# How ToolboxFM is organised

The handful of ideas the whole product is built from — projects, zones, work activities and people.

Everything in ToolboxFM is built from four ideas. Learn these and the rest of the product is
configuration.

## Projects

A **project** is a physical place you manage — a job, a yard, a depot. Every other thing you create
belongs to exactly one project. Someone with the Head Office role can see all projects; everybody else
sees the projects they have been given a role on.

Each project gets a public landing page at a short address you can print as a QR code and stick on the
gate. Scanning it shows a visitor what is happening on the project and who to call. It does not expose your
data.

## Zones

Inside a project, a **zone** is an area you want to track separately — a level, a loading dock, a
basement. Zones have a lifecycle:

| State | Means |
| --- | --- |
| Pending | Created but not yet open for work. |
| Active | Open. Crews can book work here. |
| Closed | Finished or shut off. No new work. |

Some zones are also **exclusion zones**. An exclusion zone is one where only one crew may be working
at a time — a crane lift, a live electrical board, an area with a single access point. ToolboxFM
enforces this rather than trusting people to remember.

## Work activities

A **work activity** is one crew doing one job in one zone over one time window. It is the unit
everything else hangs off: approvals, the day board, pause and close-out, and the diary.

A work activity is created, approved, and then runs. While it runs it can be paused and resumed. It
finishes either because somebody ended it or because the system closed it out for them. See
[Work activity lifecycle](/reference/work-activity-lifecycle/).

## People

People get a **role**, and the role decides what they can do. Three of the four roles are scoped to
one project; only Head Office spans the whole organisation. The full breakdown is in
[Roles and permissions](/reference/roles-and-permissions/).

:::tip
A person can hold a role on more than one project, and can hold different roles on different projects. When
ToolboxFM needs to pick one, it uses the highest-privilege role they hold.
:::

## Where to go next

- New organisation? Start with [Set up your organisation](/getting-started/first-run-setup/).
- Already set up and running a project? Jump to [Run a project](/run-a-project/work-activities/).