Bramall Hub Management

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Settings

Bramall Homes Ltd configuration

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Total users —
Owners —
Active —
Disabled —
Name Email Role Last active Actions
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Xero

Connected

Sync invoices, bills, and contacts with Xero. Variations push to draft invoices automatically.

Org —
Token expires —
Connected by —
Configure →

WhatsApp Business

Connected

Send approved templates to clients and subcontractors via WhatsApp. Replies appear in project chat.

Provider Meta Cloud API
Templates —
Status —
Configure →

Google Drive

Connected

Mirror project documents to your Drive. Use for client read-only handover packs and archival.

Folder —
Projects folder —
Status —
Configure →
  • Sync events feed not yet available.

Notifications

Email recipients, alert times, WhatsApp site alerts, and per-event routing. Firestore: settings/notifications + settings/notificationRoutes.

CRM automations

Master switch for scheduled CRM emails & auto-actions. Firestore: settings/crmAutomation

Active — scheduled CRM emails and auto-actions are running.

When paused, these scheduled jobs stop until you switch it back on (nothing is deleted — they resume where they left off):

  • Estimate chase emails (09:00 daily) — and the day-28 auto-move to Lost.
  • Nurture reminders to your sales team (07:00 daily).
  • Unsent-estimate admin alert (10:00 daily).
  • Expired-estimate sweep + admin digest (08:15 daily).

Client confirmations for website enquiries and site-visit booking/reschedule/cancel are not affected — those are sent the moment a client acts and stay on.

First-touch auto-reply (WhatsApp)

Instantly acknowledge a brand-new person's first WhatsApp message. Firestore: settings/crmAutomation.firstTouchAutoReply

Off — new WhatsApp enquiries wait for a human reply.

When on, the first WhatsApp message from a contact we've never spoken to gets one automatic reply within seconds. It fires once per conversation and never to someone who has opted out (STOP) or while CRM automations above are paused. Replies to ongoing conversations are never auto-sent.

Keep it short and human. Leave blank to use a sensible default. Max 1000 characters.

Email notifications

Addresses that receive automated system emails

Receives morning sign-in alerts and site notifications.

Receives new lead notifications, PQQ submissions, and CRM system alerts.

    Site alert times

    Firestore: settings/notifications — morningAlertTime, eodAlertTime, autoSignOutTime

    Check for missing site sign-ins.

    Daily summary and sign-out reminders.

    Auto sign-out workers who forgot.

    WhatsApp site sign-in alerts

    Firestore: settings/siteAlerts

    UK mobile numbers in +44 format (e.g. +447803568302)

      Tenant default preferences

      Event
      Email
      In-app
      WhatsApp
      New project createdTriggered when a quote is accepted
      Status changeProject moves to At-risk, On-hold, or Complete
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      Snag raisedSnag logged on any active project
      —
      Handover completeFinal sign-off received from client
      Client messageNew message in any client portal thread
      Payment receivedXero reconciles an invoice
      —
      Client feedbackReview or rating submitted
      —
      PQQ submittedPre-qualification questionnaire completed
      —
      Quote receivedSubcontractor returns a priced enquiry
      —
      Invoice approvedSubcontractor invoice ready for payment
      —
      Incident raisedNear miss, injury, or RIDDOR report (always sends)
      Sign-in alertUnrecognised QR sign-in on site
      —
      Toolbox talk completedTalk delivered to a site team
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      Low stockMaterial falls below reorder threshold
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      Equipment overduePlant or tool not returned by due date
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      Certification expiringStaff or subcontractor cert within 30 days
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      Unsaved changes

      Email templates

      Every transactional email the system sends — browse by category, inspect subject, body and variables, then open the legacy editor to customise. Read-only view; editing happens in the legacy editor for now.

      Company Details

      Branding, registration numbers, and address that appear on quotes, invoices, and portals.

