OneSpot at a glance

OneSpot is the DC & NY Market’s one place for its dashboards, its tools, and the work each department does to save time. You sign in with your Ntiva Microsoft account, and what you see follows the groups you’re in.

Departments

Each team has a page of its own, such as Project Delivery or Account Managers. Home shows the ones you can see.

Dashboards

Live reports built in Claude and published here. They open inside OneSpot, and some let you tick boxes and write notes that everyone sees. See Build it in Claude.

Tools

Links to the apps a department uses. They open in a new tab.

Automations and Claude skills

Each department’s register of what it builds to buy its own time back, whether it paid off, and its library of Claude skills to download. See Automations and Claude skills.

Make a wish

Ask for a new feature in OneSpot, or a change. See Make a wish.

What’s new

When you arrive and there’s news for you, OneSpot says so first.

It’s private to Ntiva. Only people signed in with access see anything; each dashboard opens only for the people it’s shared with; and dashboards and their data are kept in OneSpot’s own storage, not on a public website.

Who can do what

In each department you’re a visitor, a member or an admin. Your role comes from the Microsoft groups you’re in, and it can differ from one department to the next.

• Visitors look in: they see what a department shares with visitors.
• Members work in the department: they see what it shares with members, write in its dashboards, add automations and Claude skills, and make wishes.
• Admins run the department: they see everything in it, publish and look after its dashboards, and keep its tools, categories and Automations in order.

• Writing in dashboards: each dashboard’s publisher chooses Who can save: members and admins unless they change it, admins only, or visitors too. Everyone else who can see it reads what’s saved.
• Whoever published a dashboard looks after it with the department’s admins (refresh, update, settings, unpublish), as long as they could still publish it there.
• Market Leadership’s members and admins also see what every department shares with visitors, publish dashboards in any department, and see Saved entries wherever they can see the dashboard. Its admins review the wishes everyone sends.
• Market admins are admins in every department.

Need more access, or a different role? Email Russell Vidal (russell.vidal@ntiva.com) with the department and the role you need.

Finding your way

• Home shows the departments you can see. If you can see only one, OneSpot opens it straight away.
• A department shows its Automations first, then its dashboards, then its tools. A dashboard opens inside OneSpot; a tool opens in a new tab. A card that says No link yet doesn’t open anything yet.
• Categories: each card says its category (Tools, Reports and so on), and the buttons above the cards show one category at a time. All shows them all again. OneSpot remembers your choice for each department on this browser.
• Grid or ring: the cards start in a grid. On a wide screen, Ring view turns them on a ring instead: use the arrows or the arrow keys, then Open or Launch. OneSpot remembers your choice on this browser. Phones, and devices set to reduce motion, always show the grid.
• What you see follows your groups. Each tile and dashboard is shared with its department’s visitors, members or admins, and Market Leadership’s members and admins see what’s shared with visitors in every department. So a department can look empty to you, and a colleague can see more than you do.
• Shared from another department: a dashboard can also show in other departments, view only. It sits under Shared and says where it’s from. See Show it in another department.
• A link to a dashboard opens it if it’s shared with you. If it isn’t, OneSpot says so.
• Light or dark: a dashboard built with the current skill can be shown light. Choose Light mode above it, or Dark mode to go back. OneSpot remembers your choice on this browser, for every dashboard that has both. Switching reopens the dashboard: if you’ve typed something in it you haven’t saved, OneSpot asks first. Older dashboards are dark only.
• Automations: the first card in every department: what it builds to save time, and its Claude skills to download. See Automations and Claude skills.
• Make a wish: members and admins ask for a new feature or a change with Make a wish in the header. See Make a wish.
• What’s new: when you arrive and there’s news, OneSpot says so first: new dashboards you can see (and ones newly shared with your department), your own dashboards due for a refresh, new and updated Claude skills in your departments, skills waiting for you to approve (admins), and news of your wishes. Choose Got it, or open one of them, to go on. Each piece of news shows once; a reminder to refresh shows once each time you sign in.
• Signing in lasts 12 hours. Twelve hours after you last signed in to Microsoft, OneSpot signs you out, even with the page open, and asks you to sign in again with your password or sign-in method. Ten minutes before, a notice under the header says when, so you can save what you’re working on; anything not saved by then is lost.

Before you start

• Who can publish: a department’s admins, in their own department, and Market Leadership’s members and admins, in any department. Everyone else can view the dashboards they’re allowed to see.
• The OneSpot Dashboard skill has to be on in your claude.ai account. It teaches Claude OneSpot’s look and rules, so the file works the first time. If Claude doesn’t use it when you ask for a OneSpot dashboard, ask Russell Vidal (russell.vidal@ntiva.com) to share it with you. Admins can download it from OneSpot with Download skill, beside Inventory, and OneSpot tells them when a new release is out.
• Your data: a spreadsheet, a table pasted into the chat, or a description. With no data, Claude uses made-up sample values and says so.

Build it in Claude

Start a new chat in claude.ai and describe what you want. Saying “OneSpot dashboard” is enough for Claude to use the skill. These prompts are a good start; replace the parts in brackets.

