Field to Office Workflow

Tell Lana what you need. It becomes a tracked card on the right board. No more lost requests.

This is the workflow that closes the loop between field and office. No more lost texts, sticky notes, or forgotten requests. What your crews need becomes visible, trackable, and actionable.

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The Problem This Solves

Every landscape company deals with the same challenge: getting information from the field to the office reliably.

Crews need things. Materials, equipment repairs, schedule changes, customer follow-ups. Right now, that information travels through texts, phone calls, sticky notes, or someone's memory. Things get lost. Requests fall through the cracks. Nobody knows what's been handled and what hasn't.

LeanScaper AI replaces all of that with a single, reliable flow.

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The Workflow

1

Crew Member Identifies a Need

Something comes up in the field. They need mulch. The mower is making a weird noise. A client asked about adding lighting. The usual triggers.

2

They Tell Lana

Instead of texting the office or writing it down, they open the LeanScaper AI mobile app and tell Lana:

• "We need more mulch at the Johnson site"

• "The skid steer needs to be looked at, it's making a grinding noise"

• "Mrs. Thompson asked about adding lighting to her patio"

Voice or text, whatever's easier in the moment.

Lana might ask follow-up questions to get the details needed for a good request. "Which property?" "How urgent?" "What type of mulch?" Answer them and the request gets routed with better information.

3

LeanBoard Agent Routes It

The LeanBoard Agent interprets the request and creates a card on the appropriate board:

Request Type	Goes To
Materials, supplies, jobsite needs	Ops Board
Equipment issues, repairs	Shop Board
Client requests, upsell opportunities	Customer Board
Schedule changes, PTO, billing issues	HQ Board
Process improvement ideas	Continuous Improvement Board
General tasks	Action Items Board

4

Card Appears on the Board

The card shows up on the appropriate board right away. No phone call needed. No text to dig through. When the office checks the board, they see what's needed and can act on it.

5

Work Gets Done and Tracked

The card moves through columns as work progresses. Ordered → Delivering → Done. Assigned → In Progress → Complete. Everyone can see the status without asking.

6

Loop Closed

The crew member who submitted the request can see it was received and handled. No more wondering if anyone got the message.

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What Makes Good Field Requests

The LeanBoard Agent is smart, but specificity helps:

Better Requests

Be specific about what and where:

• "We need 3 yards of brown mulch at the Johnson property on Oak Street"

• "Zero-turn #2 has a flat front tire"

• "Client at 455 Maple wants a quote for landscape lighting"

Include urgency if relevant:

• "Need topsoil today for the Henderson install"

• "Mower down, crew can't finish without it"

These Work Too

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Working the Boards

Different people work different boards based on their role:

Board	Who Works It
Ops Board	Ops managers, dispatchers - seeing where materials and equipment are needed
Shop Board	Maintenance team, mechanics - tracking repairs and equipment issues
Customer Board	Account managers, sales - handling client requests and opportunities
HQ Board	Office admins, HR - processing schedule changes, PTO, billing
Continuous Improvement	Leadership, ops leads - reviewing and implementing process ideas
Action Items	Varies by task - general items assigned to whoever owns them

Build a rhythm:

• Check your boards at consistent times (morning, midday, end of day)

• Process new cards promptly (acknowledge, add details, assign, move to next column)

• Keep cards moving (stuck cards signal problems)

• Close the loop (mark complete when done)

Your crews are watching. When they see requests get handled quickly, they trust the system and use it more.

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For Field Teams: Making Requests

Just say it. Don't overthink it. Open the app, tell Lana what you need, move on with your day.

Voice is your friend. Hands dirty? Driving? Just talk. Lana transcribes and routes it.

One request at a time. "We need mulch and the mower is broken and Mrs. Johnson wants a quote" is three requests. Send them separately so they route to the right boards.

Trust the system. It might feel weird at first. You're used to texting or calling. But when you see your requests showing up and getting handled, you'll get it.

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Why This Matters

This workflow scales. One crew, five crews, fifteen crews. The information flows the same way. What breaks down with texts and calls stays organized with LeanBoards.

The companies that nail field-to-office communication operate differently. Less chasing, less confusion, less "did anyone see my message?" More doing, more visibility, more trust between field and office.

This is one of those workflows where the value is obvious once you experience it.

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Related Pages

LeanBoards Overview

Understanding the six board types and how cards flow.

Submitting Field Requests

Step-by-step mobile app instructions.