      Stages

      Project lifecycle stages and CRM pipeline stages. Changes are written to Firestore and logged to the audit trail. Owner-only.

        Operations

        Timesheet cost codes for project costing and expiry warning thresholds for certs & licences. Owner-only.

        Data & backup

        Generate exports of Bramall data — full, by collection, or filtered by date range. Owner-only.

        Schedule templates & holidays

        Reusable phase templates applied when creating a new project schedule, plus company holiday calendar.

          WhatsApp templates

          Read-only catalog of every WhatsApp template this tenant has registered with Meta. Templates are Meta-approved and cannot be edited here — see below for how to request a change.

          Templates are owned and reviewed by Meta — there is no edit button here. WhatsApp templates must be approved by Meta before any message can be sent (typically 1–4 hours). Changes must be submitted through Meta Business Manager. To request a change, read the formatting rules below, then contact your account manager.

          8 formatting rules — read before requesting a change 8
          1. No dangling variable — the body must not start or end with a {{N}} placeholder. Bookend with literal text on both sides.
          2. No adjacent variables — never {{1}} {{2}} with nothing between. Aim for ~3 or more words of literal text around each variable.
          3. Sequential numbering only — use {{1}} {{2}} {{3}} in order without gaps. Single-brace {1} is rejected.
          4. Utility category — all current templates are Utility. Avoid promotional, discount, or marketing language; Meta will downgrade the category or reject outright.
          5. Auth-keyword classifier trap — avoid sign in log in verify code session password OTP. Safer alternatives: arrived departed access open ready.
          6. URL in variable — allowed, but links in variables occasionally trigger Utility rejection. Where possible, bake the static domain into the body text and put only the path in the variable.
          7. Language code — always use en (plain English). Avoid en_GB or en_US — they increase the rejection rate.
          8. 30-day cool-down on rejected names — a rejected template name cannot be resubmitted under the same name for 30 days. Append _v2 (or _v3) to reuse. All current templates are _v2 for this reason.

          Contract template

          HTML contract body with {{mustache}} variables. Firestore: settings/contractTemplate. Changes apply to future contracts only — signed contracts are unaffected.

          Contract body HTML

          Proposal settings

          Account-wide branding for generated proposal PDFs. Firestore: settings/proposalBranding. Per-quote content (scope, assumptions, pricing) is set when creating an estimate.

          These settings apply to every generated proposal PDF. Edit per-quote content from the CRM estimate view — this page is for the account-wide brand and company bio that all proposals share.

          PNG or JPEG only · max 5 MB · SVG not supported (PDF pipeline cannot render SVG)

          Upload logo Click to browse or drag & drop

          Used for headings and the totals bar on proposals.

          Used for body text and accents on proposals.

          Write in third person. Separate paragraphs with blank lines. Appears on page 1 of the generated proposal PDF.

          Site visit availability

          Controls when prospects can book a site visit or survey. Firestore: settings/siteVisitAvailability.

          weeks

          How far ahead clients can see and book available slots.

          hours

          Slots within this window from now are hidden from clients.

          Select which Google Calendars block site visit availability. Unselected calendars are ignored when generating available slots. Loaded via listAdminCalendars CF.

          Loading calendars…

          Enable days and set the working window. Slots are generated hourly within the window.

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          Privacy & data controls

          UK GDPR obligations — subject access, consent log, audit trail, retention schedule, and sub-processor disclosure. Controller: —.

          Overview

          Audit entries —
          Consent records —
          Pending anonymisation —
          Last SAR —

          Retention is in preview mode — no data has been anonymised

          The daily scheduler emails admin a candidate list but does not redact any records. Switch to live mode under Retention when ready.

          Retention is running live

          The daily scheduler anonymises records that have exceeded their retention period. Last run: —.

