HQ Board

Administrative requests that keep the business running. PTO, purchases, scheduling, safety, and billing all in one place.

The HQ Board handles requests that go to the main office. These are the administrative and HR items that don't fit operations, customers, or equipment but still need to be tracked and resolved.

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What Goes Here

Card Type	Examples
Purchase Request	New equipment purchase, office supplies, uniforms
Incident Report	Near misses, safety observations, hazards identified, property damage (no injury)
Accident Report	Injuries, someone got hurt, requires medical attention
Time Off / PTO Request	Vacation requests, sick time, personal days
Schedule / Shift Change	Crew assignment changes, schedule swaps, temporary reassignments
Invoice / Billing Issue	Client billing questions, invoice discrepancies, payment issues

Incident vs. Accident: An incident is something that happened or could have happened but nobody was hurt. An accident is when someone gets injured. This distinction matters for documentation and follow-up.

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Columns

Cards move through these columns as requests are processed:

Column	What It Means
New	Request just submitted, needs review
Reviewing	Looking into the request, gathering information
In Progress / Approved	Request approved and being processed
Done / Recorded	Request completed or properly documented
Denied / Invalid	Request denied or determined to be invalid

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Who Works This Board

Office administrators, HR, accounting, and leadership. Different card types may route to different people, but they all live on this board.

Daily habit: Check this board regularly. PTO requests and schedule changes often need quick responses so employees can plan.

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Example Flow

1

Request Submitted

A crew member tells Lana: "I need to request Thursday and Friday off next week for a family thing."

2

Card Created

The LeanBoard Agent creates a PTO Request card on the HQ Board in the New column.

3

Review

The office manager checks the schedule and coverage. Card moves to Reviewing.

4

Approved

Coverage looks fine. The request is approved and the schedule is updated. Card moves to In Progress / Approved.

5

Confirmed

The employee is informed of the approval (however your company typically communicates). Card moves to Done / Recorded.

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Incident and Accident Reports

This is not for emergencies. If someone is seriously injured or there's an immediate danger, call 911 first. The HQ Board is for reporting and documentation after the situation is under control.

Safety items deserve special attention on this board.

Incidents are near misses, hazards, or situations that could have caused harm but didn't. These are important to document so you can prevent future problems.

Accidents are when someone actually gets hurt. These require immediate attention and thorough documentation.

When a safety card comes in:

1. Review immediately. Safety issues shouldn't wait.

2. Document thoroughly. Add all relevant details to the card.

3. Follow through. If action is needed (training, equipment check, process change), track it to completion.

4. Keep records. These cards become your safety documentation.

Safety cards should never be deleted. Even after resolution, keep them for documentation. Move to Done/Recorded, don't delete.

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Tips

• Respond quickly to PTO requests. People need to know if their time off is approved so they can make plans.

• Use the board for accountability. When someone asks "did you get my PTO request?" you can point to the board.

• Track purchase requests through approval. Even small purchases should have a paper trail.

• Billing issues need context. When a billing card comes in, add invoice numbers, amounts, and the specific issue before starting to resolve.

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Related Pages

Working with Cards

Creating, editing, assigning, and moving cards.

Field to Office Workflow

How requests flow from the field to boards.

LeanBoards Overview

All six system boards and how Kanban works.