How the system actually works

Mission Ledger has two sides. Knowing which one you're in saves a lot of confusion.

This is where your team spends nearly all of its time. It's the page on your website with the sidebar, the dashboard, the kanban boards. No WordPress admin knowledge needed. If you're logging an expense, updating a task, or checking on a funding application, this is where you do it.

This is the standard WordPress dashboard, reached through /wp-admin. A few things only live here: Google Sign-In settings, Access Management, Demo Data, and Approvals. Most people on your team will rarely, if ever, need to go here.

1. Go to the Workspace page on your website, or click Mission Ledger in the black toolbar at the top of any WordPress admin screen.
2. If you're not logged in, you'll see a message asking you to log in. Sign in with your usual WordPress account.
3. Once logged in, you'll land on the Overview page. The sidebar only shows the sections your account has access to.

Everything starts here. A funding application is the reason a project exists in the first place, so it's worth logging the moment you begin one, not once it's been decided.

1. Click Funding in the sidebar, then New Application.
2. Enter the title, select the funder from your Contacts, and enter the amount requested.
3. Add the Application Link, the funder's portal or the PDF you submitted, and the Documents Folder link, your shared drive folder. Both become one click links on the application's page.
4. Set the status: Draft, Submitted, Awarded, Rejected, or Closed.
5. Click Create Application to save.

1. Open the application, then click the Documents tab.
2. Give the document a label, then either upload a file directly or paste an external link.
3. Click Add Document. It appears in the list immediately, tagged with who added it.

This is the part most spreadsheets never capture properly. What did you actually promise the funder, and how will you prove you did it.

1. Open a funding application and click the Objectives and Outcomes tab.
2. Use the Add Objective form to record what you've committed to deliver.
3. Under each objective, click Add Outcome to record how you'll measure it, for example fifty attendees, or three schools engaged.
4. Set each outcome's status as you go: Pending, On Track, Achieved, or Missed.

These objectives carry through automatically to any project you link the funding to. That's what makes the Objectives tab on a project meaningful, it's showing you the same promises you made to the funder, tracked against real delivery.

A project is where a funding award turns into actual work. Every project belongs to the funding that made it possible, even if that link isn't always obvious day to day.

1. Click Projects in the sidebar, then New Project.
2. Fill in the title, description, start and end dates, status, and project lead.
3. Click Add Project to save. You'll land on the new project's detail page.

1. Overview tab, the project's progress ring, funding summary, and at a glance details.
2. Tasks tab, a drag and drop board with four columns: To Do, In Progress, Waiting, Done. Drag any card between columns to update its status, it saves instantly.
3. Funding tab, shows which Funds are feeding this project and how much of each has been allocated.
4. Expenses tab, every expense logged against this project, with a running spend bar. Log new expenses from the form at the bottom.
5. Objectives tab, the same objectives and outcomes from the funding application that made this project possible, tracked here against actual delivery.

This is the payoff for logging everything properly upstream. It's the story you'd otherwise spend a week assembling by hand, already written.

1. No login is required. It's designed to be linked from your main website or sent directly to funders and trustees.
2. It shows total funding secured, total invested, project count, and the percentage of outcomes achieved, calculated automatically from your live data.
3. Any fund marked Private when it was created is automatically excluded from this public view.

Funders, project leads, volunteers, journalists, schools. Everyone your organisation works with lives here, and it's worth keeping tidy since it's what makes targeted outreach possible later.

1. Click People, then Add Person.
2. Enter their name and select a Contact Type, Organisation, Media and Press, Education, Funder, and so on.
3. If this contact is an organisation, set its Organisation Category, Education, Corporate, Media, Government, Charity or Nonprofit, Community, or Other. This is what lets you filter organisations by sector later.
4. Fill in contact details. The Source field is optional, use it to note how you found them if that's useful to you.
5. Click Add Contact to save.

1. Use the People and Organisations tabs to switch views.
2. Use the search box to find a contact by name or email.
3. Click any column header to sort, click again to reverse the order.

1. Click Finance, then New Invoice.
2. Select who you're billing, and optionally which project this invoice relates to.
3. Set the issue date, due date and status.
4. Add line items, description, quantity, and unit price. The line total and the overall invoice total calculate automatically as you type.
5. Click Create Invoice. The system assigns the invoice number automatically, you never type this yourself.

1. Open the invoice from the Finance page.
2. Click Print / PDF.
3. Use your browser's print dialog and choose Save as PDF as the destination.

1. On the Finance page, the Funds section shows each fund's total, amount spent, and remaining balance.
2. Use the form to add a new fund, and mark it Private if it shouldn't appear on the public Reports page.

1. Click Work to see every task across every project on one drag and drop board.
2. Columns are To Do, In Progress, Waiting, and Done.
3. Drag any card to a different column to update its status. It saves automatically.
4. Each card shows which project the task belongs to and who it's assigned to.

1. Click Events to see all speaker requests, with status badges, Requested, Confirmed, Completed, Cancelled.
2. Use the form at the bottom of the page to log a new speaker request, event title, contact, date, location, and fee.

1. When editing a record, look for the Lock this record to me checkbox.
2. Tick it and save. Only you, or an administrator, can now edit it.
3. To unlock it, open the record, untick the box, and save again.

1. Go to the People page and set whatever filters you need.
2. Click Export CSV. Only the records matching your current filter are included.
3. The file downloads immediately and opens in Excel, Google Sheets, or any spreadsheet tool.

1. Go to the People page and click Import CSV.
2. Prepare your CSV with a header row matching the export format, shown on the import page.
3. Choose your file and click Import.
4. Contacts are matched by email address, an existing match is updated, anything new is created.

1. If something looks wrong or you're not sure how to do something, check with your organisation's Mission Ledger administrator first, they can check your account's permissions.
2. For anything else, reach us at hello@koko15.com.
3. If you've read this whole guide and something still doesn't make sense, that's useful for me to know too. Tell us what tripped you up.