"; the reason is shown to anyone who opens its link. If you leave the reason empty, the record isn't withdrawn. Only the person who issued it, or the CEO, can withdraw it.
Anyone with the link can check the record online, without signing in. The link is printed at the foot of every page of the PDF. The check page shows the record as it was issued, with one of these messages:
| Message | What it means |
| --- | --- |
| "✓ Genuine. This record was issued by VirgilTrack from the activity it recorded, and it hasn't been changed since." | The record can be trusted. |
| "This record was withdrawn on …" | The record was withdrawn, with the reason. |
| "Warning: this record has been altered since it was issued. Do not rely on it." | The stored record no longer matches what was issued. |
| "Record not found" and "No work record exists with this code. Check the code on the document." | No record has that code. |
### Who can see your work record
- You.
- The person you report to.
- Managers of your department.
- Your organisation's CEO.
If you can see other people's records, choose the person from the list at the top. You appear first, marked "(you)". Opening a record you aren't allowed to see shows "You can't view this person's record."
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "You are not authorized to view this page." | The **Work Record** screen currently only opens for platform administrators. | Ask your administrator. |
| "The AI isn't configured on this server." | Virgil isn't available in your organisation's VirgilTrack, so the body of work and skills profile can't be built. | Ask your administrator. |
| "The analysis couldn't finish just now. Try again in a moment." | Virgil couldn't finish reading the record. | Try again in a moment. |
| "Nothing here for this period." | No finished work in the period you chose. | Choose a longer period, such as **All time**. |
### Related
- [Submit your weekly report](/work-reports/submit-your-weekly-report/)
- [Tasks](/tasks/overview/)
- [Risk controls](/risks/risk-controls/)
# Chapter 8: Departments
## Departments
Source: https://manual.virgiltrack.virgilfinance.com/departments/overview/
VirgilTrack screens: /departments
What departments are in VirgilTrack, who belongs to and manages them, who can open and change them, and where to find each department's people, work and risks.
A department is one part of your organisation, such as Finance & Accounting or Technical Services. In VirgilTrack, people, risks and strategic initiatives belong to departments, so a department's page shows how that part of the organisation is doing.
### The main ideas
- **A person can belong to only one department.** Your department decides, for example, which colleagues you see in the **Team:** bar under the header. (The CEO sees everyone there.)
- **A department can have more than one manager.** A manager can also manage departments other than the one they belong to.
- **Belonging to a department is not the same as reporting to someone.** Who reviews your weekly work report depends on your reporting line, which is set separately. See [Reporting lines and roles](/settings/roles-and-hierarchy/).
- **Risks and initiatives belong to departments.** Risks are recorded for a department, and initiatives in the strategic plan are given to the department that carries them out. A department's page brings them together.
- **The CEO's own department isn't listed.** At sign-up, the CEO is placed in a department called Executive Suite. It doesn't appear on the **Departments** page.
### Who can do what
| What you want to do | Employee | Manager | CEO | Administrator |
| --- | --- | --- | --- | --- |
| See the list of departments | Yes | Yes | Yes | Yes |
| Open a department's page | Your own department | Your own department, and any you manage | Any department | Any department in their organisation |
| Choose a department's managers, add or move people, rename it | No | No | Yes | Yes |
If you try to open a department that isn't yours, VirgilTrack says "Only the CEO, administrators, and this department's own people can open it."
### Where departments come from
Your organisation's departments are named when it signs up to VirgilTrack, on the **Department Details** step of the sign-up form. Each department appears in VirgilTrack when the first person invited to it sets up their account. See [Sign up your organisation](/getting-started/create-an-organisation/).
VirgilTrack has no button for adding a new department later. The CEO and administrators can rename a department and change its description. See [Manage a department](/departments/manage-a-department/).
### Open the Departments page
Select **Departments** in the menu on the left. Everyone sees this menu item.
### In this chapter
- [The Departments page](/departments/departments-page/): every department on one card, with its manager, progress, risks and money at risk.
- [A department's page](/departments/department-page/): one department in detail: what needs attention, its people, its work this year and its open risks.
- [Manage a department](/departments/manage-a-department/): for the CEO and administrators: choose managers, add and move people, and rename a department.
### Related
- [Roles and what each can do](/welcome/roles/)
- [Reporting lines and roles](/settings/roles-and-hierarchy/), where the CEO sets who reports to whom
- [Managing risks](/risks/overview/)
## The Departments page
Source: https://manual.virgiltrack.virgilfinance.com/departments/departments-page/
VirgilTrack screens: /departments
Read the department cards on the Departments page, with each department's manager, progress, risks, financial exposure and mitigation budget.
The **Departments** page shows every department in your organisation as a card. Use it to see at a glance which departments are on top of their risks, and to open a department's own page.
Open it with **Departments** in the menu on the left.
_[Screenshot: The Departments page: one card per department. Each card shows a status badge such as High Risk or On Track, its Department Manager, Progress, Active Risk, Financial Exposure and Mitigation Budget, so you can compare departments at a glance]_
### What each card shows
| Part of the card | What it means |
| --- | --- |
| **Department** and the name | The department's name. |
| Status badge | How far the department is with this year's risks. See [The status badge](#the-status-badge) below. |
| **Department Manager** | The department's manager. If it has several, the label is **Department Managers** and the card shows one name "and … more". |
| **No manager: assign** | Shown in red instead of a name when the department has no manager. It opens the department's **People** section. |
| **Progress** | The share of the risks recorded for the department this calendar year that are now mitigated. |
| **Active Risk** | The number of risks recorded for the department. It counts all of them, including mitigated risks. |
| **Financial Exposure** | The total possible loss, in Namibian dollars (N$), from the department's risks that are not yet mitigated. |
| **Mitigation Budget** | The total expected cost, in N$, of reducing the department's risks that are not yet mitigated. |
| Pictures | The people who belong to the department. Point at a picture to see the person's name. |
| **View Department** | Opens the department's page. You can also select anywhere on the card. |
A risk is **mitigated** when the work to reduce it is done and someone has marked it as mitigated. See [Managing risks](/risks/overview/).
### The status badge
The badge in the top corner of each card comes from the department's **Progress** figure.
| Progress | Badge |
| --- | --- |
| Under 44% | **High Risk** |
| 44% to under 69% | **Requires Attention** |
| 69% to under 80% | **In Progress** |
| 80% to under 100% | **On Track** |
| 100% | **Healthy** |
Progress only looks at risks recorded this calendar year. A department with no risks recorded yet this year shows 0% and **High Risk**. That doesn't mean something is wrong: it means there is nothing to measure yet.
### Tips
- You see every department's card, but you can only open your own department and the departments you manage. The CEO and administrators can open them all. See [Departments](/departments/overview/#who-can-do-what).
- **Active Risk** counts mitigated risks too. For the number of risks still open, open the department and look at **open risks**.
- The CEO's own department, Executive Suite, has no card. If your organisation has no other departments yet, the page says "No departments to display".
### Related
- [A department's page](/departments/department-page/)
- [Manage a department](/departments/manage-a-department/)
## A department's page
Source: https://manual.virgiltrack.virgilfinance.com/departments/department-page/
VirgilTrack screens: /departments/{DepartmentId:int}, /ceo/departments/details
See one department whole, with what needs attention, its managers and people, its work and budget this year, and its open risks.
A department's page brings together everything about one department: who leads it and who is in it, how its planned work and budget are going this year, and its open risks. Start here when you want to know how a department is doing.
### Who can open it
You can open your own department and any department you manage. The CEO and administrators can open every department. See [Who can do what](/departments/overview/#who-can-do-what).
### Open a department's page
1. Select **Departments** in the menu on the left.
2. On the department's card, select **View Department**.
The page opens at **Overview**.
_[Screenshot: A department's page at Overview: the header with the department's name, managers and people, the numbered sections on the left, five figure tiles, and the Needs attention list with a button beside each item]_
### The header
At the top of the page you see:
- **Departments**: a link back to the list of departments.
- The department's name and description. "No description yet." means nobody has written one.
- **Manager** or **Managers**: pictures and names of the department's managers. If it has none, a red button says **No manager: none assigned** (or **No manager: assign one** for the CEO and administrators). It opens the **People** section.
- **People**: pictures of the department's people and how many there are.
### The sections
The numbered list on the left switches between the sections of the page.
| Section | What it shows |
| --- | --- |
| **1 Overview** | Key figures and a list of what needs attention. |
| **2 People** | The department's managers and everyone who belongs to it. |
| **3 Work this year** | Tasks month by month, initiatives, budget and work alignment. |
| **4 Risks** | The department's open risks, with the largest financial exposure first. |
| **5 Settings** | The department's name and description. Only the CEO and administrators see this section. |
A number next to a section's name counts the serious problems waiting in it, such as a missing manager or initiatives with missed work.
### Overview
Five tiles give the key figures:
| Tile | What it counts |
| --- | --- |
| **people** | Everyone in the department. Underneath: how many managers it has, or **no manager**. |
| **initiatives** | The department's initiatives in your organisation's most recent approved strategic plan. Underneath: how many need attention (behind, missed work or stalled), or **none behind**. |
| **of work due so far done** | Of this plan year's initiative tasks that were due before today, the percentage that are completed. A dash means nothing is due yet. Underneath: how many are overdue, **none overdue** or **nothing due yet**. |
| **spent this year** | Money spent on the department's initiatives in this plan year, and how much was allocated ("of … allocated"). |
| **open risks** | Risks not yet mitigated, and their total financial exposure. |
Under **Needs attention**, VirgilTrack lists what to look at. Serious items come first, in red. Each item has a button that opens the right section.
| What you may see | Button |
| --- | --- |
| "No manager is assigned, so nobody plans this department's work or reviews its reports." | **Assign a manager** (CEO and administrators) or **See people** |
| "Nobody belongs to this department yet." | **Add people** (CEO and administrators) or **See people** |
| "… initiatives have missed work." | **See initiatives** |
| "… initiatives are behind or stalled." | **See initiatives** |
| "… tasks are overdue." | **See the year** |
| "… months ahead have nothing planned." | **See the year** |
| "Spending is … over this year's allocation." | **See the budget** |
| "… open risks have no proposed mitigation." | **See risks** |
When nothing needs attention, you see "Nothing needs attention right now."
### People
**Managers** lists the department's managers. A department can have more than one. **People** lists everyone who belongs to the department, numbered, with a **Manager** badge next to its managers.
If the department has no manager, other people see "No manager is assigned. Ask the CEO or an administrator to assign one."
The CEO and administrators can change the managers and people here. See [Manage a department](/departments/manage-a-department/).
### Work this year
This section uses your organisation's most recent approved strategic plan, and the plan year you are in now. (If today falls outside the plan's years, it shows the plan's last year.)
- **The year, month by month** shows how many of the department's initiative tasks are due in each month of the plan year. A dash means nothing is due that month. Point at a month to see, for example, "March 2026: 4 tasks". **Open annual plans** opens the **Annual plans** page, which compares every department's plan for the year, if you have access to it. See [Find your way around Execution](/strategy/execution/).
- **Initiatives** lists the department's initiatives, most urgent first. Each shows its objective, its status (**On track**, **Behind**, **Missed work**, **Stalled**, **No work planned** or **Done**), how many of its tasks are done, and what was spent against what was allocated.
- **Budget this year** shows the total spent against the total allocated, with a bar.
- **Work alignment, last eight weeks** shows, as a percentage, the average alignment score of the weekly work reports written by the department's people in the last eight weeks. It says "no weekly reports analysed yet" until there are some.
If your organisation has no approved strategic plan yet, you see "There's no approved strategic plan yet, so this department has no work planned against one." See [Strategy and execution](/strategy/overview/).
_[Screenshot: The Work this year section of a department's page: a row of months with the number of tasks due in each, so empty months stand out, then the initiatives with their status, and the Budget this year and Work alignment tiles]_
### Risks
Four tiles count the department's **open** risks, its **mitigated** risks, and the **financial exposure** and **mitigation budget** of the open risks.
**Open risks, largest exposure first** lists each open risk by its summary and code, with its financial exposure in Namibian dollars (N$). To work on a risk, select **Open the risk register**. See [The risk register](/risks/risk-register/).
If there are none, you see "This department has no open risks."
### Settings
Only the CEO and administrators see this section. It holds the department's **Name** and **Description**. See [Rename a department](/departments/manage-a-department/#rename-a-department-or-change-its-description).
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "Only the CEO, administrators, and this department's own people can open it." | You don't belong to this department or manage it. Ask its manager or the CEO for the information you need. |
| "This department doesn't exist, or isn't one you can open." | The link you followed is wrong, or points to a department outside your organisation. Select **Back to departments** and open the department from its card. |
| "No initiatives in … belong to this department." | None of the initiatives in the approved strategic plan is given to this department, so **Work this year** has nothing to show. See [The Initiatives page](/strategy/initiatives/). |
### Related
- [The Departments page](/departments/departments-page/)
- [Manage a department](/departments/manage-a-department/)
- [The Initiatives page](/strategy/initiatives/)
- [Work reports and records](/work-reports/overview/)
## Manage a department
Source: https://manual.virgiltrack.virgilfinance.com/departments/manage-a-department/
Roles: CEO, Administrator
VirgilTrack screens: /departments/{DepartmentId:int}
Choose a department's managers, add people to it, move people to another department, and change its name or description.
As CEO or administrator, you keep each department's leadership and membership up to date from the department's own page. Do this when someone becomes a manager, joins a department or moves to another one.
### Before you start
- You need to be the CEO or an administrator. Other people see the **People** section but can't change it.
- The people must already have VirgilTrack accounts. To add someone new, invite them first. See [Invite team members](/settings/invite-team-members/).
- Open the department: **Departments › View Department**.
### Choose the department's managers
A department can have one manager or several.
1. On the department's page, select **2 People**.
2. Under **Managers**, select the box of managers. When the department has none, it says "Choose this department's managers".
3. Type part of a person's name and select them. Repeat for each manager.
You can choose anyone in your organisation except the CEO, including people from other departments.
To remove a manager, remove their name from the box.
4. Select **Save managers**.
The button only works when you have changed something.
_[Screenshot: The People section of a department's page as the CEO sees it: the Managers box with Save managers, and the list of people, each with Make manager, a Move to… list and a Move button, and Add people to this department underneath]_
To make someone who is already in the department a manager, you can also select **Make manager** next to their name in the **People** list. It saves straight away.
#### What happens next
- VirgilTrack shows "Managers saved: …", or "This department now has no manager." if you removed everyone.
- Each new manager gets the Manager role, if they didn't have it already.
- A new manager who didn't belong to any department now belongs to this one. Managers who belong to another department stay there: they manage this department from their own.
- In **Settings › Roles & hierarchy**, each manager now shows as a **Department Manager**, with this department under **Managed Departments**.
- Removing someone as a manager doesn't change their role straight away. If nobody reports to them and they manage no other department, VirgilTrack makes them an Employee the next time **Roles & hierarchy** is opened. See [Reporting lines and roles](/settings/roles-and-hierarchy/#how-virgiltrack-keeps-roles-in-step).
> **Note:**
>
Choosing managers here doesn't change who reports to whom. Weekly work reports follow the reporting lines in **Settings › Roles & hierarchy**. After you choose a new manager, drag the department's people onto them there. See [Reporting lines and roles](/settings/roles-and-hierarchy/).
### Add people to the department
1. On the department's page, select **2 People**.
2. Under **Add people to this department**, select the box that says "Choose people from other departments".
3. Type part of a person's name and select them. You can choose several people.
4. Select **Add to department**.
VirgilTrack shows, for example, "2 people added to Technical Services." The people now belong to this department and leave their old one. The CEO isn't in the list and can't be added to a department here.
### Move someone to another department
1. On the department's page, select **2 People**.
2. In the **People** list, find the person. In the **Move to…** list next to their name, choose the department they are moving to.
3. Select **Move**.
4. In **Move …?**, read the message, for example "… will belong to Technical Services from now on.", and select **Move**. To stop, select **Cancel**.
If the person is one of this department's managers, the message adds: "They stay a manager of this department until you change its managers."
VirgilTrack shows "… now belongs to …". To stop a moved manager managing this department, remove them under **Managers** and select **Save managers**.
### Rename a department or change its description
1. On the department's page, select **5 Settings**.
2. Change **Name**, **Description** or both.
3. Select **Save details**.
VirgilTrack shows "Details saved." The new name appears everywhere the department is shown.
### Tips
- Moving or adding people changes the department they belong to, not who they report to. Check their reporting line in **Settings › Roles & hierarchy**.
- The description appears under the department's name at the top of its page. Use it to say what the department does, in a sentence or two.
- You can also change a person's department, role and managed departments in one place, in **Settings › Roles & hierarchy**.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "A department needs a name." | **Name** is empty. Type a name and select **Save details** again. |
| "That name is reserved." | "Executive Suite" is the name of the CEO's own department. Choose another name. |
| "Another department already has that name." | Two departments can't share a name. Choose a different one. |
| "Nothing was changed. The system said: …" | The change couldn't be saved, and nothing was half-saved. Try again. If it keeps happening, note the message and contact your administrator. |
| You can't find a person in the boxes | They may not have accepted their invitation yet, so they have no account. See [Invite team members](/settings/invite-team-members/). |
| There is no **Settings** section, and no **Save managers**, **Make manager** or **Move** buttons | Only the CEO and administrators can manage departments. |
### Related
- [A department's page](/departments/department-page/)
- [Reporting lines and roles](/settings/roles-and-hierarchy/)
- [Role Management](/settings/role-management/)
# Chapter 9: Calendar and reminders
## Calendar and reminders
Source: https://manual.virgiltrack.virgilfinance.com/calendar/overview/
Roles: Employee, Manager, CEO
VirgilTrack screens: /execution/calendar, /calendar
What the calendar shows, who sees which items, how to switch between the week list and the month, open items, and how reminders reach you.
The calendar brings your dates together in one place: meetings and other events, the due dates of strategy tasks, risk control reviews and scheduled risk reviews. Before each date, VirgilTrack reminds the people involved.
### Open the calendar
Select **Execution › Calendar**. Everyone in an organisation has **Calendar** in their Execution menu. See [Find your way around Execution](/strategy/execution/).
The calendar opens on a list of this week.
_[Screenshot: The calendar in the month view: the Calendars card on the left with the General Meetings, Strategy Tasks and Risk Activities tick boxes and the Create Event button, and the month on the right, with coloured items on their days]_
### What's on the calendar
Each kind of item has its own colour and a small icon before its title.
| Item | Looks like | Shown | Who sees it |
| --- | --- | --- | --- |
| **Events and calendar tasks**: meetings, deadlines, trainings and other events | Blue, with a calendar icon | From their start time to their end time | Employees: the ones they created, or that are assigned to them or their department. Managers: also every event created in their department. The CEO: every event in the organisation. |
| **Strategy tasks** that aren't done | Purple, with a rocket icon | All day, on their due date | Employees: their own tasks. Managers and the CEO: every open strategy task in the organisation. |
| **Risk controls** that aren't implemented | Dark red, with a shield icon | On the control's next review date, from 08:00 to 17:00 | Employees: controls they created or are responsible for. Managers: also the controls of their department's risks. The CEO: every control in the organisation. |
| **Scheduled risk reviews**, including ones already done | Dark red, with a magnifying glass icon, named **Risk Review:** and the risk's code | At the review time, for 30 minutes | Employees: reviews for them, and for risks they are responsible for. Managers: also their department's. The CEO: the whole organisation's. |
Calendar tasks are events that someone must do something about, such as a deadline. VirgilTrack treats every event assigned to a person as a calendar task, until someone marks it as done. See [Events and calendar tasks](/calendar/events/).
### Move around the calendar
The buttons above the calendar change what you see:
| Button | What it does |
| --- | --- |
| The arrow buttons | Go to the previous or next week (in the list) or month (in the month view). |
| **today** | Go back to the current week or month. |
| **list** | Show the week as a list, day by day, with each item's time. This is how the calendar opens. |
| **month** | Show the whole month as a grid. |
The title above the calendar shows which week or month you are looking at. The month view also shows week numbers.
Select a date's number, or a week number, to see just that day or that week. Select **list** or **month** to go back.
In the month view, a day shows up to four items. If there are more, select **+2 more** (or however many there are) to see them all. In the list, "No events to display" means there is nothing for you that week.
### Show or hide kinds of items
**Who can use this:** Manager, CEO
Managers and the CEO have a **Calendars** card beside the calendar. Untick a box to hide those items, and tick it to show them again:
- **General Meetings**: events and calendar tasks.
- **Strategy Tasks**: strategy tasks.
- **Risk Activities**: risk controls and scheduled risk reviews.
All three are ticked when you open the calendar.
### Open an item
Select an item to open its panel on the right of the screen. Select **Close**, **Cancel** or outside the panel to close it. If you saved a change, the calendar updates when the panel closes.
| You select | The panel | See |
| --- | --- | --- |
| An event or calendar task | **Event / Task** | [Events and calendar tasks](/calendar/events/) |
| A strategy task | **Strategy Task** | [Update a strategy task from the calendar](/calendar/strategy-tasks/) |
| A risk control | **Risk Control Details** | [Mark a control as implemented](/risks/implement-a-control/) |
| A scheduled risk review | **Risk Review Details** | [Record a scheduled review in the calendar](/risks/review-a-risk/#record-a-scheduled-review-in-the-calendar) |
### Add events and move items
- To add a meeting, deadline or other event, see [Add an event](/calendar/add-an-event/).
- Managers and the CEO can drag items to another day. See [Move an item to another day](/calendar/move-items/).
### Reminders
VirgilTrack reminds people before their dates: 7, 3 and 1 days before an event, a risk review or a control review, and again on the day. It also sends a morning email about work due the next day, and one about overdue work. See [Reminders](/calendar/reminders/).
> **Tip:**
>
The calendar shows all three kinds of work together: strategy tasks, calendar tasks and risk controls. Look at the month view at the start of each month to see what's coming.
### Pages in this chapter
- [Add an event](/calendar/add-an-event/): put a meeting, deadline or other event in the calendar, and invite people or departments.
- [Events and calendar tasks](/calendar/events/): open an event, mark it as done, discuss it, or archive it.
- [Update a strategy task from the calendar](/calendar/strategy-tasks/): change a task's status, ask for more time, or discuss it.
- [Move an item to another day](/calendar/move-items/): drag events, tasks and controls in the month view.
- [Reminders](/calendar/reminders/): every reminder VirgilTrack sends, when, and how to choose how they reach you.
## Add an event
Source: https://manual.virgiltrack.virgilfinance.com/calendar/add-an-event/
Roles: Employee, Manager, CEO
VirgilTrack screens: /execution/calendar, /calendar
Put a meeting, deadline, training or other event in the calendar, assign it to people or departments, attach files, and see who is told.
Add an event to put a meeting, deadline, training or other date in the calendar. The people and departments you assign are told straight away, and reminded before it starts.
### Before you start
- Decide the day. An event starts and ends on the same day, and it can't be in the past.
- Decide who should take part: one or more people, one or more departments, or both. You must assign at least one.
### Add an event
1. Open **Execution › Calendar**.
2. Open the window for the day of the event:
**Managers and the CEO**
- For an event today, select **Create Event** in the **Calendars** card.
- For another day, select **month**, then select an empty part of the day's box. Selecting the date's number opens that day on its own instead.
**Employees**
Select **month**, then select an empty part of the day's box. Selecting the date's number opens that day on its own instead.
You can select today or a later day. The window opens with the date as its title.
3. Choose an **Event Type**, and fill in **Event Name**.
4. Set the **Start Time** and **End Time**.
5. Choose people in **Assign People**, departments in **Assign Department(s)**, or both.
6. Add files in **Attach Files**, if you have any.
7. Write the **Event Description**: what the event is, and what people should prepare or do.
8. Select **Submit**.
VirgilTrack shows "The Event was Successfully Recorded." Select **OK**. The calendar reloads with your event on it.
_[Screenshot: The window for adding an event: the Event Type and Event Name fields, Start Time and End Time, both empty with a message under each saying it is required, Assign People and Assign Department(s), the Attach Files box for dropping or browsing for files, and the Event Description editor]_
### The fields
| Field | Required | What to enter |
| --- | --- | --- |
| **Event Type** | Yes | The kind of event. See [Event types](#event-types). |
| **Event Name** | Yes | A short name, for example "Budget committee meeting". |
| **Start Time** | Yes | When it starts. The box starts empty, with a message saying it is required: select it and choose a time. |
| **End Time** | Yes | When it ends, after the start time. Like **Start Time**, it starts empty: choose a time. |
| **Assign People** | One of the two | The people who should take part. Type part of a name to find someone. |
| **Assign Department(s)** | One of the two | Departments whose members should all take part. Start typing, then choose the department from the suggestions. |
| **Attach Files** | No | Up to 20 files, such as an agenda or a report, each up to 2 MB. Drop them on the box, or select it to choose them. |
| **Event Description** | Yes | What it is about, what to prepare, and what should come out of it. You can use headings, lists and bold text. |
**Attach Files** is marked as required, but you can add an event without a file.
#### Event types
Each type comes with a short description in the list:
| Event type | Description |
| --- | --- |
| **Task** | "Work-related task" |
| **Meeting** | "Scheduled meeting" |
| **Deadline** | "Project deadline" |
| **Holiday** | "Public or company holiday" |
| **Training** | "Training session or workshop" |
| **Reminder** | "A reminder for an event" |
| **Announcement** | "Company-wide announcement" |
| **Other** | "Miscellaneous event" |
### What happens next
- **Everyone assigned is told.** Each person you assigned, each member of the departments you assigned, and the CEO get a notification in VirgilTrack, **New Calendar Event**. You don't get this notification yourself.
- **People you assigned by name** also get an email, for example "Meeting for you: Budget committee meeting (Tue 3 Nov)", with an **Open in VirgilTrack** button. They get a text message too if their settings allow it.
- **Members of assigned departments** get an email saying it has been assigned to their department. VirgilTrack never texts a whole department.
- **You see how people were told**, for example "Maria Haufiku will get an email and a text." See [See who was told about work you assign](/communication/who-was-told/).
- **You get an email too**, **New Calendar Event**, with a link to the calendar.
- **Reminders follow.** Everyone assigned is reminded 7, 3 and 1 days before, at 09:00, and an hour before it starts. VirgilTrack plans these reminders each night at midnight, so an event you add for later today gets no reminder, and one you add for tomorrow gets only the reminder an hour before. See [Reminders](/calendar/reminders/).
- **Your weekly report.** VirgilTrack may suggest a line about the event for your work report. See [Suggestions and activity prompts](/work-reports/suggestions/).
People assigned by name see the event as a calendar task: until someone marks it as done, it counts as their open work. See [Events and calendar tasks](/calendar/events/).
> **Note:**
>
There's no way to edit an event's name, time or people after you submit it. Check them before you select **Submit**. Managers and the CEO can move an event to another day. See [Move an item to another day](/calendar/move-items/).
### If something goes wrong
| Message | Why | What to do |
| --- | --- | --- |
| "There are required fields you did not provide. Please check and try again!" | A required field is empty. A red message under it says which, for example "Event Name is required". | Fill in the field and select **Submit** again. |
| "An Event must either have atleast 1 person and/or 1 department subscribed to it. You did not subscribe any!" | Nobody is assigned. | Choose at least one person or department. |
| "Events cannot be scheduled in the past. Please select a start date and time that is in the future." | The start time has already passed today. | Choose a later **Start Time**. |
| "The End date/time must be after Start date/time." | **End Time** is the same as or earlier than **Start Time**. | Choose a later **End Time**. |
| "Events cannot be scheduled more than 2 years in advance." | You chose a day more than two years ahead. | Choose an earlier day. |
| "The following file(s) are over the maximum size of 2mb:" and the file names | A file is bigger than 2 MB. Nothing was saved. | Remove the file, or make it smaller, and submit again. |
| An **Error!** message when you submit, after typing a department's name yourself | The name doesn't exactly match a department in VirgilTrack. Nothing was saved. | Remove it from **Assign Department(s)**, and choose the department from the suggestions. |
| You can't select a day in the calendar. | The day is in the past, or the calendar is showing the week list. | Select **month**, then a day from today onwards. |
### Related
- [Calendar and reminders](/calendar/overview/)
- [Events and calendar tasks](/calendar/events/)
- [Reminders](/calendar/reminders/)
## Events and calendar tasks
Source: https://manual.virgiltrack.virgilfinance.com/calendar/events/
Roles: Employee, Manager, CEO
VirgilTrack screens: /execution/calendar, /calendar, /open-task/{Kind}/{Id}
Open an event or calendar task, see who it is for, mark it as done with how you did it, reopen it, discuss it with @mentions, or archive it.
Every event in the calendar, such as a meeting or a deadline, has a panel with its details, the people involved and a discussion. When the work is done, one person marks it as done for everyone, with a few words on how.
VirgilTrack calls an event that people are assigned to a **calendar task**. Until it is marked as done, it counts as open work for each person assigned to it by name: it appears in their **Due tomorrow** and **Overdue work** emails. See [Reminders](/calendar/reminders/).
### Open an event
- In the calendar, select the event. See [Calendar and reminders](/calendar/overview/).
- Or select **Open in VirgilTrack** in an email about it, or select a reminder or a mention about it in your notifications. When you close the panel, VirgilTrack takes you to your home page.
The **Event / Task** panel opens on the right.
### What the panel shows
- **Badges:** the event type, such as **Meeting** or **Deadline**, then **Done** once it has been marked as done, or **Overdue** once its end time has passed without that. **All day** marks an all-day event.
- **The name**, then **Starts** and **Ends** with the date and time, and the place, if there is one.
- **Details:** the event's description, as plain text.
- **Assigned to:** the people and departments it is for, with "(department)" after a department's name. **did it** beside a person means they marked it as done. "Nobody specifically" means nobody is assigned. Under them, **Created by** and the name of the person who added it.
- **Files:** the names of the files attached to it.
- **Discussion**, **Done before** and, at the bottom, **Archive task…** and **Close**.
### Mark an event as done
You can mark an event as done if you created it, it is assigned to you, or it is assigned to your department.
1. Open the event.
2. In **How did you get it done?**, write a few sentences: the steps you took, who you worked with, and anything to watch out for.
You need at least 15 characters. The next person given work like this sees your note.
3. Select **Mark as done**.
VirgilTrack shows "Marked as done." and the panel closes. When you open the event again, it shows "Done by" with your name and the date, and your note.
The first person to mark it as done marks it for everyone. If you were assigned by name, **did it** appears beside your name.
#### Reopen an event
If it was marked as done by mistake, open it and select **Reopen** under the note. Only the person who marked it as done and the person who created it can reopen it.
### Discuss an event
Use **Discussion** to ask a question or share an update with everyone involved.
1. Open the event.
2. Under **Discussion**, type in the box, **Write a comment… use @ to bring someone in**.
3. To bring a colleague in, type **@** and the first letters of their name, then select them in the list.
4. Select **Post**, or press Ctrl + Enter.
People you mention get a notification, "… mentioned you", that opens the event. If they haven't seen it after 10 minutes and aren't using VirgilTrack at that moment, they also get an email, unless they have switched off emails for **Mentions**.
The panel shows the latest four comments. Select **Show … earlier** to see older ones.
### See how similar work was done
Select **Done before** to see finished work in your organisation that is like this event, with who did it and how. Select **Summarise how others did it** for a short summary.
### Archive an event
Archive an event or calendar task that is no longer needed, for example one created by mistake, without marking it as done. You can archive it if you created it, or if you are a manager or the CEO.
1. Open the event.
2. Select **Archive task…** at the bottom of the panel.
3. In **Archive this task?**, say why, for example "Created by mistake".
4. Select **Archive**.
You must give a reason: without one, nothing is archived. An event that is done can't be archived.
Once archived, the event no longer counts as open work, so it leaves the **Due tomorrow** and **Overdue** emails. It disappears from the CEO's calendar, but employees and managers still see it on theirs, and its event reminders are still sent. See [Reminders](/calendar/reminders/#event-reminders).
> **Caution:**
>
You can't undo archiving from the panel. Make sure the event really isn't needed.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| There's no **How did you get it done?** box. | The event isn't assigned to you or your department, and you didn't create it. Or it's already done. | Ask one of the people it is assigned to. |
| **Mark as done** stays grey. | Your note is shorter than 15 characters. Point at the button to see "Describe how it was done first". | Write a little more. |
| There's no **Reopen**. | Only the person who marked it as done and its creator can reopen it. | Ask one of them. |
| "This event no longer exists, or you don't have access to it." | The event was removed, or belongs to another organisation. | Close the panel. |
| "That task no longer exists." after selecting a link | The event was removed. | Nothing to do. |
### Related
- [Add an event](/calendar/add-an-event/)
- [Reminders](/calendar/reminders/)
- [Calendar and reminders](/calendar/overview/)
## Update a strategy task from the calendar
Source: https://manual.virgiltrack.virgilfinance.com/calendar/strategy-tasks/
Roles: Employee, Manager, CEO
VirgilTrack screens: /execution/calendar, /calendar
Open a strategy task in the calendar to change its status, record how it was done, ask for more time with a new date and reason, or discuss it.
Strategy tasks appear in the calendar in purple, on their due date. Select one to update it without leaving the calendar.
Employees see their own open strategy tasks. Managers and the CEO see every open strategy task in the organisation.
### What the panel shows
Select a strategy task in the calendar. The **Strategy Task** panel opens on the right, with:
- **Badges:** the task's status, **Overdue** if it isn't done and its due date has come, and **Rescheduled** with the number of times its date has moved, for example **Rescheduled 2×**.
- **The title**, the **Parent initiative** and **What's needed** (the task's details).
- **Due**: the due date, and "Originally" with the first due date if it has moved.
- **Status**, **Discussion** and **Done before**.
_[Screenshot: The Strategy Task panel on the right of the calendar: the status badge, the task's title, Parent initiative, What's needed, Due, the Status list, the Need more time? button and Discussion]_
### Change a task's status
1. Open **Execution › Calendar** and select the strategy task.
2. In **Status**, choose **Pending**, **In Progress**, **Done**, **Blocked**, **Overdue** or **Rescheduled**. **Pending** is what the task's own page calls **Not started**.
3. If you chose **Done**, write in **How did you get it done?**: the steps you took, who you worked with, and anything to watch out for. Write at least a few sentences (15 characters or more).
4. Select **Save & Close**.
The panel closes and the calendar updates. A task marked **Done** leaves the calendar.
### Ask for more time
1. Open the strategy task in the calendar.
2. Select **Need more time?**.
3. Choose a **New due date**, today or later.
4. In **Reason**, say why you need more time.
5. Select **Save & Close**.
The task moves to its new date in the calendar. Its first due date is kept, the move is counted, and your reason is recorded. The status stays as it was: it doesn't change to **Rescheduled**. If the task is for someone else, they get an email and a notification, **Due date changed**, with your reason.
To keep the current date after all, select **Keep the current date** before you save.
> **Note:**
>
Changes made in this panel don't appear in the task's conversation, and the person who delegated the task isn't told. To keep them informed, update the task on its own page instead. See [Work on a task](/tasks/work-on-a-task/).
### Discuss the task
**Discussion** shows the same messages as the task's own page.
1. Under **Discussion**, type in the box, **Write a comment… use @ to bring someone in**.
2. To bring a colleague in, type **@** and the first letters of their name, then select them.
3. Select **Post**, or press Ctrl + Enter.
Your comment is saved straight away, even if you then select **Cancel**. People you mention get a notification, "… mentioned you", that opens the task. If they haven't seen it after 10 minutes and aren't using VirgilTrack at that moment, they also get an email, unless they have switched off emails for **Mentions**. Nobody else is told about your comment.
> **Caution:**
>
Post your comment before you change **Status**, or after you have saved the change. Posting a comment can also save a status you have chosen but not yet saved, and **Cancel** then doesn't undo it.
### If something goes wrong
| Message | Why | What to do |
| --- | --- | --- |
| "Pick a new due date and give a reason, or choose "Keep the current date"." | You opened **Need more time?** but the date or the reason is missing. | Fill in both, or select **Keep the current date**. |
| "Describe how it was done (a few sentences) before marking it done." | You chose **Done** with no note, or a very short one. | Write how it was done. |
Select **Cancel** to close the panel without saving a change to the status or date.
### Related
- [A task's page](/tasks/task-page/)
- [Calendar and reminders](/calendar/overview/)
- [Move an item to another day](/calendar/move-items/)
## Move an item to another day
Source: https://manual.virgiltrack.virgilfinance.com/calendar/move-items/
Roles: Manager, CEO
VirgilTrack screens: /execution/calendar, /calendar
Drag an event, a strategy task or a risk control to another day in the calendar's month view, and what changes when you do.
Managers and the CEO can move items in the calendar by dragging them to another day. It's the quickest way to reschedule.
### Move an item
1. Open **Execution › Calendar**.
2. Select **month**.
3. Drag the item to its new day, and let go.
VirgilTrack shows "Schedule updated!". If the move couldn't be saved, it shows "Failed to reschedule event." and the item goes back to where it was.
### What changes
| You move | What changes | Who is told |
| --- | --- | --- |
| An event or calendar task | Its date. Its start and end times stay the same. | Nobody. Tell the people involved, for example in the event's **Discussion**. |
| A strategy task | Its due date. The task's first due date is kept, the move is counted, and the reason is recorded as "Moved on the calendar". Its status stays the same. | The person the task is for gets an email and a notification, **Due date changed**, unless that's you. |
| A risk control | Its next review date. | Nobody. The control's review reminders follow the new date. |
Dragging a scheduled risk review doesn't change it, even though you see "Schedule updated!": it is back on its own date the next time the calendar loads. To change a risk's next review, edit the risk. See [Edit a risk](/risks/edit-a-risk/).
> **Tip:**
>
To move a strategy task and explain why, use **Change due date** on the task's page instead. Your reason is shown to the person, and recorded in the task's conversation. See [Follow up work you delegated](/tasks/follow-up-delegated-work/#change-the-due-date).
### Related
- [Calendar and reminders](/calendar/overview/)
- [Update a strategy task from the calendar](/calendar/strategy-tasks/)
- [Reminders](/calendar/reminders/)
## Reminders
Source: https://manual.virgiltrack.virgilfinance.com/calendar/reminders/
VirgilTrack screens: /execution/calendar, /calendar, /settings/notifications
Every reminder VirgilTrack sends, for events, risk reviews, control reviews, work due tomorrow, overdue work and reports, when it comes, and how to choose how it reaches you.
VirgilTrack reminds you before your dates and when work slips, so nothing is forgotten. Most reminders come by email and as a notification in VirgilTrack; some can also come as a text message.
### Reminders at a glance
| Reminder | Who gets it | When |
| --- | --- | --- |
| [**Event coming up**](#event-reminders) | Everyone an event is assigned to, by name or through their department. | 7, 3 and 1 days before the event, at 09:00, and on the day, one hour before it starts. |
| **Risk review due** | The risk's responsible people, or the person who recorded the risk if nobody is responsible. | 7, 3 and 1 days before the review, at 09:00, and on the day, one hour before the review time. See [Risk reviews and reminders](/risks/risk-reviews/). |
| **Control review due** | The control's responsible person. | The same: 7, 3 and 1 days before, and one hour before. See [Risk reviews and reminders](/risks/risk-reviews/#control-reviews). |
| [**Due tomorrow**](#work-due-tomorrow) | Anyone with work due the next day. | Monday to Friday, at 07:30. |
| [**Overdue**](#overdue-work) | Anyone with work past its due date. | Monday to Friday, at 08:00. |
| [**Work you delegated**](#work-you-delegated) | Anyone who delegated tasks that are overdue, or were finished in the past week. | Mondays, at 08:15. |
| **Weekly report** | Staff who haven't submitted their weekly report. | Fridays at 14:00, and Mondays at 08:30 if last week's report is still open. See [Your weekly report](/work-reports/weekly-report/). |
| **Team report** | Managers whose report for last week isn't submitted. | Mondays, at 09:00. See [Review your team's reports](/work-reports/review-team-reports/). |
| **Quarterly review** | The CEO and department managers. | 7 days before each quarter of the [financial year](/settings/organisation/#your-financial-year) ends, and 3 days after. See [Strategy and execution](/strategy/overview/). |
| **Reminder** | Whoever you, or a colleague, asked Virgil Copilot to remind. | When you asked. See [AI assistant](/assistant/overview/). |
The **Due tomorrow** and **Overdue** emails list all your work together, rather than sending one email for each piece of work.
The times in this table follow VirgilTrack's own clock, not the time zone in your settings. Only reminders you ask Virgil Copilot for follow your time zone, and so do quiet hours for texts and calls. See [Set your time zone](/getting-started/your-profile/#set-your-time-zone).
### Event reminders
When an event is coming up, VirgilTrack reminds everyone assigned to it: each person assigned by name, and every member of each department assigned to it. The person who added the event isn't reminded, unless they are assigned to it themselves.
| When | Email subject | Notification |
| --- | --- | --- |
| 7, 3 and 1 days before, at 09:00 | "Coming up" with the day and the event's name, for example "Coming up Tuesday 3 Nov: Budget committee meeting" | **Coming up** |
| On the day, one hour before it starts | "Today at" with the time and the event's name, for example "Today at 10:00: Budget committee meeting" | **Today** |
The email gives the day and time, and the type of event. Its **Open in VirgilTrack** button opens the event's panel. When you close it, VirgilTrack takes you to your home page. See [Events and calendar tasks](/calendar/events/).
On the day, you can also get a text message, for example "Today 10:00: "Budget committee meeting"". Texts are off at first: switch them on for **Due tomorrow** in your notification settings. See [Choose how reminders reach you](#choose-how-reminders-reach-you).
Reminders are sent for every event on those days, even one that has been marked as done or archived.
VirgilTrack plans each day's reminders at midnight. An event added later that day misses that day's reminders: one added for later today gets no reminder, and one added for tomorrow gets only the reminder an hour before.
### Risk and control review reminders
Risk review and control review reminders follow the same pattern as event reminders. Risk review reminders stop once the risk is marked as mitigated. Control review reminders come even when the control is already implemented, so you can check it still works.
For what each email says, and how review dates move on, see [Risk reviews and reminders](/risks/risk-reviews/).
### Work due tomorrow
Each weekday morning, at 07:30, VirgilTrack emails you about your work due the next day:
- strategy tasks given to you,
- risk controls you are responsible for, on their implementation deadline,
- calendar tasks assigned to you by name, on their end date.
Work that is already done, implemented or archived isn't included.
The subject is "Due tomorrow:" and the work's name, or, for example, "3 things are due tomorrow". The email lists each piece of work with what kind it is. Its button is **Open it** for one item, or **See your work** for several.
This reminder comes by email only.
> **Note:**
>
There is no reminder on Saturdays or Sundays. Friday's email covers work due on Saturday, and work due on a Monday gets no **Due tomorrow** email.
### Overdue work
Each weekday morning, at 08:00, while you have work past its due date, VirgilTrack sends you one email that lists all of it: strategy tasks, risk controls and calendar tasks assigned to you by name.
- The subject is "Overdue:" and the work's name, or, for example, "4 items are overdue".
- Each piece of work shows when it was due and how many days late it is, for example **6d late**.
- The button is **Open it** for one item, or **Open the first one** for several.
On a day when something became overdue the day before, you also get a notification in VirgilTrack, and a text message such as "Overdue since yesterday: "Submit the procurement plan"", if your settings allow texts.
The email suggests what to do: "If the date no longer makes sense, reschedule it with a reason on the task: the person who delegated it is told." See [Ask for more time](/tasks/work-on-a-task/#ask-for-more-time).
> **Caution:**
>
A calendar task counts as open work until someone marks it as done, even after the event has taken place. Mark your meetings and other calendar tasks as done when they're over, or they appear in your **Overdue** email. See [Mark an event as done](/calendar/events/#mark-an-event-as-done).
### Work you delegated
Every Monday at 08:15, if you delegated tasks that are now overdue, or that were finished in the past week, you get one email: "Work you delegated: 2 finished last week, 1 overdue". It lists each task, with who has it and whether it is **Overdue** or **Done**. Its button, **See work records**, opens the work record. See [Your work record](/work-reports/work-record/).
### Choose how reminders reach you
Open **Settings › Notifications**. Each reminder belongs to a notification, listed with tick boxes for **Email**, **Text** and **Call**. See [Choose your notifications](/settings/notifications/).
| Reminder | Notification in your settings | Group |
| --- | --- | --- |
| Event coming up, risk review due, control review due, due tomorrow | **Due tomorrow** | **Your work** |
| Overdue | **Overdue work** | **Your work** |
| Work you delegated | **Work you delegated (weekly)** | **Reporting** |
| Weekly report | **Weekly report reminders** | **Reporting** |
| Team report | **Team report reminders (managers)** | **Reporting** |
| Quarterly review | **Quarterly reviews (CEO and heads)** | **Strategy and risk** |
| Reminders from Virgil Copilot | **Reminders** | **Your work** |
Some things to know:
- **The tick boxes only change emails, texts and calls.** Where a reminder also comes as a notification in VirgilTrack, that notification can't be switched off.
- **Emails** for these reminders are on at first. Untick **Email** to stop them.
- **Texts** need the **Text** box ticked for that notification, a verified mobile number, and **Texts and calls** switched on under **How VirgilTrack may contact you**. See [Add or verify your mobile number](/getting-started/your-profile/#add-or-verify-your-mobile-number).
- **No texts at night.** Texts and calls never happen between 20:00 and 07:00 your time; they wait until the morning.
- **Event, risk review and control review reminders** are only sent while **Email** is switched on under **How VirgilTrack may contact you**. If you switch it off, you don't get these reminders at all, not even in VirgilTrack.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| You got no reminder for an event. | You aren't assigned to it, by name or through your department. Or **Email** is switched off under **How VirgilTrack may contact you**. Or the event was added on the day it happens. | Open the event and check **Assigned to**. Check your notification settings. |
| You keep getting an **Overdue** email about a meeting that's over. | The meeting is a calendar task that hasn't been marked as done. | Open it in the calendar and mark it as done. See [Events and calendar tasks](/calendar/events/). |
| You got a reminder for an event that was archived. | Reminders are sent for every event on the calendar, whatever its state. | Ignore it. |
| You don't get texts. | Texts are off for that notification, **Texts and calls** is off, or your mobile number isn't verified. | Check **Settings › Notifications**. |
| A text came in the morning, not when it was sent. | Texts wait until 07:00 your time. | Nothing to do. |
| No reminder came on a Monday for work due that day. | **Due tomorrow** isn't sent on Sundays. | Check the **Tasks** page and the calendar on Monday mornings. |
> **Tip:**
>
To check that emails and texts reach you, use **Email me** or **Text me** under **Check they work** in **Settings › Notifications**.
### Related
- [Calendar and reminders](/calendar/overview/)
- [Risk reviews and reminders](/risks/risk-reviews/)
- [Notifications](/communication/notifications/)
- [Work on a task](/tasks/work-on-a-task/)
# Chapter 10: Communication
## Communication
Source: https://manual.virgiltrack.virgilfinance.com/communication/overview/
VirgilTrack screens: /inbox
How VirgilTrack keeps you in touch with colleagues and tells you what needs you, from private chat and the bell to emails, texts and calls.