Use the OneSpot Dashboard skill. Build a dashboard for [department] showing [what it’s for]. The numbers that matter most are [the key figures]. Here is the data: [attach the spreadsheet or paste it].

Use the OneSpot Dashboard skill. Build a dashboard for [department] showing [what]. It should refresh from a spreadsheet with a sheet named [sheet name] and the columns [column A, column B, column C].

Use the OneSpot Dashboard skill. Build a dashboard for [department] where people can tick [what to tick, such as the services to offer] and add notes for each [client, project], saved in OneSpot so everyone sees them later. Let people filter by [account manager, status] and sort the table.

Convert this dashboard for OneSpot with the OneSpot Dashboard skill. Keep what it shows: the same figures, charts and tables.

Attach the .html file with the last prompt.

Check it in Claude’s preview: the numbers, the charts, the filters. Ask for changes in plain words. When it looks right, download the .html file.

Publish it

1. Go to your department.
2. Choose Publish dashboard, then choose the file.
3. OneSpot checks the file and shows a report.
   • Ready to publish: a live preview appears next to it.
   • Can’t be published yet: choose Copy prompt, paste it into the same Claude chat, and choose the new file Claude gives you.
4. Set the title, description, icon and Who can see. Who can see starts at members and admins: the department’s visitors, and Market Leadership outside its own department, don’t see it unless you choose Visitors, members and admins. For a dashboard people write in, set Who can save too. If you can publish in more than one department, check Department. Choose its Category: a dashboard starts in Reports.
5. Choose Publish. The dashboard opens right away and shows as a card in the department.

A department can’t have the same file twice, or two dashboards with the same title. When OneSpot finds one, it offers Open it if you can see that dashboard, and Update it with this file if you manage it. Otherwise choose a different title.

Keep it current

These buttons sit above the dashboard, for the department’s admins and its owner: the person who published it, or took it over. The bar above each dashboard says who owns it.

What you can do follows the groups you’re in today. If you move to a group that can’t publish in that department, its admins look after the dashboards you published there. Move back, and they’re yours to manage again.

Show new numbers in the same layout

Refresh data: choose the spreadsheet, or a report saved as a web page (.html). OneSpot shows what it found and asks before everyone sees it.

Change the layout, charts or wording

New version: choose the updated file from Claude. The link and the card stay the same.

Go back to an earlier version

History: restore any of the last 15 versions, with the data it had. History can’t undo a Refresh data: to correct the numbers, refresh again with the right file.

Rename it, or change its icon, who can see or who can save

Settings, then Save: it changes for everyone at once. You can also move it to another department you publish in.

Say how often its data is refreshed

Settings, Refresh every: a week, a month (unless you change it) or a quarter. A few days after that, a reminder shows above the dashboard for its owner and admins, and it’s flagged in the inventory.

Hand it to someone else

Settings, Hand it over to: enter the address they sign in with, then choose Hand over (Save doesn’t send it). They accept it the next time they open OneSpot, and it’s theirs from then on; they can also decline. They need to be able to publish in that department. Until they accept, nothing changes, and after 30 days the offer lapses.

Take it down

Unpublish: Undo on the message brings it straight back, for about 8 seconds. Later, a department admin can bring it back from Manage deleted in Edit mode. If you published it in a department you don’t run, you can too: from Unpublished, beside Publish dashboard, while you’re in that department.

A new version shows the data inside its own file. If you refreshed the data since the last upload, refresh it again afterwards.

Department admins also have Inventory, beside Help: every tile and dashboard in the departments they run, with who can see it, who owns it and what needs attention, and a download.

Show it in another department

A dashboard published in one department can also show in others, view only: Project Delivery’s portfolio in Account Managers, say. Its owner and its department’s admins choose where.

1. Open the dashboard and choose Settings (or do this while you publish it).
2. Under Also show in (view only), tick each department, and choose who there can see it: visitors, members and admins; members and admins; or admins only.
3. Choose Save. It shows there at once, and people there hear of it in their greeting.

• It’s view only there. People open it and read what’s saved in it, but they don’t save to it, and they don’t see Settings, New version, Refresh data or Unpublish. Those stay with its own department.
• Where it sits: under Shared, saying “Shared from” its department. Back returns to the department it was opened from.
• Its notes go with it: everyone it’s shared with reads what’s saved in it. Share only dashboards whose notes are fine for them to see.
• Their admins can hide it from their page: in Edit mode, Hide from this page (and Show on this page to bring it back). It’s still shared, and a link still opens it. To stop sharing, its own department unticks the department in Settings.

Dashboards people write in

A dashboard can let people tick boxes and write notes, such as the services to offer each client and what was discussed. OneSpot saves them centrally, so everyone who can see the dashboard sees them later, on any device.

