1 · Open your programme. On a phone, Your programmes is a list grouped by month — tap yours to open and edit it. Mine shows the programmes listed under your name and All shows everyone's; earlier months are folded under Earlier. On a computer it is a month calendar: tap your programme's tile. Not on the schedule? Tap ＋ New Programme (on a computer you can also tap an empty day) — photos are optional and can be added any time later. The ⋯ menu holds last year's programmes, the ✨ Caption assistant and ↻ Refresh.

2 · Fill in the form. Title, date and department come first (the department you used last time is remembered). Then one Caption box — whatever is in it is what the Publicity team sees, and the grey text shows what makes a strong one. ✨ AI help opens the caption assistant with your words in it; 📖 Examples shows real captions. Add photos if you have them — the header counts them out of 20. Your name and the Time-sensitive tick are under More details. Then tap Submit for Publicity (Save changes when you are editing). What you type is kept if you leave the form.

Submitting a new programme pings the Publicity team's devices instantly. It slots into the schedule sheet by programme date automatically. Your programme stays on your schedule, showing where it has got to: Claim/Manage/Add Photos until photos are in, then ✓ With Publicity, ✓ With SLs, ✓ Cleared and ✓ Posted. You can keep editing yours until the Publicity team sends it on for vetting — after that it opens read-only, still there for you to review. If the Publicity team parks a programme (shelves it or moves it to the Content Bank) it leaves your schedule; it is not lost — ask them. Contact the Publicity team if something needs changing.

Need a hand? Open a programme, tap ⋯ at the top and choose 🆘 Request Publicity support (up to a week before the date) to flag it — the Publicity team is notified and the programme shows pink on the calendars. The same menu has 🗑 Delete this submission.

Access code required (ask the Publicity IC).

Calendar. Every post appears as a tile on the month calendar — switch between By Post Date and By Programme Date, and use ‹ › to change month. To move a post: tap its tile to select it, then tap a day (or a tray) — or drag it there with a mouse. This sets whichever date the calendar is showing: the Post Date in By Post Date, the programme date in By Programme Date. Tap a selected tile again to open it.

Tap a tile to open it: Send for vetting (pushes School Leaders' devices), tick Posted, or open Export. A post moves Pending → With SLs → Cleared → Posted; ticking Posted already means it was cleared. The caption saves by itself when you leave the post (Save now is there if you want to be sure). Open ⋯ More for the rarer actions — Change status, Mark cleared (when an SL cleared it offline), ✎ Rename — Programme Owners can no longer edit a programme once it has been sent on.

Photos. ✕ cuts a photo from the post (↺ brings it back), but it stays in the Drive folder and still counts toward the 20-photo limit. To remove one for good, tap the photo to enlarge it and use 🗑 Remove from programme… — that frees a place, and Google Drive keeps it in its bin for 30 days in case you need it back.

↻ Refresh fetches the latest from the Google Sheet straight away. Changes made in the app always show at once; a change typed directly into the sheet shows when you press ↻, or within about 5 minutes on its own.

Need something out fast? Use ⚡ Quick-add (bottom-right of the board on a phone) to create an express, time-sensitive post directly — it skips the Programme-Owner step and is one tap from Send for Vetting.

Three queues sit above the calendar, colour-coded by how close each post is to done: green ✓ Ready to post (Cleared — publish, then tick Posted), amber ↩ Pending changes (an SL returned it with notes — fix and re-send), and red 📷 New submissions (photos are in — curate, then send for vetting). An empty queue shows CLEAR! Each is a shortcut only — the posts stay on the calendar too.

Export. ⇱ Share photos + caption sends the kept photos and caption straight to another app; ⤓ Composite downloads the numbered photos and caption as one image; ⧉ Copy caption copies the text; each photo also has its own download. If a just-uploaded photo is missing, wait a few seconds and export again — do not re-upload it. Colours: teal ◆ = content bank · salmon = Cleared · amber = needs a hand (With SLs, changes to make, photos still to add) · red ↩ = returned by an SL · pink = a PO has requested support · greyed = Posted.

Access code required (ask the Publicity IC).

The For Your Vetting strip above the calendar lists the posts awaiting you. Enter your name in Your name (approver) first. Open a post, review the photos and caption, then tap ✓ Cleared, or ✗ Return with notes — notes are needed when returning, and the Publicity team acts on them.

You'll get a device notification whenever posts are raised for vetting (see the Notifications tab).

Small reminders show up once, the first time they matter, with a Got it button. They are all here:

What changed in the last few releases, by role. The card on your home screen shows your part once; this tab keeps it.

Notifications are for the Publicity Team and School Leaders only — Programme Owners don't need any setup. The team is pinged primarily on Telegram (the Publicity IC sets up the group/bot — just ask to be added). The free ntfy app below is an optional backup channel.

1 · Install ntfy (optional backup). Get the free ntfy app from the Play Store (Android) or App Store (iPhone).

2 · Subscribe once. In the app, tap + Subscribe to topic and enter your team's exact topic name — ask the Publicity IC for it. Publicity members and SLs each have their own topic.

3 · Done. Publicity members are pinged the moment a Programme Owner submits a programme; School Leaders are pinged whenever posts are raised for vetting. Keep the topic name private — anyone who knows it can read the pings.