VirgilTrack has its own ways to talk to your colleagues, and to tell you when something needs you. This chapter explains each of them, and how to choose which messages reach you outside VirgilTrack.
### Who uses this area
Everyone in an organisation uses it, whatever their role:
- **Everyone** can send private messages to anyone in their own organisation, and gets notifications about the work that concerns them.
- **People who hand out work**, such as managers and the CEO, also see who was told about the work they assigned, and how.
### The main ideas
- **Private chat.** One-to-one messages with a colleague, with files and pictures if you need them. Open **Private Chat** in the menu on the left, or select a colleague's picture in the **Team:** bar under the header.
- **Who's online.** A small dot on each colleague's picture shows whether they are online, away or offline, so you know whether to expect a quick reply.
- **Notifications.** The bell in the header collects notices about things that concern you: work delegated to you, risks and controls, events, mentions, reminders and more.
- **Pop-ups.** While VirgilTrack is open, a new notification or chat message pops up on screen with a sound. You can answer a chat message straight from its pop-up. When you hand out work, a pop-up also tells you who will be told about it, and how.
- **Emails, texts and calls.** For the things that matter, VirgilTrack also emails you. Some messages can come as a text message, and reminders can phone you. You choose which in your notification settings.
### How VirgilTrack reaches you
| Way | What comes this way | Can you switch it off? |
| --- | --- | --- |
| **Notification under the bell** | Notices about work that concerns you. | No. You can remove a notification once you've read it. |
| **Pop-up on screen** | New notifications, new chat messages, and news about who was told about work you assigned, while you have VirgilTrack open. | No. |
| **Email** | The notifications you've ticked. Work delegated to you and system notices always come by email. | Yes, for most kinds, in **Settings › Notifications**. |
| **Text message** | Some urgent kinds, such as work delegated to you or overdue work. Only to a verified mobile number. | Yes, in **Settings › Notifications**. |
| **Phone call** | Reminders, and messages that a colleague asks Virgil Copilot to read to you by phone. | Yes, in **Settings › Notifications**. |
See [Choose your notifications](/settings/notifications/) to set this up.
### Messages that wait for you
If a colleague sends you a private message and you haven't read it 10 minutes later, VirgilTrack emails you about it, unless your status is **Online** at that moment. So you don't miss a message just because you were away from your desk.
> **Tip:**
>
Talk about a task in the task's own conversation, not in private chat. Then everyone who works on the task sees the whole story in one place. See [Messages and mentions](/tasks/task-messages/).
### Pages in this chapter
- [Private chat](/communication/private-chat/): send messages and files to a colleague, see who's online and when your message was read.
- [Notifications](/communication/notifications/): the bell, the pop-ups, and what you are notified about.
- [Emails, texts and calls](/communication/emails-texts-and-calls/): what VirgilTrack sends outside the app, the buttons inside emails, and expired links.
- [See who was told about work you assign](/communication/who-was-told/): the messages that confirm who will hear about work you hand out.
### Related
- [Choose your notifications](/settings/notifications/)
- [Find your way around](/getting-started/find-your-way-around/)
- [Files and documents](/files/overview/)
## Private chat
Source: https://manual.virgiltrack.virgilfinance.com/communication/private-chat/
VirgilTrack screens: /inbox
Send one-to-one messages, files and pictures to colleagues in your organisation, see who's online and when your message was read, and reply from pop-ups.
**Private Chat** is for one-to-one messages with a colleague in your organisation. Use it for a quick question, to share a file, or to follow something up, and see straight away when your message has been read.
Only you and the colleague you are talking to can see your conversation.
### Open Private Chat
You can open a conversation in three ways:
- **From the menu.** Select **Private Chat** in the menu on the left. A small dot on its icon means you have unread messages. Point at the dot to see how many, for example "3 unread".
- **From the team bar.** Under the header, beside **Team:**, select a colleague's picture. A chat panel opens at the side of the screen, so you don't lose your place. See [Chat from the team bar](#chat-from-the-team-bar).
- **From a pop-up or an email.** Select **Open** on a message pop-up, or **Reply** in an email about an unread message. The conversation with that person opens.
_[Screenshot: The Private Chat page: on the left, the Search people box and the list of colleagues, each with a status dot and, for those you have talked to, the time of the last message (and an unread count when there are new messages); on the right, a conversation with message bubbles, the day separators, the read ticks and the message box at the bottom]_
### The Private Chat page at a glance
The page has two parts: your colleagues on the left, and the conversation you've chosen on the right.
#### The list of colleagues
The list shows everyone in your organisation, with the people you talked to most recently at the top. People whose accounts are deactivated are not listed.
Each row shows:
- the person's picture, with a dot that shows whether they are online (see [See who's online](#see-whos-online)),
- their name, and how long ago the last message was sent, for example "2 hours ago",
- the last message. "You: " in front of it means you sent it. A paper clip and a file name, or "📎 3 attachments", means the last message was files. "Message deleted" means the last message was deleted. If you've never written to each other, you see their department, or "Start a conversation".
- a blue number: how many messages from them you haven't read yet.
To find someone, type part of their name in **Search people…** at the top of the list.
#### The conversation
Until you choose someone, the right side says "Pick someone to start chatting." Select a person in the list to open your conversation with them.
At the top you see the person's name and their status, such as **Online** or **Last seen 5 minutes ago**. The buttons beside them are described further down this page.
### Send a message
1. Select the person in the list. Use **Search people…** if the list is long.
2. Type your message in the box at the bottom. It says **Message** and the person's first name, for example "Message Petrus…".
A message can be up to 4,000 characters. To start a new line, press Shift + Enter.
3. Press Enter, or select the **Send (Enter)** button beside the box.
#### What happens next
- Your message appears straight away, for you and for your colleague, in every VirgilTrack window you both have open.
- If your colleague is working elsewhere in VirgilTrack, a pop-up shows them your message, with a sound. They can reply from the pop-up.
- If they haven't read it after 10 minutes, and their status isn't **Online** at that moment, they get an email, "New message from …". See [Emails about unread messages](#emails-about-unread-messages).
### Send files and pictures
1. Open the conversation.
2. Select the paper clip button beside the message box, **Attach files (up to 10, 25 MB each)**.
3. Choose one or more files on your computer or phone. Choose no more than 10 at a time.
Each file appears above the message box with its name and size. To take one off, select **Remove** (×) beside it.
4. Type a message if you want to say something about the files. You can also send files on their own.
5. Press Enter or select **Send (Enter)**.
You can send up to 10 files in one message, and each file can be up to 25 MB. Any kind of file can be sent.
- **Pictures** appear in the message itself. Select a picture to open it full size in a new browser tab.
- **Other files** appear as a link with the file's name and size. Select the link to open or download the file.
Files you send in chat stay in the conversation. They are not added to the File Manager. To keep a document where your whole organisation can find it, upload it to the File Manager. See [Files and documents](/files/overview/).
### Chat from the team bar
The team bar under the header, marked **Team:**, shows the people in your department; the CEO sees everyone in the organisation. Select a colleague's picture to chat without leaving the page you're on.
1. In the team bar, select the colleague's picture. A panel opens at the side of the screen with your messages with that person.
2. Type in **Type a message**.
3. Select **Send**.
4. To close the panel, select the cross at its top.
The panel is a simpler view of the same conversation. It shows no files, ticks or message buttons, and messages appear only when you open it: new replies don't arrive while it's open. Under your colleague's name it always says **Active**, whether or not they are online; look at the dot on their picture in the team bar instead.
Opening the panel marks your colleague's messages to you as read. Your colleague doesn't get a pop-up or an email about a message sent from the panel; they see it when they next open **Private Chat**. When you need a quick answer, or want to send a file, use **Private Chat** in the menu instead.
If you select **Send** with an empty box, you see "Invalid Input" and "Please submit a valid message".
### Read a conversation
- **Days.** Messages are grouped by day, under **Today**, **Yesterday** or the date, such as "Monday, 20 October".
- **Who wrote what.** Your messages are on the right, in blue. Your colleague's messages are on the left, in white.
- **Time and changes.** Each message shows the time it was sent. "edited" in front of the time means the sender changed it.
- **Typing.** Three moving dots below the last message mean your colleague is typing.
- **Older messages.** In a long conversation, select **Show earlier messages** at the top to see more.
#### Know when your message was read
Your own messages show ticks after the time:
| You see | It means |
| --- | --- |
| ✓ (one tick) | Your message was sent. Point at the tick to see "Sent". |
| ✓✓ (two ticks) | Your colleague has read it. Point at the ticks to see when, for example "Read 14:32". |
A message only counts as read when the person has the conversation open, in the VirgilTrack window they are using at that moment. A conversation left open in a window in the background doesn't mark messages as read until they come back to it.
### See who's online
A dot on each person's picture, in the list, in the conversation and in the team bar, shows their status. The status is also written under their name at the top of the conversation, and appears when you point at their picture in the team bar.
| Status | Dot | It means |
| --- | --- | --- |
| **Online** | Green | They have VirgilTrack open and are using it. |
| **Away** | Yellow | VirgilTrack is open, but they haven't used it for 3 minutes, or it's in a tab they aren't looking at. |
| **Last seen …** | Grey | They've closed VirgilTrack. The time says when they were last there, for example "Last seen 2 hours ago". |
| **Offline** | Grey | They aren't in VirgilTrack, and it doesn't know when they were last there. |
Statuses change by themselves, without reloading the page.
### Edit, pin or delete a message
Point at a message to see its buttons, beside the bubble.
| Button | What it does | Which messages |
| --- | --- | --- |
| **Edit** (pencil) | Change the text. | Your own |
| **Pin** / **Unpin** (pin) | Mark a message as important, or take the mark away. | Anyone's |
| **Delete** (bin) | Remove the message for both of you. | Your own |
#### Edit a message
1. Point at your message and select **Edit**.
2. Change the text in the box that opens.
3. Select **Save**. To leave it as it was, select **Cancel**.
The message now shows "edited" before its time, for both of you. If you clear all the text and select **Save**, the message stays as it was.
#### Pin a message
Select **Pin** to mark a message you'll want to find again, such as an agreed date. A pinned message has a pin beside its time and a coloured outline. You and your colleague both see it. Select **Unpin** to take the pin away.
#### Delete a message
Select **Delete** on one of your own messages. It is replaced by "Message deleted", for you and for your colleague, together with any files it had.
> **Caution:**
>
VirgilTrack doesn't ask you to confirm before deleting a message, and a deleted message can't be brought back.
### Mark a conversation as unread
If you've opened a message but want to come back to it later, mark it as unread.
1. Open the conversation.
2. Select **Mark as unread** (the envelope button) at the top of the conversation.
The newest message from your colleague counts as unread again, and its number comes back in the list, the team bar and the menu. The conversation closes, so that the message isn't read again straight away.
You only see **Mark as unread** when the person has sent you at least one message.
### Summarise a conversation with Virgil
In a long conversation, let the assistant pick out what matters.
1. Open the conversation.
2. Select **Summarise this conversation with Virgil** at the top of the conversation.
Virgil Copilot opens and asks for a summary of your recent chat with that person: what was agreed, what's still open, and anything you need to do. See [Ask Virgil Copilot](/assistant/use-copilot/).
### When a message arrives
#### Message pop-ups
When a colleague writes to you while you are working elsewhere in VirgilTrack, a pop-up appears in the bottom-left corner of the screen, with a sound. It shows who wrote and the start of the message.
- To answer, type in **Reply…** and press Enter, or select **Send**. The pop-up closes once your reply has gone.
- To see the whole conversation, select **Open**.
- To close the pop-up, select **Dismiss** (×).
A pop-up disappears by itself after about 12 seconds. You see at most three at a time. You get no pop-up for the conversation you already have open.
#### Unread counts
The dot on **Private Chat** in the menu, the numbers on your colleagues' pictures in the team bar, and the numbers in the list update by themselves as messages arrive and as you read them on the **Private Chat** page.
#### Emails about unread messages
If a message is still unread 10 minutes after it was sent, and your status isn't **Online** at that moment, VirgilTrack emails you: "New message from …", or "… unread messages from …" if there are several. The email has the label **PRIVATE MESSAGE** and shows the message. Select **Reply** in the email to open the conversation.
You get at most one such email an hour for each colleague who writes to you. To stop these emails, untick **Email** for **Private messages** in **Settings › Notifications**, or select **Stop these emails** at the bottom of one. See [Choose your notifications](/settings/notifications/).
### Tips
- **Talk about a task on the task itself.** A task's conversation keeps everything about the work together, for everyone involved. See [Messages and mentions](/tasks/task-messages/).
- **Reply to another department's report.** When a colleague's work report mentions something that affects you, you can message them from the report. The message arrives in **Private Chat**. See [News from other departments](/work-reports/cross-department-events/).
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| A colleague isn't in the list. | The list only shows people in your organisation whose accounts are active. Check the spelling in **Search people…**. If they should be there, ask your CEO or administrator. |
| "… is over 25 MB." | Each file can be up to 25 MB. Make the file smaller, or send it in parts. |
| "Up to 10 files per message." | You can attach 10 files to one message. Send the others in another message. |
| "… couldn't be uploaded.", or another error, when you send a message with files. | A file couldn't be uploaded, so the message wasn't sent. Your files stay above the box, but your text is cleared. Type it again and send. |
| Your message still shows one tick. | Your colleague hasn't read it yet. They may be away, or have the conversation open in a window they aren't looking at. |
| You didn't get a pop-up for a new message. | You had that conversation open, or VirgilTrack wasn't open, or your colleague wrote from the chat panel in the team bar. Check the numbers in **Private Chat**. |
| You keep getting emails about messages you've seen. | The email comes when a message is still unread after 10 minutes. A message only counts as read once you've had the conversation open in front of you. Open the conversation in **Private Chat**, or switch the emails off for **Private messages**. |
### Related
- [Notifications](/communication/notifications/)
- [Messages and mentions](/tasks/task-messages/)
- [Find your way around](/getting-started/find-your-way-around/)
- [Choose your notifications](/settings/notifications/)
## Notifications
Source: https://manual.virgiltrack.virgilfinance.com/communication/notifications/
The bell in the header and its notifications. Open, mark and remove notifications, the pop-ups for new ones, and what you are notified about.
The bell in the header collects notices about things that concern you: work delegated to you, risks and controls, events, mentions, reminders and more. Select a notification to go straight to what it is about.
Your notification settings decide which notices also reach you by email or text. Switching an email off doesn't remove the notice from the bell. A few reminders, such as the morning "Due tomorrow" email, come only by email. See [Choose your notifications](/settings/notifications/).
### Open your notifications
1. In the header, select the bell, **Notifications**.
A red number on the bell shows how many notifications you haven't read. Above 99, it shows "99+".
2. Read the list that opens.
3. Select a notification to open what it is about.
To close the list without opening anything, select the bell again, or select anywhere outside the list.
_[Screenshot: The Notifications list under the bell: how many are unread at the top, the All and Unread tabs and Mark all read, then notifications grouped by day, each with an icon, a title, how long ago it arrived and a short message, and Clear all at the bottom]_
### The notifications list at a glance
| Part | What it shows |
| --- | --- |
| **Notifications** heading | Under it, how many you haven't read, such as "3 unread", or "You're all caught up". |
| **All** and **Unread** | Show every notification, or only the ones you haven't read. |
| **Mark all read** | Marks every notification as read. It only appears when you have unread ones. |
| Groups | Notifications are grouped by when they arrived: **Today**, **Yesterday**, **This week** and **Earlier**. The newest are at the top. |
| A notification | An icon for its kind, a title, how long ago it arrived (for example "5 minutes ago") and a short message. Unread ones have a blue dot and a shaded background. |
| **Clear all** | Removes every notification in the list. If you had more than 50, older ones take their place when you next load a page. |
The icon tells you the kind of notification at a glance: a calendar for new events, a shield for risks and for controls, a speech bubble for mentions, and a bell for most other notifications.
The list holds your 50 most recent notifications.
If you have none, the list says "No notifications yet", or "Nothing unread" on the **Unread** tab, and "Mentions, tasks, risks and messages will show up here."
### Work with your notifications
| To | Do this |
| --- | --- |
| Open what a notification is about | Select it. It is marked as read, the list closes and VirgilTrack opens the page it's about. |
| Mark one notification as read | Point at it and select **Mark as read** (the tick). |
| Mark all of them as read | Select **Mark all read** at the top. |
| Remove one notification | Point at it and select **Remove** (the cross). |
| Remove all of them | Select **Clear all** at the bottom. |
| See only what you haven't read | Select **Unread**. Select **All** to see everything again. |
Removing a notification only removes it from your own list. It doesn't change the task, risk or event it was about, and other people keep their own notifications.
> **Caution:**
>
A notification you remove, including with **Clear all**, can't be brought back. If you might need it again, mark it as read instead.
### When a new notification arrives
You don't need to reload the page. A new notification:
- appears at the top of the list straight away,
- adds one to the red number on the bell,
- plays a short sound, and
- pops up on screen for a moment, with its title and message.
Private chat messages have their own pop-ups, with a box to reply. See [Message pop-ups](/communication/private-chat/#message-pop-ups).
### What you are notified about
Here are some of the notifications you may see, and what they mean.
| Notification | What it means |
| --- | --- |
| "New task delegated to you" | Someone gave you a task. See [Delegate a task](/tasks/delegate-a-task/). |
| "A task was reassigned to you" | A task that was someone else's is now yours. |
| "A task was reassigned" | A task that was yours is now with someone else. |
| "Due date changed" | Someone moved the due date of your task. |
| "New message from …" | Someone wrote in the conversation of a task you work on or delegated. See [Messages and mentions](/tasks/task-messages/). |
| "… mentioned you", "… mentioned you on: …" | Someone mentioned you with **@** in a conversation, such as a task's messages. |
| "… started a task", "… is blocked on: …", "… is unblocked", "… finished: …", "… asks for more time on: …" | News about a task you delegated. See [Follow up work you delegated](/tasks/follow-up-delegated-work/). |
| "Reopened: …", "… verified your work", "… kept the due date" | News about a task delegated to you: it was reopened, your finished work was checked and verified, or your request for more time was turned down. See [Work on a task](/tasks/work-on-a-task/). |
| "Risk control assigned to you" | You are now responsible for putting a risk control in place. See [Risk controls](/risks/risk-controls/). |
| "New risk created" | A risk was added and assigned to you. The CEO gets it too. |
| "Control created" | A colleague in your department added a control to a risk, or made you responsible for one. The CEO gets it too. |
| "Risk Status Changed" | A colleague in your department moved a risk to another status on the Kanban board. The CEO gets it too. See [The Kanban board](/risks/kanban-board/). |
| "New risk identified", "… new risks identified" | VirgilTrack's AI found possible risks while reading your strategy. The CEO and the department managers are told. |
| "Control suggested by VirgilTrack" | VirgilTrack's AI suggests a control for a risk you created. |
| "New Calendar Event" | An event was put in the calendar for you or your department. The CEO gets it too. See [Events and calendar tasks](/calendar/events/). |
| "Today", "Coming up" | A reminder about something in your calendar. See [Reminders](/calendar/reminders/). |
| "Risk review due", "Control review due" | A review you are responsible for is due. See [Reminders](/calendar/reminders/). |
| "Overdue", "… items overdue" | Some of your work became overdue yesterday. The message lists what is overdue. See [Reminders](/calendar/reminders/). |
| "Last week's report is still open" | You haven't submitted last week's report yet. Sent on Monday mornings. See [Your weekly report](/work-reports/weekly-report/). |
| "Complete your team report", "Week … report requested" | For managers: your report for last week isn't submitted yet, or the CEO has asked for it. See [Submit your team report](/work-reports/submit-your-team-report/). |
| "KPI off track", "KPI at risk", "KPI stalled" | A KPI was reviewed with that result. The CEO and the managers of the departments working on its objective are told. |
| "Q1 review" (or Q2, Q3, Q4), "Strategic objectives at risk" | For the CEO and managers: a quarter ends in a week, or its reviews are still outstanding. "Strategic objectives at risk" goes to the CEO on Mondays. |
| "Reminder", "Reminder from …" | A reminder you, or a colleague, set with Virgil Copilot. |
| "Kudos from …" | A colleague recognised your work. See [Kudos](/wellbeing/kudos/). |
| "Couldn't email …", "Couldn't text …" | VirgilTrack couldn't deliver a message about work you assigned. See [See who was told about work you assign](/communication/who-was-told/). |
Who is told about what is explained on each feature's own page.
### Service notices
When the VirgilTrack team plans maintenance or downtime, everyone in the organisations concerned gets a service notice. It comes:
- under the bell, with the notice's title and a message that starts with when it happens,
- by email, with the label **SERVICE NOTICE**, a **When** line and what you should know, and
- as a text message too, when the VirgilTrack team sends it that way for urgent or unplanned downtime. You get the text only if you have a verified mobile number and allow texts. A text sent at night waits until 07:00.
You can't switch service notices off.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| A notification you expected isn't there. | Check the **All** tab: on **Unread** you only see what you haven't read. You may have removed it, or it may be older than your 50 most recent notifications. |
| Selecting a notification doesn't open anything. | Some notifications have no page to open. Selecting one still marks it as read. |
| You got a notification about something you did yourself. | Sometimes, for example when you add a risk or a control, or move a risk on the Kanban board, VirgilTrack also keeps a copy of the notification in your own list. Remove it if you don't need it. |
| A "Risk Status Changed" message shows `` and `` around the status names. | These are formatting codes that show as plain text in the list. The status names between them are the old and the new status. |
| You don't hear a sound. | Check your device's volume. Some browsers only play sounds after you've selected something on the page. |
| You get a notification but no email about it. | Emails depend on your notification settings. See [Choose your notifications](/settings/notifications/). |
### Related
- [Choose your notifications](/settings/notifications/)
- [Reminders](/calendar/reminders/)
- [Emails, texts and calls](/communication/emails-texts-and-calls/)
- [Private chat](/communication/private-chat/)
## Emails, texts and calls
Source: https://manual.virgiltrack.virgilfinance.com/communication/emails-texts-and-calls/
VirgilTrack screens: /act/{token}, /unsubscribe/{token}, /l/{code}
What VirgilTrack's emails, text messages and phone calls look like, the buttons and links inside them, and what to do when a link has expired.
Outside VirgilTrack, you hear from it by email, and sometimes by text message or phone call. This page shows what those messages look like, what their buttons and links do, and what to do when a link no longer works.
To choose what you get, see [Choose your notifications](/settings/notifications/).
### What VirgilTrack sends you
- **Notifications** about your work, such as a task delegated to you, overdue work or a review that is due. You choose which come by email or text.
- **Reminders** that you or a colleague set with Virgil Copilot. These can come by email, text or phone call. See [Reminders](/calendar/reminders/).
- **Messages from colleagues** that they asked Virgil Copilot to send you straight away. See [Messages a colleague sends through Copilot](#messages-a-colleague-sends-through-copilot).
- **Tests** that you ask for, to check that email, texts and calls reach you. See [Check that they work](/settings/notifications/#check-that-they-work).
### The parts of a VirgilTrack email
Every email from VirgilTrack is laid out the same way, so you can see quickly what it is about and what to do.
| Part | What it shows |
| --- | --- |
| Top | The VirgilTrack logo, and your organisation's name and logo. |
| Label | A small label in capitals that says what kind of message it is, such as **DELEGATED TO YOU**, **DUE TOMORROW** or **OVERDUE**. Its colour matches how urgent it is, for example red for overdue work. |
| Heading | What the message is about, often the title of the task, risk or event. |
| Greeting | "Hi" and your first name, then one line that explains why you are getting it. |
| Details | A box of facts, such as **Due**, **Priority**, **Initiative** and **From**, and sometimes the description or comment in full. |
| List | In a summary email, one line for each item, with a link. A badge after an item shows its state, for example "3d late", **Overdue** or **Done**. |
| Main button | What to do next, such as **Start working on it**, **Open the task**, **Review the risk** or **Reply**. |
| Footer | Why you got it, for example "You're receiving this because of your "Overdue work" notifications in VirgilTrack.", then **Notification settings** and, for most kinds, **Stop these emails**. Last come the contact details of Virgil Financial Services. |
### Buttons that act for you
Some email buttons do something in VirgilTrack for you, without opening the app first. For your safety, nothing happens just by opening the link: a page asks you to confirm, and acts only when you select its button. This is because some email security systems open every link in an email automatically.
#### Start a task from the email
When someone delegates a task to you, the email has a **Start working on it** button.
1. In the email, select **Start working on it**.
A page opens, "Start this task?", that explains: "Mark "…" as in progress, so the person who delegated it can see you've started."
2. Select **Yes, I'm on it**.
You see "You're on it" and "… is now in progress." Select **Open the task** to go to the task in VirgilTrack. The person who delegated it can now see that you've started. This only changes a task that hadn't been started yet: if it was already in progress, blocked or finished, it stays as it is, even though the page says it's in progress.
The **Start working on it** button works for 14 days after the email was sent. To start the task after that, open it in VirgilTrack. See [Work on a task](/tasks/work-on-a-task/).
#### Answer the weekly check-in
On Friday afternoons, if you haven't checked in that week, the "How was your week?" email lists five answers, from "A great week" to "A hard week".
1. In the email, select the answer that fits.
A page opens, "How was your week?", that asks you to confirm the answer for this week.
2. Select **Save**.
You see "Thanks for checking in" and the answer you chose. Only you can see it, unless you choose to share it. Select **Add a note or share it** to go further in VirgilTrack. See [The weekly check-in](/wellbeing/weekly-check-in/).
The answers in the email work for 4 days.
### Text messages
A text from VirgilTrack starts with "VirgilTrack:" and ends with a short link. For example:
> VirgilTrack: Daniel Shikongo delegated a task to you: "Prepare the debtors age analysis", due Fri 17 Oct. `https://…/l/Ab3xK9q`
- Select the link to open what the text is about in VirgilTrack.
- A short link works for 60 days.
- Not every kind of notification can come by text. Your notification settings show which can.
- Texts are never sent between 20:00 and 07:00 in your time zone. A text due at night waits until 07:00. See [Quiet hours](/settings/notifications/#quiet-hours).
### Phone calls
VirgilTrack phones you only for reminders, for a message a colleague asks Virgil Copilot to read to you, or when you ask for a test call. Other notifications never call. See [Messages a colleague sends through Copilot](#messages-a-colleague-sends-through-copilot).
When a reminder calls, a voice says "This is VirgilTrack with a reminder." and reads the reminder. It then reads the whole message a second time, starting with "Again:", and says "Goodbye."
Reminder calls follow the same quiet hours as texts: a call due at night waits until 07:00. A colleague's reminder can only phone you if you've allowed it. See [Calls from reminders](/settings/notifications/#calls-from-reminders).
### Messages a colleague sends through Copilot
A colleague can ask Virgil Copilot to send you a message straight away, by email, text or phone call. See [Ask Virgil Copilot](/assistant/use-copilot/). These messages say who they are from:
| Way | What you get |
| --- | --- |
| Email | The subject starts with "Message from" and the colleague's name. The heading says "… sent you a message", with the message underneath and an **Open VirgilTrack** button. |
| Text | "VirgilTrack, from …:" and the message. |
| Call | A voice says "This is VirgilTrack with a message from …" and reads the message. |
Your colleague can't text or call you this way between 20:00 and 07:00 in your time zone; Copilot tells them it's night for you, and the text or call isn't sent. They can only text or phone you if you have a verified mobile number and allow texts and calls. To let them phone you, tick **Call** on **Reminders** in **Settings › Notifications**.
### You won't get the same message twice
VirgilTrack sends each notice once. For example, if a task is saved again without being given to someone new, no second email goes out.
If an email or text can't be delivered at first, VirgilTrack tries again by itself, waiting a little longer each time. It makes up to six tries in all, over about eight and a half hours.
### Stop or change what you get
- To stop one kind of email, select **Stop these emails** at the bottom of the email, then **Stop these emails** on the page that opens. This also stops texts of that kind. See [Stop an email from the email itself](/settings/notifications/#stop-an-email-from-the-email-itself).
- To change anything else, select **Notification settings** at the bottom of any email, or open **Settings › Notifications**.
Emails about work delegated to you, and system notices, can't be switched off.
### When a link or button no longer works
| The page says | Why | What to do |
| --- | --- | --- |
| **Link expired**: "This button has expired. Open VirgilTrack to continue." | The button is older than it is allowed to be: 14 days for **Start working on it**, 4 days for the weekly check-in. | Open VirgilTrack and do it there. |
| **Link expired**: "This link has expired. Open VirgilTrack to find what it pointed to." | The short link in a text is more than 60 days old. | Open VirgilTrack and find the item there. |
| **Link expired**: "This link has expired. You can change notifications in VirgilTrack under Settings." | The **Stop these emails** link is more than a year old. | Change the setting in **Settings › Notifications**. |
| **Not available**: "This item no longer exists or isn't yours." or "This task no longer exists or isn't assigned to you." | The task was removed, or given to someone else. | Check your work on **Tasks**. |
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| You don't get emails from VirgilTrack. | Look in your spam or junk folder. Check that **Email** is switched on in **Settings › Notifications**, then select **Email me** there to send a test. |
| You don't get texts. | Your mobile number must be verified, **Texts and calls** switched on, and **Text** ticked for that kind of notification. See [Add or verify your mobile number](/getting-started/your-profile/#add-or-verify-your-mobile-number). |
| A text arrived hours after something happened. | It was due at night, so it waited until 07:00 your time. Check your time zone. See [Set your time zone](/getting-started/your-profile/#set-your-time-zone). |
| A button in an email opens a page but nothing changes. | Select the button on that page, such as **Yes, I'm on it**. Opening the link on its own never changes anything. |
### Related
- [Choose your notifications](/settings/notifications/)
- [Notifications](/communication/notifications/)
- [Reminders](/calendar/reminders/)
- [See who was told about work you assign](/communication/who-was-told/)
## See who was told about work you assign
Source: https://manual.virgiltrack.virgilfinance.com/communication/who-was-told/
When you delegate or assign work, VirgilTrack tells you who will get an email or a text, who won't and why, and when each one was sent.
When you give someone work, you want to know that they've heard about it. VirgilTrack tells you, in a short message on your screen, who will get an email or a text, who won't and why, and then when each email or text has actually gone out.
### When you see these messages
You see them after you:
- delegate a task, or give it to someone else. See [Delegate a task](/tasks/delegate-a-task/) and [Follow up work you delegated](/tasks/follow-up-delegated-work/).
- change the due date of someone's task,
- reopen a task you delegated,
- make someone responsible for a risk control. See [Risk controls](/risks/risk-controls/).
- assign a calendar event or task to a person or a department. See [Add an event](/calendar/add-an-event/).
It doesn't matter where you do it: on a task, in the planning screens, in the calendar or through Virgil Copilot.
### What the message looks like
The message appears in the top-right corner of the screen.
- Its title is **Notification**, with a tick, when everything is going as expected.
- Its title is **About the notification**, with a warning sign, when something needs your attention: a colleague will only see the work inside VirgilTrack, or an email or text didn't go through.
A message closes by itself after a few seconds; one that needs your attention stays for about 15 seconds. Select the cross to close it sooner. If you assign several things at once, the news comes together in one message, one line per person.
### First: who will be told, and how
Straight after you save, you see one line for each person, for example:
| Line | What it means |
| --- | --- |
| "Lina Kambonde will get an email and a text." | Both are on their way. |
| "Lina Kambonde will get an email; no text (no confirmed phone number)." | The email is on its way. A text can't be sent, for the reason in brackets. |
| "Lina Kambonde will get an email and a text at 07:00 their time (no texts at night)." | It's night where they are, so the text waits until the morning. |
| "Lina Kambonde will only see it in VirgilTrack: …" | No email or text can be sent, for the reasons given. They will see the work in VirgilTrack, and a notification under the bell. |
| "Lina Kambonde was already notified about this earlier, so nothing new was sent." | They were told about this exact change before. |
| "You assigned it to yourself, so no notification was sent." | Nobody needs to be told. |
| "The notification couldn't be sent: …" | Something went wrong before any email or text could be prepared. Your change is saved. Tell the person another way if it's urgent. |
### Then: when each email or text goes out
A few moments later, another message tells you what happened to each email and text:
| Line | What it means |
| --- | --- |
| "The email to Lina Kambonde was sent." | It has left VirgilTrack. The same goes for "The text to …". |
| "The email to Lina Kambonde didn't go through (…). Trying again in 5 minutes." | That try failed, for the reason in brackets. VirgilTrack tries again by itself, waiting longer each time: up to six tries in all, over about eight and a half hours. |
| "The text to Lina Kambonde couldn't be sent: …" | Every try failed. |
When an email or text fails for good, you also get a notification under the bell, "Couldn't email …" or "Couldn't text …", saying "VirgilTrack tried several times but the … couldn't be sent". So you find out even if you've moved on to something else. Selecting it opens your notification settings. See [Notifications](/communication/notifications/).
> **Note:**
>
These messages only appear while you have VirgilTrack open. The notification under the bell is the one that waits for you.
### Why someone wasn't told
| Reason in the message | What it means | What can be done |
| --- | --- | --- |
| "no email (no address on file)" | The person has no email address in VirgilTrack. | Ask your administrator to check the person's account. |
| "no text (no confirmed phone number)" | The person hasn't added or verified a mobile number. | Ask them to verify their number. See [Add or verify your mobile number](/getting-started/your-profile/#add-or-verify-your-mobile-number). |
| "no text (doesn't accept texts)" | The person has switched off **Texts and calls**. | Tell them another way if it's urgent. |
| "no text (turned off for "Work delegated to you")" | The person doesn't want texts about this kind of work. | Tell them another way if it's urgent. |
Emails about work delegated to someone can't be switched off, so as long as they have an email address, they get one.
### Tips
- **When someone will only see it in VirgilTrack**, and the work is urgent, tell them in person, by phone or in [Private chat](/communication/private-chat/).
- **Check your own settings** in **Settings › Notifications** to see what your colleagues can choose. See [Choose your notifications](/settings/notifications/).
### Related
- [Emails, texts and calls](/communication/emails-texts-and-calls/)
- [Notifications](/communication/notifications/)
- [Delegate a task](/tasks/delegate-a-task/)
# Chapter 11: Files and documents
## Files and documents
Source: https://manual.virgiltrack.virgilfinance.com/files/overview/
VirgilTrack screens: /file_system
The File Manager is your organisation's shared place for documents. What it holds, who can see and change it, and what you can upload.
The **File Manager** is your organisation's shared place for documents, such as policies, reports, photos and evidence. You keep them in folders, so that everyone in your organisation can find and open them.
Open it with **File Manager** in the menu on the left.
### Who uses this area
Everyone in your organisation sees the same File Manager, whatever their role: the same folders and the same files.
Everyone can also change it. Anyone in your organisation can create, rename, move and delete folders, and upload, rename, move and delete files, including ones a colleague added.
> **Caution:**
>
Deleting a folder deletes everything in it, and File Manager has no bin to restore deleted items from. Agree with your colleagues how you organise your folders, and delete only what you are sure nobody needs.
### The main ideas
- **Root and folders.** The File Manager starts at **Root**. Root holds folders only. Files always go inside a folder.
- **Folders inside folders.** A folder can hold files and other folders, so you can build a structure such as "Finance > Audit 2025 > Evidence".
- **The folder path.** Above the list, the path shows where you are, starting with **Root**. Select any part of it to go back up.
- **Opening a file.** Select a file's name to open it in a new browser tab.
### What you can upload
| What | Limit |
| --- | --- |
| Kinds of file | Pictures, videos, PDF documents and plain text (.txt) files. |
| Size of each file | Up to 10 MB. |
| Files at a time | Up to 5 in one upload, together up to 50 MB. |
Other kinds of file, such as Word documents and spreadsheets, can't be uploaded. Save them as PDF first. See [Upload files](/files/upload-files/).
### Files elsewhere in VirgilTrack
Some files belong to something else in VirgilTrack, and stay there. They are not in the File Manager:
- files and pictures you send in [Private chat](/communication/private-chat/),
- files attached to comments on a risk or a control. See [A risk's page](/risks/risk-details/) and [Comment on a control](/risks/control-comments/).
- files attached to a calendar event. See [Add an event](/calendar/add-an-event/).
### Pages in this chapter
- [The File Manager at a glance](/files/file-manager/): the parts of the screen, and how to move between folders.
- [Create and organise folders](/files/folders/): create, rename, move and delete folders.
- [Upload files](/files/upload-files/): add files to a folder, and the limits on what you can upload.
- [Open, download and manage files](/files/manage-files/): open, download, rename, move and delete files.
### Related
- [Find your way around](/getting-started/find-your-way-around/)
- [Private chat](/communication/private-chat/)
## The File Manager at a glance
Source: https://manual.virgiltrack.virgilfinance.com/files/file-manager/
VirgilTrack screens: /file_system
The parts of the File Manager screen, from the space used and the folder path to the list of folders and files and the buttons on each row.
The **File Manager** shows your organisation's folders and files as a list. This page explains each part of the screen, and how to move from folder to folder.
Open it with **File Manager** in the menu on the left.
_[Screenshot: The File Manager: the header with the organisation's name, the space used out of 1 TB and the number of items; the New Folder button; the folder path starting at Root with the number of folders beside it; and the list with Name, Size and Last Modified columns]_
### The header
At the top, under **File Manager**, a line shows:
- your organisation's name,
- how much space your organisation's files use, shown against 1 TB, for example "24.5 MB / 1 TB",
- how many items there are in all, folders and files together, for example "36 items".
### The buttons above the list
| Button | What it does | Where you see it |
| --- | --- | --- |
| **New Folder** | Adds a folder to the folder you are in. See [Create and organise folders](/files/folders/). | Everywhere |
| **Upload Files** | Adds files to the folder you are in. See [Upload files](/files/upload-files/). | Inside a folder only. Root can't hold files. |
### The folder path
Above the list, the folder path shows where you are, starting with **Root**, for example **Root > Finance > Audit 2025**.
- Select **Root** to go back to the top.
- Select a folder's name in the path to go back to that folder.
Beside the path, a count shows what is in the folder you are in: at Root, the number of folders, such as "4 folders"; inside a folder, for example "2 folders, 7 files", or "0 files" when it's empty.
### The list
Folders come first, then files. The newest are at the top.
| Column | What it shows |
| --- | --- |
| **Name** | The folder or file name, with an icon for its kind. Long names are shortened. Select a folder's name to open it. Select a file's name to open the file in a new browser tab. |
| **Size** | A file's size, such as "1.2 MB". Folders show "-". |
| **Last Modified** | For a file, the date it was uploaded. For a folder, the date and time it was created. |
At the end of each row, the button with three dots opens the actions for that folder or file:
| For a folder | For a file |
| --- | --- |
| **View**, **Rename**, **Move to folder**, **Delete** | **Download File**, **Rename**, **Move to folder**, **Delete** |
See [Create and organise folders](/files/folders/) and [Open, download and manage files](/files/manage-files/).
#### When there is nothing to show
- At Root with no folders yet, you see "Root folder is empty." and "Start creating new folders or uploading a new file!"
- In an empty folder, you see "This folder is empty." and "Create new folders or upload some files!"
### Move between folders
1. Select a folder's name in the list, or select **View** in its actions.
2. Keep selecting folders to go deeper.
3. To go back, select **Root** or a folder's name in the folder path.
Each folder has its own web address. To send a colleague straight to a folder, open it, copy the address from your browser's address bar and send it to them. They must be in your organisation and signed in to VirgilTrack.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| There is no **Upload Files** button. | You are at Root, which holds folders only. Open a folder, or create one first. |
| Typing in **Search Files & Folders** doesn't change the list. | Search doesn't work in the File Manager at the moment. Open the folders to find the file. |
| The button beside the three dots only shows "Generating Share Link...". | The File Manager can't create share links. Everyone in your organisation can already open the file in the File Manager. Send a colleague the folder's address, or attach the file in [Private chat](/communication/private-chat/). |
| Ticking the boxes beside the names doesn't let you do anything with them. | You can't act on several items at once. Use the button with three dots on each row instead. |
| Selecting **Files** or **Settings** under the header takes you away from the File Manager. | These tabs don't work at the moment. Open **File Manager** from the menu on the left again. |
### Related
- [Files and documents](/files/overview/)
- [Create and organise folders](/files/folders/)
- [Upload files](/files/upload-files/)
## Create and organise folders
Source: https://manual.virgiltrack.virgilfinance.com/files/folders/
VirgilTrack screens: /file_system
Create a folder in the File Manager, rename it, move it into another folder or back to Root, and delete it with everything inside.
Folders keep your organisation's documents in order. Create a folder for each area of work, then folders inside it as you need them, for example "Finance > Audit 2025 > Evidence".
Everyone in your organisation sees the same folders, and anyone can change them. Agree with your colleagues how you organise them.
### Create a folder
1. Open **File Manager** from the menu on the left.
2. Go to where the new folder belongs: stay at **Root** for a top-level folder, or open the folder it should go in.
3. Select **New Folder**.
A new row appears at the top of the list.
4. Type the name in **Enter the folder name**.
5. Select the tick button beside the box. To stop without creating the folder, select the cross button.
_[Screenshot: A new row at the top of the File Manager list with the Enter the folder name box, a tick button to create the folder and a cross button to cancel]_
#### What happens next
You see "… was created", and the folder appears in the list. Everyone in your organisation can now see it, and add files to it.
### Rename a folder
1. Find the folder in the list.
2. Select the button with three dots at the end of its row, then **Rename**.
3. Change the name in the box.
4. Select the tick button to save, or the cross button to keep the old name.
You see "Folder successfully renamed".
You can only rename one item at a time. If you start renaming another folder or file before saving or cancelling the first, you see "Unsaved input detected. Please save or cancel the current item".
### Move a folder
Move a folder to put it inside another folder, or back at Root. Everything inside it moves with it.
1. Select the button with three dots at the end of the folder's row, then **Move to folder**.
A window opens, "Choose location to move the folder: "…"". It lists **Root** and every folder in your organisation, with its path, for example **Root\Finance\Audit 2025**.
2. To find a folder quickly, type part of its name in **Search folder**.
3. Select **Move here** beside the place you want.
4. Check the folder and the destination in the window that asks you to confirm, then select **Yes, I confirm.**
You see "Success" and a message that the folder "was successfully moved to the following folder path". The window closes.
> **Caution:**
>
Choose a different place from where the folder is now. For example, don't choose **Root** for a folder that is already at Root. And don't choose the folder itself, or a folder inside it.
### Delete a folder
1. Select the button with three dots at the end of the folder's row, then **Delete**.
You see "Confirm!" and "You are about to delete the folder …".
2. Select **Continue** to delete it, or **Cancel** to keep it.
You see "Success!" and "The folder … and its subcontents were successfully deleted". The folder is gone for everyone in your organisation.
> **Danger:**
>
Deleting a folder also deletes every file and folder inside it, for everyone. There is no bin, so they can't be brought back. Open the folder and check what is inside before you delete it.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "Folder name cannot be empty" | You selected the tick button before typing a name, so the new row closed. Select **New Folder** again, type the name, then select the tick button. |
| "Failed to create folder … on the file server", or another error when you create a folder | VirgilTrack couldn't store the folder. Try again later. If it keeps happening, tell your administrator. |
| "Unsaved input detected. Please save or cancel the current item" | You are already renaming something. Select the tick or the cross on that row first. |
| "An error occured: …" or "An unexpected error occured. Refresh the browser or try again later." when you delete a folder | The folder couldn't be deleted. Reload the page and try again. |
### Related
- [The File Manager at a glance](/files/file-manager/)
- [Upload files](/files/upload-files/)
- [Open, download and manage files](/files/manage-files/)
## Upload files
Source: https://manual.virgiltrack.virgilfinance.com/files/upload-files/
VirgilTrack screens: /file_system
Add documents, pictures and videos to a folder in the File Manager, and the limits on the kinds and sizes of file you can upload.
Upload a document to a folder in the File Manager so that everyone in your organisation can find and open it. You can upload files from your computer or phone, or take a picture or record a video straight away.
### Before you start
- **Have a folder ready.** Files always go inside a folder: **Root** holds folders only. If the right folder doesn't exist, create it first. See [Create and organise folders](/files/folders/).
- **Check the file.** You can upload pictures, videos, PDF documents and plain text (.txt) files, each up to 10 MB. See [What you can upload](#what-you-can-upload).
### Upload files to a folder
1. Open **File Manager** from the menu on the left.
2. Open the folder the files belong in.
3. Select **Upload Files**.
A window opens, for example "Upload Files to "Audit 2025" Folder".
4. Add the files, in one of these ways:
- Drag them from your computer into the window.
- Select **browse files**, or **My Device**, and choose them.
- Select **Camera** to take a picture or record a video with your device's camera.
- Select **Screencast** to record your screen.
The files you add are listed in the window. To add others, select **Add more**. To take one off the list, select the cross on it.
5. Select **Upload 1 file**, or **Upload 3 files** if you added three, for example.
6. Wait until the bar at the bottom of the window says **Complete**.
7. To upload more files to the same folder, select **Done** to clear the list, then add the next files. Otherwise, close the window.
#### What happens next
Each file appears in the folder's list as soon as it has uploaded, with its size and the date. Everyone in your organisation can now open it. See [Open, download and manage files](/files/manage-files/).
> **Tip:**
>
Before uploading, VirgilTrack compresses pictures, so they take less space and upload faster. You may see "Saved … by compressing images". To crop or turn a picture before you upload it, select the pencil button on it in the window.
### What you can upload
| What | Limit |
| --- | --- |
| Kinds of file | Pictures, videos, PDF documents and plain text (.txt) files. |
| Size of each file | Up to 10 MB. |
| Files at a time | Up to 5 in one upload. |
| All the files together | Up to 50 MB in one upload. |
Word documents, spreadsheets, presentations and sound recordings can't be uploaded. Save documents as PDF first: most programs have **Save as PDF** or **Export to PDF**. The window also shows an **Audio** button, but sound recordings are refused.
To upload more than five files, upload them in several rounds. Between rounds, select **Done** to clear the list.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| There is no **Upload Files** button. | You are at **Root**. Open a folder, or create one, first. |
| "You can only upload: image/*, video/*, application/pdf, text/plain" | That kind of file isn't allowed. Save it as PDF, then upload the PDF. |
| "… exceeds maximum allowed size of 10 MB" | The file is too big. Make it smaller, for example by saving it again as a smaller PDF, or split it into parts. |
| "You can only upload 5 files" | Remove some files, upload these five, then upload the rest. |
| "You selected … of files, but maximum allowed size is 50 MB" | The files together are too big. Upload them in smaller groups. |
| "Cannot add the duplicate file '…', it already exists" | You've already added that file to this upload. |
| "Upload failed" | A file couldn't be stored. Select **Retry**, or try again later. If it keeps happening, tell your administrator. |
### Related
- [The File Manager at a glance](/files/file-manager/)
- [Create and organise folders](/files/folders/)
- [Open, download and manage files](/files/manage-files/)
## Open, download and manage files
Source: https://manual.virgiltrack.virgilfinance.com/files/manage-files/
VirgilTrack screens: /file_system
Open a file from the File Manager, download a copy, rename it, move it to another folder, or delete it.
