System Overview
Understand the core concepts, workflows, and architecture that power Spitfire’s operational management capabilities.
Core concepts
Section titled “Core concepts”Purpose: Formal submissions for operational needs
Examples: Resource allocation, schedule changes, process improvements
Lifecycle: Draft → Submitted → Under Review → In Progress → Completed/Rejected
Purpose: Structured work items broken into manageable subtasks
Examples: Event preparation, compliance checks, issue resolution
Structure: Main task with multiple assigned subtasks and deadlines
Purpose: Define when team members are available for work
Types: Operational days, time off, holidays, non-operational periods
Approval: Submitted preferences reviewed and approved by management
Purpose: Agreements defining resource allocations and operational limits
Tracking: Monitor operational day usage against allocated capacity
Examples: Security contracts, traffic management, venue services
Purpose: Specific activities requiring manager coverage and coordination
Assignment: Primary managers with backup succession planning
Integration: Connected to contracts, schedules, and resource allocation
System architecture
Section titled “System architecture”Role-based access control
Section titled “Role-based access control”Spitfire uses role-based permissions to ensure users can access appropriate features:
- Administrative roles have broad system access for management and configuration
- Management roles focus on team oversight, planning, and approval workflows
- Operational roles concentrate on task execution and individual schedule management
Data integration
Section titled “Data integration”Purpose: Synchronize schedule and payroll data
Function: Automatic data exchange for approved schedules
Monitoring: Status tracking for successful synchronization
Notifications: Instant updates when assignments or statuses change
Collaboration: Multiple users can work on related items simultaneously
Consistency: Changes immediately visible across all relevant views
Key workflows
Section titled “Key workflows”Request processing workflow
Section titled “Request processing workflow”User identifies operational need → Creates request with detailed information → Submits for review
Operations Support reviews submission → Requests clarifications if needed → Validates requirements
Approved requests enter active processing → Resources allocated → Progress tracked
Requirements fulfilled → Outcomes documented → Request marked complete or rejected with reasons
Schedule management workflow
Section titled “Schedule management workflow”Team members submit availability preferences → Include constraints and time-off requests
Operations teams review submissions → Coordinate across teams → Plan adequate coverage
Management approves schedules → Final schedules published → CIPHR integration for payroll
Monitor for conflicts → Process change requests → Maintain operational coverage
Task coordination workflow
Section titled “Task coordination workflow”Operations Support identifies coordination need → Creates structured task → Defines objectives and deadlines
Break down into actionable subtasks → Assign to appropriate team members → Set individual deadlines
Team members execute assigned subtasks → Update progress regularly → Coordinate dependencies
Verify all subtasks complete → Review outcomes → Document lessons learned
System benefits
Section titled “System benefits”For individuals
Section titled “For individuals”- Clear visibility into personal schedules and assignments
- Streamlined request submission and tracking
- Transparent workflows with real-time status updates
- Mobile-friendly access for on-the-go updates
For teams
Section titled “For teams”- Coordinated planning across multiple operational areas
- Balanced workload distribution through intelligent scheduling
- Backup coverage planning to ensure operational continuity
- Clear communication of assignments and changes
For management
Section titled “For management”- Real-time operational oversight across all teams and contracts
- Resource utilization tracking to optimize capacity planning
- Compliance monitoring through structured workflows
- Data-driven decision making with comprehensive reporting
Integration ecosystem
Section titled “Integration ecosystem”Spitfire connects with several external systems:
- CIPHR: Payroll and HR data synchronization
- Calendar systems: Schedule integration and notifications
- Email notifications: Automated updates and reminders
- Reporting tools: Analytics and operational metrics
Next steps
Section titled “Next steps”Now that you understand how Spitfire works:
- Set up access - Learn about authentication →
- Get role-specific guidance - Check your first steps →
- Explore features - Browse feature documentation →
The system is designed to be intuitive, but this documentation will help you make the most of its powerful capabilities.