          Data controller

          —

          UK GDPR Article 4(7)

          Sub-processors

          4 registered

          View all →

          Audit log TTL

          6-year auto-delete

          UK Companies Act basis

          Subject access requests

          Right of access · Article 15, UK GDPR

          Run a Subject Access Request export

          Packages all records held for one subject as a ZIP (JSON + CSV + optional Drive files). Owner-only. Audit-logged as gdpr.subjectAccess.

          Use the subject's reference ID (e.g. EMP-2024-007, CLI-019, LEAD-2025-001). Available under People / Clients / Leads.

          Result delivered as ZIP download. Audit entry written on export.

          Export ready

          Audit entry written as gdpr.subjectAccess.

          Recent SARs

          Recent subject access exports · audit action gdpr.subjectAccess

          • No SARs run yet.

          What this export does not do

          This packages structured data records only. It does not anonymise or delete records — that is a separate action under Retention. Hard delete (Article 17 full erasure) is not yet available. Drive files are only included if the option above is ticked. See Limits for detail.

          Retention

          Data minimisation · Article 5(1)(e), UK GDPR

          Retention mode

          Preview — scheduler emails admin candidates; no records are mutated.

          Live — scheduler anonymises records exceeding their retention period daily at 01:30 UK.

          Preview mode Live

          Daily preview report emailed here. Defaults to the account notification email if blank.

          Retention periods

          Anonymisation runs when a record exceeds its period. Statutory floors cannot be shortened. Action: anonymise, not delete — PII redacted, statutory fields preserved.

          Subjects pending anonymisation

          Preview of the next scheduler run. Currently in preview mode — no records will be mutated until you switch to live.Scheduler will anonymise these records on next run.

          — in preview — queued

          No candidates pending anonymisation.

          Audit log

          TTL: 6 years · auditLog/ collection
          to —

          No audit entries match. Entries are written when subject access exports, bulk exports, retention sweeps, and consent changes occur.

          Couldn't load audit entries.

          Timestamp Actor Action Subject type Target Expand

          Sub-processors

          Article 28, UK GDPR

          Third-party services processing personal data on behalf of —. Click a row for full disclosure. Updated when integrations change.

          Processor Scope Region View details

          Limits & roadmap

          The following capabilities are not yet available. Disclosed here so you can accurately represent what the platform can and cannot do today.

          Hard delete

          The current anonymisation path redacts PII fields while preserving statutory fields required by UK law (employment dates, project references, CDM records). A hard-delete Cloud Function that purges entire records has not been built. For a valid Article 17 erasure request, use anonymisation now and document the statutory basis for field retention.

          Not yet available Planned Right to erasure · Article 17, UK GDPR

          Erasure-request workflow

          A ticketing-style approval flow for tracking Article 17 requests — acknowledgement, 30-day clock, reviewer sign-off, completion log — has not been built. Manage erasure requests manually via email for now, and note outcomes in the audit log using the bulk export if evidence is needed.

          Not yet available Planned Right to erasure · Article 17, UK GDPR

          Google Drive file purge

          Subject Access Request exports can optionally include Drive file copies, but purging Drive files as part of an anonymisation or erasure action is not yet built. Drive files must be removed manually when required by a valid erasure request. The SAR export can be used to identify which files are held.

          Not yet available Planned

          Payroll settings

          Default rates, pay periods, pension settings, and on-cost factor used for project P&L.

          Multiplies gross pay to get fully-loaded cost for project P&L. 1.20 = 20% on-cost (NI, pension, etc.).

          RoleHourly rate (£)Overtime (£)
          Loading roles…

          Reviews

          Automated client Google review requests triggered when a project enters a configured stage. Firestore: settings/reviews.

          When enabled, sends one review email per project the first time it enters a trigger stage. Will not re-send if the stage is changed and changed back.

          Get this from Google Business Profile → "Get more reviews" → copy short link.

          Comma-separated. Case-insensitive match against project stage names defined in Advanced → Project Stages.

          days

          Days after the first send to follow up if no review received. Set to 0 to disable reminders.