Once a file is in the File Manager, anyone in your organisation can open it, download a copy, rename it, move it to another folder or delete it.
Each file's actions are behind the button with three dots at the end of its row: **Download File**, **Rename**, **Move to folder** and **Delete**.
### Open a file
Select the file's name in the list. It opens in a new browser tab.
Pictures, videos, PDF documents and text files usually open in the tab itself. Close the tab to come back to the File Manager.
### Download a file
1. Open the folder that holds the file.
2. Select the button with three dots at the end of the file's row, then **Download File**.
Your browser saves a copy of the file, usually in your **Downloads** folder. The copy may have a different name from the one shown in the File Manager, for example if the file was renamed there. Rename the copy on your computer if you need to.
### Rename a file
1. Select the button with three dots at the end of the file's row, then **Rename**.
2. Change the name in the box.
3. Select the tick button to save, or the cross button to keep the old name.
You see "File successfully renamed". The new name is what everyone in your organisation sees.
You can only rename one item at a time. If you start renaming another file or folder first, you see "Unsaved input detected. Please save or cancel the current item".
### Move a file to another folder
1. Select the button with three dots at the end of the file's row, then **Move to folder**.
A window opens, "Choose location to move the file: "…"". It lists every folder in your organisation, with its path, for example **Root\Finance\Audit 2025**.
2. To find a folder quickly, type part of its name in **Search folder**.
3. Select **Move here** beside the folder you want.
4. Check the file and the destination folder in the window that asks you to confirm, then select **Yes, I confirm.**
You see "Success" and a message that the file "was successfully moved to the following folder path". The window closes, and the file is now in the folder you chose.
A file must always be in a folder, so **Root** isn't offered as a destination.
### Delete a file
1. Select the button with three dots at the end of the file's row, then **Delete**.
You see "Confirm!" and "You are about to delete the file …".
2. Select **Continue** to delete it, or **Cancel** to keep it.
You see "Success!" and "The file … was successfully deleted". The file is gone for everyone in your organisation.
> **Caution:**
>
A deleted file can't be brought back: the File Manager has no bin. If you might need it later, download a copy before you delete it.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "An Error Occurred" when you move a file | The file couldn't be moved, for the reason shown. Reload the page and try again. |
| "An error occured: …" or "An unexpected error occured. Refresh the browser or try again later." when you delete a file | The file couldn't be deleted. It may vanish from the list, but it comes back when you reload the page. Reload the page and try again. |
| "The specified file could not be found" | The file may already have been moved or deleted by a colleague. Reload the page to see the folder as it is now. |
| "Unsaved input detected. Please save or cancel the current item" | You are already renaming something. Select the tick or the cross on that row first. |
| "Failed to download file. Please try again." when you select **Download File** | The copy couldn't be fetched. Select the file's name to open it in a new tab instead, then save it from there with your browser's download or save button. |
### Related
- [The File Manager at a glance](/files/file-manager/)
- [Upload files](/files/upload-files/)
- [Create and organise folders](/files/folders/)
# Chapter 12: Reports
## Reports
Source: https://manual.virgiltrack.virgilfinance.com/reports/overview/
Roles: Employee, Manager, CEO
VirgilTrack screens: /reportbuilder
The risk reports you can make in the Report Builder, who can make them, and the other PDF reports you can download elsewhere in VirgilTrack.
A report turns what is recorded in VirgilTrack into a document you can print, email or take to a meeting. Use the **Report Builder** to make a PDF of your risks, for example for council, the audit committee or your auditors.
### Who uses reports
- **Employees and managers** make reports about the risks in their own department.
- **The CEO** can make reports about any department, or several departments together.
Everyone who signs in to an organisation has **Report Builder** in the menu on the left.
### The Report Builder
Open **Report Builder** from the menu on the left. The top bar calls the page **Generate Reports**. A few dashboard buttons open the same page: **PDF Report** on the **Risk Distribution Heatmap** card, **Report Center** on the **What’s up Today** card, and **Generate Reports** in the **More Actions** menu at the top of the manager dashboard.
You choose what goes into the report, then select **Download**. VirgilTrack makes the report and your browser saves it as a PDF file.
| Report type | What it contains | Can you choose it? |
| --- | --- | --- |
| **Risk Register Report** | Your risk register, grouped by department and then by risk category, with an optional introduction page. | Yes |
| **IPSAS Readiness Risk Report** | Only the risks that could hold back a move to accrual-basis IPSAS accounting, grouped by risk category. | Yes |
| **Risk Ownership Report** | Described as "Lists only the risks assigned to you". Not available yet. | No, it is greyed out in the list |
| **Heatmap Report** | Described as a heatmap of a department's risks by likelihood and impact. Not available yet. | No, it is greyed out in the list |
### The main ideas
**A report is a snapshot.** It shows your risks as they are when you select **Download**. If a risk changes later, make the report again.
**Only assessed risks are included.** A risk appears in a report only once it has a review frequency (**Review every**). Risks copied from the Risk Repository that are still **Not assessed** are left out. See [The risk register](/risks/risk-register/).
**The date range is about when risks were recorded.** **Within Date Range** picks risks by the day they were added to VirgilTrack, not by their review or deadline dates.
**Closed risks are left out unless you ask for them.** Mitigated and archived risks are only included when you switch them on with **Include Closed Risks** and **Include Achieved Risks**.
> **Tip:**
>
The Report Builder starts with the last 30 days selected. To report on your whole register, widen **Within Date Range** first.
### Other reports you can download
Some other screens have their own download button, which makes a PDF.
| Report | Where to find it | More information |
| --- | --- | --- |
| A manager's own weekly report, or the consolidated report of their team | **Download PDF** on the team weekly report page, then **My report** or **Consolidated team report** | [Review your team's reports](/work-reports/review-team-reports/) |
| The CEO's monthly report | **Download PDF** in the month's report window | [Work reports and records](/work-reports/overview/) |
| KPI progress report | **Download report** on the KPIs page, for all periods, one year or one quarter | [The KPIs page](/strategy/kpis/) |
| Annual plan or a department's work plan | **Download annual plan**, **Download our work plan** or **Download a work plan** in the strategy pages | [Strategy and execution](/strategy/overview/) |
| A work record | **PDF** next to an issued work record | [Your work record](/work-reports/work-record/) |
### Pages in this chapter
- [Make a risk report](/reports/report-builder/): choose what goes into a risk report and download it as a PDF.
- [What's in a risk report](/reports/risk-register-report/): the pages, columns and colours of a risk report, and how to read them.
For the IPSAS Readiness Risk Report and how risks become IPSAS readiness risks, see [IPSAS readiness risks](/risks/ipsas-readiness/).
## Make a risk report
Source: https://manual.virgiltrack.virgilfinance.com/reports/report-builder/
Roles: Employee, Manager, CEO
VirgilTrack screens: /reportbuilder
Use the Report Builder to choose which risks go into a report, then download it as a PDF to print or share.
The Report Builder makes a PDF report of your risks. Choose the type of report and which risks to include, then download it. It takes a few seconds.
### Before you start
- **There must be risks to report on**: in your department, or for the CEO, anywhere in the organisation. If there is nothing to report, the page shows "You cannot currently Generate Reports as you don't have sufficient Risks Recorded" instead of the settings. Add or copy risks first. See [Managing risks](/risks/overview/).
- **Assess your risks.** Only risks with a review frequency (**Review every**) go into a report. See [The risk register](/risks/risk-register/).
- **Know roughly when the risks were added.** The report picks risks by the date they were recorded in VirgilTrack.
### Make and download a report
1. Open **Report Builder** from the menu on the left.
The page is headed **Report Builder**. Its settings are under the **Risk Management Reporting** tab.
2. Under **Within Date Range**, select the date box and choose when the risks were recorded.
The last 30 days are selected at first. Pick a quick range, such as **This Month** or **Last Month**. Or choose a start date and an end date in the calendars, then select **Apply**. To report on older risks, widen the range: risks recorded before the start date are left out.
3. Under **Report Type**, choose **Risk Register Report** or **IPSAS Readiness Risk Report**.
Point to the information icon next to a report type to read what it contains.
4. Check **Risk Categories**. Every category that has risks is selected at first. To leave a category out, select **×** on it.
5. Check **With Risk Status**. Untick any status you don't want in the report.
6. Check **From Department(s)**.
Employees and managers see only their own department. The CEO can choose any of the organisation's departments. The **Executive Suite** isn't listed.
7. Switch on or off **Include Introduction Page**, **Include Closed Risks** and **Include Achieved Risks**. See [The settings](#the-settings) below.
8. Select **Download** at the top right.
You see "Compiling report, please wait...". When the report is ready, your browser saves the PDF and you see "File Downloaded Successfully!".
_[Screenshot: The Report Builder page: the Risk Management Reporting tab with the Within Date Range, Report Type, Risk Categories, With Risk Status and From Department(s) settings, three switches below them, and the Download button at the top right]_
### The settings
| Setting | What it does |
| --- | --- |
| **Within Date Range** | Includes only risks recorded between these two dates. The quick ranges are **Today**, **Yesterday**, **Last 7 Days**, **Last 30 Days**, **This Month** and **Last Month**. **Custom Range** lets you pick both dates in the calendars. |
| **Report Type** | The kind of report. **Risk Register Report** and **IPSAS Readiness Risk Report** can be chosen. **Risk Ownership Report** and **Heatmap Report** are greyed out: they are not available yet. |
| **Risk Categories** | The risk categories to include, such as **Financial Risk** or **Governance Risk**. Only categories that your risks use are listed. |
| **With Risk Status** | The risk statuses to include, such as **New** or **In Progress**. Only statuses that your risks have are listed; risks already marked as mitigated don't count. All are ticked at first. |
| **From Department(s)** | The departments whose risks are included. Employees and managers have their own department only. The CEO can choose any department. |
| **Include Introduction Page** | Adds a first page that explains the register and the scoring scale. It is on at first. It applies to the **Risk Register Report** only. |
| **Include Closed Risks** | Includes risks that have been mitigated. It is off at first. |
| **Include Achieved Risks** | Includes risks that have been archived. It is off at first. |
The **Settings** button at the top right opens **Filter Options**, with a **Save My Current Settings:** switch and **Reset** and **Apply** buttons. In this version they have no effect, and your choices aren't saved for next time. The **Reset** button at the bottom of the page doesn't do anything either. See [Known limitations](/reference/known-limitations/).
> **Note:**
>
**Include Closed Risks** only adds mitigated risks if **Mitigated** is also ticked under **With Risk Status**. If **Mitigated** isn't in that list, mitigated risks can't be included. In the same way, **Include Achieved Risks** only adds archived risks if **Archived** is ticked.
#### Choosing several categories or departments
**Risk Categories** and **From Department(s)** can hold several choices. Each choice shows as a small label in the box.
- To remove a choice, select **×** on its label.
- To add one back, select the box and choose it from the list.
#### Ticking or unticking every status
Under the status boxes, **Select All** ticks them all and **Deselect All** unticks them all. At first every status is ticked but the link reads **Select All**: to untick them all, select **Select All**, then **Deselect All**.
### What happens next
- The PDF is saved by your browser, usually in your **Downloads** folder. Its name starts with the report type, for example `RiskRegisterReport-` or `IPSASReadinessRiskReport-`.
- Every page has your organisation's logo and name and the report type at the top, and your organisation's name, the date and the page number ("Page 2 of 5") at the bottom.
- Nothing in VirgilTrack changes. You can make the same report again at any time.
To find out what each page and column of the report shows, see [What's in a risk report](/reports/risk-register-report/).
### Tips
- **Report on the whole register.** Choose a start date before your first risk was recorded, and keep every category, status and department selected. To include closed risks too, switch on **Include Closed Risks** and **Include Achieved Risks**.
- **Prepare for an audit or a council meeting.** Use **Risk Register Report** with **Include Introduction Page** switched on, so readers understand the scores.
- **For IPSAS readiness.** Use **IPSAS Readiness Risk Report**. Only risks copied from the IPSAS readiness suggestions in the Risk Repository are included. See [IPSAS readiness risks](/risks/ipsas-readiness/).
- **Print it wide.** The report pages are wide, landscape pages. Choose landscape and "fit to page" when you print.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "You cannot currently Generate Reports as you don't have sufficient Risks Recorded" | There are no risks that aren't mitigated in your department (for the CEO, in the organisation). | Add or copy risks, then come back. |
| **Select "Report Type"**: "Please select the Type of Report you want to generate." | No report type is chosen. | Choose a **Report Type**. |
| **Select "Risk Categories"**: "Please select at least 1 Risk Category" | Every category was removed. | Choose at least one category. |
| **Select "With Risk Status"**: "Please select at least 1 Risk Status" | Every status is unticked. | Tick at least one status. |
| **Select "From Departments"**: "Please select at least 1 Department" | Every department was removed. | Choose at least one department. |
| **Filtered 0 Risks**: "The selected 1 department(s) do not have risks in question" (the number is how many departments you chose) | The departments you chose have no risks at all. | Choose other departments. |
| **Filtered 0 Risks**: "The selected 1 department(s) have risks but not in the selected date range." | No risk in those departments was recorded between the dates you chose. | Widen **Within Date Range**. |
| An **Error** message that starts "An error occurred while generating the report." | VirgilTrack couldn't make the PDF. | Try again. If it keeps happening, tell your administrator. |
| The report downloads but a risk is missing, or the table is empty. | The risk has no review frequency, was recorded outside the date range, or its category, status or department wasn't selected. Mitigated and archived risks also need their switch on. | Check the risk's details and your choices, then make the report again. |
### Related
- [What's in a risk report](/reports/risk-register-report/)
- [IPSAS readiness risks](/risks/ipsas-readiness/)
- [How risk scores work](/risks/risk-scores/)
## What's in a risk report
Source: https://manual.virgiltrack.virgilfinance.com/reports/risk-register-report/
Roles: Employee, Manager, CEO
VirgilTrack screens: /reportbuilder
The pages, columns and significance colours of the Risk Register Report and the IPSAS Readiness Risk Report, and how to read them.
Both risk reports from the Report Builder are wide PDF pages with a table of risks. This page explains what each part shows, so you can read a report or explain it to others.
### On every page
- **At the top:** your organisation's logo and a title made of your organisation's name and the report type, for example "Kalahari Springs Municipality: Risk Register Report".
- **At the bottom:** your organisation's name, the date, and the page number, for example "Page 2 of 5".
### The Risk Register Report
#### The introduction page
When **Include Introduction Page** is switched on, the report starts with a page headed **Introduction**. It says how many risks the report contains and how many key risk areas (risk categories) they fall under, for example "The 12 identified risks are grouped under the following 4 key risk areas." Then it:
- lists the **Key Risk Areas**, each with its description;
- explains that each risk has a description, an impact, a risk owner with oversight responsibility, and a monitoring frequency;
- explains likelihood and impact, each on a **Scale of 1 to 5**;
- shows a table of the scale, from **5 = Very High** down to **1 = Very Low**, with the risk score range and the significance that goes with each row.
#### The register
The register itself is headed **Risk Register**. It starts on a new page. Risks are grouped first by department, under a row such as **DEPARTMENT: FINANCE**, and then by category, under a row such as **Category: Financial Risk**.
### The IPSAS Readiness Risk Report
This report has no introduction page, even if **Include Introduction Page** is switched on. Its table is headed "Accrual basis IPSAS readiness risk register". Unless you are the CEO, your department's name follows in brackets. Risks are grouped by category only.
It includes only risks tagged as IPSAS readiness risks. See [IPSAS readiness risks](/risks/ipsas-readiness/).
### The columns
Both reports use the same columns.
| Column | What it shows |
| --- | --- |
| **Risk Code** | The risk's code, as shown in the risk register. |
| **Risk Description** | The risk's description. |
| **Risk Status** | The risk's status, such as **New** or **In Progress**. |
| **Impact (1-5)** | The impact score and its name, for example "4 (High)". |
| **Likelihood (1-5)** | The likelihood score and its name. |
| **Risk Score (1-10)** | The risk's score, shaded by its significance. It can have decimals. See [How risk scores work](/risks/risk-scores/). |
| **Significance** | A word for how serious the score is, in capitals and shaded (see below). |
| **Financial Exposure** | The possible loss if the risk happens, in N$. |
| **Affected Departments** | The departments the risk would affect. |
| **Implications** | What happens to the organisation if the risk happens. |
| **Controls** | The description of each of the risk's controls. |
| **Mitigation Deadline** | The risk's **Mitigate by** date. |
| **Oversight Responsibility** | The risk's owner (the person who recorded it) in bold, then its responsible people. |
### Significance
The **Significance** column turns the risk score into one of five words. The score cell and the significance cell are shaded with the same colour, from green for the least serious to deep red for the most serious.
| Risk score | Significance | Shading |
| --- | --- | --- |
| Up to 2 | **NEGLIGIBLE** | Light green |
| Over 2, up to 4 | **MINOR** | Pale yellow |
| Over 4, up to 6 | **MODERATE** | Orange |
| Over 6, up to 8 | **SIGNIFICANT** | Light red |
| Over 8, up to 10 | **SEVERE** | Deep red |
> **Note:**
>
On screen, VirgilTrack describes risk levels as **Low**, **Moderate**, **High** and **Critical**. The reports use the five words above instead. The score is the same in both.
### Related
- [Make a risk report](/reports/report-builder/)
- [How risk scores work](/risks/risk-scores/)
- [The risk register](/risks/risk-register/)
# Chapter 13: AI assistant
## AI assistant
Source: https://manual.virgiltrack.virgilfinance.com/assistant/overview/
What Virgil Copilot, VirgilTrack's AI assistant, is for, how to open it, what it can do for each role, and the rules it always follows.
**Virgil Copilot** is the assistant built into VirgilTrack. Ask it about your work, your team or the strategy in your own words, or tell it what to do. It looks things up for you, prepares changes, and makes them only when you confirm.
### Who uses it
Everyone. Once you have signed in, Virgil Copilot is on every page, for employees, managers, the CEO and administrators. It works as you: it can only see and change what your own role lets you see and change.
Some things are only for some roles. For example, only managers and the CEO can ask about their team's reports, and only the CEO can have Virgil compile the monthly report. See [What Virgil can do](/assistant/what-virgil-can-do/).
### Ways to open it
| How | What happens |
| --- | --- |
| Select the round **Virgil Copilot** button in the bottom-right corner. | The Copilot panel opens over the page. |
| Press Ctrl + K (Cmd + K on a Mac). | The panel opens, or closes if it is open. |
| Press Ctrl + J (Cmd + J on a Mac). | The quick bar opens, to delegate work or set a reminder in one sentence. See [Delegate or remind in one sentence](/assistant/quick-bar/). |
| Select some text on a page with the mouse, then **Ask Virgil** in the small bar that appears. | The panel opens and Virgil explains the text and what to do with it. |
| Select a button that mentions Virgil or Copilot on a page, such as **Think it through with Copilot** on the Emotional Intelligence page. | The panel opens with a question about that page already asked. |
### The main ideas
**It asks before it changes anything.** Virgil shows every change as a card marked **Needs your OK**. Nothing happens until you select **Confirm**. The one exception is a mobile number: when you give Virgil the code VirgilTrack sent you, it verifies the number straight away. See [Confirm what Virgil prepares](/assistant/confirm-changes/).
**It knows where you are.** The top of the panel says which page you are on, for example "Looking at: Tasks". Its suggestions change with the page, and "this task" or "here" means the one on your screen.
**It shows its work.** While Virgil works, the panel lists each step, such as "Checking your tasks…". Afterwards a line above the answer says what it looked at, for example "Worked for 4.2 s: checked your tasks (6 tasks)".
**It answers from VirgilTrack.** Virgil looks up your tasks, reports, risks and strategy rather than guessing. If it finds nothing, it says so.
**It keeps your conversations.** You can come back to an earlier conversation, search it, pin it or delete it. Your conversations are yours alone. See [Your saved conversations](/assistant/conversations/).
**It writes plain English for Namibia.** Virgil is asked to use short sentences, British spelling, N$ for money and the 24-hour clock. It tries to understand words people mix in from Oshiwambo, Afrikaans, Otjiherero, Nama/Damara, Silozi or German. If you write a whole message in another language, it answers in that language.
### Rules Virgil follows
Virgil is given these rules every time you ask something. Like any AI, it can still get things wrong, so check what matters.
- It makes changes only through a card you confirm (apart from verifying your mobile number with the code you were sent).
- It never asks for your password, and tells you not to type one in the chat. Passwords are changed in Settings. See [Your profile and sign-in details](/getting-started/your-profile/).
- It doesn't submit your weekly report, delete anything, change someone else's report, or change people's accounts, roles and permissions.
- It doesn't promise anything for your organisation, such as approvals, money or exceptions, and it doesn't state your organisation's policies unless VirgilTrack has them.
- It doesn't guess how people feel, and it never describes a colleague's mood from their reports or messages.
- When you ask for something VirgilTrack can't do yet, it says so and passes your request on to the VirgilTrack team.
> **Caution:**
>
If you tell Virgil you might harm yourself or someone else, or that you are in danger, it urges you to talk to someone you trust straight away and gives you Namibian helplines: LifeLine/ChildLine Namibia on 116 (toll-free), the crisis line 061 232 221, and 106 for gender-based violence. In immediate danger, call the police on 10111 (112 from a mobile).
### Pages in this chapter
- [Ask Virgil Copilot](/assistant/use-copilot/): open the panel, ask a question, and use the answer.
- [What Virgil can do](/assistant/what-virgil-can-do/): what you can ask for, by area and by role, with examples.
- [Confirm what Virgil prepares](/assistant/confirm-changes/): how the **Needs your OK** cards work.
- [Ask Virgil where something is](/assistant/find-things/): directions, and **Show me where** on your own screen.
- [Delegate or remind in one sentence](/assistant/quick-bar/): the quick bar for delegating work and setting reminders.
- [Your saved conversations](/assistant/conversations/): find, pin, rename and delete earlier conversations.
Virgil also helps in the Emotional Intelligence area. See [Emotional intelligence](/wellbeing/overview/).
## Ask Virgil Copilot
Source: https://manual.virgiltrack.virgilfinance.com/assistant/use-copilot/
Open the Virgil Copilot panel, ask a question or give an instruction, follow Virgil as it works, and use its answer.
Ask Virgil Copilot anything about your work in your own words, such as "What's overdue?" or "Remind me tomorrow at 9 to call the auditors". Virgil answers in the panel, and prepares any change for you to confirm.
### Ask a question
1. Select the round **Virgil Copilot** button in the bottom-right corner, or press Ctrl + K (Cmd + K on a Mac).
The panel opens over the page. When you start fresh, it greets you by name. If you used Virgil in the last two hours, your last conversation opens instead.
2. Type your question in the box at the bottom, where it says "Ask Virgil, or tell it what to do…".
Or select one of the cards or suggestions in the panel. Most of them ask a question for you. A suggestion with an arrow, such as **Change my password**, opens that page instead.
3. Press Enter, or select the send button (the arrow).
To start a new line instead, press Shift + Enter.
4. Watch Virgil work. Each step it takes appears in a list, with a timer.
5. Read the answer. If Virgil prepared a change, check the card and select **Confirm** or **Not now**. See [Confirm what Virgil prepares](/assistant/confirm-changes/).
_[Screenshot: The Virgil Copilot panel: Hi and the person's first name at the top, a suggestion to select under Try, and the message box at the bottom with the reminder Virgil asks before changing anything under it]_
### The panel at a glance
#### The top of the panel
The name **Virgil** is shown with a line underneath that says what Virgil is doing:
| The line says | It means |
| --- | --- |
| "Ready when you are" or "Looking at: …" | Virgil is waiting. "Looking at" names the page you are on, for example "Looking at: Weekly report, Monday". |
| "Thinking…", "Writing the answer…", "Retrying…" or a step such as "Checking your tasks…" | Virgil is working on your question. |
| "Listening" | Virgil is taking dictation. |
| "That didn't work" | The last answer ended with a problem. |
The buttons at the top right are:
- **Conversations** (a clock): your saved conversations. See [Your saved conversations](/assistant/conversations/).
- **New conversation** (a pencil): start again with an empty panel. You can't use it while Virgil is working.
- **Widen** or **Narrow**: make the panel bigger or smaller. Not shown on small screens.
- **Close**: close the panel. Esc does the same.
#### When you open it
A fresh panel says "Hi" and your first name. If nothing needs your attention, it says "Ask about your work, your team or the strategy, or tell me what to do. I always ask before changing anything." Otherwise it says "Here’s what I noticed on your work today." and shows up to three cards about the strategy tasks assigned to you:
| Card | What it tells you | Selecting it asks |
| --- | --- | --- |
| **… overdue** | How many of your tasks are past their due date, and the oldest one. | "What's overdue, and what should I do first?" |
| **… behind pace** | Tasks with steps where the share of steps done is well behind the share of time used up, for example "40% done, 70% of its time gone". | "Which of my tasks are behind pace, and how do I catch up?" |
| **… due in the next 7 days** | How many tasks are due this week, and the next one. | "What's on my plate this week? Help me plan it." |
Below the cards, under **Try** or **Or ask**, are suggestions for the page you are on. See [Suggestions on each page](#suggestions-on-each-page).
#### The message box
- A message can be up to 4,000 characters.
- If you close the panel while you are typing, your words are still there when you open it again.
- While Virgil works, you can type your next message. It waits, shown as "Queued: … goes when I'm done", and is sent when Virgil finishes. Select **Remove** to cancel it.
- Under the box, a reminder says "Virgil asks before changing anything".
### While Virgil works
Virgil shows a box headed **Thinking** or **Working on it**, with a timer and each step it takes. A step such as "Checking your tasks…" becomes "Checked your tasks", with what it found underneath, such as "6 tasks". A tick shows a step that worked. A cross and "didn’t work" show one that didn't.
To stop Virgil, press Esc or select the stop button (the square). Anything it had already written stays, marked "(stopped)".
You can close the panel while Virgil works. A small dot appears on the **Virgil Copilot** button when a reply is waiting.
### Using the answer
Under each answer are small buttons:
- **Copy**: copies the answer, so you can paste it into an email or a document.
- **Helpful** and **Not helpful**: record whether the answer helped you. Select the same button again to take it back.
- **Regenerate**: asks the same question again for a new answer. Only on the latest answer.
Virgil may also add:
- **Follow-up suggestions**: up to three buttons with what you might want next. Select one to ask it.
- **Choices**: when Virgil needs you to pick, such as a person or a date, it shows the options as buttons. Select one, or type something else.
- **Place buttons**: a button with the name of a place in VirgilTrack and an arrow opens it. On a small screen, the panel closes as the place opens. **Show me where**, beside it, points the way on your screen. See [Ask Virgil where something is](/assistant/find-things/).
### Speak instead of typing
If your browser supports it, a microphone button appears in the message box.
1. Select **Dictate** (the microphone).
The line at the top of the panel says "Listening".
2. Speak. Your words appear in the box as you talk. You can correct them as you go.
3. Select **Stop dictation**, then send the message as usual. Sending the message also stops dictation.
Your browser may ask for permission to use the microphone the first time.
### Suggestions on each page
The suggestions change with the page you are on. You see at most four. Some only appear when there is something behind them: "What’s overdue · 3" and "Behind pace · 2" show how many of your tasks they are about, and "Plan my week" appears when you have tasks due in the next 7 days.
| Page | Suggestions |
| --- | --- |
| Dashboard | "Brief me on today", "What's overdue", "Behind pace", "Plan my week" |
| **Tasks** and **From your email** | "What's overdue", "Behind pace", "Plan my week", and for managers and the CEO, "Help me delegate a task" |
| A task's own page | "Summarise this task for me", "How did others handle work like this?", "Draft an update on this task" |
| Your weekly report | "Draft today's entry from what I did", "What did I forget to report this week?", "Plan my week", "How did others handle my open tasks?" |
| Team weekly reports (managers) | "What needs my attention in my team's work?", "Who hasn't submitted their report yet?", "Summarise my team's week", "What is blocking my team?" |
| Work reports (the CEO) | "Compile this month's report from everything", "Who hasn't reported this week?", "Summarise this month's reports", "What needs my attention this month?" |
| **Execution** and the strategy pages | "How is our strategy doing this period?", "Which KPIs are off track?", "Which initiatives have overdue tasks?", and for everyone except the CEO, "How does my work connect to the strategy?" |
| Calendar | "Plan my week" (or "What's on my plate this week?"), "Remind me about something later" |
| Settings | "Use this device's time zone" (only when it differs from the one you saved, or you haven't saved one), "Change my password" (opens **Sign-in & security**), "Test my notifications" |
| **Private Chat** | "Summarise my recent chats" |
| **Work Record** | "What does my work record show this month?" |
| **Emotional Intelligence** | For managers and the CEO, "Help me prepare a difficult conversation" |
| The risk pages | No suggestions. You can still ask your own questions. |
| Any other page | "What’s overdue", "Behind pace" and "Plan my week", when they apply |
If you move to another page during a conversation, a strip headed "Now on …" offers the suggestions for that page. Select **×** on the strip to hide it.
### Tips
- **Ask the way you would ask a colleague.** "Who hasn't sent their report?" works as well as a long, careful question.
- **Say "this" on a page.** On a task's page, "summarise this" means that task.
- **Give names and dates when you know them.** "Remind Thandi on Friday at 10" saves Virgil asking.
- **Check what matters.** Virgil is an AI and can make mistakes. Check names, dates and numbers before you rely on them, and read every card before you confirm it.
- **On a phone,** the panel fills the screen. Close it to see the page again.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "That's a lot of questions in an hour. Please wait a little before asking more." | You can send up to 60 messages an hour. | Wait a while, then ask again. |
| "Something went wrong on my side. Please try again." | Virgil couldn't finish its answer. | Select **Try again**. |
| "The assistant isn't set up on this server yet (missing AI key)." | The AI isn't switched on for your VirgilTrack. | Tell your administrator. |
| "Stopped." | You stopped Virgil before it wrote anything. | Ask again. |
| An answer ends with "(stopped)" | You stopped Virgil, or it ran for three minutes, the longest one answer can take. | Ask a shorter or simpler question. |
| Virgil says it can't look something up at the moment. | Its connection to your data is briefly unavailable. | Try again shortly. |
| Virgil says it can't do something, and has passed it on to the VirgilTrack team. | VirgilTrack doesn't support that yet. | Do it on the page in VirgilTrack, if there is one. |
| There is no microphone button. | Your browser doesn't support dictation. | Type instead, or use another browser. |
### Related
- [What Virgil can do](/assistant/what-virgil-can-do/)
- [Confirm what Virgil prepares](/assistant/confirm-changes/)
- [Your saved conversations](/assistant/conversations/)
## What Virgil can do
Source: https://manual.virgiltrack.virgilfinance.com/assistant/what-virgil-can-do/
The questions you can ask Virgil Copilot and the changes it can prepare, by area and by role, with examples you can copy.
Virgil Copilot can look up most of your work in VirgilTrack and prepare changes for you. This page lists what you can ask, with examples. Type them as they are, or in your own words.
Anything marked **prepares a change** appears as a card. Nothing happens until you select **Confirm**. See [Confirm what Virgil prepares](/assistant/confirm-changes/).
### Your tasks
Virgil sees the work assigned to you: your strategy tasks, calendar tasks for you or your department, and the risk controls you are responsible for.
| You can ask | Example |
| --- | --- |
| What you have to do: open, overdue, due this week, or done recently. | "What's overdue, and what should I do first?" |
| The details of a task, with its latest messages. | "Summarise this task for me" (on a task's page) |
| To start, finish or block a task. **Prepares a change.** | "Mark the debtors reconciliation as done. I matched all the January receipts." |
| To give a strategy task a new due date, with a reason. **Prepares a change.** | "Move the asset register task to next Friday, the valuer is late." |
| To post a message on a task, and bring someone in with @ and their name. **Prepares a change.** | "Post on the audit pack task: draft is ready, @Inna Taapopi please review." |
| How similar work was done before, by whom and how long it took. | "How did we prepare the WIP schedule last time?" |
Who may change a task:
- A **strategy task** can be changed or rescheduled by the person it's assigned to, the person who created it, or a manager.
- A **calendar task** can only be marked done, by the people or department it's assigned to, or its creator.
- A **risk control** can only be marked implemented, by the person responsible, its creator, the risk's owner or a manager. A control that VirgilTrack's AI suggested must first be accepted on the risk's page.
### Your weekly report
| You can ask | Example |
| --- | --- |
| What your report for this week or an earlier week says. | "What have I written in this week's report?" |
| A draft entry for a day, written from what VirgilTrack recorded you doing and in your usual style. **Prepares a change.** | "Draft today's entry from what I did" |
| What you did but forgot to report this week. | "What did I forget to report this week?" |
| To add text to a day of this week's or last week's report. **Prepares a change.** | "Add to Tuesday: met the auditors about the asset register." |
Virgil only adds to a report that isn't submitted yet. It doesn't submit your report: you do that on the report page. See [Your weekly report](/work-reports/weekly-report/).
### Strategy and KPIs
| You can ask | Example |
| --- | --- |
| How the approved strategic plan is doing: objectives, KPIs against targets, and task progress. | "How is our strategy doing this period?" |
| About one KPI: what it measures, its targets and actual values, and its latest review. | "Tell me about the revenue collection KPI." |
| About initiatives: find them, see their tasks, budget, spending and latest progress. | "Which initiatives have overdue tasks?" |
| How your own work this week links to the strategy. | "How does my work connect to the strategy?" |
| To update an initiative's progress note (what has happened and what's next), with an estimate of progress if you like. For initiative leads, managers and the CEO. **Prepares a change.** | "Write a progress note for the water meter initiative: about 60% done." |
| To record a KPI's actual value for the current period. Only for the CEO and people allowed to review KPIs. **Prepares a change.** | "Record 78% for the billing accuracy KPI this period." |
> **Note:**
>
Virgil never estimates a KPI value. It records only a number you give it.
### Reminders and messages
| You can ask | Example |
| --- | --- |
| A reminder at a set time, for you or a colleague, by email, text or a phone call that reads it out. It always appears in VirgilTrack too. **Prepares a change.** | "Remind me tomorrow at 9 to call Council about the invoices, call me." |
| To send a message to you or a colleague now, by email, text or a phone call. **Prepares a change.** | "Email Inna now that the board pack is ready." |
| To test that your emails, texts and calls reach you. **Prepares a change.** | "Test my notifications" |
- Reminders can be set up to six months ahead.
- Every reminder appears in VirgilTrack. It is also emailed, unless the person has switched off email for **Reminders** in their notification settings. If you don't say how, email is what Virgil chooses.
- A reminder by text only arrives if the person has texts switched on for **Reminders** in their notification settings, a verified mobile number, and texts and calls allowed.
- A reminder by phone call needs a verified mobile number, with texts and calls allowed. A colleague is called only if they have switched on calls for **Reminders**. Your own reminders can always call you.
- A reminder's text or call never comes between 20:00 and 07:00 in the person's time zone. It waits until 07:00.
- A text or call you send a colleague now isn't sent between 20:00 and 07:00 their time. The card tells you, so you can email them instead.
See [Reminders](/calendar/reminders/).
### Private chat
| You can ask | Example |
| --- | --- |
| Who you have been chatting with, and unread messages. | "Summarise my recent chats" |
| What was said in a chat with one person. | "What did Brandon and I agree about the audit file?" |
| To send a chat message in your words. **Prepares a change.** | "Reply to Brandon: thanks, I'll send it by noon." |
See [Private chat](/communication/private-chat/).
### Your settings
| You can ask | Example |
| --- | --- |
| What your settings are: profile, phone, time zone and notifications. | "Show me my notification settings" |
| To change your name, office number or profile privacy. **Prepares a change.** | "Change my office number to 061 123 4567." |
| To set your time zone from a city or country. **Prepares a change.** | "Set my time zone to Windhoek." |
| To switch email, text or calls on or off for a kind of notification. Some can't be switched off, such as work assigned to you. **Prepares a change.** | "Stop emailing me about kudos." |
| To switch email contact, or texts and calls, on or off altogether. **Prepares a change.** | "Don't send me texts or calls." |
| To add or change your mobile number. VirgilTrack sends you a code, and you give Virgil the code. **Prepares a change.** When you give the code, Virgil verifies the number straight away, without a second card. This also allows texts and calls, unless you say you don't want them. | "Add my number +264 81 234 5678." |
| To ask for your account to be closed. Your CEO and administrators are told. Accounts are never deleted directly. **Prepares a change.** | "I'm leaving at the end of the month. Please close my account." |
Virgil can't change your password or sign-in email. It tells you where to change them. See [Your profile and sign-in details](/getting-started/your-profile/).
### Your work record and other departments
| You can ask | Example |
| --- | --- |
| What VirgilTrack recorded about your work over a period, up to three years: work delegated to you and how you did it, and work you delegated. Managers can also ask about someone who reports to them or works in a department they manage. The CEO can ask about anyone in the organisation. | "What have I done this year?" |
| What other departments wrote in their work reports that affects your department. | "What's happening elsewhere that affects us?" |
| When something was done, or who worked on it, from weekly report entries. Virgil looks back 12 weeks unless you ask for longer, up to a year. | "When did we last update the debtors list?" |
Weekly report searches cover your own reports. Managers also search their team's reports, and the CEO searches everyone's. See [Your work record](/work-reports/work-record/).
### Finding your way
Ask where anything is, such as "Where do I change my password?". Virgil gives directions in the words on your screen and a button that opens the place. See [Ask Virgil where something is](/assistant/find-things/).
### Emotional intelligence
| You can ask | Example |
| --- | --- |
| Help to prepare a real, difficult conversation. Virgil works only from what you describe. For your own direct reports, it also uses workload facts. | "Help me prepare a check-in with Tendai. She's been quiet and two tasks slipped." |
| To send kudos to a colleague. **Prepares a change.** | "Send Naledi kudos for finishing the Gobabis WIP early." |
| A practice scenario that fits what you're facing. | "I need to give hard feedback. What can I practise?" |
See [Emotional intelligence](/wellbeing/overview/).
### Your team
**Who can use this:** Manager, CEO
| You can ask | Example |
| --- | --- |
| Who in your organisation fits a name, department or job title. | "Who is in the Technical Services department?" |
| Which of your direct reports have submitted this week's or last week's report. | "Who hasn't submitted their report yet?" |
| What each direct report submitted for a week. | "Summarise my team's week" |
| Open strategy tasks that you delegated or that sit with your direct reports, overdue first. | "What is my team behind on?" |
| To delegate a new strategy task under an initiative. You can edit the person, initiative, title, date and priority on the card. **Prepares a change.** | "Ask Brandon to prepare the Outjo WIP schedule by Friday." |
| Which direct reports might welcome a check-in, from workload facts and check-ins they chose to share. | "Who in my team could use a check-in?" |
See [Tasks](/tasks/overview/) and [Review your team's reports](/work-reports/review-team-reports/).
#### Where your team's work is stuck
VirgilTrack looks for **execution insights** in tasks and work reports: tasks that are struggling or have gone quiet, weak reporting, and skills the team may be missing. Each insight has evidence and a recommended action.
On the team weekly report pages, a card may appear: "VirgilCopilot noticed something in your team's work". Select **Show me** to ask Virgil about it, or **Later** to hide the card until tomorrow.
| You can ask | Example |
| --- | --- |
| What is stuck and what Virgil recommends. | "What needs my attention in my team's work?" |
| To give the task behind an insight to someone else. **Prepares a change.** | "Reassign it to the person you suggested." |
| To ask the person on a quiet or struggling task for an update. **Prepares a change.** | "Ask her for an update on it." |
| To put a recommended workshop in the calendar, with its attendees and facilitators. Virgil asks you for the date and time. **Prepares a change.** | "Plan that reporting workshop for next Thursday at 10." |
| To dismiss an insight that isn't relevant, or snooze it for a week. **Prepares a change.** | "That one isn't relevant: she's on leave." |
### The monthly report
**Who can use this:** CEO
Virgil can compile the CEO's monthly report from everything in the managers' submitted weekly reports. **Prepares a change.**
- Ask "Compile this month's report from everything", or name another month.
- If the month's report is already compiled, Virgil tells you. It replaces your draft only if you ask it to compile the report again.
- You then review and submit the report yourself, from the month's report on the work reports page.
See [Write the monthly report](/work-reports/write-the-monthly-report/).
### What Virgil doesn't do
- Submit your weekly report.
- Delete anything.
- Change someone else's report.
- Create, close or change people's accounts, or change roles and permissions. (It can pass on your own request to close your account.)
- Change your password or sign-in email.
- Look up or change the risks in your risk register. It only works with risk controls: the ones you are responsible for, which it can mark as implemented, and finished controls when you ask how similar work was done.
When you ask for something VirgilTrack doesn't support yet, Virgil says so and passes your request on to the VirgilTrack team.
### Related
- [Ask Virgil Copilot](/assistant/use-copilot/)
- [Confirm what Virgil prepares](/assistant/confirm-changes/)
- [Delegate or remind in one sentence](/assistant/quick-bar/)
## Confirm what Virgil prepares
Source: https://manual.virgiltrack.virgilfinance.com/assistant/confirm-changes/
How Virgil Copilot's "Needs your OK" cards work, how to confirm, edit or decline a change, and what each card status means.
Virgil Copilot doesn't change things on its own. When you ask it to do something, such as set a reminder or mark a task done, it shows a card with exactly what it will do. The change happens only when you select **Confirm**.
### Confirm or decline a change
1. Read the card. It is labelled **Needs your OK**.
The card has a title, such as "Reminder for you, Fri 31 Oct 09:00" or "Complete: Debtors reconciliation", and a box showing the details, such as the message text or the change of status.
2. Choose what to do:
- **Confirm** makes the change.
- **Edit** lets you change a task before it is delegated. It only appears on cards for delegating a task.
- **Not now** declines it. Nothing changes.
3. Read the result on the card.
While VirgilTrack saves, the card shows "Saving…". When it is done, the card says what happened, for example "Reminder set for you on Friday 31 October at 09:00."
If Virgil prepares two or more changes at once, a bar above the message box says how many are "waiting for your OK". Select **Confirm all** to confirm them all, or **Not now** to decline them all.
### What the card labels mean
| Label | What it means |
| --- | --- |
| **Needs your OK** | Waiting for you. Nothing has changed yet. |
| **Saving** | You confirmed it, and VirgilTrack is making the change. |
| **Done** | The change was made. The card says what happened. |
| **Didn't work** | The change couldn't be made, and nothing was changed. The card says why. |
| **Cancelled** | You selected **Not now**. The card says "Not done". Nothing was changed. |
| **Expired** | The card is too old to confirm. Nothing was changed. |
A card you changed with **Edit** also has a small **edited** tag.
### Edit a task before it is delegated
When Virgil prepares a task for someone, you can change it before you confirm.
1. Select **Edit** on the card.
A window opens, headed **Edit the task**.
2. Change what you need:
- **What needs doing**: the task's title, and its details and expected result underneath.
- **Who**: the person. Each name shows their department and how many open tasks they have.
- **Due**: the due date. It can't be in the past.
- **Priority**: **Low**, **Medium**, **High** or **Critical**.
- **Initiative**: the initiative the task belongs to. Type in "Search initiatives or objectives…" to narrow the list.
3. Select **Save changes**.
**Save changes** only works when the task has a title, a person, an initiative and a due date from today on. **Cancel** closes the window without changing the card.
4. Check the card again, then select **Confirm**.
When you confirm, VirgilTrack checks everything again: that the initiative is still there, that the person can still be given work, and that the due date isn't in the past.
### The one change without a card
When you add or change your mobile number with Virgil, you confirm a card first, and VirgilTrack sends you a verification code by text (or reads it out in a phone call). When you then tell Virgil the code, it checks it straight away, with no second card. If the code is right, your number is verified and VirgilTrack is allowed to text and call you. To keep texts and calls off, say so when you give the code. See [What Virgil can do: your settings](/assistant/what-virgil-can-do/#your-settings).
### Why a card expires
- **After 30 minutes.** A card left unconfirmed for 30 minutes can't be confirmed any more. If you select **Confirm**, it says "This proposal is too old. Ask again so it's based on current data."
- **When you leave the conversation.** If you open an earlier conversation later, any card you hadn't confirmed shows **Expired** and "Not confirmed before the conversation was closed."
- **When you ask again.** If you select **Regenerate** on an answer, that answer and its cards are taken away and Virgil answers again. Cards you hadn't confirmed are cancelled. Changes you had already confirmed stay made.
To go ahead, ask Virgil again. It prepares a new card from the latest information.
> **Tip:**
>
Read a card as carefully as you would read an email before you send it. Check the person, the date and the wording. Confirming is the same as doing it yourself.
### If a change doesn't work
The card shows **Didn't work** and the reason, for example:
| Reason on the card | What to do |
| --- | --- |
| "That initiative isn't available any more." | Ask Virgil again, and choose another initiative. |
| "The due date is in the past." | Ask again with a later date, or select **Edit** on a new card. |
| "That person can't be assigned." | The person's account may be locked. Choose someone else. |
| "The task no longer exists." | Someone removed the task. Check your task list. |
| "It couldn't be saved. Nothing was changed." | Try again. If it keeps happening, tell your administrator. |
### Related
- [Ask Virgil Copilot](/assistant/use-copilot/)
- [What Virgil can do](/assistant/what-virgil-can-do/)
## Ask Virgil where something is
Source: https://manual.virgiltrack.virgilfinance.com/assistant/find-things/
Ask Virgil Copilot where to find a page or setting, open it with one click, or let Show me where light up the way on your own screen.
Not sure where something is in VirgilTrack? Ask Virgil Copilot. It tells you the way in the words on your screen, gives you a button that opens the place, and can point to each step on your own screen.
### Find a place
1. Open Virgil Copilot with the round button in the bottom-right corner, or Ctrl + K.
2. Ask where it is, for example "Where do I change my password?" or "How do I get to the KPIs?".
Virgil answers with directions, such as "Click your photo in the top-right corner, then Settings". It finishes with a button that has the place's name and an arrow.
3. Choose how to get there:
- Select the button with the place's name to open the place straight away.
- Select **Show me where**, beside it, to be shown the way on your screen.
Virgil works out the way from the menus on your own screen, so it only points you to places you can open. If it can't find a match, it says so and suggests the closest thing.
> **Tip:**
>
To be shown the way straight away, ask "Show me where…", for example "Show me where to change my notifications". Virgil keeps its answer short and starts pointing as soon as it has answered.
### Being shown the way
When you select **Show me where**:
1. The Copilot panel slides out of the way. On a phone, it closes.
2. The screen dims around the first thing to select, such as your photo in the top-right corner. A bubble headed "Showing you where" says what to do, for example "Click your photo in the top-right corner." When there are several steps, it counts them: "1 of 3".