• Who can save is the publisher’s choice, and can be changed in Settings. It starts at members and admins. Everyone else who can see the dashboard sees what’s saved, read-only.
• Notes belong to whoever wrote them. Only they can change a note. They can delete it, and so can the dashboard’s owner and the department’s admins.
• Ticks are shared. Anyone who can save can change them.
• It saves as people go. A tick saves when it’s ticked and a note when it’s added: there’s no Save button to forget. If someone closes the page while a save is still on its way, OneSpot asks first.
• Every change is recorded: what changed, who changed it and when, kept for a year. The dashboard’s owner, its department’s admins and Market Leadership see it all in Saved entries, beside the dashboard, and can download it as a spreadsheet.
• Typed something by mistake? The dashboard’s owner and its department’s admins can Redact an entry in Saved entries: its words are cleared from every change to it, and who and when stay. If it’s still saved, delete it in the dashboard too.
• They stay with the right row after Refresh data, as long as each row keeps its ID, like a client ID.
• In Claude’s preview, a “Sample mode” notice shows and nothing is kept, and the preview in Publish dashboard saves nothing either. Inside OneSpot, saving is real.

Automations and Claude skills

Each department’s Automations (its first card) tracks what it builds to buy its own time back, and whether it paid off. It’s also the department’s library of Claude skills. Everyone who can see the department sees it.

Add an automation (members and admins)

1. Choose Add automation, then its Type: a Claude skill, a script, a Power Automate flow, a ConnectWise workflow, a template, or other.
2. For a Claude skill, choose the skill’s .zip, as Claude downloads it. OneSpot checks it, and its name and description fill in from its SKILL.md.
3. Say what it is and what it does, its Phase, and who gets the time back.
4. Describe the task today: the Minutes it takes now and the Times a month. That’s what the work costs, and what it can save. How long it takes once automated isn’t guessed: the check-ins measure it.
5. Add how sure you are, the hours spent building it so far, and anything it’s blocked on. Choose Save.

• Phases: Idea, Design and Build; Internal, Beta and Live testing; Rollout, QC and Live; or Parked and Killed. The bar on each card shows how far along it is, and a month in one phase without moving is flagged.
• Who changes one: whoever added it (while they’re still a member or admin there), and the department’s admins. Removing one removes its skill’s files too: to keep the record, set its phase to Killed instead.

Check-ins measure the saving

• At 30, 60 and 90 days live, choose Check in and say how long the task takes now, and how many times a month it runs. The page lists the check-ins that are due.
• The saving is the minutes each run saves, times the runs a month now. If people stop using it, the saving falls with it. Until the first check-in, the card shows what the task costs today, not a guess.
• The latest check-in counts, and only the days an automation is live add to what it has banked: a spell parked doesn’t.

The figures

Saved per month

The measured savings of the live ones.

Of a person, back

Those hours as a share of one person’s month (160 hours).

Banked to date

The hours saved since each went live, against the hours spent building them all.

In our sights

What the tasks still being built cost today.

Where the time goes back

Who gets the hours: the team, its managers, other departments, clients, or everyone.

Dollars use the department’s rate: $58.34 an hour unless its admins change it. Its admins can also turn Show dollars off, and the page shows hours only.

Claude skills

• Get the latest: Download on its card saves the skill as a .zip. In claude.ai, add it to your skills in place of any earlier version of it. Earlier versions stay listed under the latest.
• Update a skill: whoever added it, or the department’s admins, choose Edit, then the updated .zip, and say what changed. Each upload is a new version, with when and by whom; the same file twice is refused.
• Approval: a skill a member sends, or a new version of one, waits for one of the department’s admins. Until then only they and the admins see it. Admins Approve or Reject it on its card, and whoever sent it can Take it back. Admins’ own uploads go out at once.
• Members hear of it: the greeting tells a department’s members about new and updated skills once they’re approved, and its admins about skills waiting for them.
• What a skill’s .zip needs: a SKILL.md with a name, at the top of the zip or in its one folder; up to 10 MB; and no password. If OneSpot refuses one, it says why.

Make a wish

Want a new feature in OneSpot, or a change? Members and admins choose Make a wish in the header.

• Say what you’d like, and what it would help you do, in up to 2,000 characters. You can send up to 10 a day.
• Market Leadership’s admins review every wish together. They give each a priority, then close it as Completed (it’s done) or Resolved (closed without building it), with a note.
• You hear back in your greeting when yours is closed, with their note.
• Only Market Leadership’s admins see the wishes people send.

A department’s tiles

A department’s admins look after its tiles, the cards that open a tool in a new tab.

• Edit mode, at the top of the department, puts a pencil and a trash can on each tile, and adds Add tile. Each save goes straight to OneSpot, for everyone. The department’s dashboards show there too, with their own buttons.
• A tile’s fields: Category is the small label under its name, and what the buttons above the cards filter by; Order sets its place, lowest first; URL is the https:// address it opens, or # while there’s no link yet.
• Who can see works as it does for a dashboard: visitors, members and admins; members and admins; or admins only.
• Category: each tile is in one of the department’s categories. Categories, in Edit mode, adds, renames and reorders them. A category with cards in it can’t be removed: move its cards to another first.
• Deleted one by mistake? Manage deleted brings it back, or removes it for good.
• Backup downloads this department’s tiles as a file, to keep.

Questions people ask

Getting around

Dashboards

Automations and Claude skills

Wishes and privacy

When something goes wrong