Department lead: requesting prints

You're the one person in your department who sends print requests for the event.

1. Read the Guide tab once. It has turnaround times, materials, and the design file size with bleed.
2. Get the design ready. Make the file the size the form shows. That's the size you order plus the bleed: a 4×6 card is a 4¼×6¼ in file. Two people proofread it.
3. Share the file. Upload the final PDF or PNG to OneDrive, Google Drive or Canva and set sharing to “Anyone with the link”. The form checks that the link opens.
4. Open New request. The first time, enter your name and department. The form remembers you on this phone.
5. Fill in the item. Choose the type, tap a common size or type your own, then pick the material, quantity and need-by date. For several items, use Several items (spreadsheet) or upload the Excel template.
6. Tick the guidelines box and send. Keep the status link from the confirmation screen, or tap Get updates on Telegram.

After you send it

• Your department approver reviews it. If it's sent back, open your status link, fix what the note says and resubmit. You don't need to start a new request.
• On the Requests tab, My requests shows everything you've sent and where it is.
• On Telegram you'll hear when it's approved, ordered, received and ready to pick up.

Good to know

• Submit at least days before you need it. Later than that is a rush, and an owner has to approve it.
• Letter and legal prints are done by your department at the mandir, and 11×17 at a local shop. The exceptions are bulk postcards and photo prints, and flyers of + copies.
• Connect Telegram, and you can sign in on another phone and see your requests there too. Your registration works for every event.

Department approver: checking your department's requests

You make sure your department only sends what it really needs, and that it's right.

1. Sign in once. Open Admin and enter the access code the owner sent you. Then tap Connect Telegram. After that, you get alerts and can use Sign in with Telegram on any phone instead of a code. The same code and Telegram work for every event you're added to.
2. When a request comes in, Telegram pings you. Open it, or go to Requests → Waiting on me.
3. Check it: is it needed, is the wording right, and does the file open at the right size, including bleed?
4. Approve it, or Send back with a clear note (for example “date is wrong; add bleed”). The requester fixes it and it comes back to you.

Good to know

• You only see approval buttons for your own department.
• Requests waiting more than a day get a reminder in the daily 8 AM message. Please clear them quickly, because order days don't wait.
• Rush requests go to an owner first, then to you.

Desk admin: ordering and delivering

You turn approved requests into orders, and get the prints into the right hands.

1. Sign in on Admin with your code, then Connect Telegram. That one sign-in works for every event you're on. You see costs, vendors, order numbers and phone numbers, with Call and WhatsApp buttons.
2. The day before each order day (default Tue and Fri), the daily message lists what's approved and ready to order.
3. Batch the approved requests going out together, then Order each one with the vendor, cost, order # and expected delivery.
4. Receive it when it arrives at the mandir, check it against the request, then Hand over to the department.
5. Archive after the event, once reusable signs are labeled and stored.

Good to know

• Every step you mark sends the requester an update, so you don't have to message them.
• The daily message flags items at risk, late deliveries and items waiting for pickup.
• Export CSV on the Requests tab gives you the full list with costs, for accounts.

Event owner: setting up and steering

You set up the event, choose the people, and make the calls on rushes.

1. Create the event (Admin → Create another event): name, dates and departments. Tick Bring this event's people across and last event's team comes with their same codes and Telegram, so nobody needs a new code. You're added as an owner. Deadlines are set from the start date, and you can change them under Edit event.
2. Add people: other owners, desk admins, and one approver per department. Pick someone from an earlier event and they keep their code. For someone new, tap Send on WhatsApp or Send as text: your app opens with their invitation written (role, a personal sign-in link and their guide), and you tap Send. People already on Telegram are told by the bot automatically. Someone lost their invitation? Tap Send invite next to their name to send it again. If a code may have leaked, tap New code. Desk admins can resend invitations too (not owners' codes).
3. Share the request link with department leads. Admin → Share with departments has the link and a QR code.
4. Link the group: add the bot to the event's Print Desk Telegram group and send /link event-slug there.
5. Decide on rushes. Telegram tells you when one comes in. Approve it (it then goes to the department approver) or decline it with a reason.

Good to know

• You can add or remove departments and change order days at any time. A department with open requests can't be removed.
• Owners can do everything admins and approvers can.
• A department with no approver yet: its alerts come to owners and desk admins, and an owner's Approve rush approves it in one tap.

Everyone else: seeing what's happening

• The Requests tab shows every request for the event: what it is, which department, its status and need-by date. Filter by department or status. Costs are only shown to admins.
• Before asking for something, check the list. Someone may already have requested it.
• The Guide tab has turnaround times, materials, and design file sizes.
• Add to home screen (link at the bottom of every page) puts Print Desk on your phone like an app. You stay signed in, and if your role changes you see the new role the next time you open it.