3. Do what the bubble says. The guide moves on by itself when the next thing appears, such as a menu opening or a new page loading. If a menu closes again, it steps back.
4. When you arrive, the bubble says "You're there:" and the place's name. It closes by itself after a few seconds.
To end the guide early, select **Stop** in the bubble or press Esc. When you arrive, **Done** closes it. The Copilot panel comes back. On a phone, it stays closed.
### If something goes wrong
| The bubble says | Why | What to do |
| --- | --- | --- |
| "I can't point to that from this screen. The Take me there button opens it directly." | The place can't be reached from the page you are on. | Select the button with the place's name in Virgil's answer. |
| "I lost track of it on this screen. The Take me there button opens it directly." | The next step didn't appear for a few seconds, for example because a menu closed. | Select the button with the place's name in Virgil's answer, or ask again. |
"The Take me there button" is the button with the place's name in Virgil's answer.
### Related
- [Ask Virgil Copilot](/assistant/use-copilot/)
- [Find your way around](/getting-started/find-your-way-around/)
## Delegate or remind in one sentence
Source: https://manual.virgiltrack.virgilfinance.com/assistant/quick-bar/
Use the quick bar (Ctrl+J) to hand out work or set a reminder in one sentence, or turn pasted meeting notes into tasks for several people.
The quick bar is the fastest way to give someone work or set a reminder. Type one sentence, such as "Brandon, prepare the Outjo WIP schedule by Friday". VirgilTrack fills in who, what and when for you to check, and you press Enter.
### Open the quick bar
Do one of these:
- Press Ctrl + J (Cmd + J on a Mac) on any page.
- Select some text on a page with the mouse, such as a line in a task or a report. A small dark bar appears under it. Select **Delegate** to make it a task, or **Remind me** to make it a reminder.
The selected text must be between 3 and 800 characters long. The small bar doesn't appear for text you select inside a box you are typing in, or inside the Copilot panel.
_[Screenshot: The quick bar open in the middle of the screen, with the box 'Who should do what, by when… or paste meeting notes', two example sentences under Try:, and the Open Copilot and Delegate buttons at the bottom]_
### Delegate work
1. Open the quick bar.
2. Type who should do what, and by when. For example: "Brandon, prepare the Outjo WIP schedule by Friday".
Or select one of the examples under **Try:**. After a short pause, a card shows what VirgilTrack understood.
3. Check the card:
- **Who?**: the person. Each name shows their department and how many open tasks they have.
- The date: the due date.
- The priority: **Low**, **Medium**, **High** or **Critical**. **Medium** unless your sentence says otherwise.
- **What needs doing?**: the task's title. A line of detail may appear under it.
- The initiative: the strategic initiative the work belongs to, or **No initiative (calendar task)**.
Change anything that isn't right.
4. Press Enter, or select **Delegate**.
A green box lists what was done, for example "✓ Delegated "Prepare the Outjo WIP schedule" to Brandon, due Fri 31 Oct." The quick bar closes after a few seconds.
#### Strategy task or calendar task
| If the card has | VirgilTrack creates | Who can do it |
| --- | --- | --- |
| An initiative | A strategy task under that initiative, assigned to the person. | Managers, the CEO and the initiative's leads |
| **No initiative (calendar task)** | An all-day task in the calendar, on the due date, assigned to the person. With no date, it goes three days from today. | Anyone, for any colleague |
A strategy task made without a date has no due date.
The initiatives you can choose are those in your organisation's approved strategic plan. VirgilTrack picks one if your sentence names it or the work clearly fits it. Otherwise, check the list yourself.
#### Help VirgilTrack gives you
- **"Which one?"**: more than one person matches the name you typed. Select the right person.
- **"⏱ Similar tasks took about 6 days: Monday 3 Nov is more realistic."** or **"⏱ No date given. Similar tasks took about 6 days."**: VirgilTrack found similar finished work and how long it took. It suggests a date when yours looks too soon, or when you gave none. Select **Use** and the date, such as **Use Mon 3 Nov**, to take it.
- **"↔ … has 12 open tasks; … has done similar work and has 3."**: the person already has a lot of work, and someone else has done similar work and has room. Select **Give to** and their name to switch.
### Delegate several things from meeting notes
1. Open the quick bar.
2. Paste your meeting notes or minutes into the box.
VirgilTrack reads them and makes a card for every action it finds, up to 25. It leaves out discussion that isn't an action. A line says how many it found: "4 actions found · untick any you don't want".
3. Check each card, and untick any you don't want to send.
4. Select **Delegate 4** (the number is how many are ticked), or press Enter.
Each card is handled separately. If one can't be delegated, the result says so and why, and the others still go ahead.
### Set a reminder
1. Open the quick bar.
2. Type who to remind, when and about what. For example: "Remind me tomorrow at 9 to call Council about the invoices, call me".
The card changes to a reminder.
3. Check the card:
- **Remind**: the person. **Me** is you.
- The date and time. If you gave a day but no time, it is 09:00.
- **About what?**: the reminder text.
- How to send it: **Email**, **Text** and **Phone call**. **Email** is ticked unless you asked for something else.
4. Press Enter, or select **Set reminder**.
You see, for example, "Reminder set for you on Friday 31 October at 09:00, with a phone call."
If you selected text and chose **Remind me**, the quick bar starts the sentence for you as "Remind me tomorrow at 9:" followed by your text. Change the time if you need to.
> **Note:**
>
The card says: "Calls reach colleagues only if they allow calls. Never between 20:00 and 07:00." A text or call due at night waits until 07:00 in the person's time zone. Every reminder also appears in VirgilTrack, and is emailed unless the person has switched off email for **Reminders**. A text only arrives if the person has texts switched on for **Reminders** in their notification settings.
### Other buttons and keys
- **Open Copilot** closes the quick bar and sends what you typed to Virgil Copilot, so you can talk it through.
- **Ask Virgil**, in the small bar over selected text, asks Virgil Copilot what the text is and what you should do with it.
- Enter confirms, Shift + Enter starts a new line, and Esc closes the quick bar. Selecting outside the quick bar also closes it.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "I couldn't find an action in that. Try “Brandon, Outjo WIP schedule, Friday”." | VirgilTrack couldn't tell who should do what. | Name the person and the task, for example "Brandon, Outjo WIP schedule, Friday". |
| "Couldn't read that just now. Try again in a moment." | VirgilTrack couldn't read your sentence at that moment. | Wait a moment and type again, or fill in the card yourself. |
| **Delegate** or **Set reminder** can't be selected. | Something the card needs is missing: a person and a title for a task, or a person, a time and the text for a reminder. | Fill in the missing part. |
| "Pick who and a time in the future." | The reminder has no person, or its time has passed. | Choose a person and a later time. |
| "Skipped "…": only managers or the initiative's leads can delegate strategy tasks." | You chose an initiative, but you aren't a manager or one of its leads. | Choose **No initiative (calendar task)**, or ask a manager. |
| "Skipped "…": that person isn't in your organisation." | The person can't be found in your organisation, or their account is locked. | Choose someone else. |
| "Skipped "…": no calendar task type is set up." | Your organisation's calendar isn't set up for tasks. | Tell your administrator. |
### Related
- [Tasks](/tasks/overview/)
- [Reminders](/calendar/reminders/)
- [What Virgil can do](/assistant/what-virgil-can-do/)
## Your saved conversations
Source: https://manual.virgiltrack.virgilfinance.com/assistant/conversations/
Find, continue, search, pin, rename and delete your earlier conversations with Virgil Copilot, or start a new one.
VirgilTrack saves your conversations with Virgil Copilot, so you can pick one up again later. Only you can see your conversations.
### How conversations are saved
- A conversation is saved from your first message. At first its title is the start of that message. Soon after, Virgil gives it a short title of a few words.
- Each answer and card is saved when Virgil finishes answering. When you confirm or decline a card, its result is saved too.
- If you reload the page, or come back later, and your latest conversation was active in the last two hours, Virgil opens it again when you open the panel, so you can carry on.
- Cards you hadn't confirmed can't be confirmed later. They show **Expired**. See [Confirm what Virgil prepares](/assistant/confirm-changes/).
### Open an earlier conversation
1. Open Virgil Copilot.
2. Select **Conversations** (the clock) at the top of the panel.
The top of the panel now says **Conversations**. Your conversations are listed under **Pinned**, **Today**, **Yesterday**, **Previous 7 days**, **Previous 30 days** and **Older**.
3. To find one, type in **Search conversations…**. VirgilTrack looks in the titles and in what was said.
4. Select the conversation to open it.
_[Screenshot: The Virgil Copilot panel in its Conversations view: the heading Conversations at the top, the Search conversations box, and a saved conversation listed under Today]_
The list shows your 100 most recent conversations, with pinned ones first. To go back without opening one, select **Conversations** again.
### Pin, rename or delete a conversation
Point to a conversation in the list to see its buttons.
| Button | What it does |
| --- | --- |
| **Pin** | Keeps the conversation at the top, under **Pinned**. Select **Unpin** to put it back. |
| **Rename** | Lets you type a new title. Press Enter to save it, or Esc to keep the old one. |
| **Delete** | Deletes the conversation after you confirm "Delete "…"? This can't be undone." |
> **Caution:**
>
A deleted conversation can't be brought back. Changes you confirmed in it are not undone: a reminder you set still comes, and a task you delegated stays delegated.
### Start a new conversation
Select **New conversation** (the pencil) at the top of the panel. The panel empties and greets you again. Your previous conversation stays in **Conversations**.
You can't start a new conversation while Virgil is working. Wait for it to finish, or stop it with Esc.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "No saved conversations yet." | You haven't asked Virgil anything yet. | Ask a question. It is saved straight away. |
| "Nothing matches." | No conversation has those words in its title or messages. | Try fewer or different words. |
### Related
- [Ask Virgil Copilot](/assistant/use-copilot/)
- [Confirm what Virgil prepares](/assistant/confirm-changes/)
# Chapter 14: Emotional intelligence
## Emotional intelligence
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/overview/
VirgilTrack screens: /ei
What the Emotional Intelligence area is for, its Learn, Practise, Your team and Me tabs, who sees what, and the weekly emails it sends.
Emotional intelligence is noticing emotions, in yourself and in other people, and handling them well. In VirgilTrack's **Emotional Intelligence** area you can learn these skills a few minutes at a time, practise hard conversations safely, check in on your week, and recognise colleagues' work.
### Who uses this area
- **Everyone** can learn, practise, take the self-assessment, check in on their week and see the kudos they have received.
- **Managers and the CEO** also have a **Your team** tab. It helps them notice when someone in their team might welcome a conversation, prepare that conversation, and send kudos.
Open **Emotional Intelligence** from the menu on the left. The top bar shows **Emotional Intelligence**, under **People**.
_[Screenshot: The Emotional Intelligence page: a blue banner headed Emotional intelligence with Learn · Practise · Reflect above it, the Take the self-assessment box on the right, the Learn, Practise and Me tabs, and the list of topics beside the first skill, Self-awareness]_
### The tabs
| Tab | What it is for | Who sees it |
| --- | --- | --- |
| **Learn** | Short lessons: the five skills, tools for conversations, and words for feelings. | Everyone |
| **Practise** | Quick drills to recognise emotions, and practice conversations where Virgil plays a colleague. | Everyone |
| **Your team** | Workload facts for each person who reports to you, the check-ins they chose to share, and help to prepare a conversation or send kudos. | Managers and the CEO |
| **Me** | Your weekly check-in, the kudos you've received, your self-assessment and your practice history. | Everyone |
At the top of the page, the banner shows your latest self-assessment scores. If you haven't taken it yet, it offers **Take the self-assessment**.
### Who sees what
VirgilTrack never tries to read anyone's feelings. The page says it plainly: "VirgilTrack doesn't guess how anyone feels."
| What | Who can see it |
| --- | --- |
| Your weekly check-in | Only you, unless you tick **Share this with my manager**. Then the person you report to sees it. |
| Your team's check-ins, together | Your manager sees the team's average over the last 30 days, without names, and only once at least 5 people have answered. Every answer counts towards it, shared or not. |
| Your self-assessment | Only you. |
| Your practice conversations and scores | Only you. |
| Kudos you receive | You. Your manager sees how many you received in the last 30 days. |
| Workload facts in **Your team** | The manager of each person: open, overdue and rescheduled tasks, missed weekly reports and kudos received. These are facts managers can already see elsewhere. |
See [The weekly check-in](/wellbeing/weekly-check-in/) for exactly how check-ins are shared.
### Emails from this area
| Email | When | Who gets it |
| --- | --- | --- |
| **How was your week?** | Friday afternoon, if you haven't checked in that week | Everyone |
| **5-minute practice: …** | Wednesday morning, with a practice conversation you haven't done yet. Once you've done them all, it is headed **Five minutes to sharpen how you read people** and suggests the drills. | Managers and the CEO |
| **… sent you kudos** | When someone sends you kudos | The person who receives them |
You can switch off each of these emails in the **Notifications** section of **Settings**: **Weekly check-in**, **Emotional intelligence practice (managers)** and **Kudos**. See [Settings](/settings/overview/).
> **Note:**
>
This area helps people have better conversations at work. The AI that plays colleagues and coaches you here is a training tool, not a counsellor. Virgil Copilot is told to point you to people if you need support: your manager, a colleague you trust, HR or your organisation's wellness support. See [AI assistant](/assistant/overview/).
### Pages in this chapter
- [The weekly check-in](/wellbeing/weekly-check-in/): answer "How was your week?", add a note, and choose whether to share it.
- [Learn the skills](/wellbeing/learn/): the five skills, the conversation tools, and words for feelings.
- [Practise with drills and conversations](/wellbeing/practise/): recognise emotions, and rehearse hard conversations with Virgil.
- [Take the self-assessment](/wellbeing/self-assessment/): 20 statements that show where you are on each skill.
- [Kudos](/wellbeing/kudos/): recognise a colleague's work, and see what you've received.
- [Your team](/wellbeing/your-team/): for managers, notice who might welcome a check-in and prepare the conversation.
## The weekly check-in
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/weekly-check-in/
VirgilTrack screens: /ei
Answer "How was your week?" in VirgilTrack or with one tap in Friday's email, add a note, and choose whether your manager sees it.
Once a week, VirgilTrack asks "How was your week?". You answer with one of five faces, from a hard week to a great week. Your answer is private to you unless you choose to share it with your manager.
### The five answers
| Face | Answer |
| --- | --- |
| 😄 | A great week |
| 🙂 | A good week |
| 😐 | An OK week |
| 😕 | A tough week |
| 😣 | A hard week |
You can give one answer for each week. If you answer again in the same week, your new answer replaces the old one.
### Check in from VirgilTrack
1. Open **Emotional Intelligence › Me**.
The first card is headed **How was your week?**.
2. Select the face that fits your week. Point to a face to see its answer, such as "A good week".
3. If you like, write a note in **Anything on your mind? (optional)**. It can be up to 500 characters.
4. To let your manager see your answer and note, tick **Share this with my manager**. Leave it unticked to keep it to yourself.
5. Select **Save**.
You see "Saved. Only you can see it." or, if you shared it, "Saved and shared with your manager.".
_[Screenshot: The Me tab of the Emotional Intelligence page: the How was your week? card with five faces, the optional note box, the Share this with my manager tick box and the Save button, beside the Kudos you've received card]_
To change your answer later in the week, open the **Me** tab again. Your answer is already filled in, and the button says **Update**.
### Check in from the email
On Friday afternoon, VirgilTrack emails everyone who hasn't checked in that week. The email is headed **How was your week?** and lists the five answers.
1. In the email, select the answer that fits your week.
A VirgilTrack page opens and asks you to record it, for example: Record "A good week" 🙂 for this week? Only you can see it unless you share it.
2. Select **Save**.
You see **Thanks for checking in**, with your answer and "Only you can see it.".
3. To add a note or share your answer, select **Add a note or share it**. This opens the **Me** tab in VirgilTrack.
You don't need to sign in to answer from the email. The buttons in the email work for four days. Your answer counts for the week in which you select it, so a button you use on Monday records an answer for the new week.
> **Note:**
>
An answer from the email is always private and has no note. If you had already answered that week, answering from the email replaces your answer, makes it private and removes your note. Open the **Me** tab to add a note or share it again.
### Who sees your check-in
| If you | Who sees it |
| --- | --- |
| Don't tick **Share this with my manager** | Only you. |
| Tick **Share this with my manager** | You, and the person you report to. In their **Your team** tab, they see your answer next to your name, with your note, for this week and last week. |
Your manager also sees a **Team pulse, last 30 days** figure: the average answer of everyone who reports to them, from 1 (a hard week) to 5 (a great week), and how many answers of each kind there were. It never shows names. Every answer counts towards it, shared or not. It only appears once at least 5 people have answered, "so no one can be identified".
### Tips
- **Be honest.** The check-in is for you. A run of tough weeks is worth noticing, and worth talking about with someone you trust.
- **Share when it helps.** If your week was hard because of work, sharing it gives your manager a reason to check in.
- **A shared hard week is noticed.** If you share **A tough week** or **A hard week**, your manager's **Your team** tab suggests a check-in with you.
### Stop the Friday email
The Friday email is the **Weekly check-in** notification. You can switch it off in the **Notifications** section of **Settings**. You can still check in from the **Me** tab. See [Settings](/settings/overview/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **Save** can't be selected. | No face is chosen. | Select a face first. |
| "This button has expired. Open VirgilTrack to continue." | The email is more than four days old. | Check in from the **Me** tab instead. |
| No email on Friday. | You already checked in that week, or you switched the email off. | Nothing to do. You can check in from the **Me** tab any time. |
### Related
- [Your team](/wellbeing/your-team/)
- [Emotional intelligence](/wellbeing/overview/)
## Learn the skills
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/learn/
VirgilTrack screens: /ei
The Learn tab's short lessons on the five emotional intelligence skills, five tools for conversations, and words for feelings.
The **Learn** tab teaches emotional intelligence in short topics you can read in a few minutes. Each topic gives you something practical to try today.
### Read a topic
1. Open **Emotional Intelligence › Learn**. **Learn** is the tab that opens first.
2. Select a topic in the **Topics** list.
The topic opens beside the list. On a small screen, the topics run across the top instead.
3. To move on, select **Next:** and the next topic's name, at the bottom of the topic. To go back, select the button with **←** and the previous topic's name.
The list counts the topics you've opened, for example "3 of 11 read", and ticks each one. The count starts again each time you open the page.
### The five skills
Under **The five skills**, each topic is one skill.
| Skill | In one line |
| --- | --- |
| **Self-awareness** | Knowing what you're feeling, why, and how it shows. |
| **Managing emotions** | Choosing how you respond, instead of reacting on the spot. |
| **Motivation** | Keeping going because the work means something to you. |
| **Empathy** | Understanding how someone else feels and what they need, even when you don't agree. |
| **Relationships** | Using all of this to get on with people, work through disagreements and build trust. |
Each skill's page has:
- A short paragraph, under the skill's name, on why it matters.
- **Try these**: three practical things to do.
- **Watch out for**: a common mistake.
- **Try it now · one minute**: a short exercise. Select **Think it through with Copilot** to do it with Virgil, who asks you one short question at a time.
- **Practise … in a conversation →**: opens the **Practise** tab with only the practice conversations for that skill. See [Practise with drills and conversations](/wellbeing/practise/).
### Tools for conversations
Under **Tools for conversations**, each topic is a simple method, with **How** (the steps) and **What it sounds like** (an example).
| Tool | When to use it |
| --- | --- |
| **Take a pause (STOP)** | When you feel a strong reaction rising. |
| **Name it to tame it** | When you or someone else is upset. |
| **Active listening** | When understanding matters more than speed. |
| **Feedback that helps (SBI)** | When giving praise or raising a problem. |
| **Coaching questions (GROW)** | When helping someone solve their own problem. |
### Words for feelings
The last topic, **Words for feelings**, groups precise words under seven broad feelings: **Anger**, **Fear**, **Sadness**, **Shame**, **Joy**, **Calm** and **Surprise**. "Frustrated" and "undervalued" are both a kind of anger, but they need different conversations. The more exactly you can name a feeling, the better you can respond to it.
### Related
- [Practise with drills and conversations](/wellbeing/practise/)
- [Take the self-assessment](/wellbeing/self-assessment/)
## Practise with drills and conversations
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/practise/
VirgilTrack screens: /ei
Sharpen how you read people with five-minute drills, and rehearse hard conversations with Virgil playing a colleague, then read your debrief.
The **Practise** tab lets you try out emotional intelligence where mistakes don't matter. Drills train you to recognise emotions. Practice conversations let you rehearse a hard conversation with a made-up colleague, played by Virgil, before you have a real one.
All the people and situations are made up. Your practice is private to you.
### Recognise the emotion: drills
Each set of drills has up to five short workplace situations, written fresh for you each time. For each one, you name what the person is feeling and choose the best thing to say. A set takes about 4 minutes.
1. Open **Emotional Intelligence › Practise**.
2. In the **Recognise the emotion** box, select **Start drills**.
VirgilTrack writes five new situations. You see "Writing five new situations…" for a moment.
3. Read the situation. Under **What are they most likely feeling?**, select one of the four feelings.
The right answer is marked, with a sentence on why.
4. Under **What's the best thing to say?**, select one of the three replies.
Again, the best reply is marked, with why.
5. Select **Next situation**. After the fifth, select **See my score**.
You get one point for each right feeling and one for each best reply, so a set of five scores up to 10. Select **Five more** for a new set, or **Done** to go back. Drill scores are not saved.
### Practice conversations
In a practice conversation, you play the manager. Virgil plays a colleague who has feelings you can't see. How much they trust you, and how much they tell you, depends on how you respond. When you finish, you get a debrief that quotes your own words.
#### Start a conversation
1. Open **Emotional Intelligence › Practise**.
2. Under **Practice conversations**, select a scenario.
Each card shows its level (**Starter**, **Intermediate** or **Advanced**), the situation, the person's name and the skills it trains. A **Best** label shows your best score if you've done it before.
3. Read **What you know** and **Your goal**, beside the conversation.
4. Read what the person says to open the conversation, then type your reply in the box, as you would say it in person.
5. Press Enter or select **Send**. Their answer appears as they "speak". Words in italics describe their tone or body language, such as *looks away*.
6. Keep going. When you're ready, select **End and get feedback**.
_[Screenshot: A practice conversation: on the left, the scenario title with What you know, Your goal and a trust bar labelled Guarded; on the right, the colleague's opening line and the reply box with End and get feedback and Send buttons]_
You can send up to 12 replies. The counter under the box shows how many you've used, for example "3/12 replies".
#### The trust bar
A bar headed with the person's name, such as **Tendai's trust in you**, shows how much they trust you, out of 100. It starts at 30.
| Trust | Label | How the person behaves |
| --- | --- | --- |
| Below 40 | **Guarded** | Deflects and gives short answers. |
| 40 to 69 | **Cautious** | Shares part of the story. |
| 70 and above | **Opening up** | Tells you what's really going on. |
Trust rises when you listen, reflect what they feel, ask open questions and avoid blame. It falls when you lecture, dismiss their feelings, rush to solutions or talk about yourself. The tip under the bar puts it simply: "listen first".
#### Your debrief
When you select **End and get feedback**, Virgil writes your debrief. It shows:
- **Your score**, out of 100, and how much trust you ended with.
- **What … was really going through**: what the person felt and needed, which you couldn't see during the conversation.
- **By area**: a score out of 5 for each of the five skills, with evidence from what you said.
- **What went well**: up to three things you did well.
- **Try this instead**: up to three things you said, each with a better way to say it.
- **Practise this week, with your real team**: one small thing to try for real.
Select **Try again** to repeat the same conversation, or **Another scenario** to choose another. Each finished conversation is saved. Your latest eight are listed under **Your practice** on the **Me** tab, with their date, score and final trust.
To leave without a debrief, select **← All scenarios**. Nothing is saved.
### The scenarios
| Scenario | Level | Person | Skills |
| --- | --- | --- | --- |
| The quiet one who missed two deadlines | Starter | Tendai | Empathy, Managing emotions |
| Upset after a public critique | Starter | Caroline | Empathy, Managing emotions |
| "Is this system watching us?" | Starter | Mr Haingura | Empathy, Motivation |
| Passed over for the lead role | Intermediate | Brandon | Empathy, Relationships |
| The high performer running on empty | Intermediate | Naledi | Empathy, Motivation |
| "She takes credit for my work" | Intermediate | Simon | Relationships, Managing emotions |
| Feedback they won't want to hear | Advanced | Lovemore | Relationships, Self-awareness |
| Back after a loss | Advanced | Martha | Empathy, Managing emotions |
If you came from a skill on the **Learn** tab, only the scenarios for that skill are shown, under **For** and the skill's name. Select **Show all** to see every scenario.
> **Tip:**
>
Managers and the CEO get an email on Wednesday mornings that suggests a practice conversation they haven't done yet. Select **Start the conversation** in the email to go straight to it. Once you've done them all, the email suggests the drills instead.
### If something goes wrong
| What you see | What to do |
| --- | --- |
| "Couldn't load drills just now. Try again" | Select **Try again**. |
| "The practice partner didn't respond. Try sending again." | Your reply is back in the box. Send it again. |
| "The coach couldn't write the debrief just now. Try again." | Select **End and get feedback** again. |
| **End and get feedback** can't be selected. | Send at least one reply first. |
| **Send** can't be selected. | Type a reply first. After 12 replies, select **End and get feedback**. |
### Related
- [Learn the skills](/wellbeing/learn/)
- [Your team](/wellbeing/your-team/)
## Take the self-assessment
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/self-assessment/
VirgilTrack screens: /ei
Rate 20 statements about how you handle emotions at work, see your score for each of the five skills, and track your progress over time.
The self-assessment shows where you are on each of the five emotional intelligence skills. It has 20 short statements and takes about 4 minutes. Your answers and scores are private to you.
### Take the self-assessment
1. Open **Emotional Intelligence** from the menu on the left.
2. In the banner at the top, select **Take the self-assessment**. The banner shows this button until you've taken it once.
Or open the **Me** tab and, under **Self-assessment**, select **Take it** (or **Take it again** if you've done it before).
3. For each statement, select a number from 1 to 5: **1** means rarely and **5** means almost always.
Answer for how you are, not how you'd like to be.
4. When you've answered all 20, select **See my results**.
To stop without saving, select **Cancel**.
_[Screenshot: The self-assessment on the Me tab: statements such as I can name what I'm feeling while I'm feeling it, each with buttons 1 to 5, and the See my results button below]_
### Your results
Your scores appear in the banner at the top of the page, under **Your last self-assessment**. Each skill has a score from 1.0 to 5.0 and a bar:
- **Self-awareness**
- **Managing emotions**
- **Motivation**
- **Empathy**
- **Relationships**
Each score is the average of the four statements about that skill. Some statements describe something to avoid, such as "I've sent messages I later regretted". For those, a low answer counts as a high score.
To work on a skill, open it on the **Learn** tab. See [Learn the skills](/wellbeing/learn/).
### Track your progress
Take the self-assessment again every few months. Once you've taken it more than once, the **Me** tab shows **Your progress**: each skill's scores in order, for example "3.2 → 3.6 → 4.1". The banner always shows your latest scores.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| **See my results** can't be selected. | A statement has no answer yet. | Answer every statement. |
### Related
- [Learn the skills](/wellbeing/learn/)
- [Practise with drills and conversations](/wellbeing/practise/)
## Kudos
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/kudos/
VirgilTrack screens: /ei
Recognise a colleague's work with kudos, from the Your team tab or through Virgil Copilot, and see the kudos you have received.
Kudos are a short, specific thank-you for someone's work. The person is told straight away, and sees the kudos on their **Me** tab.
### Send kudos
Say what the person did and the difference it made. "Thank you for finishing the debtors reconciliation two days early. It let us send the audit pack on time." means more than "Well done".
**Managers: from Your team**
1. Open **Emotional Intelligence › Your team**.
2. Find the person, and select **Send kudos** next to their name.
3. Type your message in the box. It suggests: "Be specific: what did they do, and what difference did it make?"
4. Select **Send kudos**.
You see "Kudos sent.".
**Your team** lists only the people who report to you directly.
**Anyone: with Virgil Copilot**
1. Open Virgil Copilot with the round button in the bottom-right corner, or Ctrl + K.
2. Ask, for example: "Send Naledi kudos for finishing the Gobabis WIP early."
Virgil prepares a card headed with the person's name, such as "Kudos to Naledi …", showing your message.
3. Check the message, then select **Confirm**.
You can send kudos to anyone in your organisation, except yourself. See [Confirm what Virgil prepares](/assistant/confirm-changes/).
### What the person receives
- A notification in VirgilTrack: "Kudos from" and your name, with your message.
- An email, "… sent you kudos", headed with your name and "recognised your work", with your message and a **See your kudos** button. It isn't sent if they've switched off **Kudos** emails.
- The kudos on their **Me** tab, under **Kudos you've received**.
Their manager sees, in the **Your team** tab, how many kudos each person received in the last 30 days. If someone with open tasks has had no kudos in a month, the **Your team** tab notes it.
### See the kudos you've received
Open **Emotional Intelligence › Me**. **Kudos you've received** shows your 20 most recent kudos, each with the message, who sent it and how long ago. If you have none yet, it says "None yet. They'll appear here."
### Related
- [Your team](/wellbeing/your-team/)
- [Settings](/settings/overview/)
## Your team
Source: https://manual.virgiltrack.virgilfinance.com/wellbeing/your-team/
Roles: Manager, CEO
VirgilTrack screens: /ei
For managers, the Your team tab shows workload facts and shared check-ins for each direct report, suggests check-ins, and helps you prepare the conversation.
The **Your team** tab helps you notice when someone who reports to you might welcome a conversation, and prepare it well. It shows facts about their work and only what they chose to share with you. As the page says: "VirgilTrack doesn't guess how anyone feels."
### Before you start
You need people who report to you directly. If nobody does yet, the tab says "Nobody reports to you directly yet." Who reports to whom is set by the CEO or an administrator, in the **Roles & hierarchy** section of **Settings**. See [Settings](/settings/overview/).
### The Your team tab at a glance
Open **Emotional Intelligence › Your team**.
_[Screenshot: The Your team tab: the Team pulse, last 30 days card and the About this view note at the top, then a card for each direct report with their workload facts and the Prepare a conversation and Send kudos buttons]_
#### Team pulse, last 30 days
This card shows how your direct reports answered the weekly check-in over the last 30 days:
- the average, out of 5, where 1 is "A hard week" and 5 is "A great week";
- small bars for how many answers of each kind there were (point to a bar to see its answer and count);
- how many answers there were.
It never shows names, and every answer counts, whether or not the person shared it with you. Until at least 5 people have answered, the card says it will be "Shown once at least 5 people have answered the weekly check-in, so no one can be identified."
#### Each person
Each direct report has a card with their name and a line of facts:
| Fact | What it counts |
| --- | --- |
| **open** | Their strategy tasks that aren't completed. |
| **overdue** | Open strategy tasks past their due date. |
| **rescheduled (30d)** | Their strategy tasks that have been rescheduled and changed in the last 30 days. |
| **of 4 reports missed** | How many of the last four weeks' weekly reports they haven't submitted. |
| **kudos (30d)** | Kudos they've received in the last 30 days. |
If they shared their weekly check-in with you this week or last week, their answer appears next to their name, for example "🙂 A good week", and any note they wrote appears below.
#### Consider a check-in
When something stands out, the card shows **Consider a check-in** and a line starting "Noticed:" with the reasons. People with the most reasons are listed first.
| Reason shown | When it appears |
| --- | --- |
| "… tasks overdue" | 3 or more strategy tasks are overdue. |
| "… tasks rescheduled this month" | 3 or more strategy tasks were rescheduled in the last 30 days. |
| "… of the last 4 weekly reports not submitted" | 2 or more of the last four weekly reports weren't submitted. |
| "… open tasks" | 12 or more strategy tasks are open. |
| "shared that this week was hard" | They shared **A tough week** or **A hard week** with you. |
| "no kudos in the last month" | They have open tasks but no kudos in the last 30 days. |
These are prompts to talk, not judgements. The reading of people is yours.
### Prepare a conversation
1. Select **Prepare a conversation** next to the person.
2. In **What have you noticed, in your own words?**, describe what you've seen. For example: "Quieter than usual in meetings, and two tasks slipped this month."
3. Select **Prepare the conversation**.
After a moment ("Thinking…"), a plan appears.
| Part of the plan | What it gives you |
| --- | --- |
| **Open with** | A first sentence or two to start the conversation. |
| **Ask** | Three or four open questions. |
| **Listen for** | What to listen for, and how to respond. |
| **Avoid** | What not to say or do, and why. |
| **Close with** | How to end with a clear, supportive next step. |
The plan is written from what you typed and the person's workload facts. It never tells you what the person feels: it helps you find out by asking.
Select **Prepare a conversation** again to close the plan.
> **Tip:**
>
Want to rehearse first? The **Practise** tab has practice conversations for situations like this one. See [Practise with drills and conversations](/wellbeing/practise/).
### Send kudos
Select **Send kudos** next to the person, write what they did and the difference it made, and select **Send kudos**. See [Kudos](/wellbeing/kudos/).
### Use Virgil Copilot
You can also ask Virgil Copilot:
- "Who in my team could use a check-in?" Virgil lists who might welcome a check-in and why, from the same facts.
- "Help me prepare a check-in with Tendai." Virgil prepares the same kind of plan. Anyone can ask for this, but workload facts are only used for your own direct reports.
See [What Virgil can do](/assistant/what-virgil-can-do/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| There is no **Your team** tab. | It is only for managers and the CEO. | Ask your administrator if your role should be Manager. |
| "Nobody reports to you directly yet." | No one has you as the person they report to. | Ask your CEO or an administrator to set who reports to you in **Roles & hierarchy**. |
| The team pulse isn't shown. | Fewer than 5 of your direct reports answered in the last 30 days. | Nothing to fix. It appears when enough people answer. |
| "The coach couldn't help just now. Try again." | The plan couldn't be written at that moment. | Select **Prepare the conversation** again. |
| **Prepare the conversation** can't be selected. | The box is empty. | Describe what you've noticed. |
### Related
- [The weekly check-in](/wellbeing/weekly-check-in/)
- [Kudos](/wellbeing/kudos/)
- [Practise with drills and conversations](/wellbeing/practise/)
# Chapter 15: Settings
## Settings
Source: https://manual.virgiltrack.virgilfinance.com/settings/overview/
VirgilTrack screens: /settings, /settings/{Section}, /Account/Manage
Open your settings, find each section, and see which settings everyone has and which only the CEO and administrators have.
Settings is where you look after your own account: your profile, how VirgilTrack contacts you, your mailbox and your time zone. The CEO and administrators also use it to run the organisation: its people's roles and who reports to whom.
### Open your settings
1. Select your picture in the top-right corner of the screen.
2. Select **Settings**.
Settings opens at **Profile**. The list on the left, under your name and email address, shows the sections. Select one to open it.
Settings has eight sections. Everyone has six of them; the CEO and administrators also have **Organisation** and **Roles & hierarchy**. Four sections are explained in this chapter. **Profile**, **Sign-in & security** and **Preferences** are explained in Getting started, and **Mailboxes** in Tasks.
_[Screenshot: The Settings page as the CEO sees it, with the list of sections on the left: Profile, Sign-in & security, Notifications, Mailboxes, Preferences, Organisation, Roles & hierarchy and Your account]_
### The sections
| Section | What you do there | Who sees it | See |
| --- | --- | --- | --- |
| **Profile** | Change your photo, name and office number, and keep your profile private if you want to. | Everyone | [Your profile](/getting-started/your-profile/#your-profile), in Getting started |
| **Sign-in & security** | Change your sign-in email, password and mobile number, and sign out on other devices. | Everyone | [Sign-in and security](/getting-started/your-profile/#sign-in-and-security), in Getting started |
| **Notifications** | Choose which messages reach you by email, text or phone call, and test them. | Everyone | [Choose your notifications](/settings/notifications/) |
| **Mailboxes** | Connect your work mailbox so the work in your email becomes trackable. | Everyone | [Connect your mailbox](/tasks/connect-your-mailbox/), in Tasks |
| **Preferences** | Set your time zone, used for quiet hours for texts and calls, and for Virgil Copilot's clock. | Everyone | [Set your time zone](/getting-started/your-profile/#set-your-time-zone), in Getting started |
| **Organisation** | See your organisation at a glance and open the tools for running it. | CEO and administrators | [Your organisation's settings](/settings/organisation/) |
| **Roles & hierarchy** | Set who reports to whom, and each person's role and department. | CEO and administrators | [Reporting lines and roles](/settings/roles-and-hierarchy/) |
| **Your account** | Open your work record, or ask to close your account. | Everyone | [Your work record and leaving](/settings/your-account/) |
If you open the address of a section you can't use, Settings opens **Profile** instead.
### For the CEO and administrators
**Who can use this:** CEO, Administrator
Besides the **Organisation** and **Roles & hierarchy** sections, you have:
- **Roles & permissions** and **Reporting hierarchy** in the menu under your picture. They open the **Role Management** page and the **Roles & hierarchy** section.
- A green plus button, **Invite a team member**, in the **Team:** bar under the header.
### In this chapter
- [Choose your notifications](/settings/notifications/): which messages reach you by email, text or call, quiet hours, and testing.
- [Invite team members](/settings/invite-team-members/): for the CEO and administrators: invite someone to join your organisation.
- [Your organisation's settings](/settings/organisation/): for the CEO and administrators: the Organisation section, and which tool to use for roles.
- [Reporting lines and roles](/settings/roles-and-hierarchy/): for the CEO and administrators: drag people onto their manager and set their role, department and managed departments.
- [Role Management](/settings/role-management/): for the CEO and administrators: change many people's roles and department managers at once.
- [Your work record and leaving](/settings/your-account/): your work record, and asking to close your account.
In other chapters:
- [Your profile and sign-in details](/getting-started/your-profile/): the **Profile**, **Sign-in & security** and **Preferences** sections.
- [Connect your mailbox](/tasks/connect-your-mailbox/): the **Mailboxes** section.
### Related
- [Your profile and sign-in details](/getting-started/your-profile/)
- [Roles and what each can do](/welcome/roles/)
- [Departments](/departments/overview/)
## Choose your notifications
Source: https://manual.virgiltrack.virgilfinance.com/settings/notifications/
VirgilTrack screens: /settings/notifications
Choose which messages VirgilTrack sends you by email, text or phone call, understand quiet hours, and send yourself a test.
VirgilTrack tells you about work that needs you: tasks given to you, overdue work, reminders, reports to write and more. On **Notifications** you choose which of these also reach you by email, text message or phone call.
Switching an email or text off doesn't stop the notice appearing under the bell in VirgilTrack. See [Notifications](/communication/notifications/).
### Open your notification settings
1. Select your picture in the top-right corner of the screen, then select **Settings**.
2. In the list on the left, select **Notifications**.
You can also select **Notification settings** at the bottom of a notification email from VirgilTrack.
_[Screenshot: The Notifications section of Settings: the Email and Texts and calls switches, the Check they work buttons, and the notification groups, where each notification has Email, Text and Call tick boxes or a dash where that channel isn't used]_
### How VirgilTrack may contact you
The two switches at the top decide whether VirgilTrack may use each channel at all.
| Switch | What it does |
| --- | --- |
| **Email** | Allows emails about everything you tick below. When it is off, you still get emails about work given to you, and system notices: "Work assigned to you and system notices are always emailed; this covers everything else." |
| **Texts and calls** | Allows text messages and phone calls to your mobile number. It only works once your number is verified. Until then it says "Needs a verified mobile number: add or verify it." Select **add or verify it** to do that. See [Your profile and sign-in details](/getting-started/your-profile/). |
When your number is verified, the switch shows the number VirgilTrack will use.
### Choose what reaches you
Below the switches, the notifications are grouped into **Your work**, **Reporting**, **Strategy and risk**, **People** and **System**. Each row has up to three tick boxes:
- **Email**: send this to your email address.
- **Text**: send a short text message. A dash means this kind of message is never sent by text.
- **Call**: phone you. Only **Reminders** can call you.
1. Find the notification in its group. The line under its name says when it is sent.
2. Tick or untick **Email**, **Text** or **Call**.
VirgilTrack saves straight away and shows "Saved."
Some boxes can't be changed:
- The **Email** box for **Work delegated to you** and **System notices** is always ticked and greyed out. Point at it to see "Always sent: it's part of your work".
- The **Text** and **Call** boxes are greyed out until your number is verified and **Texts and calls** is on.
### The notifications
All emails start switched on. Texts start switched on only for **Work delegated to you** and **Overdue work**. Calls start switched off.
#### Your work
| Notification | When it is sent | Text? |
| --- | --- | --- |
| **Work delegated to you** | A task, control or calendar task is assigned to you, reassigned, or its due date changes. The email can't be switched off. | Yes |
| **Due tomorrow** | A morning reminder of work due the next day. | Yes |
| **Overdue work** | Work past its due date: one summary a day, and a text the day it becomes overdue. | Yes |
| **Updates on work you delegated** | Someone finishes, is blocked on, or asks for more time on a task you delegated. | No |
| **Mentions** | Someone mentions you in a comment. You get the email only if you haven't seen it in VirgilTrack within 10 minutes. | No |
| **Private messages** | A message you haven't read within 10 minutes. | No |
| **Reminders** | Reminders you or a colleague set with Virgil Copilot. These can also phone you. | Yes |
#### Reporting
| Notification | When it is sent | Text? |
| --- | --- | --- |
| **Weekly report reminders** | Friday afternoon if this week's report isn't submitted, and Monday morning if last week's still isn't. | No |
| **Team report reminders (managers)** | Monday: your consolidated report for last week, with who in your team has submitted. | No |
| **Work you delegated (weekly)** | Monday: what you delegated that is overdue or finished last week. | No |
| **Events from other departments** | One email a day when something written in another department's report affects yours. You also see them in VirgilTrack as they happen. | No |
#### Strategy and risk
| Notification | When it is sent | Text? |
| --- | --- | --- |
| **Quarterly reviews (CEO and heads)** | A week before each fiscal quarter ends, and when reviews are still outstanding after it. | No |
| **KPIs off track** | A KPI review is recorded as off track, at risk or stalled. | Yes |
| **Strategic objectives at risk (CEO)** | Monday: objectives whose KPIs are off track or whose initiatives are slipping. | Yes |
| **Risks identified by VirgilTrack** | VirgilTrack's AI identifies a new risk, or suggests a control for one of your risks. | No |
#### People
| Notification | When it is sent | Text? |
| --- | --- | --- |
| **Kudos** | A colleague recognises your work. | No |
| **Weekly check-in** | Friday: how was your week? One tap in the email. Only you see it unless you share it. | No |
| **Emotional intelligence practice (managers)** | Wednesday: a five-minute practice conversation or drill. | No |
#### System
| Notification | When it is sent | Text? |
| --- | --- | --- |
| **System notices** | Planned maintenance and downtime. Can't be switched off. Urgent notices may also come by text. | Yes |
### Quiet hours
VirgilTrack doesn't send notification texts or calls between 20:00 and 07:00 in your time zone. A text or call due in that time waits until 07:00. Emails are sent at any time. The tests under **Check they work** ignore quiet hours.
Quiet hours follow the time zone in **Settings › Preferences**. Make sure it is right. See [Your profile and sign-in details](/getting-started/your-profile/).
### Calls from reminders
Only reminders can phone you. Your own reminders can always call you, as long as your number is verified and **Texts and calls** is on. Tick **Call** on the **Reminders** row to let colleagues' reminders phone you as well. See [Reminders](/calendar/reminders/).
### Check that they work
Under **Check they work**, send yourself a test straight away. Tests ignore quiet hours.
1. Select **Email me**, **Text me** or **Call me**.
"Sending…" appears while VirgilTrack tries.
2. Read the result. A line with ✓ means it worked, for example "Email: ✓ sent to …". A line with ✗ says why it didn't, for example "Text: ✗ you have no phone number on your profile."
3. Check your inbox or phone.
You can test with your own number before it is verified. If a line with ✗ says "Email isn't configured on the server" or "Calls aren't configured on the server", tell your administrator: VirgilTrack can't send that kind of message yet.
### Stop an email from the email itself
Notification emails from VirgilTrack end with **Notification settings** and, for messages you can switch off, **Stop these emails**.
1. In the email, select **Stop these emails**.
2. On the page that opens, select **Stop these emails**.
You see "Done" and "You won't get … emails any more."
This also stops texts for that kind of message. You still see the notices in VirgilTrack. To turn them back on, tick them again on **Notifications**.
If the page says "Link expired", change the setting in **Settings › Notifications** instead.
> **Tip:**
>
You can ask Virgil Copilot to change a notification for you, for example "stop emailing me about kudos". Copilot shows the change and saves it only when you confirm. See [AI assistant](/assistant/overview/).
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| The **Text** and **Call** boxes are greyed out | Your number isn't verified, or **Texts and calls** is off. Verify your number in **Settings › Sign-in & security**, then switch **Texts and calls** on. |
| "…your profile doesn't allow texts and calls (cellphone communication is off)." | **Texts and calls** is off. Switch it on, then test again. |
| You switched the **Email** switch off but still get emails about work delegated to you | Those emails, and system notices, can't be switched off: they tell you about work that is now yours. |
| Texts arrive in the morning, not when things happen | That's quiet hours. Texts wait until 07:00 in your time zone. Check your time zone in **Settings › Preferences**. |
| You don't get emails you ticked | Check that the **Email** switch at the top is on, and look in your spam or junk folder. Then use **Email me** to test. |
### Related
- [Notifications](/communication/notifications/)
- [Reminders](/calendar/reminders/)
- [Your profile and sign-in details](/getting-started/your-profile/)
## Invite team members
Source: https://manual.virgiltrack.virgilfinance.com/settings/invite-team-members/
Roles: CEO, Administrator
Invite someone to join your organisation in VirgilTrack, choose their department, and say whether they will manage it.
When someone new joins your organisation, invite them to VirgilTrack. They get an email with a link to set up their own account, and they join the department you choose.
### Before you start
- You need to be the CEO or an administrator.
- The person's department must already exist. See [Departments](/departments/overview/).
- Have the person's first name, last name and work email address ready.
### Invite someone
1. In the **Team:** bar under the header, select the green plus button, **Invite a team member**.
The **Invite a Member** window opens.
2. Fill in **First name** and **Last name**.
3. Fill in **Email Address**. Check it carefully: the invitation goes to this address.
4. In **Department**, choose the department the person will join.
5. If the person will manage that department, tick **Tick if the person will be a manager in this department?**
6. Select **Invite**.
When "Invite Successful" and "We have sent an email to … with further instructions" appear, close the message. The window closes too.
_[Screenshot: The Invite a Member window: First name, Last name, Email Address and Department, all required, the tick box for someone who will manage the department, and the Invite button]_
Below **Invite**, **Pending Invitations** lists invitations sent from VirgilTrack that haven't been accepted yet, with the date each email was sent.
