Intraphane User Guide

Getting Started

Intraphane is a departmental intelligence platform that helps teams stay aligned through structured weekly check-ins, daily task management, and AI-powered insights. Whether you're a department head or a team member, getting started takes just a few minutes.

Signing Up

1. Navigate to the Intraphane login page and click “Create Account.”
2. Enter your name, email address, and a secure password.
3. Provide your department name — this creates your organization automatically.
4. You'll be signed in immediately with a 14-day free trial.

Choosing a Plan

Intraphane offers two subscription plans, both with a 14-day free trial:

• Team Plan ($29/month) — Supports up to 10 team members. Ideal for small departments.
• Division Plan ($49/month) — Supports up to 25 team members. Built for larger teams and divisions.

Your Two Roles

• Department Head — Full access to dashboards, AI insights, team management, reports, performance metrics, and settings.
• Team Member — Focused access to weekly check-ins, daily tasks, and personal performance.

Dashboard Overview

The Manager Dashboard is your command center as a department head. It provides an at-a-glance view of your team's weekly activity, performance trends, and strategic insights — all in one place.

Executive Glance

The top-level dashboard view shows a concise summary of your department's current week: who has submitted check-ins, overall sentiment, key accomplishments, and any blockers that need attention. It's designed to give you the full picture in under 30 seconds.

Strategic Analysis

Below the executive summary, you'll find AI-generated strategic analysis that connects weekly data to your department's broader goals. This analysis is cached to keep things fast and reduce unnecessary processing — it automatically refreshes when new check-in data is submitted.

Weekly Check-Ins

Weekly check-ins are the foundation of Intraphane. Every team member submits a structured update each week, covering what they accomplished, what's planned next, and any challenges they're facing.

Submitting a Check-In

The check-in form follows a “narrative-first” design — you begin by writing about your week in your own words, then add structured details:

1. Navigate to “Weekly Entry” from the sidebar.
2. Select the week-ending date (always a Sunday).
3. Write your progress narrative — what you worked on and accomplished.
4. Describe your plans for the coming week.
5. Note any challenges or blockers you're experiencing.
6. Allocate your time across categories (e.g., client work, internal projects, administrative).
7. Click “Submit” when you're ready.

Manager Capabilities

• Submit on Behalf — If a team member is unavailable, you can submit a check-in on their behalf. This is logged for transparency.
• Manager Addendums — Add supplementary notes to any team member's submitted check-in to provide additional context or observations.

Daily Tasks

The Daily Task system helps break weekly plans into actionable daily items. Tasks can come from multiple sources, giving you a consolidated view of what needs attention each day.

Where Tasks Come From

• Your weekly check-in plans and commitments.
• Calendar events (if MS365 is connected).
• Recurring processes and activities you've defined.
• Manual tasks you create directly.

Managing Tasks

• View your tasks for any day from the “Daily Tasks” page.
• Update task status: Not Started → In Progress → Complete.
• Create new tasks manually using the “Add Task” button.
• Tasks carry forward if not completed — nothing gets lost.

Team Management

Department heads can build and manage their team directly within Intraphane.

Inviting Team Members

1. Go to Settings and navigate to the “Team” section.
2. Click “Invite Member” and enter their email address.
3. They'll receive an invitation link to create their account.
4. Once they accept, they'll appear in your team list with a “Team Member” role.

Your team member limit depends on your subscription plan — 10 for Team, 25 for Division. You can see your current usage in Settings.

Viewing Team Activity

From the Manager Dashboard, you can see each team member's submission status for the current week. Click on any team member's name to view their detailed check-in history, performance trends, and KPI scores.

Department Settings

The Settings page consolidates all configuration options in one place, with sections visible based on your role.

Basic Info

• Department Mission — A brief statement of your department's purpose.
• Strategic Objectives — The key goals your team is working toward.
• Unplanned Work Threshold — The percentage of reactive/unplanned work that's considered normal for your department (0–100%). Work below this threshold won't be flagged as a concern in AI narratives.

Activities

• Projects — Client-facing deliverables with defined scope and timeline.
• Initiatives — Internal improvement efforts (process improvements, training, etc.).
• Processes — Ongoing operational activities (weekly reporting, client support, etc.).

AI Insights

Intraphane's AI Intelligence Layer provides advisory insights for department heads. Powered by Anthropic's Claude, these insights are designed to surface patterns, summarize activity, and suggest actions — without ever modifying your data.

Daily Brief

A concise morning summary that highlights today's priorities, upcoming deadlines, and any items needing your attention. Synthesized from recent check-ins, tasks, and calendar data.

Weekly Summary

An end-of-week narrative that rolls up team activity into a cohesive story: what was accomplished, what was planned vs. actual, and key themes across the department.

Delegation Intelligence

An advisory system that helps identify delegation opportunities by analyzing team workload distribution. It suggests which tasks could be delegated and recommends the best candidates based on capacity and skills.

Data Readiness

• Ready — Sufficient data for high-confidence insights.
• Caution — Limited data available; insights may be less comprehensive.
• Limited — Not enough data to generate meaningful insights. AI generation may be suppressed until more check-ins are submitted.

Reports

Intraphane generates audience-specific reports that present your department's data in the right format for the right audience.

Report Types

• Department Manager Report — Detailed operational view with all metrics, team-by-team breakdowns, and action items.
• Division Director Report — Higher-level strategic summary focused on trends, risks, and resource needs.
• Team Members Report — A team-facing summary highlighting shared accomplishments and goals.
• Client Report — An externally shareable summary of progress and deliverables with professional language formatting.

Sharing & Export

• PDF Export — Download any report as a formatted PDF document.
• Shareable Link — Generate a public URL for client reports that can be shared without requiring login.

Performance & KPIs

The Performance Dashboard tracks 7 KPI metrics per team member, providing objective performance snapshots and trend analysis.

KPI Metrics

Performance is measured across multiple dimensions derived from check-in data, task completion, and activity tracking. Scores provide a balanced view of individual contribution and engagement.

Performance Deltas

Week-over-week delta tracking shows how each team member's performance is trending — improving, stable, or declining. Department heads see delta indicators alongside current scores, with AI-generated commentary explaining significant changes.

MS365 Integration

Connecting your Microsoft 365 account enhances Intraphane with calendar and email data, enriching the daily task engine and AI insights.

What Gets Connected

• Calendar Events — Your calendar is synced to generate daily tasks from upcoming meetings, deadlines, and events.
• Email Signals — Key email patterns (follow-ups, deadlines, requests) are detected and surfaced as contextual information for the AI layer.

Setting Up

1. Navigate to Settings.
2. Find the “Integrations” section.
3. Click “Connect Microsoft 365” and follow the authentication flow.
4. Once connected, calendar data begins syncing automatically.

Billing & Subscription

Intraphane uses Stripe for secure payment processing. Your subscription details and billing management are accessible from the Settings page.

Plans & Pricing

Managing Your Subscription

• View your current plan and usage in Settings.
• Upgrade or downgrade your plan at any time.
• Access your Stripe billing portal for invoices and payment method changes.
• Cancel your subscription through the billing portal — your access continues until the end of the current billing period.

Free Trial

Every new account starts with a 14-day free trial that includes full access to all features. No credit card is required to start your trial. You'll be prompted to choose a plan and enter payment details before the trial expires.