How to use WARDEN
WARDEN is the practice’s memory for correspondence and commitments. Its job is to make sure nothing promised — by you or to you — gets forgotten. Here is how it works, in the order you use it.
Create a project
A project is a job — Maple Court, Oaklea Farm. Create one from the projects page for each live job. Everything else hangs off a project.
Correspondence arrives in the Inbox
Mail copied to
warden@hammond-ltd.co.uk lands in the Inbox as unfiled correspondence. You file each item to the project it belongs to. WARDEN never guesses the project — a person decides, so nothing is ever filed against the wrong job. (Until the mailbox is connected, the demo project seeds a few items here so you can try it.)Read the register
Open a project to see its register: every piece of correspondence, and every obligation — what is owed, by whom, and by when. Overdue items are worked out live from the due date and flagged in amber. Nothing is stored as “overdue”, so it can never go stale.
Review the obligations WARDEN proposes
When correspondence is filed and confirmed, WARDEN reads it and proposes obligations, quoting the exact words that created each one. You accept or reject each. Nothing becomes a tracked obligation until you say so — WARDEN proposes, you decide.
Chase what is overdue
For an overdue item owed to you, WARDEN drafts a chase-up email in your voice, with every date and figure computed rather than guessed, and puts it in your Outlook drafts. You read it, edit if you want, and send it yourself. WARDEN cannot send email — it was never given permission to, so nothing can ever go out without you.
Ask Collendi
Collendi is WARDEN’s assistant. Open a project and choose Ask Collendi to ask questions like “what is outstanding here?”. He answers only from the record, quotes the items behind every claim, and visibly flags anything he is not certain of. He reads; he never acts.
What keeps it trustworthy
- WARDEN proposes; a human decides. Every obligation, every chase, every filing is a person’s choice — never the machine acting on its own.
- Every decision is recorded with who made it and when, on a log that cannot be quietly edited.
- WARDEN cannot send email or act for you. It drafts and flags; you send and decide.
- Confidential matters stay hidden from the assistant. Mark an item confidential and Collendi cannot see it at all.
Still to come
Connecting the warden@ mailbox so correspondence flows in on its own, and staff logins so each person signs in as themselves. Until then, use the demo project to see the whole flow with sample data.