Each pending invitation also has a list that shows **Manager**, with **Regular** and **CEO** as the other choices. It doesn't change anything yet: the person joins as you invited them. See [Known limitations](/reference/known-limitations/).
### What happens next
- The person receives an email called "Invitation to Virgiltrack", with a **Setup Account** button. They follow [Accept an invitation](/getting-started/accept-an-invitation/) to set up their account.
- When they have set up their account, they join the department you chose, with the Employee role. If you ticked the manager box, they get the Manager role instead and become a manager of that department.
- VirgilTrack sets their reporting line. An employee reports to a manager of their department, or to the CEO if the department has no manager yet. A manager reports to the CEO.
- They are added to your organisation's weekly work reports.
To change their role or reporting line later, see [Reporting lines and roles](/settings/roles-and-hierarchy/).
> **Note:**
>
The invitation can't make someone the CEO. To change who is CEO, a VirgilTrack administrator does it from your organisation's page. See [Organisations](/administration/organisations/).
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| **Invalid Parameters**: "The FirstName supplied was invalid" | **First name** is empty. Fill it in and select **Invite** again. |
| **Invalid Parameters**: "The LastName supplied was invalid" | **Last name** is empty. |
| **Invalid Parameters**: "The Email supplied was invalid" | **Email Address** is empty. |
| **Invalid Parameters**: "The Department supplied was invalid" | No department is chosen. Choose one in **Department**. |
| **Error**: "The Department selected was not found in the database" | The department no longer exists. Close the window, open it again and choose another department. |
| **Invite Failed**: "Sending email failed for the following recipients: …" | VirgilTrack couldn't send the email, so the invitation wasn't saved, and the window closes. Open it again with the plus button, check the address and try again. If it keeps failing, contact your administrator. |
| You don't see the green plus button | Only the CEO and administrators see it, and only when they belong to a department themselves. Administrators can also invite people from the organisation's page. See [Organisations](/administration/organisations/). |
| The person can't find the email | Ask them to look in their spam or junk folder for "Invitation to Virgiltrack". If it isn't there, invite them again. |
### Related
- [Accept an invitation](/getting-started/accept-an-invitation/)
- [Manage a department](/departments/manage-a-department/)
- [Reporting lines and roles](/settings/roles-and-hierarchy/)
## Your organisation's settings
Source: https://manual.virgiltrack.virgilfinance.com/settings/organisation/
Roles: CEO, Administrator
VirgilTrack screens: /settings/organisation
The Organisation section of Settings for the CEO and administrators, which tool to use to change roles and reporting lines, and what happens when someone leaves.
The **Organisation** section of Settings is the starting point for running your organisation in VirgilTrack. It shows your organisation at a glance and opens the tools for people's roles and reporting lines.
### Open the Organisation section
1. Select your picture in the top-right corner of the screen, then select **Settings**.
2. In the list on the left, select **Organisation**.
Only the CEO and administrators see this section.
_[Screenshot: The Organisation section of Settings: the organisation's name with its number of active people, number of departments and the month its fiscal year starts, and the Roles & permissions and Reporting hierarchy cards]_
### Your organisation at a glance
The heading is your organisation's name. Under it, one line shows:
- **active people**: everyone in the organisation who hasn't left;
- **departments**: how many departments the organisation has. This can include the CEO's own department, Executive Suite, which the **Departments** page doesn't list;
- **fiscal year starts in**: the month your financial year begins. It is set when your organisation signs up. VirgilTrack uses July if no month was set.
To change your organisation's name, contact details or fiscal year, ask a VirgilTrack administrator. They change them on your organisation's page.
#### Your financial year
Your organisation's financial year is the 12 months it plans and accounts for, starting in the month shown as **fiscal year starts in**. VirgilTrack's screens use both words for the same thing: **Fiscal year starts in** when your organisation signs up, and **Financial year**, for example "Financial year 2026/27", on the CEO's **Work Reports** page. This manual says "financial year".
VirgilTrack uses it, for example, for **This financial year** on the **Work Alignment** page and for the quarters of the quarterly review reminders.
### The tools
| Card | What it opens | Use it to |
| --- | --- | --- |
| **Roles & permissions** | The **Role Management** page | Change several people's roles and choose department managers, then save them all at once. See [Role Management](/settings/role-management/). |
| **Reporting hierarchy** | **Settings › Roles & hierarchy** | Set who reports to whom, "so weekly reports roll up correctly", by dragging people onto their manager. Each change saves straight away. See [Reporting lines and roles](/settings/roles-and-hierarchy/). |
| **Leadership and people** | Your organisation's page in Platform administration | Change the CEO or managers, handle people leaving, and manage invitations. Only administrators see this card. See [Organisations](/administration/organisations/). |
### Which tool should I use?
| You want to | Use |
| --- | --- |
| Change who someone reports to | **Settings › Roles & hierarchy**: drag them onto their new manager. |
| Make someone a team's manager | **Settings › Roles & hierarchy**: drag each team member onto them. They become a **Team Manager**. |
| Move someone to another department | **Settings › Roles & hierarchy** (**Department Assignment**), or the department's page. See [Manage a department](/departments/manage-a-department/). |
| Choose a department's managers | The department's page, **Settings › Roles & hierarchy** (**Managed Departments**), or **Role Management**. |
| Change many people's roles in one go, and check every department has a manager | **Role Management**. Its **Department Coverage** card shows departments with no departmental manager. Roles there still follow the reporting lines: see [Role Management](/settings/role-management/). |
| Invite someone new | The green plus button in the **Team:** bar. See [Invite team members](/settings/invite-team-members/). |
| Change who is CEO | Ask a VirgilTrack administrator. |
### When someone leaves
People can't delete their own accounts, because their work belongs to the organisation. Instead:
1. The person asks to close their account in **Settings › Your account**. See [Your work record and leaving](/settings/your-account/).
2. You, as CEO, and VirgilTrack's administrators get the request by email and under the bell, with any note the person added.
3. A VirgilTrack administrator uses **Leaving…** on your organisation's page to hand the person's work over and close the account. Their work record stays theirs. See [Organisations](/administration/organisations/).
### Related
- [Settings](/settings/overview/)
- [Departments](/departments/overview/)
- [Roles and what each can do](/welcome/roles/)
## Reporting lines and roles
Source: https://manual.virgiltrack.virgilfinance.com/settings/roles-and-hierarchy/
Roles: CEO, Administrator
VirgilTrack screens: /settings/hierarchy, /workreport-hierarchy
Set who reports to whom by dragging people onto their manager, and change each person's role, level, department and managed departments.
**Roles & hierarchy** shows who reports to whom in your organisation, as a tree with the CEO at the top. It decides how weekly work reports flow upwards, from employees to managers to the CEO. Here you can also change each person's role, department and the departments they manage.
Every change on this page saves straight away.
### Open Roles & hierarchy
Use either of these:
- **Your picture › Reporting hierarchy**
- **Your picture › Settings › Roles & hierarchy**
Only the CEO and administrators can open it.
_[Screenshot: The Roles & hierarchy section: the CEO at the top of the tree with the Chief Executive badge, each person indented under the person they report to, with their Role & Level, Department Assignment and Managed Departments boxes, and Repair Work Reports at the top right]_
### Reading the tree
- The CEO is at the top, with a **Chief Executive** badge. Everyone else sits under the person they report to.
- Each row shows the person's picture, name and email address.
- Next to each person (except the CEO) are three boxes:
| Box | What it sets |
| --- | --- |
| **1 Role & Level** | **Employee**, **Team Manager** or **Department Manager**. |
| **2 Department Assignment** | The department the person belongs to, or **-- No Department --**. |
| **3 Managed Departments** | The departments a Department Manager manages. It is faded and can't be used for other levels. |
Anyone who reports to nobody is placed under the CEO when the page opens.
### The levels
| Level | What it means |
| --- | --- |
| **Employee** | Has no one reporting to them. |
| **Team Manager** | Has the Manager role and leads the people who report to them, without managing a whole department. |
| **Department Manager** | Has the Manager role and also manages one or more whole departments, chosen in **Managed Departments**. |
Team Managers and Department Managers have the same Manager role. The difference is that a Department Manager oversees whole departments. See [Roles and what each can do](/welcome/roles/).
### Change who someone reports to
1. Point at the person's row. A grip symbol appears at its start.
2. Drag the row and drop it onto the row of their new manager.
The row you are over is highlighted. While VirgilTrack saves, the person's picture turns into a spinner.
3. Wait for "Hierarchy updated successfully!".
VirgilTrack adjusts roles for you:
- If the new manager wasn't a manager yet, they become one (**Team Manager**). This doesn't apply when you drop someone onto the CEO.
- If the person you moved is a Team Manager with no one reporting to them, and you drop them onto someone other than the CEO, VirgilTrack asks, in **Notice!**: "… is a Manager without any subordinates. Do you wish to remove their managerial role?" Select **Yes, remove** or **Cancel**. **Cancel** doesn't keep their Manager role: either way, once the move is saved they become an **Employee**, because nobody reports to them. The same happens, without the question, when you drop them onto the CEO. See [How VirgilTrack keeps roles in step](#how-virgiltrack-keeps-roles-in-step).
- If their previous manager now has no one reporting to them, the previous manager becomes an **Employee**.
- Department Managers are never changed automatically. Only you change their level.
You can't move the CEO, and you can't drop someone onto a person who reports to them. That shows **Invalid Move**: "You cannot assign a manager to report to one of their own subordinates. This creates an infinite loop."
### Change someone's level
1. Find the person in the tree.
2. In **Role & Level**, choose **Employee**, **Team Manager** or **Department Manager**.
VirgilTrack saves straight away and says, for example, "Lina Kambonde is now a Manager".
3. If you chose **Department Manager**, choose at least one department in **Managed Departments**.
For someone who was already a **Team Manager**, nothing is saved until you choose a department.
- Choosing **Employee** removes the Manager role and clears their managed departments.
- Choosing **Team Manager** for a Department Manager clears their managed departments.
- A Department Manager with no managed departments counts as a Team Manager.
Changing a level doesn't move anyone in the tree. People who report to the person keep reporting to them. So if you make someone an **Employee** while people still report to them, they become a manager again the next time this page opens. Drag the people who report to them onto someone else first.
### Change someone's department
In **Department Assignment**, choose the person's new department, or **-- No Department --**. VirgilTrack says "… moved to …" or "… removed from department".
This changes the department the person belongs to, not who they report to. If they now report to someone else, drag them onto their new manager too.
### Choose the departments a manager manages
1. Make sure the person's **Role & Level** is **Department Manager**.
2. In **Managed Departments**, choose each department they manage. Remove a department by removing it from the box.
VirgilTrack saves after each change and says "…'s managed departments updated".
A department can have several managers. You can also choose a department's managers on its own page. See [Manage a department](/departments/manage-a-department/).
### How VirgilTrack keeps roles in step
Each time **Roles & hierarchy** opens, and after every move, VirgilTrack checks everyone's role against the tree:
- The organisation's CEO keeps the CEO role.
- Anyone who has people reporting to them, or who manages a department, gets the Manager role.
- Everyone else gets the Employee role.
This also happens at other times, for example when a new person finishes setting up their account. So a role that doesn't match the reporting lines, such as one set on [Role Management](/settings/role-management/), may change back. To change someone's role for good, change their reporting lines or managed departments here.
### Repair Work Reports
If report submissions ever look out of step with the tree, select **Repair Work Reports** at the top. In **Confirm** ("Repair work reports for the whole organization? …"), select **OK**.
The button says **Repairing...** while VirgilTrack re-links every week report in the organisation to the current reporting lines. Then it says "Work reports repaired successfully!".
> **Tip:**
>
After you change several reporting lines, open a manager's team reports to check they look right. See [Review your team's reports](/work-reports/review-team-reports/).
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| **Invalid Move** | You tried to put someone under a person who reports to them. Move the other person first, or choose a different manager. |
| **Error**: "Failed to update hierarchy: …" | The move couldn't be saved. Refresh the page and try again. |
| **Error**: "Could not change …'s role. Please try again." | The level wasn't saved. Try again. The same applies to "Could not change …'s department. Please try again." and "Could not update …'s managed departments. Please try again." |
| **Error**: "An error occurred: …" after **Repair Work Reports** | The repair didn't finish. Try again later. If it keeps happening, note the message and contact your administrator. |
| Someone you made an **Employee** is a manager again | People still report to them. Drag those people onto their new manager, then choose **Employee** again. |
| A person you made a **Department Manager** shows as **Team Manager** later | No department was chosen in **Managed Departments**. Choose **Department Manager** again and pick their departments. |
| You can't drag the CEO | The CEO is always at the top of the tree. To change who is CEO, ask a VirgilTrack administrator. See [Organisations](/administration/organisations/). |
### Related
- [Role Management](/settings/role-management/)
- [Manage a department](/departments/manage-a-department/)
- [Work reports and records](/work-reports/overview/)
## Role Management
Source: https://manual.virgiltrack.virgilfinance.com/settings/role-management/
Roles: CEO, Administrator
VirgilTrack screens: /settings/roles
Change several people's roles at once, choose departmental managers and the departments they manage, and check every department is covered.
The **Role Management** page lists everyone in your organisation in one table, with their role. Use it to change several people's roles in one go, choose departmental managers, and check that every department has one.
Unlike **Roles & hierarchy**, nothing here is saved until you select **Save All Changes**.
### Open Role Management
Use either of these:
- **Your picture › Roles & permissions**
- **Settings › Organisation › Roles & permissions**
_[Screenshot: The Role Management page: Save All Changes at the top right, the role legend, the search box and filter buttons, and the Users & Roles table where each person's current role button is highlighted, with their Manager Level and Dept. Assignment]_
### The page at a glance
- **Role hierarchy:** a legend of the roles: **CEO**, **Dept Mgr**, **Manager** and **Employee**. Point at one to see a short description.
- **Search users…**: type part of a name or email address to narrow the table.
- **All**, **CEO**, **Manager**, **Employee**, **Unassigned**: show only people with that role. **Unassigned** shows the same people as **Employee**, because everyone without another role counts as an employee. The number of people shown is on the right.
- **Users & Roles**: the table of people. See [The table](#the-table).
- **Department Coverage**: one card per department. See [Department Coverage](#department-coverage).
### The table
| Column | What it shows |
| --- | --- |
| **User** | The person's picture, name and email address. Your own row has a **You** badge. |
| **Department** | The department the person belongs to, or a dash. |
| **Role** | Buttons for **CEO**, **Manager** and **Employee**, with the person's role highlighted. Your own role and administrators' roles are shown as a badge and can't be changed here. |
| **Manager Level** | For managers: **Departmental Mgr** or **Team Mgr**. Under it, "Budget authority · Strategic planning" or "Task delegation · Team monitoring" reminds you what each level does. For the CEO: "Full org access". |
| **Dept. Assignment** | For departmental managers: a tick box for each department. Tick the departments they manage. A **Primary** badge appears next to each department you tick. |
### Change people's roles
1. Find the person. Use **Search users…** or the filter buttons if the list is long.
2. In **Role**, select **CEO**, **Manager** or **Employee**.
3. If you chose **Manager**, choose the **Manager Level**:
- **Departmental Mgr** for someone who manages whole departments. Then tick their departments under **Dept. Assignment**.
- **Team Mgr** for someone who leads a team without managing a whole department.
4. Repeat for anyone else.
5. Select **Save All Changes** at the top of the page.
VirgilTrack shows **Saved**, with the number of role changes and department assignments it applied.
If you choose **Employee** or **CEO** for someone who was a departmental manager, VirgilTrack clears their managed departments when you save. Choosing **Team Mgr** does the same.
> **Caution:**
>
If you leave the page before you select **Save All Changes**, your changes are lost.
> **Caution: Roles follow the reporting lines**
>
Roles you save here can change back. Each time **Roles & hierarchy** opens, after every move there, and when a new person joins, VirgilTrack sets roles from the reporting lines: anyone with people reporting to them, or who manages a department, becomes a Manager, and everyone else except the organisation's CEO becomes an Employee. So a **Team Mgr** needs people reporting to them, and a **Departmental Mgr** needs at least one department ticked. See [How VirgilTrack keeps roles in step](/settings/roles-and-hierarchy/#how-virgiltrack-keeps-roles-in-step).
The **CEO** button doesn't make someone the organisation's CEO, at the top of the reporting hierarchy, and the CEO role it gives is taken away again when roles are next set from the reporting lines. To hand the CEO's job to someone else, ask a VirgilTrack administrator. See [Organisations](/administration/organisations/).
### Department Coverage
The **Department Coverage** card shows "Which departments have a designated departmental manager".
- A department with a departmental manager says **Managed** and lists them.
- A department without one says **No departmental manager** and "Assign a departmental manager above to cover this department."
The cards follow your choices in the table straight away, so you can check coverage before you save.
### What changes, and what doesn't
- A person's role decides what they can see and do in VirgilTrack. See [Roles and what each can do](/welcome/roles/).
- Changing roles here doesn't change who reports to whom. Weekly work reports follow the reporting lines in **Settings › Roles & hierarchy**. See [Reporting lines and roles](/settings/roles-and-hierarchy/).
- Ticking departments for a **Departmental Mgr** makes them a manager of those departments, as on each department's own page. It doesn't change the department they belong to.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "No users match your search" | Nobody matches your search and filter. Clear **Search users…** and select **All**. |
| **Error**: "Failed to save changes: …" | Nothing was saved. Try again. If it keeps happening, note the message and contact your administrator. |
| You can't change your own role | Nobody can change their own role here. Ask a VirgilTrack administrator. |
| A role you saved has changed back | Roles follow the reporting lines. Set the person's reporting lines or managed departments in **Settings › Roles & hierarchy**. See [How VirgilTrack keeps roles in step](/settings/roles-and-hierarchy/#how-virgiltrack-keeps-roles-in-step). |
| A department still shows **No departmental manager** after you saved | The manager needs **Departmental Mgr** as their level, with the department ticked under **Dept. Assignment**. |
### Related
- [Reporting lines and roles](/settings/roles-and-hierarchy/)
- [Manage a department](/departments/manage-a-department/)
- [Your organisation's settings](/settings/organisation/)
## Your work record and leaving
Source: https://manual.virgiltrack.virgilfinance.com/settings/your-account/
VirgilTrack screens: /settings/account
Open your work record from Settings, and ask your CEO and VirgilTrack's administrators to close your account when you leave.
**Your account** is the last section of Settings. From here you open your work record, and you ask for your account to be closed when you leave your organisation.
Open it with **Your picture › Settings › Your account**.
### Your work record
Your work record is "Everything you did in VirgilTrack, as a record you can issue to a future employer and they can check online."
The **Open my work record** button opens the **Work Record** screen. In this version, that screen only opens for platform administrators. Everyone else sees "You are not authorized to view this page." See [Your work record](/work-reports/work-record/).
### Ask to close your account
You can't delete your own account, because your work belongs to your organisation. Instead, you ask. Your CEO or an administrator then hands your work over to someone else and closes the account. Your work record stays yours to issue.
1. Under **Leaving, or closing your account**, select **Ask to close my account**.
2. In **Anything they should know (optional)**, add a note if you want to. For example, your last day and who should take over your work.
3. Select **Send the request**.
To stop without sending, select **Cancel**.
_[Screenshot: The Your account section: the Your work record card with Open my work record, and the Leaving, or closing your account card with the optional note box and the Send the request and Cancel buttons]_
### What happens next
- You see "Your request was sent. You'll hear back from your organisation."
- Your CEO and VirgilTrack's administrators get an email, "… asked to close their VirgilTrack account", with your note. They also see an **Account closure request** under the bell.
- They hand your work over to someone else and close your account. Until then, you can keep using VirgilTrack as normal.
> **Tip:**
>
Your work record is kept after you leave. See [Your work record](/work-reports/work-record/) for what it holds and how it is issued.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "There's nobody to send the request to. Contact info@virgilfinance.com." | Your organisation has no CEO or administrator who can receive the request. Email the address shown. |
| "This is a demo, so sign-in details can't be changed here." | You are using a demo organisation, where accounts can't be closed. |
### Related
- [Your work record](/work-reports/work-record/)
- [Your organisation's settings](/settings/organisation/#when-someone-leaves)
- [Settings](/settings/overview/)
# Chapter 16: Platform administration
## Platform administration
Source: https://manual.virgiltrack.virgilfinance.com/administration/overview/
Roles: Administrator
VirgilTrack screens: /admin-dashboard
What VirgilTrack's platform administrators do, where their tools are, and the ideas behind organisations, people and access.
This chapter is for VirgilTrack's platform administrators: the Virgil Finance staff who look after every organisation that uses VirgilTrack. If you work inside one organisation, as a CEO, manager or employee, you don't need this chapter.
### What administrators do
- **Approve new organisations.** When a council signs up, you review the request and approve it, which invites everyone it listed.
- **Look after each organisation.** You change its CEO or department managers, invite people, record people leaving, and mark its access as suspended if needed.
- **Support people.** When someone calls for help, you can send them a password link, set a temporary password, change their sign-in email, clear a lockout or move them to another organisation.
- **Run demos.** You create personal demo links for people who want to try VirgilTrack.
- **Tell people about downtime.** You send maintenance notices to one organisation or to everyone.
### Where your tools are
Administrators see three extra items in the menu on the left.
| Menu item | What it opens |
| --- | --- |
| **Organizations** | Every organisation on VirgilTrack, as cards. Select one to manage it. See [Organisations](/administration/organisations/). |
| **Users** | Everyone on VirgilTrack, across all organisations. See [Users](/administration/users/). |
| **Sign Ups** | Organisations' sign-up requests, waiting for review. See [Review sign-ups](/administration/sign-ups/). |
**Dashboard**, at the top of the menu, opens the **Admin Dashboard**. It is a simple page; its **Manage Demos** link opens the **Demo links** page. After you sign in, VirgilTrack usually opens this page first.
The **Admin Dashboard** also shows a heading, **Admin Index**, and a **get db path** button that only shows technical file locations: you can ignore both. In the bar under the header, the **Search Risk** box and the **Add a team member** and **Enable grid view** buttons (their names show when you point at them) don't do anything yet. See [Known limitations](/reference/known-limitations/).
Your work happens mostly in **Organizations**. An organisation's own page has everything for its leadership and people in one place.
#### Who can use these tools
The menu items above appear for accounts with the Administrator role. Two tools also need a system administrator account: **Demo links** and the maintenance notice page. If your account isn't one, those pages say "Only system administrators can …". Ask a system administrator to do it for you.
### The main ideas
#### An organisation's status
Every organisation has a status. It shows where the organisation stands with VirgilTrack.
| Status | What it means |
| --- | --- |
| **Pending** | The organisation has signed up and is waiting for you to review it. |
| **Approved** | You approved the sign-up. Everyone it listed was invited, and its people can sign in. |
| **Denied** | You turned the sign-up down. Nobody is invited. |
| **Suspended** | You marked the organisation's access as paused, for example because a subscription is unpaid. Nothing is deleted, and you can restore access at any time. In this version, its people can still sign in. See [Suspend or restore an organisation's access](/administration/organisations/#suspend-or-restore-an-organisations-access). |
You approve or deny a sign-up on the **Sign Ups** pages. You suspend or restore access on the organisation's own page.
#### Leaving, locking and deleting
There are three ways to stop someone using VirgilTrack. Choose the right one.
| Question | **Leaving…** (deactivate) | **Lock** | **Delete** |
| --- | --- | --- | --- |
| Use it when | Someone leaves the organisation. | You have a security concern and need to stop someone signing in now. | An account was created by mistake and has never been used. |
| Where | The organisation's **People** tab | **Users** | **Users** |
| Their work | Handed over to a colleague you choose, in one step. | Stays with them. | Only allowed if there is no work history. |
| Their record | Kept: work record, reports and history stay. | Kept. They stay a member. | Gone for good. |
| Undo | **Rejoin** | **Unlock** | Can't be undone. |
#### Handing over work
When a CEO or manager changes, or someone leaves, VirgilTrack moves everything the outgoing person holds to someone else in one step. That includes their open tasks, the initiatives they lead, open risks assigned to them, controls not yet in place, upcoming calendar tasks, the people who report to them and the departments they manage. Before you confirm, the panel shows exactly what will move.
#### The organisation's history
Leadership changes, invitations, people leaving or rejoining, changes of access, moves between organisations and most support actions are recorded on the organisation's **History** tab, with the date, time and the administrator who did it.
Some things aren't recorded there: locking, unlocking and deleting accounts on the **Users** page, emailing password links, saving the organisation's details, and approving or denying a sign-up.
> **Note:**
>
Demo organisations, made by demo links, also appear in your lists. They are called "Kalahari Springs Municipality" unless the visitor renamed theirs, and their status is **Pending**. Don't approve them. See [Demo links](/administration/demo-links/).
### Pages in this chapter
- [Review sign-ups](/administration/sign-ups/): approve or deny a new organisation, and resend invitations that didn't go out.
- [Organisations](/administration/organisations/): the list of organisations, and an organisation's own page with its tabs.
- [Change the CEO or a department manager](/administration/change-leadership/): hand over leadership without losing work.
- [When people join or leave](/administration/people-joining-and-leaving/): invite someone, record someone leaving, and let them rejoin.
- [Users](/administration/users/): find anyone, lock or unlock an account, delete an unused one, and repair roles.
- [Help someone with their account](/administration/help-someone-with-their-account/): password links, temporary passwords, email changes, lockouts and moving someone to another organisation.
- [Demo links](/administration/demo-links/): create a personal demo and see what the visitor did.
- [Send a maintenance notice](/administration/maintenance-notices/): tell people about planned downtime.
- [Add suggested risks to the repository](/administration/add-repository-risks/): the form for adding a risk to the risk repository by hand, and why such suggestions don't reach anyone yet.
- [Check scheduled emails and reminders](/administration/background-jobs/): for system administrators, see the jobs that send reminders and digests, which ones failed, and run one again.
## Review sign-ups
Source: https://manual.virgiltrack.virgilfinance.com/administration/sign-ups/
Roles: Administrator
VirgilTrack screens: /admin/signups, /admin/signups/details/{OrganizationId:int}
Check a new organisation's sign-up request, approve it to invite everyone it listed, or deny it. Resend invitations that didn't go out.
When an organisation signs up for VirgilTrack, its request waits for you on the **Sign Ups** page. Approving it invites everyone the organisation listed, starting with the CEO.
### How you hear about a sign-up
When an organisation submits the sign-up form, VirgilTrack emails a fixed list of Virgil Finance staff: "New Sign Up on Virgiltrack", with the organisation's name. Other administrators don't get this email, so check the **Sign Ups** page regularly. The request appears there with the status **Pending**.
To see what the organisation filled in, see [Sign up your organisation](/getting-started/create-an-organisation/).
### The sign-ups list
Open **Sign Ups** from the menu on the left. At first, the list shows only **Pending** sign-ups. To see others, choose **All**, **Approved** or **Denied** in the status list above the table.
_[Screenshot: The Sign Ups list showing pending organisations, with the Organization, Team Members, Status, Location, Deployment Type, Date Created and Actions columns]_
| Column | What it shows |
| --- | --- |
| **Organization** | The organisation's name. Select it to open its sign-up details. |
| **Team Members** | How many people the organisation listed, including the CEO. Shown when you look at **Pending** sign-ups. |
| **Deployments** | Shown instead of **Team Members** for other statuses. For example, "12 / 14" means 12 of the 14 invitations have been emailed. |
| **Status** | **Pending**, **Approved**, **Denied** or **Suspended**. |
| **Location** | The organisation's city and country. |
| **Deployment Type** | How the organisation's people are invited. New sign-ups use **Email-Based Deployment**: everyone gets an email invitation. |
| **Date Created** | When the organisation signed up. |
| **Actions** | **View** opens the sign-up details. **Approve** (not shown for approved organisations) and **Deny** (not shown for approved or denied ones) are explained below. |
Suspended organisations appear under **All**. Restore a suspended organisation's access from its own page, not with **Approve** here. See [Organisations](/administration/organisations/#suspend-or-restore-an-organisations-access).
### The sign-up details page
Select an organisation's name, or **Actions › View**, to open its details.
- On the left, under the organisation's name and status, are its **Type**, **Registration Number**, **Team Size**, **Contact Email**, **Contact Number** and **Location Address**. The buttons for approving and denying are below them.
- **Deployment Progress** shows the team size and the deployment type.
- **Team Members** lists everyone the organisation will invite: **Full Name**, **Email**, **Email Recieved**, **Department** and **Role**. The CEO comes first, then managers, then everyone else. **Role** is **CEO**, **Manager** or **NONE** (an ordinary member of staff). **Email Recieved** is **True** once that person's invitation has been emailed.
_[Screenshot: A pending sign-up's details page: the organisation's type, registration number, contact details and address above the Approve and Decline buttons, and the Team Members table, with columns for each person's name, email, department and role (empty here)]_
### Before you approve
Check that:
- the organisation is real and its contact details make sense;
- the CEO's name and email address are right;
- every department has a manager, marked **Manager** in **Role**;
- the email addresses look correct. Invitations go to these addresses.
### Approve a sign-up
1. Open **Sign Ups** and select the organisation's name.
2. Check the details and the **Team Members** table.
3. Select **Approve**.
A window asks you to confirm: "All team members will receive emails with instructions on how to access the software."
4. Select **Yes, I confirm!**.
A message, **Deployment In Progress**, appears. Then the invitations go out one after another, which can take a little while.
5. Wait for the result window, then close it.
You can also approve straight from the list, with **Actions › Approve**. The details page is safer: you see who will be invited first, and it refuses to approve an organisation with nobody to invite.
### What happens next
- The organisation's status becomes **Approved**.
- Everyone in **Team Members** who hasn't had an invitation yet receives an email called "Invitation to Virgiltrack", with a **Setup Account** button. The CEO is invited first, then the managers, then everyone else. See [Accept an invitation](/getting-started/accept-an-invitation/).
- A window tells you how it went. "All … invitations went out." means everyone was emailed. If some failed, it says how many went out and lists who wasn't emailed.
- The page refreshes, and **Email Recieved** shows **True** for each person emailed.
- Each person joins their department, with their role, when they set up their account. Departments appear on the organisation's page as people join. See [Organisations](/administration/organisations/).
Once an organisation is approved, the details page also shows **Manage organisation**, which opens its page.
### Resend invitations that didn't go out
If some invitations failed, the details page of an approved organisation shows **Retry Failed Deployments**. It stays there while anyone in **Team Members** still shows **False** in **Email Recieved**.
1. Open the organisation's sign-up details.
2. Select **Retry Failed Deployments**.
3. Select **Yes, Retry!**.
VirgilTrack emails only the people who haven't received an invitation yet, and shows the result window again.
You can't correct an email address in the **Team Members** table. If an address is wrong, invite the person again with the right address from the organisation's **People** tab. See [When people join or leave](/administration/people-joining-and-leaving/#invite-someone).
### Deny a sign-up
1. Open the organisation's sign-up details.
2. Select **Decline**.
3. Read the warning: "When you Deny their registration, they wont receive the software…"
4. Select **Yes, Send Denial Email**, or **Cancel** if you change your mind.
The status becomes **Denied**, and nobody is invited.
> **Caution:**
>
Despite the button's name, VirgilTrack doesn't send the organisation an email when you deny a sign-up. Contact the organisation yourself to explain why.
Use **Decline** on the details page rather than **Actions › Deny** in the list. In the list, the organisation is denied even if you select **Cancel** in the warning.
A denied organisation keeps its **Approve** button. If you change your mind, you can approve it straight away. To put it back to **Pending** without inviting anyone, use **Something went wrong? Click to Revert** (see below).
### Start the invitations again
**Something went wrong? Click to Revert**, beside the **Team Members** heading, puts the sign-up back to **Pending** and marks every invitation as not sent. Use it to send every invitation again, or to undo a denial.
1. Select **Something went wrong? Click to Revert**.
2. Read "When you revert, you will be able to resend sign up emails." and select **Yes, I confirm!**.
The status goes back to **Pending**, and **Email Recieved** goes back to **False** for everyone.
3. When you're ready, select **Approve** again. Everyone in **Team Members** is invited again, including people who were invited before.
Reverting doesn't remove accounts that people have already set up.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| **Error**: "An organization must have at least one member to send invite(s)" | The sign-up lists nobody to invite. Contact the organisation; it may need to sign up again. |
| "… is approved" and "Everyone has already been invited." | Every invitation had already been emailed, or the sign-up lists nobody to invite. Nothing more was sent. Check the **Team Members** table. |
| A warning that only some invitations went out, ending "Use 'Retry failed' to try again." | Some emails failed. Use **Retry Failed Deployments**. If the same people fail again, check their addresses with the organisation. |
| **Internal Error**: "Sending Email Failed: …" | One invitation couldn't be sent. The others carry on. Retry when the email problem is fixed. |
| **Invitations weren't sent** | The invitations couldn't be sent, and the reason is shown. Check **Email Recieved** to see who was emailed, then use **Retry Failed Deployments**. If it keeps happening, report it to the VirgilTrack developers. |
| A Kalahari Springs Municipality sign-up you don't recognise | It is a demo organisation made by a demo link. Its **Registration Number** starts with "DEMO-". Leave it alone. Nobody can use it once its link expires. See [Demo links](/administration/demo-links/). |
| Someone says they never got their invitation | Check **Email Recieved**. If it is **True**, ask them to look in spam or junk for "Invitation to Virgiltrack". If it is **False**, use **Retry Failed Deployments**. |
### Related
- [Sign up your organisation](/getting-started/create-an-organisation/)
- [Accept an invitation](/getting-started/accept-an-invitation/)
- [Organisations](/administration/organisations/)
## Organisations
Source: https://manual.virgiltrack.virgilfinance.com/administration/organisations/
Roles: Administrator
VirgilTrack screens: /admin/organizations, /admin/organizations/{OrganizationId:int}
See every organisation on VirgilTrack, open one to manage its leadership and people, read its history, edit its details, and suspend or restore its access.
**Organizations** shows every organisation on VirgilTrack at a glance: who leads it, how many people are active and where it needs attention. Select one to manage it.
### The organisations page
Open **Organizations** from the menu on the left. The top of the page says how many organisations there are, and how many active people they have between them.
_[Screenshot: The Organisations page: a card for each organisation with its status badge, its CEO, and its counts of active people, departments, departments with no manager and people who have not joined]_
#### Finding an organisation
- Type in **Search organisations…** to find an organisation by its name or its CEO's name.
- Select a status to show only those organisations: **All**, **Approved**, **Pending**, **Suspended** or **Denied**. Each shows how many organisations have it.
If nothing matches, you see "No organisations match."
#### What each card shows
| Part of the card | What it tells you |
| --- | --- |
| Logo and name | The organisation, with its type and the month it joined ("since …"). |
| Status badge | **Approved**, **Pending**, **Suspended** or **Denied**. See [Platform administration](/administration/overview/#an-organisations-status). |
| **CEO** | Its CEO's name. "No CEO" means nobody leads it at the moment. |
| **active** | People with an open account, including those who haven't joined yet. |
| **departments** | How many departments it has. |
| **no manager** | Departments without a manager. Highlighted when it is more than 0. |
| **not joined** | People with an account who haven't set a password yet. |
Select a card to open the organisation's page.
### An organisation's page
The top of the page shows the organisation's name, status, type, contact email and number, and the date it joined VirgilTrack. Beside them are four counts: **active**, **not joined**, **former** (people who have left) and **departments**. To go back, select **← All organisations**.
The page has four tabs: **Leadership**, **People**, **History** and **Settings**.
#### Leadership
**Leadership** opens first. It shows who leads the organisation.
- **Chief executive** shows the CEO, their email and how many people report directly to them. If there is none, it says "No CEO. Reports can't be consolidated until one is appointed." Select **Change the CEO** (or **Appoint a CEO**) to change it.
- **Departments and their managers** lists each department, how many people it has, and its managers. A department without one shows "No manager", and a badge at the top counts them. Select **Change manager** (or **Appoint manager**) beside a department.
See [Change the CEO or a department manager](/administration/change-leadership/).
_[Screenshot: An organisation's page on the Leadership tab: the Chief executive card with the Change the CEO button, and the list of departments with each one's managers and its Change manager button]_
New organisations may show "No departments yet." A department appears when the first person in it sets up their account.
#### People
**People** lists the organisation's people. At first it shows **Active** people; choose **Not joined**, **Managers**, **Left** or **All** to see others. Type in **Search people…** to find someone by name or email.
| Column | What it shows |
| --- | --- |
| **Person** | Their picture, name and email. |
| **Department** | Their department. |
| **Role** | **CEO**, **Manager** or **Staff**. |
| **Reports to** | Their manager. "Nobody" means they have no manager set; the CEO shows "–". |
| **Status** | **Active**, **Invited, not joined** (they have an account but haven't set a password) or **Left**. |
People who were invited by email but haven't set up their account yet aren't listed here. You'll find them in the **Team Members** table on the organisation's sign-up page. See [Review sign-ups](/administration/sign-ups/).
Each row has buttons for that person:
| Button | What it does | More |
| --- | --- | --- |
| **Manage** | Opens the support panel: profile, sign-in help and moving them to another organisation. | [Help someone with their account](/administration/help-someone-with-their-account/) |
| **Password link** or **Resend invite** | Both email them "Set your VirgilTrack password", with a link to set a password. **Resend invite** is shown for people who haven't set a password yet. | [Help someone with their account](/administration/help-someone-with-their-account/) |
| **Make CEO** | Starts a CEO change with this person already chosen. | [Change the CEO or a department manager](/administration/change-leadership/) |
| **Leaving…** | Records that they're leaving: their account is deactivated and their work handed over. | [When people join or leave](/administration/people-joining-and-leaving/) |
| **Rejoin** | Shown for people who have left. Lets them sign in again. | [When people join or leave](/administration/people-joining-and-leaving/) |
**Invite someone**, above the table, invites a new person. See [When people join or leave](/administration/people-joining-and-leaving/).
_[Screenshot: The People tab: the Active, Not joined, Managers, Left and All filters, the Invite someone button, and each person's row with their role, manager, status and the Manage, Resend invite or Password link, Make CEO and Leaving… buttons]_
#### History
**History** lists the organisation's last 100 recorded changes, newest first. Each entry has a label, a summary, the date and time, and who made the change ("by system" if VirgilTrack did it).
| Label | What happened | Example |
| --- | --- | --- |
| **CEO** | The CEO changed. | "Helena Iipumbu became CEO, replacing Amara Nangolo (left)." |
| **Manager** | A department manager was appointed or replaced. | "Lina Kambonde now manages Finance & Accounting, replacing Daniel Shikongo." |
| **Left** | Someone left, and their work was handed over. | "Petrus Amutenya left; work handed to Daniel Shikongo." |
| **Reactivated** | Someone who had left rejoined. | "Petrus Amutenya was reactivated." |
| **Invited** | An administrator invited someone. | "Maria Nangula (maria@example.com) was invited to Finance & Accounting." |
| **Access** | Access was suspended or restored. | "Access suspended." |
| **support** | An administrator helped someone with their account. | "Cleared Lina Kambonde's sign-in lockout." |
| **move** | Someone moved to or from another organisation. | "Kevin Strauss moved from Kalahari Springs Municipality to Oshana Plains Town Council." |
If nothing has happened yet, you see "No changes recorded yet."
#### Settings
**Settings** has two cards: **Details** and **Access**.
**Details** holds the organisation's **Name**, **Contact email**, **Contact number**, the month its financial year starts (**Fiscal year starts**) and its **Team size**. Change what you need and select **Save details**. "Saved." confirms it. The name can't be empty: if it is, you see "The organisation needs a name."
**Access** shows the organisation's status and lets you pause it. See the next section.
### Suspend or restore an organisation's access
Suspending marks an organisation's access as paused, for example when a subscription is unpaid. Nothing is deleted.
> **Caution:**
>
In this version, suspending doesn't stop anyone signing in. The **Access** card says "Suspending stops everyone in this organisation from signing in (for example, unpaid subscription). Nothing is deleted." But people in a suspended organisation can still sign in on the **Sign In** page and use VirgilTrack as normal, and they see no message about it. To stop one person signing in now, lock their account on the **Users** page. See [Users](/administration/users/) and [Known limitations](/reference/known-limitations/).
1. Open **Organizations** and select the organisation.
2. Select the **Settings** tab.
3. Under **Access**, select **Suspend access**.
4. Your browser asks "Suspend access for everyone in this organisation?" Select **OK**.
"Access suspended." confirms it. The status becomes **Suspended**.
To give access back, open the same card and select **Restore access**. Confirm "Restore access for this organisation?". The status goes back to **Approved**.
Both changes are recorded on the **History** tab, labelled **Access**. The organisation's card on the **Organizations** page shows its status, and the **Suspended** filter lists it.
> **Note:**
>
Only approved organisations can be suspended. For a pending or denied organisation, the **Access** card says "Pending and denied sign-ups are handled on the sign-up page." and links to it. See [Review sign-ups](/administration/sign-ups/).
### Other ways in
- On the **Users** page, select an organisation's name in the **Organisation** column, or choose the organisation and select **Manage organisation**. See [Users](/administration/users/).
- On an approved organisation's sign-up details page, select **Manage organisation**. See [Review sign-ups](/administration/sign-ups/).
- If your own account belongs to an organisation, **Settings › Organisation** has a **Leadership and people** card. It opens that organisation's page. See [Settings](/settings/overview/).
### Related
- [Change the CEO or a department manager](/administration/change-leadership/)
- [When people join or leave](/administration/people-joining-and-leaving/)
- [Review sign-ups](/administration/sign-ups/)
## Change the CEO or a department manager
Source: https://manual.virgiltrack.virgilfinance.com/administration/change-leadership/
Roles: Administrator
VirgilTrack screens: /admin/organizations/{OrganizationId:int}
Appoint a new CEO or department manager, decide what happens to the person they replace, and hand over all their work in one step.
When an organisation gets a new CEO or a new department manager, make the change from the organisation's page. VirgilTrack moves the outgoing person's work to the right people in one step, updates roles and reporting lines, and tells everyone involved.
### Before you start
- Find out who the new leader is, and whether they already have a VirgilTrack account in this organisation.
- Decide what happens to the person they replace: do they leave, or stay in another role?
- Decide who should take over the outgoing person's work. If you don't choose, VirgilTrack gives it to the new leader.
> **Tip:**
>
Make someone CEO or a manager here, on the organisation's **Leadership** tab, so the outgoing person's work is handed over properly. The **Profile** tab of the **Manage** panel doesn't change roles.
### Change the CEO
1. Open **Organizations** and select the organisation.
2. On the **Leadership** tab, select **Change the CEO** (or **Appoint a CEO** if there is none).
The **Change the CEO** panel opens. You can also select **Make CEO** beside someone on the **People** tab; they are then already chosen.
3. Under **1. Who is the new CEO?**, choose one:
- **Someone already in the organisation**: type in **Search people…** and select the person. People who have left are marked "inactive (will be reactivated)".
- **Someone new**: type their first name, last name and email. A phone number is optional.
4. Under **2. What happens to …?**, choose what happens to the current CEO:
- **Leaves the organisation**: their account is deactivated; their record is kept.
- **Stays as a department manager**: choose the department in **In which department?**. You must choose one.
- **Stays as staff**: you can choose a department in **In which department?**.
5. Read what the current CEO holds, for example "2 open tasks, 1 initiative, 6 direct reports". All of it is handed over in one step.
6. In **Who takes over their work?**, keep **The new CEO** or choose someone else.
7. If the new CEO managed departments, step **3** asks who manages them now. For each department, choose a person or **Leave vacant for now**.
8. Under **Tell people**, choose who is told. See [Who is told](#who-is-told) below.
9. Select **Make the change**.
_[Screenshot: The Change the CEO panel: the choice between someone already in the organisation and someone new, what happens to the current CEO, who takes over their work, and the Tell people options above the Make the change button]_
If the organisation has no CEO, step 2 is replaced by "The CEO role is vacant: the new CEO simply takes it, and people without a manager will report to them."
#### What happens next
- The new CEO gets the CEO role, at the top of the organisation, reporting to nobody. If they had left, they're reactivated.
- If the new CEO managed departments, each one gets the manager you chose, or has no manager. The new CEO's team in that department now reports to the replacement.
- Everything the outgoing CEO held goes to the person you chose in **Who takes over their work?**. The people who reported to them now report to the new CEO.
- The outgoing CEO leaves (their account is deactivated), or moves into the role you chose, reporting to the new CEO.
- Anyone in the organisation left without a manager now reports to the new CEO.
- The change is recorded on the **History** tab, for example "Helena Iipumbu became CEO, replacing Amara Nangolo (left)."
- A message confirms it, for example "Helena Iipumbu is now CEO; handed over 2 open tasks, 6 direct reports."
### Appoint or change a department manager
1. Open **Organizations** and select the organisation.
2. On the **Leadership** tab, find the department and select **Change manager** (or **Appoint manager** if it has none).
A panel called **Manager of …** opens.
3. Under **1. Who is the new manager?**, choose **Someone already in the organisation** and select the person, or choose **Someone new** and type their first name, last name and email.
4. If the department already has a manager, step **2** asks "Replace a current manager, or add another?". Choose **Replace …** (the current manager) or **Add as an additional manager**.
If the department has exactly one manager, **Replace …** is already chosen.
5. If you're replacing someone, choose what happens to them:
- **They stay as staff**.
- **They move to manage another department**.
- **They leave the organisation**: their account is deactivated.
For the first two, a list below starts at **Same department**. Choose another department if they're moving.
6. Read what the outgoing manager holds. All of it will go to the new manager in one step.
7. Under **Tell people**, choose who is told.
8. Select **Confirm manager**.
_[Screenshot: The Manager of … panel for one department: who the new manager is, the choice to replace the current manager or add another, and what happens to the manager being replaced]_
#### What happens next
- The new manager gets the Manager role, joins the department and reports to the CEO. If they had left, they're reactivated.
- If you replaced someone, their open work, the people who reported to them and any other departments they managed go to the new manager.
- If you added another manager, the department now has more than one. They're all listed on the **Leadership** tab.
- A replaced manager who stays in the department now reports to the new manager. One who moves to another department reports to the CEO.
- The change is recorded on the **History** tab, for example "Lina Kambonde now manages Finance & Accounting, replacing Daniel Shikongo." or "… (additional manager)."
> **Caution:**
>
**They move to manage another department** moves the person into that department, but doesn't make them its manager. Afterwards, find that department on the **Leadership** tab and select **Change manager** or **Appoint manager** to make them its manager.
### Who is told
The **Tell people** section has these choices. Both boxes are ticked to start with.
| Choice | Who is told, and how |
| --- | --- |
| **Email the people involved** | The new CEO gets "You are now the CEO of … in VirgilTrack", with **Open the CEO dashboard**. A new manager gets "You now manage …", with **Open your dashboard**. An outgoing CEO who stays in the organisation gets "… is taking over as CEO". These come by email and in VirgilTrack. A manager you replace gets no message of their own. An outgoing CEO who leaves isn't told, because their account is closed first. |
| **Announce it to the whole organisation** (CEO change) | Everyone else in the organisation gets "… is the new CEO of …", by email and in VirgilTrack. |
| **Announce it to the department** (manager change) | Everyone else in the department gets "… now manages …", by email and in VirgilTrack. |
| **Optional message for the announcement** | Your words are added to the end of the announcement. |
People who take over tasks are also told about each task they receive.
