Small Business Internal

A small business back office: daily chat, a tasks board, customers, orders, suppliers and owners-only finance.

5 categories
18 channels
6 roles
Small

Choose a server, review what will be created or reused, then confirm. Merge keeps what you have; replace rebuilds the server. Vetox takes a safety backup first either way.

No uses yetNo views yet

Server structure

Channels

NOTICES

owner-announcements
From the owner: closures, changes, good news, bad news. Read it when it pings.
opening-hours-and-holidays
Trading hours, bank holidays and who is off when. Updated by the Operations Lead.
policies
How we do things: refunds, breaks, sickness, deliveries. The rules channel.

DAY TO DAY

daily-chat
The running conversation. Anything about money goes to Finance, not here.
tasks-board
One thread per job. Tag it as it moves; open threads are the to-do list.
orders-and-deliveries
What is coming in, what is going out, what is late. One message per order with the reference.
suppliers
Who supplies what, their contact, their lead time and their last price.
Quick Call

CUSTOMERS

customer-requests
What a customer asked for and who is handling it. Reply when it is done.
customer-notes
What to remember: preferences, allergies, the name of their dog. One message per customer, edit it.
complaints-log
What went wrong, what we did about it, whether they came back.
reviews-watch
New reviews arrive here automatically. Discuss them in #daily-chat.

FINANCE

invoices-and-payments
What has been invoiced, what has been paid, what is overdue.
expenses
Receipts and what they were for. Photo plus one line.
payroll
Hours, pay runs and anything that changes someone's pay. Owner and Bookkeeper only.
Finance Call

OWNERS

owners-room
Owner and Operations Lead. Decisions, worries, what changes next quarter.
hiring-and-hr
Vacancies, interviews, contracts, reviews and anything about a specific person.

Roles

OwnerAdministrator
Operations LeadModerator
Bookkeeper
Staff
Part-Time

Overview

For a shop, studio, café or trades business with between three and fifteen people who need one place for the work and would rather not pay for a project tool. Notices is read-only: #owner-announcements, #opening-hours-and-holidays and #policies, the last of which is the rules channel. Day to Day is where the work happens: #daily-chat for the running conversation, #tasks-board as a forum where each job is a thread tagged To do, Doing, Done or Blocked, #orders-and-deliveries for what is coming in and going out, #suppliers for who to call, and a Quick Call voice room. Customers keeps the people you serve in view without a CRM: #customer-requests for what they asked for, #customer-notes for what to remember about them, #complaints-log for what went wrong and how it was resolved, and #reviews-watch, a read-only channel where new reviews arrive. Finance is hidden from every staff role and visible to the Owner and the Bookkeeper: #invoices-and-payments, #expenses and #payroll. Owners is one step above, for the Owner and the Operations Lead, with #hiring-and-hr and the owners room. Part-Time staff see everything the full-time Staff role sees; the line this layout draws is around money and people, not hours.

When to use it

Jobs are agreed verbally and forgotten, a customer's preference lives in one person's head, and the bank balance is discussed in the same chat as the lunch order. This layout gives every job a thread with a status, every customer a note, and every financial conversation a category that staff cannot see.

What makes it different

The tasks board is a forum, so every job is a thread with a status tag rather than a message that scrolls away.
Customer requests, notes and complaints have separate channels, so a preference is not lost under a problem.
Finance is hidden from every staff role and shared only with the Bookkeeper.
Owners is a second hidden tier for hiring and HR, above Finance.
Reviews arrive in a read-only channel so nobody has to check the listing.

Recommended Vetox setup

Reminders
Schedule a Reminder in #tasks-board every Monday to review threads still tagged Doing, and one in #invoices-and-payments on the first of the month.
Notifications
Feed the business's review RSS into #reviews-watch so a new review posts itself.
Auto Roles
Give Staff on join; the Owner adds Bookkeeper by hand so Finance opens only for the person who needs it.
Embed Messages
Pin an embed in #policies with opening hours, the holiday list and who to call when something breaks.

Questions

Who can see Finance?

The Owner and the Bookkeeper. The category denies ViewChannel to @everyone and grants it back to Bookkeeper only; the Owner has Administrator. The Operations Lead does not see Finance unless you give them the Bookkeeper role as well.

Why is the tasks board a forum?

Each job becomes a thread with its own title, tag and history. Tag it To do when it is agreed, Doing when someone starts, Done when it is finished, and the list of open threads is the to-do list. A text channel cannot do that.

Do part-time staff need a different role?

Only if you want to see at a glance who is in today. Part-Time has the same permissions as Staff; it exists for the member list, not for access.

Common mistakes

Discussing margins and wages in #daily-chat because Finance felt like too much ceremony for a small team.
Keeping tasks as messages in the chat, so nobody can tell which jobs are done without scrolling.

Consider instead

Hospitality Staff Server Your team works in shifts and needs a rota, a menu board and a pass, not a task board.
Franchise Network You run several locations and each one needs its own category and role.

Do you have any doubts?

Our team is there for you

0.0k

Servers

Commands

Users

Languages