If you chose **Someone new**, VirgilTrack creates their account and emails them, whatever you tick: "You've been invited to … on VirgilTrack", with a **Set my password** button. They choose a password from that email. See [Accept an invitation](/getting-started/accept-an-invitation/#if-your-email-has-a-set-my-password-button).
People whose role changed see it the next time they sign in. VirgilTrack ends their current sign-ins so that they do, though this can take a little while.
### If something goes wrong
The panel shows problems in red, above the **Cancel** button.
| What you see | Why, and what to do |
| --- | --- |
| **Make the change** or **Confirm manager** stays greyed out | Something is missing. Choose a person, or fill in first name, last name and an email address. For a CEO who stays as a department manager, choose **In which department?**. |
| "That person is already the CEO." | You chose the current CEO. Choose someone else. |
| "That person already manages this department." | Choose **Replace …** instead of **Add as an additional manager**, or choose someone else. |
| "… belongs to another organisation. Move them from the Users page if they're changing organisation." | The email belongs to someone in another organisation. Move them first. See [Help someone with their account](/administration/help-someone-with-their-account/#move-someone-to-another-organisation). |
| "Enter the person's first name, last name and email." | Fill in all three for **Someone new**. |
| "The change couldn't be completed, and nothing was changed. …" | Something stopped the change. Read the reason, then try again. |
If the email you typed for **Someone new** already belongs to someone in this organisation, VirgilTrack uses that person, and reactivates them if they had left. If it belongs to someone who has left another organisation, VirgilTrack brings that person into this one.
### Related
- [Organisations](/administration/organisations/)
- [When people join or leave](/administration/people-joining-and-leaving/)
- [Settings](/settings/overview/), where a CEO sees the organisation's roles and reporting lines
## When people join or leave
Source: https://manual.virgiltrack.virgilfinance.com/administration/people-joining-and-leaving/
Roles: Administrator
VirgilTrack screens: /admin/organizations/{OrganizationId:int}
Invite someone to an organisation, record that someone is leaving so their work is handed over, and let a former member rejoin.
People join and leave organisations all the time. From the organisation's **People** tab you can invite someone new, record that someone is leaving, and let a former member come back. Their work and history are never lost.
To change who is CEO or a department manager, see [Change the CEO or a department manager](/administration/change-leadership/) instead.
### Invite someone
1. Open **Organizations** and select the organisation.
2. Select the **People** tab, then **Invite someone**.
The **Invite someone** panel opens.
3. Under **Who are you inviting?**, type their first name, last name and email.
4. In **Department**, choose the department they'll join.
5. Select **Send invitation**.
**Send invitation** stays greyed out until you've typed a first name, a last name and an email address.
#### What happens next
- They receive the usual invitation email, "Invitation to Virgiltrack", with a **Setup Account** button. They choose a password and a photo, and confirm their email. See [Accept an invitation](/getting-started/accept-an-invitation/).
- They join as staff (the Employee role). To make them a manager later, see [Change the CEO or a department manager](/administration/change-leadership/).
- A message confirms it: "Invitation sent to [their email]. They'll set up their account from the email." The **History** tab records it, labelled **Invited**.
- The invitation is added to the **Team Members** table on the organisation's sign-up page, where you can see whether it was emailed.
- They appear on the **People** tab once they've set up their account.
The CEO can also invite people from inside the organisation. See [Invite team members](/settings/invite-team-members/).
### Record that someone is leaving
When someone leaves the organisation, don't delete their account. Use **Leaving…**: it closes their account, keeps their record and hands their open work to a colleague.
1. Open **Organizations** and select the organisation.
2. Select the **People** tab and find the person.
3. Select **Leaving…** on their row.
The panel **… is leaving** opens. It says their account will be deactivated, and that "Nothing is deleted: their work record, reports and history stay."
4. Read what they hold, for example "3 open tasks, 1 risk, 2 controls". All of it is handed over in one step.
5. In **Who takes over their work?**, keep **Their manager** or choose someone else.
6. Under **Tell people**, leave **Email the people involved** ticked to tell the person taking over. Add a note for the record if you like.
7. Select **Deactivate and hand over**.
_[Screenshot: The … is leaving panel: the notice that nothing is deleted, what the person holds, the Who takes over their work? list, and the Deactivate and hand over button]_
#### What happens next
- Their account is deactivated. If they try to sign in, they see "Your account was locked out. Please contact the administrator." They no longer appear in the organisation's own lists of people, such as people pickers and dashboards.
- Their role becomes staff, and they're no longer a department manager.
- Their open tasks, the initiatives they lead, their open risks, controls not yet in place and upcoming calendar tasks go to the person you chose. So do any departments they managed.
- The people who reported to them now report to the leaver's manager. If the leaver had no manager, they report to the person taking over.
- The person taking over gets an email and a notification: "You've taken over …'s work", with **See your work**. This only happens if there was work to hand over.
- "… has been deactivated; handed over …" confirms it. The **History** tab records it, labelled **Left**.
- On the **People** tab, they move to **Left**, with a **Rejoin** button.
> **Note:**
>
The CEO has no **Leaving…** button. A CEO's work needs a successor, so change the CEO first and choose **Leaves the organisation** for the outgoing CEO. See [Change the CEO or a department manager](/administration/change-leadership/).
#### When someone asks to close their account
People can't delete their own accounts. Instead, they select **Ask to close my account** in **Settings › Your account**. See [Settings](/settings/overview/).
Their CEO and every system administrator then receive an email, "… asked to close their VirgilTrack account", with the reason they gave. They also get an **Account closure request** notification in VirgilTrack. The email's **Open their organisation** button takes you to the organisation's page. Use **Leaving…** as described above.
### Let someone rejoin
1. Open the organisation's **People** tab.
2. Select **Left** to see people who have left.
3. Select **Rejoin** on the person's row.
"… can sign in again." confirms it. They're back in the organisation as staff, reporting to the CEO, and the **History** tab records it, labelled **Reactivated**.
They come back without a department. Select **Manage** on their row and set their **Department** and **Reports to** on the **Profile** tab. See [Help someone with their account](/administration/help-someone-with-their-account/).
Work that was handed over when they left stays with the person who took it over.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "That person is already a member." | They're already in this organisation. Find them on the **People** tab. If they can't sign in, see [Help someone with their account](/administration/help-someone-with-their-account/). |
| "… belongs to another organisation. Use Move on the Users page." | They work for another organisation in VirgilTrack. Move them instead. See [Move someone to another organisation](/administration/help-someone-with-their-account/#move-someone-to-another-organisation). |
| "… had left before; their account is active again." | You invited someone who had left this organisation. VirgilTrack reactivated their old account instead of inviting them again. |
| "Person not found." when you invite someone | The email belongs to someone who left a different organisation. Move them into this one from their **Manage** panel instead. See [Move someone to another organisation](/administration/help-someone-with-their-account/#move-someone-to-another-organisation). |
| "The invitation was saved but the email didn't go out. Try again from the sign-up page." | The email failed. Open the organisation's sign-up page and use **Retry Failed Deployments**. See [Review sign-ups](/administration/sign-ups/). |
| "Choose who takes over their work." | The person has no manager and the organisation has no CEO. Choose someone in **Who takes over their work?**. |
| "The change couldn't be completed, and nothing was changed. …" | Something stopped the change. Read the reason, then try again. |
### Related
- [Organisations](/administration/organisations/)
- [Users](/administration/users/), to lock an account for security reasons
- [Accept an invitation](/getting-started/accept-an-invitation/)
## Users
Source: https://manual.virgiltrack.virgilfinance.com/administration/users/
Roles: Administrator
VirgilTrack screens: /admin/users
Find anyone on VirgilTrack across all organisations, lock or unlock an account for security, delete an unused account, and repair an organisation's roles.
**Users** lists everyone on VirgilTrack, in every organisation. Use it to find someone quickly, to lock an account when there's a security concern, and to tidy up accounts made by mistake.
Leadership changes and people leaving are handled on the organisation's page instead, so that work is handed over properly. See [Organisations](/administration/organisations/).
### The users page
Open **Users** from the menu on the left. The page shows how many people match your filters ("… people match"), 25 at a time. Use **Previous** and **Next** at the bottom to move between pages.
_[Screenshot: The Users page with one organisation chosen: the organisation list, the search box, the Manage organisation and Repair roles buttons, the role and status filters, and each person's organisation, department, role, status and action buttons]_
#### Finding someone
- Choose an organisation in the list that starts with **All organisations**.
- Type in **Search name or email…**. The list updates as you type.
- Choose a role: **All**, **CEO**, **Manager**, **Staff** or **Admin** (platform administrators).
- Choose a status: **Active** (chosen to start with), **Not joined**, **Inactive**, **Left** or **All**.
| Status filter | Who it shows |
| --- | --- |
| **Active** | Everyone whose account is open, including people who haven't joined yet. |
| **Not joined** | People with an account who haven't set a password yet. |
| **Inactive** | Accounts that were closed but still belong to an organisation, such as the people in a demo that has ended. |
| **Left** | People who have left their organisation. |
| **All** | Everyone. |
#### Columns
| Column | What it shows |
| --- | --- |
| **Person** | Their picture, name and email. |
| **Organisation** | Their organisation. Select it to open the organisation's page. "Left …" means they left that organisation. |
| **Department** | Their department. |
| **Role** | **Admin**, **CEO**, **Manager** or **Staff**. |
| **Status** | **Active**, **Not joined** or **Inactive** (the account is closed, including people who have left). "· locked out" is added when the account is locked: by you, or because the person left their organisation. |
#### Buttons on each row
| Button | What it does |
| --- | --- |
| **Manage** | Opens the support panel for that person. See [Help someone with their account](/administration/help-someone-with-their-account/). |
| **Password link** or **Resend invite** | Both email them "Set your VirgilTrack password", with a link to set a password. **Resend invite** is shown for people who haven't set a password yet. |
| **Lock** | Stops them signing in straight away. See below. Not shown for system administrators or closed accounts. |
| **Unlock** | Shown instead of **Lock** when the account is locked out. Removes the lock. |
| **Delete** | Deletes an account that has never been used. See below. Not shown for CEOs or system administrators. |
### Lock an account
Lock an account when you need to stop someone signing in at once, for example if their password may be known to someone else. They stay a member of their organisation and keep all their work.
1. Open **Users** and find the person.
2. Select **Lock**.
3. Your browser asks "Lock …'s account? They'll be signed out and can't sign in until unlocked." Select **OK**.
"… is locked." confirms it, and their status shows "· locked out". VirgilTrack also ends their current sign-ins, though this can take a little while on a device they're using. If they try to sign in, they see "Your account was locked out. Please contact the administrator."; the lock stays until you remove it.
To remove the lock, select **Unlock**. "… can sign in again." confirms it. **Clear the lockout**, in the person's **Manage** panel, removes your lock too.
> **Caution:**
>
Don't use **Lock** when someone leaves. Their work stays with them and nobody takes it over. Use **Leaving…** on the organisation's page instead. See [When people join or leave](/administration/people-joining-and-leaving/).
### Delete an account
Only delete an account that was made by mistake and never used. VirgilTrack refuses to delete an account with any work history: a submitted weekly report, a task given to them or created by them, or someone reporting to them.
1. Open **Users** and find the person.
2. Select **Delete**.
3. Your browser asks "Delete …'s account permanently? This can't be undone." Select **OK**.
"… was deleted." confirms it.
If the account has work history, you see "… has work history, so the account can't be deleted. Use 'Leaving…' on their organisation's page: it deactivates them and hands over their work." See [When people join or leave](/administration/people-joining-and-leaving/).
### Repair an organisation's roles
If people's roles or weekly reports look wrong in an organisation, for example someone who manages a department doesn't have the Manager role, VirgilTrack can work them out again.
1. Open **Users**.
2. Choose the organisation in the organisation list.
**Manage organisation** and **Repair roles** appear.
3. Select **Repair roles**.
"Roles and the report chain were repaired for this organisation." confirms it. VirgilTrack makes sure the organisation has exactly one CEO. Anyone else who manages a department, or has people reporting to them, gets the Manager role; the rest get the Employee role. It then rebuilds the chain that this week's work reports follow up to the CEO.
Roles are only worked out again for approved organisations.
### If something goes wrong
| What you see | Why, and what to do |
| --- | --- |
| "The account is still referenced elsewhere, so it wasn't deleted. Lock it instead." | VirgilTrack found other records linked to the account. Lock it instead, or use **Leaving…** if the person has left. |
| "Repair failed: …" | Something stopped the repair. Read the reason and try again. If it keeps happening, report it to the VirgilTrack developers. |
| Someone you're looking for isn't listed | Check the status filter: it starts on **Active**. Choose **All**. With an organisation chosen, people who have left it only show under **Left**. People who were invited but haven't set up their account yet aren't users yet. Look on their organisation's sign-up page. See [Review sign-ups](/administration/sign-ups/). |
| A locked person still can't sign in after you select **Unlock** | Check their other details in **Manage**, on the **Sign-in** tab: their email may not be confirmed, or they may have left their organisation. See [Help someone with their account](/administration/help-someone-with-their-account/). |
### Related
- [Help someone with their account](/administration/help-someone-with-their-account/)
- [When people join or leave](/administration/people-joining-and-leaving/)
- [Organisations](/administration/organisations/)
## Help someone with their account
Source: https://manual.virgiltrack.virgilfinance.com/administration/help-someone-with-their-account/
Roles: Administrator
VirgilTrack screens: /admin/users, /admin/organizations/{OrganizationId:int}
Help a caller who can't sign in, update their profile, change their sign-in email, or move them to another organisation, from the Manage panel.
When someone calls for help with their account, open their **Manage** panel. From there you can sort out most sign-in problems, correct their profile and move them to another organisation. Most of your changes are recorded on their organisation's **History** tab, labelled **support** or **move**.
### Open the Manage panel
**From Users**
1. Open **Users** from the menu on the left.
2. Type their name or email in **Search name or email…**. If they have left their organisation, choose **All** or **Left** in the status filters.
3. Select **Manage** on their row.
**From their organisation**
1. Open **Organizations** and select their organisation.
2. Select the **People** tab and find them.
3. Select **Manage** on their row.
The **Support** panel opens with their name, email and organisation at the top, and three tabs: **Profile**, **Sign-in** and **Organisation**. It opens on **Profile**. To close it, select the close button (✕) at the top.
### Sort out a sign-in problem
Select the **Sign-in** tab. Four badges show the state of their account at a glance.
| Badge | What it tells you |
| --- | --- |
| **Email confirmed** or **Email not confirmed** | Whether they've confirmed their email address. They can't sign in until they have. |
| **Has a password** or **Never set a password** | Whether they've chosen a password yet. |
| **Not locked out** or **Locked out (failed sign-ins)** | Whether their account is locked. An account you locked on the **Users** page shows as **Locked out (failed sign-ins)** too. |
| **Active** or **Deactivated** | Whether their account is open. **Deactivated** means they have left their organisation. |
_[Screenshot: The Support panel on the Sign-in tab: the sign-in email with its Change button, the four status badges, and the buttons for a set-password link, a temporary password and signing out everywhere]_
Then choose the action that fits.
| The caller says | Select | What happens |
| --- | --- | --- |
| "I forgot my password." | **Email a set-password link** | They get an email, "Set your VirgilTrack password", with a **Set my password** button. The link works once. You see "A set-password link was emailed to …". |
| "I can't get into my email, and I need to sign in now." | **Set a temporary password** | VirgilTrack makes a password and shows it to you once. See [Give a temporary password](#give-a-temporary-password). |
| "The verification code never arrives." | **Confirm their email** | Their email counts as confirmed, and they can sign in. You see "Email confirmed: they can sign in now." Only shown while their email isn't confirmed. |
| "It says my account was locked out." | **Clear the lockout** | They can try again straight away. You see "Lockout cleared: they can try again now." Only shown while they're locked out, and not for someone who has left. It also removes a lock you set on the **Users** page. |
| "I lost my phone" or "I signed in on a shared computer." | **Sign out everywhere** | Every device signed in as them is signed out. You see "They'll be signed out everywhere within a few minutes." |
> **Caution:**
>
Before you act, make sure the caller really is the person whose account it is. Anyone who gets a temporary password or a changed email can sign in as them.
#### Give a temporary password
Use this for a caller who can't receive email.
1. On the **Sign-in** tab, select **Set a temporary password**.
The panel shows "Temporary password: shown once, read it out now", and the password.
2. Read the password out to the caller, character by character. It is two groups of five letters and numbers joined by a dash, then # and two digits. It never uses characters that are easy to confuse, such as O and 0, or l and 1.
3. Ask them to sign in with it, then change it straight away in their settings. See [Change your password](/getting-started/your-profile/#change-your-password).
4. Select **Done, hide it**.
You can't see the password again once it's hidden. If they lose it, set a new one.
Setting a temporary password also clears any lockout. VirgilTrack emails them "Your VirgilTrack password was reset", so they know it happened. It isn't available for a deactivated account: reactivate them first.
#### Change someone's sign-in email
1. On the **Sign-in** tab, under **Sign-in email**, type the new address.
2. Select **Change**.
"Sign-in email changed to …; both addresses were told." confirms it.
- The old address gets an email, "Your VirgilTrack sign-in email was changed". It asks them to get in touch straight away if they didn't ask for this.
- The new address gets an email saying to sign in with it from now on. Their password doesn't change.
- The new address counts as confirmed.
- VirgilTrack ends their current sign-ins (this can take a little while), and they sign in again with the new address.
### Correct someone's profile
Select the **Profile** tab.
1. Change what you need: **First name**, **Last name**, **Phone** (tick **Verified** if the number has been checked), **Job title**, **Department** or **Reports to**.
**Job title** lists the job titles set up for their organisation. **Reports to** can't be changed for the CEO.
2. Select **Save profile**.
"Saved: …" lists what changed, for example "Saved: department, manager." If you changed their department or manager, VirgilTrack also rebuilds the organisation's weekly report chain.
The **Profile** tab doesn't change roles. "To make them CEO or a manager, use the organisation's Leadership tab, so their work is handed over properly." See [Change the CEO or a department manager](/administration/change-leadership/).
If they have left their organisation, the tab says "They've left their organisation. Reactivate or move them to edit their profile."
### Move someone to another organisation
When someone changes employer, for example from one council to another, move them. Their open work stays with their old organisation, handed to a colleague, and their history stays there too. They join the new organisation as staff.
1. Open their **Manage** panel and select the **Organisation** tab.
2. In **Move to**, choose the organisation they're joining.
3. Choose their **Department there**.
4. In **Reports to there**, keep **Department manager, else CEO**, or choose their new manager.
5. In **Who takes over their open work here?**, keep **Their manager** or choose a colleague in the old organisation. This isn't shown for someone who has already left.
6. Select **Move them**.
"… now belongs to …" confirms it.
#### What happens next
- Their open work in the old organisation goes to the colleague you chose, and the people who reported to them report to their old manager.
- They join the new organisation with the Employee role, in the department you chose, reporting to the person you chose. If you didn't choose, they report to the department's manager, or the CEO.
- They're given one of the new organisation's job titles. Check it on the **Profile** tab and change it if needed.
- They get an email, "You've moved to … in VirgilTrack". Their new manager is told "… has joined your team". The colleague taking over their work is told "You've taken over …'s work", if there was work to hand over.
- Both organisations' **History** tabs record the move.
You can also move someone who has left an organisation. They join the new one the same way.
> **Note:**
>
You can't move a CEO. "They're the CEO: appoint a new CEO for their organisation first." See [Change the CEO or a department manager](/administration/change-leadership/).
### If something goes wrong
Messages appear at the bottom of the panel: green when it worked, red when it didn't.
| What you see | Why, and what to do |
| --- | --- |
| "That isn't a valid email address." | Check the new sign-in email for typing mistakes. |
| "Another account already uses that email." | Someone else signs in with that address. Find them on the **Users** page. |
| **Set a temporary password** is greyed out | Their account is deactivated: they have left their organisation. Use **Rejoin** on its **People** tab first, or move them. See [When people join or leave](/administration/people-joining-and-leaving/#let-someone-rejoin). |
| "First and last name are required." | Fill in both names on the **Profile** tab. |
| "Someone can't report to themselves." | Choose someone else in **Reports to**. |
| "Their manager must be in the same organisation." | Choose a manager from their own organisation. |
| "Nothing changed." | You selected **Save profile** without changing anything. You also see this if you only ticked or unticked **Verified**; that change is still saved. |
| "That department isn't in the new organisation." or "Their new manager must be in the new organisation." | Choose the organisation again, then its department and manager. |
| "That didn't work: …" | Something stopped the change. Read the reason, then try again. |
| They still can't sign in, and every badge looks fine | Ask exactly what they see, and look it up in [Sign in and sign out](/getting-started/sign-in/#if-something-goes-wrong). If the **Sign In** page just opens again with empty boxes, their password is wrong: see [Sort out a sign-in problem](#sort-out-a-sign-in-problem). An organisation's **Suspended** status doesn't stop anyone signing in. |
### Related
- [Users](/administration/users/)
- [Sign in and sign out](/getting-started/sign-in/)
- [Reset a forgotten password](/getting-started/reset-your-password/)
## Demo links
Source: https://manual.virgiltrack.virgilfinance.com/administration/demo-links/
Roles: Administrator
VirgilTrack screens: /admin/demo-links
Create a personal demo link for someone who wants to try VirgilTrack, choose how long it lasts and whether it has a guided tour, and see what they did.
A demo link lets someone try VirgilTrack before their organisation signs up. Each link opens a private copy of VirgilTrack, filled with a sample council called Kalahari Springs Municipality. You create the link, send it to the person, and later see what they did.
### How demo links work
- **Personal.** Each link is made for one named person. Their name appears in the demo.
- **One browser only.** The first browser that opens the link claims it. That browser can come back until the link expires; any other browser is turned away.
- **Private.** Each link gets its own demo organisation, made when the link is first opened. Nobody else sees it, and nothing in it touches real organisations.
- **Time-limited.** A link lasts 6, 24, 48 or 72 hours from when you create it. When it expires, or you withdraw it, the link stops working and the demo closes.
The person opening the link is signed in as the sample council's CEO. From the demo bar, they can switch to anyone else in the council to see VirgilTrack through that person's eyes. The [Getting started](/getting-started/overview/) chapter explains what they see.
### Open the demo links page
Only system administrators can manage demo links.
1. Select **Dashboard** at the top of the menu on the left.
2. On the **Admin Dashboard**, select **Manage Demos**.
The **Demo links** page opens. It has two parts: **New demo link** and **Links**.
### Create a demo link
1. Under **New demo link**, type the person's name in **Prepared for**.
Their name appears in the demo, for example "Your private demo, prepared for …". Spell it the way they would.
2. If you like, type their **Organisation** and **Email**. Both are optional. The organisation appears in the demo bar; the email is for your records only. VirgilTrack doesn't email the link.
3. In **Lasts**, choose **6 h**, **24 h**, **48 h** or **72 h**.
4. Choose whether to keep **Show the guided tour** ticked.
Untick it when you'll present the demo yourself. The person then gets no tour, and the link shows **No tour** in the list.
5. Select **Create link**.
A green box shows "Link for …, valid until …" and the link.
6. Select **Copy link**. The button changes to **Copied**.
7. Send the link to the person, for example by email.
> **Caution:**
>
Copy the link straight away. For security, it can't be shown again once you leave or reload the page. If you lose it, create a new one and withdraw the old one.
_[Screenshot: The Demo links page: the New demo link form with Prepared for, Organisation, Email, Lasts and Create link, the Show the guided tour tick box, and the Links table listing each link's status and activity]_
### Presenting a demo yourself
If you'll show the demo on your own computer, untick **Show the guided tour**, and open the link in the browser you'll present from. That browser claims the link, so the person can't open it on their own device afterwards.
Opening a demo link signs that browser in as the demo's CEO, in place of your own account. Use a private window or a different browser for the demo, so you stay signed in as yourself.
### Follow up on a link
The **Links** table lists the last 100 links, newest first.
| Column | What it shows |
| --- | --- |
| **#** | The link's number in the list. |
| **Prepared for** | The person's name, with their organisation and email if you gave them. "Named their organisation: …" shows the name they gave their demo when they chose to upload their own plan. **No tour** marks links made without the guided tour. |
| **Status** | **Not opened yet**, **In use** (with "last seen" and a date and time), **Expired** or **Withdrawn**. |
| **What they did** | A summary of their activity. See below. "Nothing yet" if they haven't opened it. |
| **Expires** | When the link stops working. |
#### What they did
The **What they did** column shows badges like these:
| Badge | Meaning |
| --- | --- |
| "… visits" | How many times they opened or came back to the demo. |
| "… pages" | How many pages they looked at. |
| "… switches" | How many times they switched to another person in the demo. |
| **Loaded the sample strategy** | They loaded the sample council's plan, for example by choosing **Take the tour**. |
| **Uploaded their own strategy** | They uploaded their own plan, and how many times. |
| **Started the tour**, **Skipped the tour (…)** or **Finished the tour** | How far they got with the guided tour. |
| **Turned back at the own-plan warning** | They chose **Use my own plan** and saw the warning, but didn't go on. |
| **Went past the warning, didn't upload** | They accepted the warning but haven't uploaded a plan. |
For the full story, select **Activity**. A list opens under the link, newest first, with the time, what happened (for example **Opened the link**, **Came back**, **Viewed a page**, **Switched to**, **Ran a quick action**), the details, and which demo person they were signed in as. Select **Hide activity** to close it.
### Withdraw a link
To stop a link before it expires, select **Withdraw** on its row. It is there while a link is still live. There's no confirmation: the link is withdrawn as soon as you select it.
The status becomes **Withdrawn**, and the link can't be opened again. Anyone who tries sees "This demo link has been withdrawn." VirgilTrack closes the demo straight away and ends everyone's sign-in to it, though someone using it at that moment may stay in for a little while.
### What happens when a link expires
When a link's time runs out, its status becomes **Expired** and the person's sign-in ends. Within about 15 minutes, VirgilTrack also closes the demo, so nobody can get back in. Anyone who opens the link sees "This demo link has expired. Ask for a new one."
Each demo organisation stays in your lists afterwards, with the status **Pending**. Its people show as **Inactive** on the **Users** page. You don't need to do anything with them.
### If something goes wrong
| What you see or hear | Why, and what to do |
| --- | --- |
| "Say who the demo is for: their name appears in the demo." | Fill in **Prepared for**, then select **Create link** again. |
| "Only system administrators can manage demo links." | Your account can't manage demo links. Ask a system administrator. |
| The person says "This demo link has already been opened on another device." | Someone opened the link in another browser first, perhaps you. Create a new link for them. |
| The person says "This demo link isn't valid." | The link was cut short when it was copied or sent. Send the whole link again. If you no longer have it, create a new one. |
| The person says "We couldn't prepare your demo just now." | Ask them to open the link again in a minute. The link isn't used up by a failed attempt. |
| The person's link expired before they used it | Create a new link with a longer **Lasts** time. |
### Related
- [Getting started](/getting-started/overview/), for what the person sees
- [Platform administration](/administration/overview/)
## Send a maintenance notice
Source: https://manual.virgiltrack.virgilfinance.com/administration/maintenance-notices/
Roles: Administrator
VirgilTrack screens: /admin/announcements
Tell everyone in one organisation, or every organisation, about planned maintenance or downtime, by email, in VirgilTrack and optionally by text.
Before planned maintenance, or when urgent work means VirgilTrack will be unavailable, warn people with a service notice. It reaches everyone in the organisations you choose, and nobody can switch it off.
### Before you start
- Only system administrators can send notices. Anyone else sees "Only system administrators can send announcements."
- The page isn't in the menu. Open it by adding `/admin/announcements` to VirgilTrack's address, for example `https://virgiltrack.virgilfinance.com/admin/announcements`.
- Know the start and end time of the downtime, and what people should do before it starts.
### Send a notice
1. Open `/admin/announcements`.
The page is headed **Maintenance and downtime notice**.
2. Type a short **Title**, for example "Planned maintenance on Saturday 25 October".
3. In **Audience**, keep **All organisations**, or choose one organisation.
4. Set **From** and **Until**: the date and time the downtime starts and ends.
They start as tomorrow, 18:00 to 20:00. Check both before you send.
5. In **What people should know**, say what will happen and what people should do, for example "VirgilTrack will be unavailable while we upgrade the servers. Save your work before 18:00; reports in progress are kept."
6. Tick **Also send a text (urgent or unplanned downtime only: texts cost money)** only if the notice is urgent.
7. Select **Send notice**.
**Send notice** stays greyed out until you've filled in **Title** and **What people should know**. While it sends, it shows **Sending…**. Then "Notice queued for … people." tells you how many people it is going to.
_[Screenshot: The Maintenance and downtime notice page with the Title, Audience, From, Until and What people should know fields, the tick box for also sending a text, and the Send notice button]_
### What people receive
Everyone whose account is open in the chosen organisation gets the notice; with **All organisations**, that is everyone on VirgilTrack. Deactivated accounts don't.
| Where | What it shows |
| --- | --- |
| **Email** | A "Service notice" with your title as its subject and heading, the time ("When"), and your message. It ends with "We'll keep the interruption as short as possible. Questions: +264 81 783 0750 or info@virgilfinance.com." |
| **In VirgilTrack** | A notification with your title, and the time followed by your message. |
| **Text message** (if you ticked it) | Your title and the time, with a link. |
The time appears as one line. For downtime within one day it looks like "Saturday 25 October, 18:00–20:00". Across two days, it shows both dates.
Emails are sent even to people who have switched other emails off, because system notices can't be switched off. See [Notifications](/communication/notifications/).
#### Who gets a text
A text only goes to people who allow texts in their settings and have a verified mobile number. VirgilTrack doesn't send texts between 20:00 and 07:00 in the person's time zone; a text sent at night waits until 07:00.
> **Caution:**
>
A notice can't be taken back once it is sent. Check the title, the times and the audience before you select **Send notice**.
### Related
- [Notifications](/communication/notifications/)
- [Platform administration](/administration/overview/)
## Add suggested risks to the repository
Source: https://manual.virgiltrack.virgilfinance.com/administration/add-repository-risks/
Roles: Administrator
VirgilTrack screens: /add-risk-register
The form platform administrators use to add a risk to the risk repository by hand, its fields, and why such suggestions don't reach anyone yet.
The risk repository holds risks that VirgilTrack suggests to an organisation, so its people can copy them into their registers. Most suggestions come from the organisation's strategic plan. Platform administrators also have a form for adding a suggestion by hand. This page explains the form, and what happens when you submit it.
> **Caution:**
>
In this version, a suggestion you add with this form doesn't reach anyone. VirgilTrack saves it without linking it to an organisation, and each person's **Risk Repository** only lists their own organisation's suggestions. So the new suggestion doesn't appear in any organisation's repository. See [Known limitations](/reference/known-limitations/).
### Before you start
- You need the Administrator role. Only administrators see the button that opens the form.
- Virgil, VirgilTrack's AI, writes the suggestion's name from your description. If Virgil isn't available, the suggestion can't be saved.
### Open the form
1. Select **Risk Repository** in the menu on the left.
The menu leaves out **Risk Repository** for accounts that also have the CEO role. If yours does, type VirgilTrack's address followed by **/risk-repository** in your browser's address bar instead.
2. In the bar under the header, after **Actions:**, select the plus button, **Add RiskRegister Risk**.
The form opens. Its heading says **Profile Details**, even though it is the form for a new suggestion.
_[Screenshot: The form for adding a suggested risk: the Risk Category, Risk Likelihood, Risk Impact Level and Review Frequency lists in a row, the Risk Description, Risk Cause, Risk Implications and Proposed Mitigation boxes below, and the Submit button]_
### Fill in the form
Every field is required.
| Field | What to enter |
| --- | --- |
| **Risk Category** | The kind of risk, such as **Financial Risk** or **Operational Risk**. |
| **Risk Likelihood** | How likely the risk is to happen, from **Very Low** to **Very High**. See [How risk scores work](/risks/risk-scores/). |
| **Risk Impact Level** | How bad it would be, from **Very Low** to **Very High**. |
| **Review Frequency** | How often the risk should be reviewed, such as **Monthly** or **Quarterly**. |
| **Risk Description** | What could go wrong. Write at least 50 characters, and no more than 5,000. |
| **Risk Cause** | Why it could happen. |
| **Risk Implications** | What would happen if it did. |
| **Proposed Mitigation** | Ways to reduce the risk. |
Point at the information icon next to a list's name for a hint, for example "What Is the Likelihood of the Risk occurring?".
### Submit the suggestion
1. Fill in every field.
2. Select **Submit**.
The button shows "Please wait..." while Virgil writes the suggestion's name.
3. When **Success** and "New Risk Added to Risk Repository" appear, select **OK**.
### What happens next
- VirgilTrack saves the suggestion with your answers. Virgil gives it a short name, of no more than six words, written from your **Risk Description**.
- The **Risk Repository** opens again.
- The new suggestion isn't in the list, and nobody else sees it either, because it doesn't belong to an organisation. See the caution at the top of this page.
- Nobody is notified.
To give an organisation a risk it should consider, ask its people to add it to their register with **Add risk** instead. See [Add a risk](/risks/add-a-risk/).
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| "Sorry, looks like there are some errors detected, please try again." | A field is empty, or the description is too short. The field shows a message such as "Risk Category is required". | Select **Ok, got it!**, then fill in the fields marked in red. |
| "The Description must be more than 100 and less than 5000 characters long" | The description is shorter than 50 characters. Despite the message, 50 characters are enough. | Write a longer description. |
| **Invalid Input** or **Error!**, with a message | The suggestion couldn't be saved, for example because Virgil couldn't write its name. | Try again later. |
### Related
- [The risk repository](/risks/risk-repository/)
- [Known limitations](/reference/known-limitations/)
- [Platform administration](/administration/overview/)
## Check scheduled emails and reminders
Source: https://manual.virgiltrack.virgilfinance.com/administration/background-jobs/
Roles: Administrator
VirgilTrack screens: /hangfire
For system administrators. See the jobs that send VirgilTrack's reminders and digests, when each runs, which failed, and run one again.
Many of VirgilTrack's emails go out on a schedule: **Due tomorrow** every weekday morning, report reminders on Fridays and Mondays, event and review reminders, and more. Each of these is a job that VirgilTrack runs by itself. The scheduled jobs screen lists these jobs, shows when each runs next and which ones failed, and lets you run one again.
### Before you start
- You need a system administrator account. The screen doesn't open for anyone else, including other administrators.
- Nothing in VirgilTrack's menu links to the screen. You open it by its address.
### Open the screen
1. Sign in to VirgilTrack with your system administrator account.
2. In your browser's address bar, type VirgilTrack's address followed by **/hangfire**, for example `https://virgiltrack.virgilfinance.com/hangfire`, and press Enter. You can also select **Open in VirgilTrack** on this page.
The screen is headed **Hangfire Dashboard**. It looks different from the rest of VirgilTrack. It opens on graphs of the jobs that succeeded and failed recently.
3. When you have finished, select **Back to site** to return to VirgilTrack.
### What the screen shows
The menu at the top has four parts.
| Part | What it shows |
| --- | --- |
| **Jobs** | Each time a job runs, grouped by state: **Enqueued** (about to run), **Scheduled** (waiting for a set time), **Processing**, **Succeeded**, **Failed**, **Deleted** and **Awaiting**. |
| **Retries** | Runs that failed and that VirgilTrack will try again by itself. |
| **Recurring Jobs** | The jobs that run on a schedule, with when each runs next (**Next execution**) and when it last ran (**Last execution**). |
| **Servers** | Technical details. You don't need them. |
Single reminders also wait here. For example, each event reminder waits under **Jobs** as **Scheduled** until its time.
_[Screenshot: The Recurring Jobs list of the scheduled jobs screen: each job's name, its schedule and time zone, and when it runs next and last ran, with the Trigger now button above the list]_
### The scheduled jobs
The **Recurring Jobs** list names each job as in the first column below. The times follow VirgilTrack's own clock, shown in the **Time zone** column, not anyone's personal time zone. The **Cron** column gives the same schedule as a short code.
| Job | What it does | When it runs |
| --- | --- | --- |
| **RiskReviewReminderService** | Prepares the **Risk review due** reminders for reviews due today, tomorrow, and in 3 and 7 days, for risks that aren't mitigated. On the day of a review, it also moves the risk's next review on by its review frequency. | Every day at 00:00 |
| **RiskControlReviewReminderService** | Prepares the **Control review due** reminders for controls whose next review is today, tomorrow, or in 3 or 7 days. | Every day at 00:00 |
| **CalendarEventReminderService** | Prepares the reminders for events today, tomorrow, and in 3 and 7 days. | Every day at 00:00 |
| **engage-due-tomorrow** | The **Due tomorrow** emails. | Monday to Friday at 07:30 |
| **engage-overdue** | The **Overdue** emails, and a text for work that became overdue the day before. | Monday to Friday at 08:00 |
| **engage-staff-report-friday** | Reminds staff whose report for this week isn't submitted. | Fridays at 14:00 |
| **engage-staff-report-monday** | Reminds staff whose report for last week is still open. | Mondays at 08:30 |
| **engage-manager-report** | Reminds managers to submit their team report for last week. | Mondays at 09:00 |
| **engage-delegated-digest** | The weekly **Work you delegated** email. | Mondays at 08:15 |
| **engage-quarterly-review** | The quarterly review reminders to the CEO and department managers. It runs every day, but only sends 7 days before a quarter of the financial year ends, and 3 days after. | Every day at 07:00 |
| **engage-objectives-at-risk** | Tells the CEO about strategic objectives at risk. | Mondays at 07:45 |
| **engage-pulse-friday** | The **How was your week?** check-in email, to people who haven't checked in that week. | Fridays at 15:00 |
| **engage-ei-practice** | The emotional intelligence practice email for managers and the CEO. | Wednesdays at 10:00 |
| **cross-department-digest** | The daily email of news from other departments. | Monday to Friday at 16:30 |
| **insights-tasks**, **insights-reporting**, **insights-skill-gaps** | Prepare the insights that Virgil Copilot offers on the work report pages, about tasks, reporting and skill gaps. They send no email. | Tasks every day at 01:30, reporting on Mondays at 05:30, skill gaps on the 1st of each month at 05:00 |
| **demo-close-finished** | Closes demos whose link has expired or been withdrawn. See [Demo links](/administration/demo-links/). | Every 15 minutes |
The first three jobs only prepare reminders. Each reminder then waits under **Jobs** as **Scheduled** until 09:00, or until one hour before an event or review that is due that day. For who gets each reminder, see [Reminders](/calendar/reminders/).
### Run a job again
Do this when a job failed. If VirgilTrack was down when a job was due, you don't need to: VirgilTrack runs the missed job by itself when it starts again.
1. Select **Recurring Jobs**.
2. Tick the job.
3. Select **Trigger now**.
The job runs straight away, and its **Last execution** changes.
To run a failed run again:
1. Select **Jobs**, then **Failed**.
2. Select a job's name to see what went wrong.
3. Tick the jobs you want to run again, and select **Requeue jobs**.
#### What happens when a job runs again
- Each email and text goes out only once. For example, a person gets one **Due tomorrow** email a day, however often the job runs. If the job had already sent its emails, running it again sends no new ones.
- The reminder jobs skip reminders they have already prepared that day.
- Some jobs also add a notification under the bell in VirgilTrack, such as the Monday team report reminder. Running one of these again can give people that notification twice.
> **Caution:**
>
Don't select **Delete** for a recurring job. It stops running until VirgilTrack is next restarted, and nobody gets its emails in the meantime. Deleting a scheduled reminder under **Jobs** means that reminder is never sent.
### If something goes wrong
| What you see | Why | What to do |
| --- | --- | --- |
| The screen doesn't open. | You aren't signed in, or your account isn't a system administrator. | Sign in to VirgilTrack first, in the same browser. If it still doesn't open, ask a system administrator. |
| Someone says a reminder email didn't arrive, but the job **Succeeded**. | A job prepares the emails; VirgilTrack sends them afterwards. People also don't get emails they have switched off. | Ask the person to check their notification settings, and to test them with **Email me**. See [Choose your notifications](/settings/notifications/). |
| Many runs are under **Failed** or **Retries**. | Something stops the jobs from finishing. | Select a failed job to read its error, and send it to the VirgilTrack team. |
### Related
- [Reminders](/calendar/reminders/)
- [Emails, texts and calls](/communication/emails-texts-and-calls/)
- [Platform administration](/administration/overview/)
# Chapter 17: Reference
## Reference
Source: https://manual.virgiltrack.virgilfinance.com/reference/overview/
Quick answers for every VirgilTrack user, with the words it uses, statuses, who can do what, common questions, fixes, shortcuts, privacy and known limitations.
This chapter is for looking things up. You don't need to read it from start to finish. Come here when a word or a status on screen is new to you, when a button or menu item is missing, or when something doesn't work as you expect.
### Who uses this chapter
Everyone: employees, managers, CEOs and platform administrators. Each page covers the whole of VirgilTrack, and links to the chapter that explains a screen in full.
### Pages in this chapter
- [Glossary](/reference/glossary/): the words VirgilTrack uses, such as likelihood, control, KPI, initiative and weekly check-in, each explained in a sentence or two.
- [Statuses and labels](/reference/statuses/): what each status, badge and group means, for risks, controls, tasks, KPIs, plans, budgets, reports and calendar tasks.
- [Who can do what](/reference/permissions/): who can see and do what, role by role, from the menu to the buttons on each screen.
- [Frequently asked questions](/reference/faq/): short answers to the questions new users ask most.
- [Troubleshooting](/reference/troubleshooting/): what to do when you can't sign in, a page is missing, a message appears or an email doesn't arrive.
- [Keyboard shortcuts](/reference/keyboard-shortcuts/): keys that open Virgil Copilot and the quick bar, send messages and move faster through VirgilTrack and this manual.
- [Your data and privacy](/reference/privacy-and-your-data/): who can see your check-ins, reports, mailbox findings, Copilot conversations, chats, sign-ins and work record, and what leaves VirgilTrack.
- [Known limitations](/reference/known-limitations/): buttons and settings that don't work yet in this version, and what to do instead.
- [What's new](/reference/whats-new/): what this edition of the manual covers, and what changes from one edition to the next.
### Other ways to find an answer
- **Search this manual.** Press / or Ctrl + K on any page of this manual and type what you see on screen. See [How to use this manual](/welcome/using-this-manual/).
- **Ask Virgil.** Inside VirgilTrack, press Ctrl + K (Cmd + K on a Mac) to open Virgil Copilot and ask in your own words. See [AI assistant](/assistant/overview/).
- **Check your role.** Many "missing" buttons are about your role. See [Roles and what each can do](/welcome/roles/).
## Glossary
Source: https://manual.virgiltrack.virgilfinance.com/reference/glossary/
The words VirgilTrack uses for risks, strategy, tasks, reports and people, from Achievement to Yet to Start, each explained in plain English.
This glossary explains the words you meet in VirgilTrack, in alphabetical order. Words in **bold** are written exactly as they appear on screen. Each entry links to the page that explains it in full. For every status and badge side by side, see [Statuses and labels](/reference/statuses/).
Can't find a word? Search this manual with /, or ask Virgil Copilot inside VirgilTrack with Ctrl + K.
### A
#### Achievement
Something that went well. In a work report's [summary](#summary-of-a-report), **Key Achievements** lists the main things done that week. A [progress note](#progress-note) found in your email can also be an **Achievement**. See [Submit your weekly report](/work-reports/submit-your-weekly-report/).
#### Activity
**Activity** in the menu on the left opens a timeline of what happened in your organisation this calendar year, such as risks added and statuses changed. Everyone in the organisation sees the same timeline. See [The activity timeline](/dashboards/activity-timeline/).
#### Activity Logs
The list of your own sign-ins, which opens from the flag button in the header. It includes attempts that failed because of a wrong password. Only you see it. See [Your data and privacy](/reference/privacy-and-your-data/#your-sign-ins).
#### Activity prompts
Ready-made sentences for your work report, which VirgilTrack writes from things you did in VirgilTrack, such as assessing a risk or implementing a control. For managers and the CEO, work found in their email also becomes a prompt. Only you see your own. They are also called [suggestions](#suggestions). See [Suggestions and activity prompts](/work-reports/suggestions/).
#### Actual
The result a KPI really reached in a plan year, compared with its target. See [The KPIs page](/strategy/kpis/).
#### Ad-Hoc
A review frequency. The risk is reviewed case by case as things arise, rather than on a set schedule. See [Risk reviews and reminders](/risks/risk-reviews/).
#### Administrator
A role for VirgilTrack's own platform staff, not for people inside your organisation. Administrators approve sign-ups, look after organisations and their people, and prepare demos. See [Platform administration](/administration/overview/).
#### Affected departments
The departments a risk would affect. You choose at least one when you add a risk. See [Add a risk](/risks/add-a-risk/).
#### Alignment (of a risk)
The **Alignment** column of the risk register. A risk is **Strategic** when it threatens one or more objectives in your strategic plan, and **Operational** when it doesn't. See [The risk register](/risks/risk-register/).
#### Allocated budget
The money set aside for an initiative in one plan year, entered as **Allocated Budget** on the **Budget** page. See [The Budget page](/strategy/budget/).
#### Annual plan
How far each department has planned its year: the tasks under its initiatives, month by month. The **Annual Plans** page in **Execution** is for the CEO, or for people the CEO gives access to. See [Strategy and execution](/strategy/overview/).
#### Archived
A risk status. The risk has been put away and is no longer worked on. An archived risk moves to the **Archived** group of the risk register. Nothing is deleted, but it can't be edited any more. See [Managing risks](/risks/overview/).
#### Assess, Not assessed
To assess a risk is to choose its likelihood and impact, which gives it a score. A risk copied from the risk repository is **Not assessed** until the person who copied it assesses it. Once assessed, its status becomes **In Progress**. See [Managing risks](/risks/overview/).
#### Assignee
The person a task is for. The assignee starts the task, works on it and marks it as done. Compare [lead](#lead-of-a-task). See [Tasks](/tasks/overview/).
#### At risk
A KPI or objective status. The result is at least 75% of the way to this year's target, but hasn't reached it. Some screens write it **At Risk**. Compare [On track](#on-track) and [Off track](#off-track). See [The KPIs page](/strategy/kpis/).
### B
#### Baseline
Where a KPI started before the plan began, such as "62%". If a KPI has no starting point yet, its baseline can be "New". See [The KPIs page](/strategy/kpis/).
#### Blocked
A task status. The assignee can't move forward with the task, and has said why. See [Tasks](/tasks/overview/).
#### Budget
The money for an initiative in one plan year: how much is allocated, how much of it is secured, and what has been spent. See [The Budget page](/strategy/budget/).
### C
#### Calendar task
An event in the calendar, such as a meeting or a deadline, that you or your department are assigned to. Calendar tasks open in a panel beside the calendar. See [Calendar and reminders](/calendar/overview/).
#### Category (of a risk)
The kind of risk. VirgilTrack's categories are **Financial Risk**, **Operational Risk**, **Compliance & Legal Risk**, **Reputational Risk**, **Environmental & Social Risk**, **Governance Risk** and **Strategic Risk**. See [Add a risk](/risks/add-a-risk/).
#### CEO
The role of the head of the organisation. The CEO leads the strategic plan, reads the reports that managers send up, and decides people's roles and reporting lines. See [Roles and what each can do](/welcome/roles/).
#### Control
A concrete action that reduces a risk, such as "Phone-verify every change to supplier bank details". Each control has a **Responsible person**, a **Done by** date and a **First review** date. See [Risk controls](/risks/risk-controls/).
#### Control effectiveness
How well a control should reduce its risk, chosen as **Expected effectiveness** when you add the control: **Ineffective**, **Minimally Effective**, **Moderately Effective**, **Effective**, **Highly Effective** or **Not Evaluated**. See [Risk controls](/risks/risk-controls/).
#### Control type
What a control is for, chosen as **Type of control**. **Preventive** controls aim to stop the risk happening. **Detective** controls aim to notice when it happens. **Corrective** controls aim to reduce the harm or put things right afterwards. See [Risk controls](/risks/risk-controls/).
#### Critical
The highest risk level: a score of 8.0 or more out of 10. See [How risk scores work](/risks/risk-scores/). **Critical** is also the highest task [priority](#priority).
### D
#### Dashboard
The one-page summary that opens with **Dashboard**, the first item in the menu on the left. Which one you see depends on your role: the **CEO Dashboard** for the CEO, the **Manager Dashboard** for managers and employees, and the **Admin Dashboard** for platform administrators. See [Dashboards](/dashboards/overview/).
#### Delegate
To give a task to someone else. Managers, the CEO and an initiative's leads can delegate tasks under an initiative. Without an initiative, anyone can give a colleague a calendar task. See [Tasks](/tasks/overview/).
#### Demo link
A personal link that lets someone try VirgilTrack with a made-up organisation's data. Platform administrators create demo links. See [Demo links](/administration/demo-links/).
#### Department
A part of your organisation, such as Finance or Technical Services. Most people belong to one department, and each department has its own risk register. See [Departments](/departments/overview/).
#### Department manager
A manager who runs a whole department. In the reporting hierarchy, giving a manager departments to manage makes them a **Department Manager**. Compare [team manager](#team-manager). See [Roles and what each can do](/welcome/roles/).
#### Direction (of a KPI)
Whether a KPI should go up or down: **Increase (higher is better)**, **Decrease (lower is better)** or **Maintain (hit the target)**. See [The KPIs page](/strategy/kpis/).
#### Done
A task status. The work is finished, and the person who finished it has said how it was done. See [Tasks](/tasks/overview/).
#### Draft
A work report you are still working on. It hasn't been sent on yet. Compare [submitted](#submitted). See [Work reports and records](/work-reports/overview/).
### E
#### Emotional Intelligence
**Emotional Intelligence** in the menu on the left opens the area for working well with people, with the tabs **Learn**, **Practise** and **Me**. Managers and the CEO also have a **Your team** tab. It holds the self-assessment, practice conversations, the weekly check-in and kudos. VirgilTrack doesn't guess how anyone feels: it only uses what people choose to answer or share. See [Emotional intelligence](/wellbeing/overview/).
#### Employee
The role of staff and officers in a department. Employees work on their tasks, write a weekly report and keep their department's risks up to date. See [Roles and what each can do](/welcome/roles/).
#### Entry
What you write for one day of your week in your weekly report. VirgilTrack writes the report's [points](#point) from your entries. See [Your weekly report](/work-reports/weekly-report/).
#### Event
Something with a date and time in the calendar, such as a meeting, a deadline or a training. Each event is assigned to people, departments or both, and they are reminded before it starts. An event assigned to a person is also a [calendar task](#calendar-task) until someone marks it as done. See [Add an event](/calendar/add-an-event/).
#### Execution
The part of VirgilTrack where your strategic plan lives: its objectives, KPIs, initiatives, budget and annual plans. Open it with **Execution** in the menu on the left. See [Find your way around Execution](/strategy/execution/).
#### Executive Suite
The CEO's own department. It isn't listed on the **Departments** page, and some screens call it "Office of the CEO". See [Departments](/departments/overview/).
#### Expenditure
Money spent on an initiative, recorded against its budget with **Log Expenditure**. See [The Budget page](/strategy/budget/).
### F
#### Financial exposure
The possible loss, in N$, if a risk happens. You enter it when you add or edit a risk. The **Risk Exposure** figure on the Manager Dashboard adds up the financial exposure of your department's risks that aren't mitigated yet. See [The Manager Dashboard](/dashboards/manager-dashboard/).
#### Financial year
The 12 months your organisation plans and accounts for. Some screens call it the fiscal year: **Fiscal year starts in** is chosen when your organisation signs up. The quarters of the [quarterly review](#quarterly-review) reminders follow it. See [Your organisation's settings](/settings/organisation/#your-financial-year).
#### From your email
The menu item that lists work VirgilTrack found in your connected mailbox, waiting for you to confirm it as tasks. The number beside it counts the items waiting. See [Tasks from your email](/tasks/tasks-from-email/).
#### Funding gap
The part of an initiative's allocated budget that isn't secured yet. It is never less than zero. See [The Budget page](/strategy/budget/).
#### Funding status
Where an initiative's money stands: **Fully Funded**, **Partially Funded**, **Unfunded**, **Seeking External Grant** or **Awaiting Ministry Approval**. VirgilTrack works most of it out from the amounts: an initiative whose secured amount covers its allocated budget is always **Fully Funded**. See [Statuses and labels](/reference/statuses/#budgets) and [The Budget page](/strategy/budget/).
### H
#### Heat map
A grid that counts open risks by likelihood and impact, titled **Risk Distribution Heatmap**. The CEO's heat map covers the whole organisation; everyone else's covers their department. See [The risk heat map](/dashboards/risk-heat-map/).
### I
#### Impact
How bad it would be if a risk happened, from **Very Low** (1) to **Very High** (5). Together with likelihood, it gives the risk score. See [How risk scores work](/risks/risk-scores/).
#### In Progress
A risk status. Actions are being taken to reduce the risk. A risk gets this status when it is assessed. On the Kanban board, these risks are in the **Under Control** column. See [The Kanban board](/risks/kanban-board/).
A task can also be **In progress**: the person it is for has started it. See [Tasks](/tasks/overview/).
#### Initiative
A piece of work, such as a project or programme, that helps reach an objective in your strategic plan. Each initiative can be given to one department, which plans and carries out its work. See [The Initiatives page](/strategy/initiatives/).
#### Initiative lead
A person named to lead an initiative. Leads can plan the initiative's work and delegate tasks under it, as the department's managers and the CEO can. See [The Initiatives page](/strategy/initiatives/).
#### Invitation
An email that lets someone set up their VirgilTrack account. The CEO or an administrator invites people with **Invite a team member**, and approving an organisation's sign-up invites everyone it listed. See [Accept an invitation](/getting-started/accept-an-invitation/) and [Invite team members](/settings/invite-team-members/).
#### IPSAS
The International Public Sector Accounting Standards. An **IPSAS readiness risk** is a risk that could hold back your organisation's move to IPSAS. These risks carry the tag **IpsasReadiness** and have their own report. See [IPSAS readiness risks](/risks/ipsas-readiness/).
### K
#### Kanban board
**Kanban Board** in the menu opens **Kanban Collaboration**, which shows your department's risks as cards in three columns: **Yet to Start** (status **New**), **Under Control** (status **In Progress**) and **Mitigated**. You drag a card to change its status. See [The Kanban board](/risks/kanban-board/).
#### KPI
A key performance indicator: a measure that shows whether an objective is being achieved. Each KPI has a baseline, a target for each plan year and the actual result. See [The KPIs page](/strategy/kpis/).
#### KPI Review
The window where you record each KPI's actual result for the current year. It opens with **Review KPIs** on the KPIs page, which only people allowed to record KPI results see. No role has this permission, not even the CEO, and no screen in VirgilTrack gives it: only Virgil Finance can switch it on. Tagging someone in the **KPI Review** row of **Workspace access** doesn't give it either. The CEO can record results through Virgil Copilot instead. See [Record KPI results](/strategy/review-kpis/) and [Known limitations](/reference/known-limitations/).
#### Kudos
A short note that recognises a colleague's work. Managers and the CEO send kudos from the **Your team** tab of **Emotional Intelligence**, with **Send kudos**. Everyone sees the kudos they receive under **Kudos you've received**, on the **Me** tab. See [Kudos](/wellbeing/kudos/).
### L
#### Lead (of a task)
Someone who leads a task rather than doing it: the person who delegated it, a manager of the department that the task's initiative belongs to, the CEO, or an administrator. Leads can change the due date, reassign the task and verify finished work. See [Tasks](/tasks/overview/).
#### Level (of a risk)
The band a risk's score falls into: **Low** (below 3.5), **Moderate** (3.5 to under 6.5), **High** (6.5 to under 8.0) or **Critical** (8.0 and above). A risk without a score shows **Not assessed**. See [How risk scores work](/risks/risk-scores/).
#### Likelihood
How likely a risk is to happen, from **Very Low** (1) to **Very High** (5). Together with impact, it gives the risk score. See [How risk scores work](/risks/risk-scores/).
### M
#### Mailboxes
The section of **Settings** where you connect your work email, so VirgilTrack can find work handed out by email. See [Connect your mailbox](/tasks/connect-your-mailbox/).
#### Manager
The role of department managers and team leaders. Managers run their department's or team's risks, initiatives and weekly reports. See [Roles and what each can do](/welcome/roles/).
#### Mention
Bringing a colleague into a message by typing **@** and choosing their name, for example in a task's conversation. They get a notification, and an email if they haven't seen it in VirgilTrack within 10 minutes, unless they have switched those emails off. See [Messages and mentions](/tasks/task-messages/).
#### Mitigate by
The date by which a risk should be dealt with. A risk's next review must be on or before this date. See [Risk reviews and reminders](/risks/risk-reviews/).
#### Mitigated
A risk status. The risk has been dealt with and is under control. In the risk register and on the risk's page, you can mark a risk as mitigated only once all its controls are implemented. A mitigated risk can't be edited. See [Managing risks](/risks/overview/).
#### Mitigation budget
The expected cost, in N$, of reducing a risk. You can enter it when you add, assess or edit a risk. The **Treatment Budget** on the CEO Dashboard adds up the mitigation budgets of the risks that aren't mitigated yet. See [Add a risk](/risks/add-a-risk/).
#### Monthly report
The CEO's report to Council for one month, sometimes called the monthly executive report. Virgil writes a first draft from the month's weekly reports and the strategic plan's figures. The CEO chooses what goes in, edits the draft and downloads it as a PDF. See [Write the monthly report](/work-reports/write-the-monthly-report/), and [The CEO's monthly view](/work-reports/monthly-report/) for following the month's reports.
### N
#### New
A risk status. The risk has been identified, but no actions have been taken yet. A risk you add with **Add risk** starts as **New**. On the Kanban board, these risks are in the **Yet to Start** column. See [Managing risks](/risks/overview/).
#### News from other departments
Something written in another department's work report that affects your department, such as a system outage or a deadline. Everyone in the affected departments gets a notification, sees it in the **From other departments** card on their work reports page, and gets one email a day on weekdays. In your notification settings it is called **Events from other departments**. See [News from other departments](/work-reports/cross-department-events/).
#### Next review
The date of a risk's next review. In the risk register, a date that has passed shows in red with **overdue**. See [Risk reviews and reminders](/risks/risk-reviews/).
#### No data yet
A KPI or objective status. No result has been recorded for the current plan year yet. Some screens show **No data**. See [The KPIs page](/strategy/kpis/).
#### Not started
A task status. The task hasn't been started yet. On the board view of the **Tasks** page, these tasks are in the **To do** lane. See [Tasks](/tasks/overview/).
#### Notifications
Messages from VirgilTrack about mentions, tasks, risks and messages. Select the bell at the top of the screen to see them, on the **All** and **Unread** tabs. The bell keeps your 50 most recent notifications. See [Notifications](/communication/notifications/).
### O
#### Objective
Something your organisation wants to achieve, set out in the strategic plan, such as "Improve revenue collection". Objectives are grouped under themes, and each is measured by its KPIs. See [Objectives](/strategy/objectives/).
#### Off track
A KPI or objective status. The result is less than 75% of the way to this year's target. Some screens write it **Off Track**. See [The KPIs page](/strategy/kpis/).
#### On track
A KPI or objective status. The result has reached this year's target. Some screens write it **On Track**. An objective's status comes from the average of its KPIs that have a result. See [The KPIs page](/strategy/kpis/).
#### Operational risk
A risk that doesn't threaten any objective in your strategic plan. Compare [strategic risk](#strategic-risk). See [The risk register](/risks/risk-register/).
#### Organisation
The council, municipality or other body that uses VirgilTrack, with its departments and people. An organisation signs up, and a platform administrator approves it. Some screens write it **Organization**. See [Sign up your organisation](/getting-started/create-an-organisation/).
#### Overdue
A task whose due date has passed while it isn't done. The **Tasks** page groups these tasks under **Overdue**, and the red number beside **Tasks** in the menu counts the overdue tasks given to you. A risk's next review or a control can also show **overdue** once its date has passed. See [Tasks](/tasks/overview/).
#### Owner (of a risk)
The person who recorded the risk, or who copied it from the risk repository, shown in the **Owner** column of the risk register. Only the owner can assess a risk that is **Not assessed**. See [The risk register](/risks/risk-register/).
### P
#### Point
One short statement in a finished work report, such as "Completed the October debtors age analysis". VirgilTrack writes the points from your [entries](#entry), and you can change them. Managers tick the points from their team's reports that matter most. See [Work reports and records](/work-reports/overview/).
#### Practice conversation
A short role-play on the **Practise** tab of **Emotional Intelligence**. Virgil plays a colleague, you respond, and afterwards you get feedback on how it went. Only you see your practice conversations and scores. See [Practise with drills and conversations](/wellbeing/practise/).
#### Priority
How urgent a task is: **Low**, **Medium**, **High** or **Critical**. See [Tasks](/tasks/overview/).
#### Private Chat
One-to-one messages with a colleague in your organisation. Open it with **Private Chat** in the menu. A dot on its icon means you have unread messages. See [Private chat](/communication/private-chat/).
#### Progress note
A fact about your organisation's work that VirgilTrack found in your email: **Progress**, **Decision**, **Risk**, **Issue** or **Achievement**. You select **Keep** for the ones that are right, or **Dismiss**. See [Tasks from your email](/tasks/tasks-from-email/#progress-notes).
#### Pulse
**Team pulse, last 30 days** on the **Your team** tab of **Emotional Intelligence**: the average of the team's weekly check-in answers, out of 5. It is shown only once at least 5 people have answered, so no one can be identified. See [The weekly check-in](/wellbeing/weekly-check-in/).
### Q
#### Quarterly review
The review at the end of each quarter of your [financial year](#financial-year): recording KPI results, updating initiatives' progress notes and making sure reports are submitted. VirgilTrack reminds the CEO and department managers 7 days before a quarter ends, and again 3 days after. See [Reminders](/calendar/reminders/).
#### Quick bar
A box that opens in the middle of the screen when you press Ctrl + J. Type one sentence, such as "Brandon, prepare the Outjo WIP schedule by Friday", and VirgilTrack fills in a task or a reminder for you to confirm. See [AI assistant](/assistant/overview/).
#### Quiet hours
Between 20:00 and 07:00 in the person's time zone, VirgilTrack doesn't send texts or make phone calls: they wait until 07:00. Emails are sent at any time. See [Choose your notifications](/settings/notifications/).
### R
#### Reminder
A message that something is coming up or overdue: an event, a risk or control review, work due tomorrow, overdue work, or a report still to submit. Most come by email and as a notification in VirgilTrack. You can also ask Virgil Copilot, or the quick bar, to remind you or a colleague at a set time. See [Reminders](/calendar/reminders/).
#### Report Builder
**Report Builder** in the menu makes a PDF report of risks, such as a **Risk Register Report** or an **IPSAS Readiness Risk Report**. See [Make a risk report](/reports/report-builder/).
#### Reporting hierarchy
Who reports to whom in your organisation. It decides whose weekly reports reach each manager, and whose reach the CEO. The CEO or an administrator sets it under **Reporting hierarchy** in the account menu, which opens **Roles & hierarchy** in Settings. See [Work reports and records](/work-reports/overview/).
#### Rescheduled
A task status. The task's due date has been moved. See [Tasks](/tasks/overview/).
#### Residual Risks
A figure on the Manager Dashboard: how many of your department's risks aren't mitigated yet. See [The Manager Dashboard](/dashboards/manager-dashboard/).
#### Responsible people
The people who follow a risk until it is mitigated. They get its review reminders. See [Add a risk](/risks/add-a-risk/).
#### Review every
The field where you choose how often a risk is reviewed: **Ad-Hoc**, **Weekly**, **Biweekly**, **Monthly**, **Quarterly**, **Semi-Annually** or **Annually**. See [Risk reviews and reminders](/risks/risk-reviews/).
#### Risk
Something that could go wrong and stop your organisation doing its work or reaching its goals, such as "Collections fall short of the budget". See [Managing risks](/risks/overview/).
#### Risk register
A department's list of its risks, with their scores, controls, status and next review. Open it with **Risk Register** in the menu. See [The risk register](/risks/risk-register/).
#### Risk repository
Risks that VirgilTrack suggests for your organisation, for example risks its AI found in your strategic plan (badge **Strategic AI Suggestion**). You copy the ones that apply into your register. Open it with **Risk Repository** in the menu. See [The risk repository](/risks/risk-repository/).
#### Risk review
A regular check of a risk: has its likelihood or impact changed, and are its controls working? See [Risk reviews and reminders](/risks/risk-reviews/).
#### Risk score
A number from 1.0 to 10.0 that shows how serious a risk is. VirgilTrack multiplies the risk's likelihood by its impact, which gives a number from 1 to 25, and spreads that over the scale from 1.0 to 10.0. See [How risk scores work](/risks/risk-scores/).
#### Role
What you are in VirgilTrack: **Employee**, **Manager**, **CEO** or **Administrator**. Your role decides your menu, your dashboard and what you can change. See [Roles and what each can do](/welcome/roles/) and [Who can do what](/reference/permissions/).
#### Root cause
Why a risk could happen. You describe it when you add a risk. See [Add a risk](/risks/add-a-risk/).
### S
#### Section (of a report)
A group of points in a work report. In a weekly report, each day with work has its own section. See [Your weekly report](/work-reports/weekly-report/).
#### Secured amount
The part of an initiative's allocated budget that is confirmed, entered as **Secured Amount**. See [The Budget page](/strategy/budget/).
#### Self-assessment
Twenty statements on the **Emotional Intelligence** page that show where you are on each of its five skills. Only you see your answers and scores. See [Take the self-assessment](/wellbeing/self-assessment/).
#### Settings
Where you look after your own account: your profile, sign-in details, time zone, notifications and mailbox. The CEO and administrators also manage roles and reporting lines here. Open it by selecting your picture in the top-right corner, then **Settings**. See [Settings](/settings/overview/).
#### Sign in, sign out
To sign in is to open VirgilTrack with your email address and password, on the **Sign In** page. To sign out, select **Sign Out** in the account menu. See [Sign in and sign out](/getting-started/sign-in/).
#### Sign-up request
An organisation's request to start using VirgilTrack, sent with the sign-up form. It waits with the status **Pending** until a platform administrator approves or denies it. Approving it invites everyone the organisation listed. See [Sign up your organisation](/getting-started/create-an-organisation/) and [Review sign-ups](/administration/sign-ups/).
#### Steps (of a task)
A checklist that breaks a task into smaller pieces. The person the task is for and its leads type a step in "Add a step, then press Enter" and press Enter to add it. See [Tasks](/tasks/overview/).
#### Strategic plan
Your organisation's plan for the next few years: its themes, objectives, KPIs and initiatives. VirgilTrack reads it from a PDF, and it becomes the active plan once approved. See [Bring in your strategic plan](/strategy/strategic-plan/).
#### Strategic risk
A risk that threatens one or more objectives in your strategic plan. Compare [operational risk](#operational-risk). See [The risk register](/risks/risk-register/).
#### Strategy task
A task under an initiative of your strategic plan. These are the tasks on the **Tasks** page, and each has its own page. See [Tasks](/tasks/overview/).
#### Submitted
A work report you have sent on. The person you report to can now read it. Until then, it is a [draft](#draft). See [Work reports and records](/work-reports/overview/).
#### Suggestions
Another name for [activity prompts](#activity-prompts). On an employee's weekly report they appear in the **Suggested by your manager** card, even though VirgilTrack writes them from your own work. See [Suggestions and activity prompts](/work-reports/suggestions/).
#### Summary (of a report)
The **Key Achievements** and **Challenges or Issues** of a work report, written from the whole report. See [Submit your weekly report](/work-reports/submit-your-weekly-report/).
#### Suspended
An organisation status. A platform administrator suspends an organisation to pause its access, for example when a subscription is unpaid. Nothing is deleted. In this version, it doesn't stop the organisation's people signing in. See [Known limitations](/reference/known-limitations/#platform-administration).
#### System administrator
A platform administrator whose account can also manage demo links, send maintenance notices and see VirgilTrack's scheduled jobs. Other administrators see "Only system administrators can …". See [Platform administration](/administration/overview/).
### T
#### Tag (of a risk)
A label on a risk, such as **IpsasReadiness**, shown on the risk's page. A risk copied from the risk repository keeps the suggestion's tags. See [IPSAS readiness risks](/risks/ipsas-readiness/).
#### Target
The result a KPI should reach in a plan year. A KPI can have a different target for each year of the plan. See [The KPIs page](/strategy/kpis/).
#### Task
A piece of work that someone asks a colleague to do, by a due date. VirgilTrack keeps track of three kinds: [strategy tasks](#strategy-task), [calendar tasks](#calendar-task) and risk controls. On the **Tasks** page, "task" means a strategy task. See [Tasks](/tasks/overview/).
#### Team bar
The **Team:** bar just under the header, with the pictures of the people you work with. A dot on each picture shows whether the person is online, away or offline. Select a picture to chat. The CEO, and administrators who belong to a department, also see **Invite a team member** there. See [Find your way around](/getting-started/find-your-way-around/).
#### Team manager
A manager who has people reporting to them, without managing a whole department. In the reporting hierarchy, someone who gains people reporting to them becomes a **Team Manager**. Compare [department manager](#department-manager).
#### Team report
A manager's own weekly report, built from the points they tick in their team's reports. The manager edits it in the **Report Editor** and submits it to the person they report to. See [Submit your team report](/work-reports/submit-your-team-report/).
#### Theme
A broad area of focus in your strategic plan that groups objectives. See [Strategy and execution](/strategy/overview/).
#### Time zone
Your time zone, set under **Preferences** in **Settings**. VirgilTrack uses it for [quiet hours](#quiet-hours), for Virgil Copilot's clock, and for reminders you ask Virgil Copilot or the quick bar for. Its regular emails and reminders, such as **Due tomorrow**, **Overdue**, report reminders and event reminders, go out at fixed times by VirgilTrack's own clock instead. See [Your profile and sign-in details](/getting-started/your-profile/#set-your-time-zone).
### U
#### Upcoming Reviews
An item in your account menu (select your picture at the top right). Its number counts your risk reviews from today onwards. You can't select it; it is there to remind you. See [Risk reviews and reminders](/risks/risk-reviews/).
### V
#### Verified (task)
A finished task that a lead has checked with **Verify the work**. The task then shows **Verified by** and the lead's name. See [Tasks](/tasks/overview/).
#### Virgil, Virgil Copilot
VirgilTrack's AI assistant. Open it with the round **Virgil Copilot** button in the bottom-right corner, or with Ctrl + K. Ask it questions, or ask it to prepare work for you to confirm. See [AI assistant](/assistant/overview/).
### W
#### Weekly check-in
The question "How was your week?" on the **Me** tab of **Emotional Intelligence**. Your answer is private unless you tick **Share this with my manager**. Either way, it counts towards your manager's [team pulse](#pulse). See [The weekly check-in](/wellbeing/weekly-check-in/).
#### Weekly report
What you did in a week, which VirgilTrack turns into a short report for the person you report to. Open it with **Work Reports** in the menu. See [Your weekly report](/work-reports/weekly-report/).
#### Work alignment
How people's reported work lines up with the strategic plan. The **Work Alignment** page in **Execution** is for the CEO, or for people the CEO gives access to. See [Strategy and execution](/strategy/overview/).
#### Work record
A record of the work you finished in VirgilTrack, which can be issued as a PDF with a code that an employer can check online. You, the person you report to, your department's managers and the CEO can see it. In this version, the **Work Record** screen only opens for platform administrators. See [Your work record](/work-reports/work-record/).
#### Work report
A report of work done: a [weekly report](#weekly-report) from staff, a [team report](#team-report) from a manager, or the CEO's [monthly report](#monthly-report) to Council. See [Work reports and records](/work-reports/overview/).
#### Workspace access
The part of **Execution › Manage** where the CEO gives people extra Execution pages on top of their role, such as **Budget** or **KPIs**. See [Find your way around Execution](/strategy/execution/).
### Y
#### Year (of a plan)
A strategic plan is split into years. Targets and budgets are set for each year, and most Execution pages show the current one. See [Strategy and execution](/strategy/overview/).
#### Yet to Start, Under Control
The names of the first two columns on the Kanban board. **Yet to Start** holds risks with the status **New**; **Under Control** holds risks that are **In Progress**. See [The Kanban board](/risks/kanban-board/).
## Statuses and labels
Source: https://manual.virgiltrack.virgilfinance.com/reference/statuses/
What each status, badge and group on VirgilTrack's screens means, for risks, controls, tasks, KPIs, plans, budgets, work reports and calendar tasks.
This page explains the statuses and labels you see on VirgilTrack's screens, in one place. Labels are written exactly as they appear on screen, so some are capitalised differently from one screen to the next.
For the meaning of other words, see the [Glossary](/reference/glossary/).
### Risks
#### Risk statuses
| Status | What it means | How a risk gets it |
| --- | --- | --- |
| **Not assessed** | The risk has no likelihood and impact yet, so it has no score. | You copy it from the **Risk Repository** with **Copy Selected**. Only its owner can assess it. |
| **New** | The risk has been identified, but no actions have been taken yet. | You add it with **Add risk**, or move its card back to **Yet to Start** on the Kanban board. |
| **In Progress** | Actions are being taken to reduce the risk. | Its owner assesses it, or someone moves its card to **Under Control** on the Kanban board. |
| **Mitigated** | The risk has been dealt with and is under control. | Someone selects **Mark as mitigated** once all its controls are implemented, or moves its card to **Mitigated** on the Kanban board. |
| **Archived** | The risk has been put away and is no longer worked on. Nothing is deleted. | Someone selects **Archive** in the risk register. |
Risks that are **Not assessed**, **Mitigated** or **Archived** can't be edited. Moving a card to **Mitigated** on the Kanban board only changes the status; see [The Kanban board](/risks/kanban-board/).
#### Groups in the risk register
The buttons at the top of the risk register show one group of risks at a time, each with a count.
| Group | What it shows |
| --- | --- |
| **Active** | Risks that are **New**, **In Progress** or **Not assessed**. The register opens on this group. |
| **Not assessed** | Risks still waiting for their owner to assess them. |
| **Mitigated** | Risks marked as mitigated. |
| **Archived** | Risks that have been archived. |
| **All** | Every risk in the register. |
#### Score levels
Each assessed risk has a score out of 10, and the score gives its level. See [How risk scores work](/risks/risk-scores/).
| Level | Score |
| --- | --- |
| **Low** | Below 3.5 |
| **Moderate** | 3.5 to below 6.5 |
| **High** | 6.5 to below 8.0 |
| **Critical** | 8.0 and above |
| **Not assessed** | No score yet |
#### Other risk register labels
| Column | Label | What it means |
| --- | --- | --- |
| **Controls** | **None** | The risk has no controls yet. |
| **Controls** | A bar and a count such as **2/3** | Two of its three controls are implemented. Controls the AI suggested and nobody accepted aren't counted. |
| **Next review** | A date in red with **overdue** | The review date of a **New** or **In Progress** risk has passed. |
| **Next review** | **–** | The risk is **Not assessed**, so no review is planned. |
| **Alignment** | **Strategic** and a number, such as **Strategic (2)** | The risk threatens that many objectives in your strategic plan. Point at the badge to see which. |
| **Alignment** | **Operational** | The risk doesn't threaten any objective. |
The filters on these columns use the words **No controls**, **All done** and **In progress** (controls), and **Not scheduled**, **Overdue**, **Within 7 days** and **Later** (next review). See [The risk register](/risks/risk-register/).
### Controls
On a risk's **Controls** tab, each control shows one of these labels:
| Label | What it means |
| --- | --- |
| **To do** | The control isn't implemented yet, and its **Done by** date hasn't passed. |
| **Overdue** | The control isn't implemented yet, and its **Done by** date has passed. |
| **AI suggestion** | The AI suggested this control. It isn't on the risk's to-do list until someone selects **Accept as a control**. |
| **Implemented** | Someone marked it as implemented. Its window says "Implemented by" and their name. |
The filters above the list are **To do**, **Done**, **AI suggested** and **All**. See [Risk controls](/risks/risk-controls/).
### Tasks
#### Task statuses
These are the statuses on a task's own page:
| Status | What it means |
| --- | --- |
| **Not started** | Nobody has started the task yet. |
| **In progress** | The person it is for has started it. |
| **Blocked** | The person it is for can't move forward, and has said why. |
| **Done** | The work is finished, and whoever finished it has said how. |
| **Overdue** | The task is marked as late. |
| **Rescheduled** | The task's due date has been moved. |
Some other screens, such as the calendar's task panel, write **In Progress**. A finished task can also show **Verified by** and the name of the lead who checked it.
Beside the status, a second badge shows the due date. It turns red once the date has passed, even when the status hasn't changed:
| Due badge | What it means |
| --- | --- |
| **Overdue by** and a number of days, such as **Overdue by 3 days** | The due date has passed. |
| **Due today**, **Due tomorrow** | The task is due very soon. |
| **Due** and a day, such as **Due Friday, in 4 days** | The task is due within a week. |
| **No due date** | The task has no due date. |
| **Done** and a date | The day the task was finished. |
#### Lanes on the task board
On the **Tasks** page, the board view groups tasks into four lanes:
| Lane | Tasks in it |
| --- | --- |
| **To do** | Tasks that are **Not started**, **Overdue** or **Rescheduled** |
| **In progress** | Tasks that are **In progress** |
| **Blocked** | Tasks that are **Blocked** |
| **Done** | Tasks that are **Done** |
Dragging a card to **Done** opens the task's page, so you can say how it was done. See [Tasks](/tasks/overview/).
#### Other task labels
| Label | What it means |
| --- | --- |
| **Low priority**, **Medium priority**, **High priority**, **Critical priority** | How urgent the task is. |
| **Suggested by VirgilTrack** | VirgilTrack suggested the task. |
| **From the email** and the email's subject | The task came from work found in your connected mailbox. See [Tasks from your email](/tasks/tasks-from-email/). |
### KPIs and objectives
On the **KPIs** page, each KPI has a status for the current plan year. It compares the KPI's actual result with this year's target.
| Status | What it means |
| --- | --- |
| **On track** | The result has reached this year's target. |
| **At risk** | The result is at least 75% of the way to the target, but hasn't reached it. |
| **Off track** | The result is less than 75% of the way to the target. |
| **No data yet** | No result has been recorded for this year. |
An objective's status works the same way, from the average of its KPIs that have a result. Some screens write these statuses with capitals, such as **On Track**, or show **No data**. See [The KPIs page](/strategy/kpis/).
### Strategic plans
**Execution › Manage** lists your organisation's strategic plans, each with one of these statuses:
| Status | What it means |
| --- | --- |
| **Active** | The plan has been approved. It is the plan the Execution pages use. |
| **Awaiting approval** | The plan has been sent for approval and is waiting for an answer. |
| **Draft** | The plan hasn't been sent for approval yet, or it was rejected and sent back for changes. |
See [Bring in your strategic plan](/strategy/strategic-plan/).
### Budgets
On the **Budget** page, each initiative with an allocated budget for the year shows a funding status. VirgilTrack works it out like this:
| Funding status | When it shows |
| --- | --- |
| **Fully Funded** | The secured amount covers the whole allocated budget. |
| **Seeking External Grant** or **Awaiting Ministry Approval** | Part of the money isn't secured yet, and this status was chosen for the initiative. |
| **Partially Funded** | Some of the money is secured, but not all. |
| **Unfunded** | None of the money is secured. |
An initiative with no allocated budget for the year shows **No allocation yet** instead. The **Funding Gap** is the part of the allocated budget that isn't secured; it is never less than zero. See [The Budget page](/strategy/budget/).
### Work reports
| Label | Where | What it means |
| --- | --- | --- |
| **Draft** | Your weekly report | You haven't submitted the report yet. The person you report to can't read it. |
| **Submitted** | Your weekly report | You have sent the report. |
| **Not submitted yet** | Your team's reports (managers) | This person hasn't submitted their report. You can't pick their points yet. |
| **No points** | Your team's reports (managers) | This person submitted a report with no points. |
| A count such as **2 of 5 picked** | Your team's reports (managers) | You have ticked two of this person's five points. |
See [Work reports and records](/work-reports/overview/).
### Calendar tasks
| Label | What it means |
| --- | --- |
| **Done by** and a name | Someone marked the calendar task as done. The first person to do it marks it done for everyone involved. |
| **did it** | Beside a person's name: this person is the one who marked it as done. |
**Archive task…** retires a calendar task without marking it done. You give a reason, which is kept with the task. See [Calendar and reminders](/calendar/overview/).
### Related
- [Glossary](/reference/glossary/)
- [Who can do what](/reference/permissions/)
- [Troubleshooting](/reference/troubleshooting/)
## Who can do what
Source: https://manual.virgiltrack.virgilfinance.com/reference/permissions/
Exactly what Employees, Managers, the CEO and Administrators can see and do in VirgilTrack, from the menu on the left to the buttons on each screen.
This page lists what each role can see and do in VirgilTrack. Use it when a menu item or button you expected isn't there, or when you need to decide who should do a piece of work.
For a gentler introduction to the four roles, see [Roles and what each can do](/welcome/roles/).
### How access works
Two things decide what you can do.
1. **Your role.** Everyone has one role: **Employee**, **Manager**, **CEO** or **Administrator**. Your role decides your menu, your dashboard, your work report page and your pages in **Execution**.
2. **Your part in the work.** Some actions belong to the people involved, whatever their role. For example, only a risk's owner can assess it, and only the person a task is for can start it.
Managers come in two kinds, and some screens treat them differently:
- A **department manager** manages a whole department.
- A **team manager** has people reporting to them, without managing a whole department.
On top of their role, people can get extra **Execution** pages from the CEO. See [Extra Execution pages](#extra-execution-pages).
> **Note:**
>
Administrators are VirgilTrack's own platform staff, not members of your organisation. Most tables on this page cover the three roles inside an organisation. Administrators' tools are listed in [Platform administration](#platform-administration).
### The menu on the left
| Menu item | Employee | Manager | CEO | Administrator |
| --- | --- | --- | --- | --- |
| **Dashboard** | Opens the **Manager Dashboard** | Opens the **Manager Dashboard** | Opens the **CEO Dashboard** | Opens the **Admin Dashboard** |
| **Tasks** | Yes | Yes | Yes | Yes |
| **From your email** | Yes | Yes | Yes | Yes |
| **Risk Register** | Yes | Yes | No | Yes |
| **Kanban Board** | Yes | Yes | No | Yes |
| **Risk Repository** | Yes | Yes | No | Yes |
| **Departments** | Yes | Yes | Yes | Yes |
| **Execution** | Yes | Yes | Yes | Yes |
| **Work Reports** | Opens your weekly report | Opens your team's weekly reports | Opens the reports sent to you this month | No work report page |
| **File Manager** | Yes | Yes | Yes | Yes |
| **Private Chat** | Yes | Yes | Yes | Yes |
| **Work Record** | Listed, but doesn't open | Listed, but doesn't open | Listed, but doesn't open | Yes |
| **Emotional Intelligence** | Yes | Yes | Yes | Yes |
| **Activity** | Yes | Yes | Yes | Yes |
| **Organizations**, **Users**, **Sign Ups** | No | No | No | Yes |
| **Report Builder** | Yes | Yes | Yes | Yes |
| **Changelog vX.X.X** | Yes | Yes | Yes | Yes |
_[Screenshot: The menu on the left as an employee sees it, with Risk Register, Kanban Board and Risk Repository listed between From your email and Departments]_
_[Screenshot: The menu on the left as the CEO sees it: Departments follows From your email directly, because the CEO's menu has no Risk Register, Kanban Board or Risk Repository]_
> **Caution:**
>
In this version of VirgilTrack, the **Work Record** page only opens for administrators. Everyone else who selects it sees "You are not authorized to view this page." See [Your work record](/work-reports/work-record/).
### Your account menu and Settings
Select your picture in the top-right corner to open your account menu.
| Item | Employee | Manager | CEO | Administrator |
| --- | --- | --- | --- | --- |
| **Risk Register** (a shortcut in the account menu) | Yes | Yes | Yes | Yes |
| **Upcoming Reviews** (a count of your risk reviews from today on; it can't be selected) | Yes | Yes | Yes | Yes |
| **Roles & permissions** | No | No | Yes | Yes |
| **Reporting hierarchy** (opens **Roles & hierarchy** in Settings) | No | No | Yes | Yes |
| **Settings** | Yes | Yes | Yes | Yes |
| **Sign Out** | Yes | Yes | Yes | Yes |
In **Settings**, everyone has **Profile**, **Sign-in & security**, **Notifications**, **Mailboxes**, **Preferences** and **Your account**. The CEO and administrators also have **Organisation** and **Roles & hierarchy**. If you open a section you don't have, VirgilTrack shows **Profile** instead. See [Settings](/settings/overview/).
Roles are changed under **Roles & permissions**, or in **Roles & hierarchy** in Settings, where the CEO and administrators also set who reports to whom.
#### Inviting people
The green plus button in the **Team:** bar under the header, "Invite a team member", is for the CEO and administrators. They see it only when their own account belongs to a department. See [Invite team members](/settings/invite-team-members/).
The **Team:** bar itself shows the CEO everyone in the organisation, and shows everyone else the people in their own department. Locked accounts aren't shown. If your own account has no department, the bar shows "None".
### Dashboards
| Dashboard | Who it is for | What it covers |
| --- | --- | --- |
| **Manager Dashboard** | Employees and managers | Your department. |
| **CEO Dashboard** | The CEO. Administrators can open it too. | The whole organisation. |
| **Admin Dashboard** | Administrators only | A **Manage Demos** link to the **Demo links** page. |
Some cards show different things by role:
- **Risk Distribution Heatmap**: the CEO sees the whole organisation's open risks; everyone else sees their department's. See [The risk heat map](/dashboards/risk-heat-map/).
- **What’s up Today**: the CEO sees risk reviews and controls across the organisation, a manager sees their department's, and an employee sees their own: the controls they are responsible for or added, and their own reviews.
See [Dashboards](/dashboards/overview/).
### Risks
Risk work depends on your part in each risk more than on your role. The CEO's menu on the left has no risk screens, but the CEO can still open the risk register from the account menu, and a risk's page from a link, for example in a notification.
| What | Who can do it |
| --- | --- |
| See the risk register | Anyone. It lists the risks of your own department. If your account has no department, it lists the whole organisation's risks. |
| See the Kanban board | Anyone with **Kanban Board** in their menu. It shows your own department's risks. |
| **Add risk** | Anyone who can open the risk register. |
| **Copy Selected** suggestions from the **Risk Repository** | Anyone who can open the risk repository. You become the owner and a responsible person of each risk you copy. |
| **Assess** a risk that is **Not assessed** | Only the risk's owner, the person who recorded or copied it. Others see "Awaiting" and the owner's first name. |
| Open a risk's page | Anyone in your organisation. |
| **Edit risk** and **Add control** | Anyone who can open the risk. A risk that is **Not assessed**, **Mitigated** or **Archived** can't be edited. |
| **Mark as mitigated** | Anyone who can open the risk, once all its controls are implemented. |
| **Archive** | Anyone who can see the risk in the risk register. |
| Move a card on the Kanban board | Anyone who can see the board. Some moves aren't allowed, such as **New** straight to **Mitigated**. See [The Kanban board](/risks/kanban-board/). |
| **Mark as implemented** on a control, or **Accept as a control** for a control the AI suggested | The control's responsible person, the person who added it, the risk's owner, managers and the CEO. |
| **Reopen** an implemented control | The person who marked it as implemented, managers and the CEO. |
See [Managing risks](/risks/overview/) and [Risk controls](/risks/risk-controls/).
### Execution (strategy)
#### Pages by role
Each role sees a different set of pages in the **Execution** menu.
| Execution page | Employee | Team manager | Department manager | CEO |
| --- | --- | --- | --- | --- |
| **Overview** | No | No | No | Yes |
| **KPIs** | No | No | No | Yes |
| **Objectives** | No | No | No | Yes |
| **Work Alignment** | No | No | No | Yes |
| **Department Performance** | No | No | Yes | No |
| **Initiatives** | No | Yes | Yes | No |
| **Budget** | No | No | Yes | Yes |
| **Annual Plans** | No | No | No | Yes |
| **Work Reports** | Yes | Yes | Yes | Yes |
| **Calendar** | Yes | Yes | Yes | Yes |
| **Manage** | No | No | No | Yes |
If you open an Execution page you don't have, VirgilTrack says "You don't have access to this page" and "Your role doesn't include it. Ask your CEO to grant it under Execution → Manage."
#### Extra Execution pages
The CEO can give anyone else in the organisation extra pages, under **Execution › Manage**, in **Workspace access**. These pages can be given: **Overview**, **Department Performance**, **KPIs**, **Objectives**, **Work Alignment**, **Initiatives**, **Budget** and **Annual Plans**.
Extra pages only add to what a role already has; they never take anything away. **Manage** can't be given to anyone else. See [Find your way around Execution](/strategy/execution/).
**Workspace access** also has a **KPI Review** row. In this version, tagging someone there has no effect: it doesn't let them record KPI results. See the table below and [Known limitations](/reference/known-limitations/).
#### Who can change what
| What | Who can do it |
| --- | --- |
| Bring in a strategic plan | Anyone who opens **Execution** while the organisation has no strategic plan sees the upload page. Agree beforehand who will do it. See [Bring in your strategic plan](/strategy/strategic-plan/). |
| **Manage KPIs** (add, change or delete KPIs) | The CEO. |
| **Review KPIs** (record KPI results) | Only people whose account has the permission to record KPI results. No role has it, not even the CEO, and nobody in your organisation can give it: only Virgil Finance can switch it on, at [support@virgilfinance.com](mailto:support@virgilfinance.com). The CEO can record a result through Virgil Copilot instead. See [Record KPI results](/strategy/review-kpis/). |
| Plan an initiative's tasks (**Add task**) | On the **Initiatives** page: the managers of the initiative's department (any manager, for their own department) and the initiative's leads. On the **Annual Plans** page: the CEO, and people the CEO has given **Annual Plans**. See [Plan an initiative's tasks](/strategy/plan-initiative-work/). |
| Update an initiative's progress note | The CEO, the head of the initiative's department, and the initiative's lead. Everyone else sees "Only the CEO, the department's head or the initiative's lead can update this". |
| The **Budget** page | The CEO sees and changes every department's initiatives. Anyone else with the page sees and changes the initiatives of their own department and of the departments they manage. |
| **Department Performance** | The CEO sees every department with initiatives. Anyone else with the page sees their own department and the departments they manage. |
| **Annual Plans**, and adding tasks to a department's month there | The CEO, and people the CEO has given **Annual Plans**. |
| Delete a strategic plan, and give people extra pages | The CEO only. |
See [Strategy and execution](/strategy/overview/).
### Tasks
| What | Who can do it |
| --- | --- |
| The **For me** and **I delegated** tabs | Everyone. |
| The **My team** tab | The CEO (everyone else's tasks in the organisation) and department managers (their departments' tasks). |
| Open a task and write in its conversation | Anyone in your organisation. |
| **Start working on it**, **I'm blocked**, **I'm unblocked** and **Ask for more time** | The person the task is for. |
| **Mark as done** and **Reopen** | The person the task is for, and the task's leads. |
| Add steps to the task's checklist, and tick them off | The person the task is for, and the task's leads. |
| Edit the title, change the priority, **Change due date**, **Reassign**, and answer a request for more time with **Agree** or **Keep the date** | The task's leads. |
| **Verify the work** | The task's leads, but not on a task that was given to them. |
| Drag a task to another lane on the board view of the **Tasks** page | The person it is for, the person who delegated it, the CEO and administrators. |
A task's leads are the person who delegated it, the managers of the department its initiative belongs to, the CEO and administrators. See [Tasks](/tasks/overview/).
### Work reports
| Page | Who can open it |
| --- | --- |
| Your weekly report (**Weekly work report**) | Employees. |
| Your team's weekly reports (**Team weekly report**) | Managers. |
| The month's reports (**Executive briefing**) | The CEO. |
Your report goes to the person you report to in the reporting hierarchy. Only the CEO and administrators can change the hierarchy. See [Work reports and records](/work-reports/overview/).
### Departments
| What | Who can do it |
| --- | --- |
| See the **Departments** page | Everyone. It lists every department except the Executive Suite. |
| Open a department's page | The CEO, administrators, and the department's own managers and members. Anyone else sees "Only the CEO, administrators, and this department's own people can open it." |
| Manage a department: its **Settings**, its managers and its people | The CEO and administrators. |
See [Departments](/departments/overview/).
### Calendar
| What | Who can do it |
| --- | --- |
| Add an event by selecting today or a later day | Everyone. |
| The **Calendars** filters and the **Create Event** button | Managers and the CEO. |
| Drag an item to another day | Managers and the CEO. |
| **Mark as done** on a calendar task | Its creator, the people assigned to it, and members of a department assigned to it. |
| **Reopen** a calendar task that is done | The person who marked it as done, and its creator. |
| **Archive task…** | Its creator, managers and the CEO. |
What appears on your calendar also depends on your role:
| Item | Employee | Manager | CEO |
| --- | --- | --- | --- |
| Events | Events you created, or that you or your department are assigned to | The same, plus your department's events | The same, plus all your organisation's events |
| Strategy tasks not yet done | The ones given to you | All of your organisation's | All of your organisation's |
| Risk controls not yet implemented | The ones you added or are responsible for | The same, plus your department's | The same, plus all your organisation's |
| Risk reviews | Your own reviews, and reviews of risks you are responsible for | The same, plus your department's | The same, plus all your organisation's |
See [Calendar and reminders](/calendar/overview/).
### Other areas
| Area | Who | Notes |
| --- | --- | --- |
| **Emotional Intelligence** | Everyone | The **Your team** tab is only for managers and the CEO. Others see "The team view is for managers." See [Emotional intelligence](/wellbeing/overview/). |
| **Report Builder** | Everyone | The CEO reports on every department except the Executive Suite. Everyone else reports on their own department. See [Make a risk report](/reports/report-builder/). |
| **File Manager** | Everyone | Everyone in your organisation uses the same files and folders. See [Files and documents](/files/overview/). |
| **Private Chat** | Everyone | You can message people in your organisation whose accounts are active. See [Private chat](/communication/private-chat/). |
| **Activity** | Everyone | Everyone in your organisation sees the same timeline. See [The activity timeline](/dashboards/activity-timeline/). |
| Virgil Copilot and the quick bar | Everyone | With the quick bar, anyone can set reminders and create calendar tasks. Only managers, the CEO and an initiative's leads can delegate tasks under an initiative. See [AI assistant](/assistant/overview/). |
### Platform administration
These tools are for administrators only.
| Tool | Where |
| --- | --- |
| **Organizations** | The menu on the left. Each organisation's own page, with its leadership and people. See [Organisations](/administration/organisations/). |
| **Users** | The menu on the left. Everyone on VirgilTrack, across all organisations. See [Users](/administration/users/). |
| **Sign Ups** | The menu on the left. New organisations' sign-up requests. See [Review sign-ups](/administration/sign-ups/). |
| **Demo links** | **Manage Demos** on the **Admin Dashboard**. Only system administrators can manage demo links. Others see "Only system administrators can manage demo links." See [Demo links](/administration/demo-links/). |
See [Platform administration](/administration/overview/).
### If you need more access
- **A missing Execution page:** ask your CEO to give it to you under **Execution › Manage**.
- **A different role:** ask your CEO. The CEO changes roles under **Roles & permissions** in the account menu, or in **Settings › Roles & hierarchy**.
- **A department you can't open:** ask the department's manager or the CEO.
- **A message such as "You are not authorized to view this page.":** see [Troubleshooting](/reference/troubleshooting/#a-page-or-button-is-missing).
### Related
- [Roles and what each can do](/welcome/roles/)
- [Find your way around Execution](/strategy/execution/)
- [Settings](/settings/overview/)
- [Statuses and labels](/reference/statuses/)
- [Glossary](/reference/glossary/)
## Frequently asked questions
Source: https://manual.virgiltrack.virgilfinance.com/reference/faq/
Short answers to the questions new VirgilTrack users ask most, about signing in, roles, risks, strategy, tasks, reports, Virgil and your account.
Short answers to common questions. Each answer links to the page with the full details. If your question isn't here, search this manual or see [Troubleshooting](/reference/troubleshooting/).
### Getting started
#### What is VirgilTrack?
VirgilTrack helps your organisation manage its risks, carry out its strategic plan, follow up tasks and report on work, all in one place. See [What is VirgilTrack?](/welcome/about/).
#### Why does my invitation email say "Virgilrisk"?
Virgilrisk is VirgilTrack's old name. The invitation, "Invitation to Virgiltrack", still says "Welcome to Virgilrisk!" inside, and the **Changelog vX.X.X** page in the menu still describes the first version under the old name. It is the same product. To accept the invitation, select **Setup Account** in the email.
#### How do I know which role I have?
Select **Work Reports** in the menu. The page that opens tells you:
| You see | Your role |
| --- | --- |
| **Weekly work report**, or "Your reporting line isn't set up yet" | Employee |
| **Team weekly report**, or "Reporting hierarchy incomplete" | Manager |
| **Executive briefing** | CEO |
Administrators see **Organizations**, **Users** and **Sign Ups** in their menu. See [Roles and what each can do](/welcome/roles/).
#### How do I change my role?
You can't change your own role. Your CEO or an administrator sets people's roles under **Roles & permissions** in the account menu, or in **Settings › Roles & hierarchy**, where they also set who reports to whom. See [Settings](/settings/overview/).
#### Can I use VirgilTrack on my phone?
Yes, in your phone's web browser. On a small screen, the menu on the left is hidden: select the "Show sidebar menu" button at the top left to show it.
#### Is VirgilTrack available in my language?
VirgilTrack's screens are in English. This manual can be read in more languages as translations are added. See [How to use this manual](/welcome/using-this-manual/).
#### How do I change my password?
Select your picture, then **Settings › Sign-in & security**. Under **Password**, select **Change password**. Type your **Current password**, then the new one in **New password** and **Repeat it**, and select **Change password** again. Changing it signs you out on your other devices; you stay signed in on the one you are using. See [Your profile and sign-in details](/getting-started/your-profile/).
#### I've forgotten my password. What do I do?
Select **Forgot Password ?** on the **Sign In** page, type your email address and select **Send the link**. Then follow the link in the email. See [Reset a forgotten password](/getting-started/reset-your-password/).
#### How do I stay signed in?
Your sign-in lasts some hours, whether or not you tick **Remember Me**. After that, VirgilTrack asks you to sign in again. On a shared computer, select **Sign Out** in the account menu when you finish. See [Sign in and sign out](/getting-started/sign-in/).
#### I signed in on someone else's computer. How do I sign out there?
Open **Settings › Sign-in & security** and select **Sign out on all other devices**. You stay signed in on the device you are using. See [Your profile and sign-in details](/getting-started/your-profile/).
#### Why do my reminders come at the wrong time?
VirgilTrack's regular reminders, such as **Due tomorrow**, **Overdue** and event reminders, go out at fixed times by VirgilTrack's own clock, not by your time zone. Reminders you ask Virgil Copilot for, and quiet hours for texts and calls, follow the time zone under **Settings › Preferences**. Check that it is right, and select **Save time zone** if you change it. See [Reminders](/calendar/reminders/).
### Risks
#### Why can't I see the Risk Register?
The CEO's menu on the left has no **Risk Register**, **Kanban Board** or **Risk Repository**. The CEO follows risks across the organisation on the **CEO Dashboard**, and can still open the risk register from the account menu: select your picture, then **Risk Register**. Employees and managers have all three in the menu. See [Who can do what](/reference/permissions/#risks).
#### Whose risks are in my risk register?
Your own department's. Each department has its own register. If your account has no department, the register lists the whole organisation's risks. See [The risk register](/risks/risk-register/).
#### How is a risk's score worked out?
VirgilTrack multiplies the risk's likelihood by its impact, each from 1 to 5, and turns the result into a score from 1.0 to 10.0. The score gives a level: **Low**, **Moderate**, **High** or **Critical**. See [How risk scores work](/risks/risk-scores/).
#### Why can't I assess a risk?
Only the risk's owner, the person who recorded or copied it, can assess it. Instead of **Assess**, you see "Awaiting" and the owner's first name. See [The risk register](/risks/risk-register/).
#### Why can't I mark a risk as mitigated?
The risk still has controls to do. On the risk's page, a line under the buttons says how many are left: "Finish the … remaining control(s) to mark this risk as mitigated." In the risk register, VirgilTrack says "Not yet" and "This risk still has controls to implement." Controls the AI suggested and nobody accepted don't count. See [Risk controls](/risks/risk-controls/).
#### What's the difference between Mitigated and Archived?
**Mitigated** means the risk has been dealt with and is under control. **Archived** means you've put the risk away without that, for example because it no longer applies. Archived risks move to the **Archived** group of the risk register; nothing is deleted. Neither a mitigated nor an archived risk can be edited. See [Managing risks](/risks/overview/).
### Strategy and tasks
#### Why does Execution say "No Active Strategic Plan"?
Your organisation's strategic plan hasn't been approved yet. Pages such as **KPIs**, **Objectives** and **Budget** need an approved plan. If your organisation has no strategic plan at all, **Execution** opens on **Strategy Execution & Management** instead, where the plan's PDF is uploaded. See [Bring in your strategic plan](/strategy/strategic-plan/).
#### How do I get an Execution page I don't have?
Ask your CEO. The CEO can give anyone else extra pages, such as **Budget** or **KPIs**, under **Execution › Manage**. See [Find your way around Execution](/strategy/execution/).
#### What do the numbers next to Tasks and From your email mean?
- The red number next to **Tasks** counts your tasks that need you: tasks given to you that are overdue, and tasks given to you or delegated by you that have messages you haven't read. Point at the number to see how many of each.
- The number next to **From your email** counts work found in your email that is waiting for you to confirm.
See [Tasks](/tasks/overview/) and [Tasks from your email](/tasks/tasks-from-email/).
#### Who can see my tasks?
Anyone in your organisation can open a task and write in its conversation. Only the person it is for and its leads can change it. See [Who can do what](/reference/permissions/#tasks).
### Reports and people
#### Who reads my weekly report?
The person you report to in your organisation's reporting hierarchy, usually your manager. The top of your report says who: "Reporting to" and their name. Managers pick the most important points from their team's reports for their own report. See [Work reports and records](/work-reports/overview/).
#### Will VirgilTrack remind me about my weekly report?
Yes. If you're an employee and your report for the week is still a draft, VirgilTrack reminds you on Friday afternoon, and again on Monday morning if last week's report is still open. A manager whose report for last week is still a draft gets a reminder on Monday morning, which also says how many of their team have submitted. You can switch these emails off in **Settings › Notifications**, under **Weekly report reminders** and **Team report reminders (managers)**. See [Work reports and records](/work-reports/overview/).
#### Who sees my weekly check-in?
Only you, unless you tick **Share this with my manager**. Your manager sees the team's average, **Team pulse, last 30 days**, only once at least 5 people have answered. Your answer counts in that average whether or not you share it. See [Emotional intelligence](/wellbeing/overview/).
#### How do I invite a colleague?
The CEO and administrators invite people with the green plus button, "Invite a team member", in the **Team:** bar under the header. If you aren't the CEO, ask your CEO. See [Invite team members](/settings/invite-team-members/).
#### How do I leave, or close my account?
Open **Settings › Your account**, select **Ask to close my account**, add anything they should know under "Anything they should know (optional)", and select **Send the request**. Your CEO or an administrator hands your work over and closes the account. Accounts aren't deleted from Settings, because your work belongs to your organisation. See [Settings](/settings/overview/).
### Virgil, the AI assistant
#### What is Virgil?
Virgil Copilot is VirgilTrack's AI assistant. Open it with the round **Virgil Copilot** button in the bottom-right corner, or press Ctrl + K (Cmd + K on a Mac). Ask it about your tasks, reports, risks and strategy, or where to find something. See [AI assistant](/assistant/overview/).
#### Does Virgil change things without asking me?
No. When Virgil prepares a change, such as a new task, it shows it to you as a card first. Nothing changes until you select **Confirm**. Select **Not now** to leave it. See [AI assistant](/assistant/overview/).
#### What is the quick bar?
A box for delegating work or setting a reminder in one sentence. Press Ctrl + J, type something like "Brandon, prepare the Outjo WIP schedule by Friday", check the card and press Enter. See [AI assistant](/assistant/overview/) and [Keyboard shortcuts](/reference/keyboard-shortcuts/).
### Related
- [Troubleshooting](/reference/troubleshooting/)
- [Who can do what](/reference/permissions/)
- [Glossary](/reference/glossary/)
## Troubleshooting
Source: https://manual.virgiltrack.virgilfinance.com/reference/troubleshooting/
What to do when you can't sign in, a link has expired, a page or button is missing, an email or text doesn't arrive, or VirgilTrack shows an error.
Find what you see on screen in the tables below, then follow the fix. Messages are quoted exactly as VirgilTrack shows them, so you can also search this manual for the words in a message.
Each chapter also has its own "If something goes wrong" section with the messages of its screens. This page collects the problems people meet most, across the whole of VirgilTrack.
### Signing in
| What you see | Why | What to do |
| --- | --- | --- |
| "The Email field is required." or "The Password field is required." | One of the two boxes is empty. | Type both your email address and your password. |
| "Email or password was incorrect." | No account uses that email address. | Check the spelling. Use the address your invitation was sent to. |
| The **Sign In** page opens again with empty boxes and no message | The password was wrong. | Check that Caps Lock is off and try again. If you've forgotten your password, select **Forgot Password ?**. See [Reset a forgotten password](/getting-started/reset-your-password/). |
| "Please confirm your email first to log in. Click here to confirm" | You haven't confirmed your email address with the 6-digit code yet. | Select **Click here to confirm** and type the code from your email. See [Accept an invitation](/getting-started/accept-an-invitation/). |
| "Your account was locked out. Please contact the administrator." | Your account has been locked, or switched off because you left the organisation. | Ask your CEO or a VirgilTrack administrator to check your account. |
| **Sign in with Google** or **Sign in with Apple** does nothing | These buttons don't sign you in. | Sign in with your email address and password. |
| VirgilTrack asks you to sign in again | Your sign-in has ended. It lasts some hours, whether or not you tick **Remember Me**. | Sign in again. On a shared computer, select **Sign Out** when you finish. See [Known limitations](/reference/known-limitations/#signing-in). |
See [Sign in and sign out](/getting-started/sign-in/).
### Invitations, codes and links
| What you see | Why | What to do |
| --- | --- | --- |
| "This invitation is not valid or has already been used." or "Invalid team member invite." | The invitation can't be used any more. | Ask your CEO or an administrator to invite you again. |
| "Your account has already been created. Use your email and password to login." | You set up your account earlier. | Go to the **Sign In** page and sign in. |
| "The code provided is invalid or has already expired. Please check again or resend a new code using the Resend button below." | The code is wrong or too old. | Select **Resend** and type the new code. |
| "Your email was already confirmed! Please use this page to log in with your email and password." | You opened an old set-up or confirmation link. | Nothing is wrong. Sign in with your email address and password. |
| **This link has expired** | A password link works once, and for a limited time. | Select **Send me a new link** and start again. |
| No password email arrives | It may be in spam or junk. VirgilTrack sends at most one link to an address every five minutes, and doesn't send one to a locked account. | Check spam or junk. Wait five minutes before you ask again. If your account is locked, ask your CEO or an administrator. |
| "This button has expired. Open VirgilTrack to continue." | You selected a button in an old email. | Open VirgilTrack and do the same thing there. |
| You can't find your invitation email | It may be in spam or junk. | Look for "Invitation to Virgiltrack". Inside, it says "Welcome to Virgilrisk!", the product's old name. |
See [Accept an invitation](/getting-started/accept-an-invitation/) and [Reset a forgotten password](/getting-started/reset-your-password/).
### A page or button is missing
Most missing items are about your role, or about your part in a piece of work. [Who can do what](/reference/permissions/) lists who can see and do what.
| What you see | Why | What to do |
| --- | --- | --- |
| "You are not authorized to view this page." | You're signed in, but the page isn't for your role. For example, the **Work Record** page (also opened by **Open my work record** in **Settings › Your account**) currently opens only for administrators, and each role has its own work report page. | Use the menu on the left. **Work Reports** always opens the page for your role. |
| "You don't have access to this page" in **Execution** | Your role doesn't include this Execution page. | Ask your CEO to give it to you under **Execution › Manage**. |
| **Risk Register**, **Kanban Board** and **Risk Repository** aren't in your menu | You are the CEO. The CEO follows risks on the **CEO Dashboard** instead. | To open the risk register anyway, select your picture, then **Risk Register**. See [The CEO Dashboard](/dashboards/ceo-dashboard/). |
| **Organisation** and **Roles & hierarchy** aren't in **Settings**, or **Roles & permissions** isn't in your account menu | These are for the CEO and administrators. | Ask your CEO. |
| No green plus button to invite people | Only the CEO and administrators can invite, and only when their own account belongs to a department. | See [Invite team members](/settings/invite-team-members/). |
| "Only the CEO, administrators, and this department's own people can open it." | You aren't a member or manager of that department. | Ask the department's manager or the CEO for what you need. |
| "No Active Strategic Plan" in **Execution** | Your organisation has no approved strategic plan yet. | See [Bring in your strategic plan](/strategy/strategic-plan/). |
| "Awaiting" and a name instead of **Assess**, or "Only the person who recorded this risk can assess it." | Only a risk's owner can assess it. | Ask the person named. |
| "Assess this risk from the register before editing it." | The risk is **Not assessed**. | Ask the risk's owner to assess it first. |
| "Mitigated and archived risks can't be edited." | The risk is **Mitigated** or **Archived**, so it is closed. | Nothing is wrong. You can still read the risk and its discussion. |
| **Review KPIs** isn't on the KPIs page | You don't have permission to record KPI results. No role has it, and a **KPI Review** grant in Workspace access doesn't give it. Nobody in your organisation can switch it on. | Email Virgil Finance at [support@virgilfinance.com](mailto:support@virgilfinance.com). If you are the CEO, you can record a result through Virgil Copilot. See [Record KPI results](/strategy/review-kpis/). |
| No **Mark as implemented** on a control | Only the control's responsible person, the person who added it, the risk's owner, managers and the CEO can mark it. | Ask one of them, or comment on the control to say the work is done. See [Risk controls](/risks/risk-controls/). |
| A button you expected on a task isn't there | Task buttons depend on your part in the task. For example, only the person a task is for can start it. | See [Who can do what](/reference/permissions/#tasks). |
| "Sorry, there's nothing at this address." | The link is wrong or out of date. | Use the menu on the left to find the page. |
_[Screenshot: An Execution page showing the message You don't have access to this page, with the line Your role doesn't include it. Ask your CEO to grant it under Execution → Manage.]_
### Work reports
| What you see | Why | What to do |
| --- | --- | --- |
| "Your reporting line isn't set up yet" | Nobody has been set as the person you report to. | Ask your CEO or an administrator to set your manager. |
| "Reporting hierarchy incomplete" | Your organisation's reporting hierarchy isn't set up for your team's reports. | Ask your CEO or an administrator to check the hierarchy. |
| "No one reports to you yet" | Nobody reports to you in the reporting hierarchy. | Set up the hierarchy under **Reporting hierarchy** in your account menu. |
See [Work reports and records](/work-reports/overview/).
### Emails, texts and notifications
| What you see | Why | What to do |
| --- | --- | --- |
| Emails from VirgilTrack don't arrive | They may be in spam or junk, or **Email** may be switched off in your notification settings. Work assigned to you and system notices are always emailed. | Check spam or junk. Open **Settings › Notifications**, check that **Email** is on, and that **Email** is ticked beside that kind of notification. Then select **Email me** to send a test. |
| Texts don't arrive | Your mobile number must be verified, and texts allowed. | Verify your number in **Settings › Sign-in & security**. Then, in **Settings › Notifications**, switch on **Texts and calls** and tick **Text** beside the notifications you want by text. Select **Text me** to send a test. |
| A text or call came in the morning, not when something happened | Texts and calls never happen between 20:00 and 07:00 your time; they wait until morning. | Nothing is wrong. Check that your time zone is right. |
| Reminders arrive at the wrong time | Regular reminders, such as **Due tomorrow** and **Overdue**, follow VirgilTrack's own clock, not your time zone. Reminders you asked Virgil Copilot for follow your time zone. | For Copilot reminders and quiet hours, set your time zone in **Settings › Preferences** and select **Save time zone**. See [Reminders](/calendar/reminders/). |
| A notification you expected isn't in the bell | You may be on the **Unread** tab, or you removed it. The bell keeps only your 50 most recent notifications. | Select **All**. |
See [Notifications](/communication/notifications/) and [Reminders](/calendar/reminders/).
### Saving and uploading files
| What you see | Why | What to do |
| --- | --- | --- |
| A message such as "Couldn't save. Nothing was changed. Please try again." | Saving failed, and nothing was half-saved. | Try again. If it keeps happening, note the message and tell your administrator. |
| A message that a file is too big, such as "… is over 25 MB." or "Use a picture under 5 MB." | Each place has its own limit. | Make the file smaller, for example by saving a PDF at a lower quality, or split it. See the limits below. |
| "The following file(s) are over the maximum size of 2mb: …" when you create a calendar event | A file you attached is bigger than 2 MB. The event isn't created. | Remove or shrink the file, then save the event again. |
| Where | Biggest file | Most files at once |
| --- | --- | --- |
| **Private Chat** | 25 MB each | 10 per message |
| Comments on a risk or a control | 20 MB each | 5 per comment |
| **File Manager** | 10 MB each, 50 MB together | 5 per upload |
| Calendar event attachments | 2 MB each | 20 |
| Your profile picture | 5 MB | 1 |
The **File Manager** accepts pictures, videos, PDFs and plain text files. See [Files and documents](/files/overview/).
### Virgil and AI features
| What you see | Why | What to do |
| --- | --- | --- |
| "The assistant isn't set up on this server yet (missing AI key)." or "The AI isn't configured on this server." | The AI isn't switched on for your VirgilTrack. | Tell your administrator. |
| "That's a lot of questions in an hour. Please wait a little before asking more." | You can send Virgil up to 60 messages an hour. | Wait a while, then ask again. |
| "Something went wrong on my side. Please try again." | Virgil couldn't finish its answer. | Try again. |
| "I couldn't find an action in that. Try “Brandon, Outjo WIP schedule, Friday”." | The quick bar couldn't tell who should do what. | Name the person and the task, and when it is due. |
| "Couldn't read that just now. Try again in a moment." | The quick bar couldn't read your sentence this time. | Wait a moment and try again. |
| "Skipped "…": only managers or the initiative's leads can delegate strategy tasks." | You chose an initiative, but you aren't a manager or one of its leads. | Choose **No initiative (calendar task)**, or ask a manager. |
| "Pick who and a time in the future." | A reminder has no person, or its time has passed. | Choose a person and a later time. |
See [AI assistant](/assistant/overview/).
### Error pages
Sometimes VirgilTrack shows a whole page about a problem instead of the page you wanted.
| What you see | Why | What to do |
| --- | --- | --- |
| "Error." and "An error occurred while processing your request.", with a **Request ID:** below | VirgilTrack couldn't finish what you asked. The rest of the page, under **Development Mode**, is for technical staff. | Go back and try again. If it happens again, copy the **Request ID** and send it to support with what you did (see below). |
| A page that says only "Internal server error" | Something went wrong before the page could load. | Reload the page. If it keeps happening, tell support. |
| A blank page, or your browser's own message that the page can't be found, after you typed or pasted an address | The address doesn't lead to a VirgilTrack page, or the page isn't open to your role. | Check the address. Or open VirgilTrack's home page and use the menu. |
| "Oops!" and "We can't find that page.", with a **Return Home** button | VirgilTrack's page for an address it can't find. You only see it if a link or bookmark leads there. | Select **Return Home**, then use the menu on the left to find the page. |
| "System Error" and "Something went wrong! Please try again later.", with a **Return Home** button | VirgilTrack's page for a problem on its side. You only see it if a link or bookmark leads there. | Select **Return Home** and try again later. |
> **Tip: Quote the Request ID**
>
The **Request ID** is a long code that points to exactly what went wrong. Quote it in full when you email support at [support@virgilfinance.com](mailto:support@virgilfinance.com), with the time it happened and what you selected. It helps them find the cause quickly.
### The page stops working
| What you see | Why | What to do |
| --- | --- | --- |
| "An unhandled error has occurred." at the bottom of the screen | Something went wrong on the page. | Select **Reload**. If it happens again on the same page, note what you did and tell your administrator. |
| A figure hasn't changed after you updated something | Some cards work out their figures when the page opens. | Select the page in the menu again, or reload the page. |
> **Tip: Still stuck?**
>
Still stuck? Write down the exact message, the page you were on and what you selected. Then ask your CEO, or contact your VirgilTrack administrator. The exact words help them find the cause quickly.
### Related
- [Who can do what](/reference/permissions/)
- [Frequently asked questions](/reference/faq/)
- [Sign in and sign out](/getting-started/sign-in/)
- [Your profile and sign-in details](/getting-started/your-profile/)
## Keyboard shortcuts
Source: https://manual.virgiltrack.virgilfinance.com/reference/keyboard-shortcuts/
Keys that open Virgil Copilot and the quick bar, send messages, format the monthly report, review team reports faster, and search this manual.
These keys help you work faster in VirgilTrack. On a Mac, press Cmd wherever this page says Ctrl.
### Anywhere in VirgilTrack
| Keys | What they do |
| --- | --- |
| Ctrl + K | Opens Virgil Copilot, the AI assistant. Press again to close it. |
| Ctrl + J | Opens the quick bar, to delegate work or set a reminder in one sentence. |
| Esc | While Virgil Copilot is working on an answer, stops it. Otherwise, closes the Copilot panel. |
Point at the round **Virgil Copilot** button in the bottom-right corner to see "Virgil Copilot (Ctrl+K)".
> **Note:**
>
In this manual, Ctrl + K opens search. Inside VirgilTrack, the same keys open Virgil Copilot.
### In Virgil Copilot
| Keys | What they do |
| --- | --- |
| Enter | Sends your message. |
| Shift + Enter | Starts a new line in your message. |
| Esc | Stops Virgil while it works, or closes the panel. |
| Enter or Esc while renaming a conversation | Enter saves the new name. Esc keeps the old one. |
| Esc while Virgil shows you where something is | Stops the guide. |
See [AI assistant](/assistant/overview/).
### In the quick bar
| Keys | What they do |
| --- | --- |
| Ctrl + J | Opens the quick bar. |
| Enter | Confirms: **Delegate** for a task (**Delegate 3** when there are three), or **Set reminder** for a reminder. |
| Shift + Enter | Starts a new line, for example when you paste meeting notes. |
| Esc | Closes the quick bar. |
The bottom of the quick bar reminds you: "Enter to confirm · Shift+Enter new line · Esc to close".
_[Screenshot: The quick bar open in the middle of the screen. Its bottom line reads Enter to confirm · Shift+Enter new line · Esc to close, beside the Open Copilot and Delegate buttons]_
You can also start from text on any page: select at least three characters of text (not inside a box you type in), and a small bar appears with **Delegate**, **Remind me** and **Ask Virgil**.
### Sending messages and comments
Different message boxes send in different ways, so you don't send a long message by accident.
| Where | Send | New line |
| --- | --- | --- |
| **Private Chat** | Enter | Shift + Enter |
| A reply in a chat pop-up ("Reply…") | Enter | |
| A task's conversation, on the task's page | Ctrl + Enter | Enter |
| The **Discussion** of an event or strategy task opened from the calendar ("Write a comment… use @ to bring someone in") | Ctrl + Enter | Enter |
| A message about news from another department ("Message … about this…") | Enter | |
| A practice conversation in **Emotional Intelligence** | Enter | Shift + Enter |
| Asking Virgil to change the CEO's monthly report | Enter | Shift + Enter |
#### Mentioning someone
In the **Discussion** of an event or strategy task opened from the calendar, type @ and the start of a name. A list of people appears. (On a task's own page, typing @ also shows a list of people: select a name in it. The keys below don't work there.)
| Keys | What they do |
| --- | --- |
| ↓ and ↑ | Move through the list. |
| Enter or Tab | Picks the highlighted person. |
| Esc | Closes the list. |
### On a task's page
| Keys | What they do |
| --- | --- |
| Enter in "Add a step, then press Enter" | Adds the step to the task's checklist. |
| Ctrl + Enter in the message box | Sends your message. |
See [Tasks](/tasks/overview/).
### In the monthly report editor
The CEO writes the monthly report in an editor, with a toolbar above the report. Point at a toolbar button to see its keys, for example "Bold (Ctrl+B)".
| Keys | What they do |
| --- | --- |
| Ctrl + B | Bold. |
| Ctrl + I | Italic. |
| Ctrl + U | Underline. |
| Ctrl + Z | Undoes your last change. |
| Ctrl + Y | Redoes it. |
See [Write the monthly report](/work-reports/write-the-monthly-report/).
### Reviewing your team's reports
Managers can pick points from their team's weekly reports with single keys. First select the list of points, or move to it with Tab. Then:
| Key | What it does |
| --- | --- |
| J | Moves to the next point. |
| K | Moves to the previous point. |
| X | Ticks or unticks the point. |
| A | Ticks all of this person's points, or unticks them if they are all ticked. |
| ] | Moves to the next person who submitted. After the last one, it goes back to the first. |
| [ | Moves to the previous person who submitted. |
See [Review your team's reports](/work-reports/review-team-reports/).
### With the mouse
| Action | What it does |
| --- | --- |
| Shift + click a column heading in the risk register | Adds a second sort, after the first. A number on each heading shows the sort order. |
See [The risk register](/risks/risk-register/).
### In this manual
| Keys | What they do |
| --- | --- |
| / or Ctrl + K | Opens search. |
| Esc | Closes search. |
| Tab | Moves between links and buttons. The first press offers **Skip to content**. |
| Ctrl + P | Prints the page you are reading. |
| Ctrl and + | Makes the text bigger. Ctrl and - makes it smaller. |
See [How to use this manual](/welcome/using-this-manual/).
### Related
- [AI assistant](/assistant/overview/)
- [Glossary](/reference/glossary/)
- [Frequently asked questions](/reference/faq/)
## Your data and privacy
Source: https://manual.virgiltrack.virgilfinance.com/reference/privacy-and-your-data/
Who can see your check-ins, reports, mailbox findings, Copilot conversations, chats, sign-ins and work record, what leaves VirgilTrack, and how to stop emails.
This page brings together, in one place, who can see what you put into VirgilTrack, and what is sent outside it. It describes what VirgilTrack shows on its screens. Your organisation's own rules about information also apply.
### At a glance
| What | Who can see it in VirgilTrack |
| --- | --- |
| Your weekly check-in | Only you, unless you tick **Share this with my manager**. |
| Your team's check-ins, together | The manager they report to: an average without names, and only once at least 5 people have answered. |
| Your self-assessment and practice conversations | Only you. |
| Your submitted weekly report | The person you report to. Points from it can travel further up, and some are shared with other departments. |
| What VirgilTrack finds in your connected mailbox | Only you, until you confirm it. |
| Your conversations with Virgil Copilot | Only you. |
| Your Private Chat messages | You and the colleague you write to. |
| A task's conversation | Anyone in your organisation. |
| Your sign-in history | Only you. |
| Your work record | You, the person you report to, your department's managers and the CEO. An issued record can be checked by anyone with its link. |
The sections below explain each one.
### Your weekly check-in and emotional intelligence
VirgilTrack never tries to read anyone's feelings. A manager's **Your team** tab on the **Emotional Intelligence** page says it plainly: "VirgilTrack doesn't guess how anyone feels." Everything about how you feel comes from what you choose to answer.
- **Your weekly check-in** is private unless you tick **Share this with my manager**. If you share it, the person you report to sees your answer and your note in their **Your team** tab, for this week and last week. An answer you give with one tap in Friday's email is always private.
- **The team pulse** is the only thing your manager sees from unshared answers. **Team pulse, last 30 days** is the average answer of everyone who reports to them, with how many answers of each kind there were, and never any names. Every answer counts towards it, shared or not. It only appears once at least 5 different people have answered, so no one can be identified.
- **Your self-assessment, your practice conversations and your scores** are only for you. VirgilTrack saves each practice conversation and Virgil's feedback on it, so you can see your practice history.
- **Kudos** you receive are yours to see. Your manager sees how many you received in the last 30 days.
- **Workload facts** in a manager's **Your team** tab are things a manager can already see elsewhere: open, overdue and rescheduled tasks, missed weekly reports and kudos received.
See [The weekly check-in](/wellbeing/weekly-check-in/) and [Emotional intelligence](/wellbeing/overview/).
### Your work reports
- When you submit your weekly report, the person you report to can read it. Managers tick the points that matter for their own report, which goes on to the person they report to. The CEO turns a month of reports into a report to Council. See [Work reports and records](/work-reports/overview/).
- If a point in your report describes something other departments need to know, such as a system outage, VirgilTrack shares it with everyone in the affected departments. They see your name, your department and what you wrote. This can happen before you submit: VirgilTrack reads your report's points about ten minutes after they are written or changed. See [News from other departments](/work-reports/cross-department-events/).
- The ready-made sentences VirgilTrack offers you, its suggestions and activity prompts, are only offered to you. Nobody else sees them unless you put them in your report. See [Suggestions and activity prompts](/work-reports/suggestions/).
### Your connected mailbox
VirgilTrack only reads your email if you connect your mailbox yourself, in **Settings › Mailboxes**, and tick **I agree to my mailbox being read this way**. The page explains what happens: "Emails marked **Private** or **Confidential**, newsletters, automated mail and anyone you exclude are skipped, and personal email is set aside. Only what it finds is kept (tasks, work done, progress), never your emails, and nothing is used until you confirm it."
- It reads the email you receive and send, from the start of your organisation's financial year, and then new email as it arrives.
- What it finds waits for you on **From your email**. Only you see it there.
- For each task it finds, VirgilTrack keeps the email's subject and who it went to. While the task waits for you, it also keeps the new part of the email, so you can check it. Once you decide, that part of the email is removed.
- For other finds, such as progress notes, it keeps the email's subject and a short description of what it found.
- To stop the reading, select **Disconnect**. VirgilTrack asks "Disconnect this mailbox?" and explains: "Tasks already created and findings you kept stay; everything still waiting for your check is removed."
See [Connect your mailbox](/tasks/connect-your-mailbox/) and [Tasks from your email](/tasks/tasks-from-email/).
### Virgil Copilot and VirgilTrack's AI
#### Your saved conversations
VirgilTrack saves your conversations with Virgil Copilot, so you can pick one up again later. In VirgilTrack, only you can see them. You can delete a conversation in **Conversations**; a deleted conversation can't be brought back. See [Your saved conversations](/assistant/conversations/).
#### What the AI service receives
Virgil, and VirgilTrack's other AI features, use Google's Gemini AI service. To do each job, VirgilTrack sends the service what that job needs. For example:
- what you ask Virgil Copilot, and the VirgilTrack information Virgil looks up to answer you;
- the emails it reads from a mailbox you connected;
- what you write in a practice conversation;
- the points in your work reports, with your name and department, to find news for other departments;
- a strategic plan your organisation brings into VirgilTrack.
#### When Virgil Copilot can't help
When you ask Virgil Copilot for something VirgilTrack can't do yet, VirgilTrack emails the request to the VirgilTrack team, so they can consider building it. The email contains:
- what you asked, and Virgil's answer or its view of what would be needed;
- your name, your role and your email address;
- your organisation;
- the page you were on, and the time.
Sometimes Virgil tells you it has passed your request on. At other times, when Virgil's answer says it can't do something, the email is sent without Virgil saying so. Answers about what your role allows, or about a search that found nothing, aren't sent. The same request from the same person is sent at most once a day.
### Private chat and messages
- Only you and the colleague you are writing to can read your **Private Chat** conversation. If you ask Virgil Copilot to summarise your chats, it reads your own conversations, for you.
- If a message to you is still unread after 10 minutes, and you aren't online, VirgilTrack emails you, and the email shows the message. To stop these emails, untick **Email** for **Private messages** in **Settings › Notifications**.
- Your colleagues can see when you have read their messages, in **Private Chat** and in a task's conversation.
- A task's conversation isn't private: anyone in your organisation can read it and write in it. See [Messages and mentions](/tasks/task-messages/).
See [Private chat](/communication/private-chat/).
### Your sign-ins
VirgilTrack records sign-ins to your account on the **Sign In** page, and attempts that fail because of a wrong password. Each record has the time, the internet address you signed in from (the IP address) and details of your browser. To see your own, select the flag in the header: **Activity Logs** opens, with entries such as "Successfully logged in on Web with IP=…". In VirgilTrack, only you see this list. See [Find your way around](/getting-started/find-your-way-around/).
### Your work record
Your work record is built from what VirgilTrack recorded while you worked: the work you were given and how you did it, the work you delegated, and your weekly reports. You, the person you report to, managers of your department and your organisation's CEO can see it. In this version, the **Work Record** screen only opens for platform administrators, but the people above can ask Virgil Copilot about the record. See [Known limitations](/reference/known-limitations/).
When a record is issued as a PDF, anyone with its link or code can check it online without signing in. The check page shows the record as it was issued: your name, job title, department and organisation, the period, who issued it and when, and its figures. It can also show the skills profile, the kinds of work you did with a short example from your reports or tasks for each, and the work given to you that you completed, with how you did it. A record can be withdrawn; the check page then says so, with the reason. See [Your work record](/work-reports/work-record/).
### Your profile and your status
- Colleagues see your name and photo across VirgilTrack, for example on tasks, reports and chat.
- VirgilTrack's platform administrators, the Virgil Finance staff who support organisations, see your name, email address, organisation, department and role in their **Users** list, so they can help with your account.
- The team bar under the header shows whether you are online, away or offline, or when you were last seen. See [Find your way around](/getting-started/find-your-way-around/).
- **Keep my profile private**, under **Profile** in Settings, says "Colleagues still see your name on shared work, but not your profile details." In this version, VirgilTrack saves your choice, but no screen uses it yet. See [Known limitations](/reference/known-limitations/).
### If you tried a demo
A demo link opens a private demo organisation with made-up data. The platform administrators who manage demo links can see what was done in it: how often the demo was opened, which pages were viewed, which demo people were switched to, how far the guided tour got, which quick actions were run, the name typed for the organisation, and whether a strategic plan was uploaded, with the file's name. See [Try VirgilTrack with a demo link](/getting-started/try-the-demo/).
### Emails, texts and calls you can stop
- In **Settings › Notifications**, choose which notifications also reach you by email, text or phone call. Emails about **Work delegated to you** and **System notices** can't be switched off.
- Every notification email ends with **Notification settings** and, for messages you can switch off, **Stop these emails**. **Stop these emails** works without signing in.
- Texts and calls only reach you once your mobile number is verified and **Texts and calls** is on. Only reminders can phone you, and colleagues' reminders only if you tick **Call** for **Reminders**.
- VirgilTrack doesn't send texts or make calls between 20:00 and 07:00 in your time zone.
See [Choose your notifications](/settings/notifications/).
### When you leave
You can't delete your own account, because your work belongs to your organisation. You ask for it to be closed: your CEO or an administrator hands your work over and closes the account. Your work record is kept. See [Your work record and leaving](/settings/your-account/).
> **Tip:**
>
Before you write something sensitive, think about who will see it: a task's conversation is open to your whole organisation, while Private Chat is just between two people.
### Related
- [Who can do what](/reference/permissions/)
- [Choose your notifications](/settings/notifications/)
- [Known limitations](/reference/known-limitations/)
## Known limitations
Source: https://manual.virgiltrack.virgilfinance.com/reference/known-limitations/
Buttons, boxes and settings in this version of VirgilTrack that don't work yet, what happens if you use them, and what to do instead.
A few things on VirgilTrack's screens don't work yet in this version. They are listed here so you don't lose time on them. None of them deletes or changes your work. For each one, you'll find what you see, what happens, and what to do instead.
### Signing in
| What you see | What happens | What to do instead |
| --- | --- | --- |
| **Sign in with Google** and **Sign in with Apple** on the **Sign In** page | Nothing. | Sign in with your email address and password. See [Sign in and sign out](/getting-started/sign-in/). |
| **Remember Me** on the **Sign In** page | Ticking it doesn't keep you signed in for longer. Your sign-in lasts some hours either way. | Sign in again when VirgilTrack asks. On a shared computer, select **Sign Out** when you finish. |
| **Terms** and **Plans** at the bottom of the **Sign In** page | Nothing. | For questions about VirgilTrack, use **Contact Us** beside them. |
### The menu
| What you see | What happens | What to do instead |
| --- | --- | --- |
| **Docs & User Manual** at the bottom of the menu | It opens the Virgil Finance website, not this manual. | Keep this manual's address as a bookmark in your browser. Inside VirgilTrack, you can also ask Virgil Copilot. See [How to use this manual](/welcome/using-this-manual/). |
| **Changelog vX.X.X** in the menu | It opens a page about the first version of the product only. | See [What's new](/reference/whats-new/). |
| **Work Record** in the menu, and **Open my work record** in **Settings › Your account** | Unless you are a platform administrator, you see "You are not authorized to view this page." | Ask Virgil Copilot, for example "What have I done this year?". See [What Virgil can do](/assistant/what-virgil-can-do/) and [Your work record](/work-reports/work-record/). |
### Dashboards
| What you see | What happens | What to do instead |
| --- | --- | --- |
| **Enable grid view**, after **Actions:** in the bar under the header of the **CEO Dashboard** | Nothing. | Nothing: the dashboard has only one layout. See [The CEO Dashboard](/dashboards/ceo-dashboard/). |
| The **Critical Assets Value** card on the **CEO Dashboard** | It always shows 0, because it doesn't add anything up yet. | Ignore it. |
### Risks
| What you see | What happens | What to do instead |
| --- | --- | --- |
| **Export** on the **Risk Repository** page | It opens **Export Risk Catalog**, with **Select Export Format:** and **Risk Category:**, but nothing is exported. **Submit** and **Discard** take you back to your start page. | To get a list of your department's risks, make a risk report. See [Make a risk report](/reports/report-builder/). |
| **Reset** in the **Filter** menu of the **Risk Repository** | It only closes the menu. | Choose **ALL RISKS** and select **Apply**. See [The risk repository](/risks/risk-repository/). |
### Tasks from your email
| What you see | What happens | What to do instead |
| --- | --- | --- |
| **Keep** on a progress note in **From your email**, where the page says kept notes are used in council reports and strategy insights | VirgilTrack saves your choice, but no report or insight uses kept notes yet. | If the note matters for your work, add it to your weekly report yourself. See [Tasks from your email](/tasks/tasks-from-email/#progress-notes). |
### Strategy and execution
| What you see | What happens | What to do instead |
| --- | --- | --- |
| The **KPI Review** row under **Workspace access** on the **Manage** page | Tagging someone there doesn't let them record KPI results. No screen in VirgilTrack gives that permission. | Email [support@virgilfinance.com](mailto:support@virgilfinance.com) with the person's name and organisation: only Virgil Finance can switch it on. As CEO, you can record results through Virgil Copilot. See [Record KPI results](/strategy/review-kpis/). |
### Reports
| What you see | What happens | What to do instead |
| --- | --- | --- |
| **Settings** on the **Report Builder** page, which opens **Filter Options** with a **Save My Current Settings:** switch and **Reset** and **Apply** buttons | Nothing changes, and your choices aren't saved for next time. | Choose your settings each time you make a report. See [Make a risk report](/reports/report-builder/). |
| **Reset** at the bottom of the **Report Builder** page | Nothing. | Change the settings back yourself. |
### Files
| What you see | What happens | What to do instead |
| --- | --- | --- |
| The share link button, beside the button with three dots on each row of the **File Manager** | It only shows "Generating Share Link...". No link is made. | Everyone in your organisation can already open the file in the File Manager. Send a colleague the folder's address, or attach the file in [Private chat](/communication/private-chat/). |
| **Search Files & Folders** in the **File Manager** | Typing doesn't change the list. | Open the folders to find the file. |
| The **Files** and **Settings** tabs under the File Manager's header | They take you away from the File Manager. | Open **File Manager** from the menu on the left again. See [The File Manager at a glance](/files/file-manager/). |
### Settings and people
| What you see | What happens | What to do instead |
| --- | --- | --- |
| The list beside each pending invitation in the **Invite a Member** window, showing **Manager**, with **Regular** and **CEO** | Choosing another role doesn't change the invitation. At most, a small message with the role's name appears. The person joins as you invited them. | After they join, change their role. See [Role Management](/settings/role-management/) and [Invite team members](/settings/invite-team-members/). |
| **Keep my profile private** under **Profile** in Settings | VirgilTrack saves your choice, but no screen uses it yet. Colleagues see the same about you as before. | Nothing for now. See [Your data and privacy](/reference/privacy-and-your-data/). |
### Platform administration
These only concern VirgilTrack's platform administrators.
| What you see | What happens | What to do instead |
| --- | --- | --- |
| On the **Admin Dashboard**, the **Search Risk** box and the **Add a team member** and **Enable grid view** buttons in the bar under the header | Nothing. | To invite someone, use the organisation's own page. See [When people join or leave](/administration/people-joining-and-leaving/). |
| On the **Admin Dashboard**, the **Admin Index** heading and the **get db path** button | The button only shows technical file locations. | Ignore both. |
| **Suspend access** on an organisation's page | The organisation's status becomes **Suspended**, but its people can still sign in on the **Sign In** page and use VirgilTrack as normal. | To stop one person signing in now, lock their account. See [Users](/administration/users/) and [Organisations](/administration/organisations/). |
| **Add RiskRegister Risk** on the **Risk Repository** page | The suggestion is saved, but it doesn't appear in any organisation's repository. | Ask the organisation's people to add the risk with **Add risk**. See [Add suggested risks to the repository](/administration/add-repository-risks/). |
### Related
- [Troubleshooting](/reference/troubleshooting/)
- [Frequently asked questions](/reference/faq/)
- [What's new](/reference/whats-new/)
## What's new
Source: https://manual.virgiltrack.virgilfinance.com/reference/whats-new/
VirgilTrack screens: /changelog
What this first edition of the manual covers, what VirgilTrack's own Changelog page shows, and where future changes will be listed.
This page lists what changes in VirgilTrack and in this manual, edition by edition.
### Edition 1.0, October 2026
This is the first edition of the VirgilTrack user manual. It describes VirgilTrack as it works in October 2026, for employees, managers, CEOs and platform administrators:
- [Getting started](/getting-started/overview/): signing in, your first week and finding your way around.
- [Dashboards](/dashboards/overview/), [Managing risks](/risks/overview/) and [Reports](/reports/overview/): your risks, their controls and reviews, and risk reports.
- [Strategy and execution](/strategy/overview/) and [Tasks](/tasks/overview/): the strategic plan, its KPIs and budget, and the work that delivers it.
- [Work reports and records](/work-reports/overview/): weekly, team and monthly reports, and your work record.
- [Departments](/departments/overview/), [Calendar and reminders](/calendar/overview/), [Communication](/communication/overview/) and [Files and documents](/files/overview/).
- [AI assistant](/assistant/overview/) and [Emotional intelligence](/wellbeing/overview/).
- [Settings](/settings/overview/) and [Platform administration](/administration/overview/).
- This Reference chapter, including [Your data and privacy](/reference/privacy-and-your-data/).
Where something on screen doesn't work yet, the manual says so. See [Known limitations](/reference/known-limitations/).
### The Changelog page in VirgilTrack
**Changelog vX.X.X**, the last item in the menu on the left, opens VirgilTrack's own list of changes. In this version, it has a single entry, **Virgilrisk v1.0.0**. It describes the first web version of the product, under the name Virgilrisk: what was **New:**, such as the CEO Dashboard, the Kanban board and the Report builder, and what was planned **Next:**.
It doesn't list the changes made since then. The date beside the entry shows today's date, followed by "9 April, 2021". For what VirgilTrack does now, use this manual.
### Future editions
When VirgilTrack changes, this manual is updated with it. Each new edition will be listed here, with what changed in VirgilTrack and which pages of the manual changed.
The edition you are reading, and its date, are shown at the bottom of every page and on the cover of the PDF. See [How to use this manual](/welcome/using-this-manual/).