---
auto_generated: true
created: 2026-05-18
manual_updated_at: 2026-05-18
modified: 2026-05-19
name: User_Manual
status: active
tags:
- client/oliver
- domain/ai
- domain/analytics
- tech/azure-ad
- tech/gemini
- tech/react
- tech/typescript
- type/sop
type: sop
---

# Build-A-Squad User Manual

## What This Tool Does

Build-A-Squad is a client-side staffing calculator designed for creative agencies. It helps you estimate the team size and composition needed for a project by:
1.  **Analyzing your project brief** using AI to suggest relevant creative assets.
2.  **Selecting specific deliverables** from a catalog of 30+ asset types.
3.  **Calculating FTE (Full-Time Equivalent) projections** by discipline and role based on standardized staffing routes.

All calculations happen in your browser; no data is sent to a server for storage, though AI features connect to Google Gemini.

## Who Uses It

-   **Resourcing Managers:** To quickly estimate headcount needs for new proposals.
-   **Creative Directors:** To understand the volume and type of creative work involved.
-   **Strategy Teams:** To align project scope with budget and resource capabilities.

## How to Access

1.  Navigate to the application URL provided by your agency.
2.  Click the **"Sign in with Microsoft"** button.
3.  Authenticate using your Oliver Microsoft account.
4.  Once authenticated, you will be directed to the **Scoping** tab.

## Main Workflows

The tool follows a three-tab workflow:

### 1. Scoping (AI-Assisted)
This is the starting point for most projects.

1.  **Paste Brief:** Copy and paste the text of a project brief into the input area.
2.  **Analyze:** Click "Analyze Scope." The AI (Google Gemini) will read the brief and suggest relevant assets from the catalog.
3.  **Upload Screenshot (Optional):** If you have a PDF or image of the brief, use the upload button to extract text via OCR.
4.  **Review Suggestions:** The AI returns a list of suggested assets with rationales. Click the **"Add to Squad"** button on any suggestion to bulk-add it to your selected list.
5.  **Adjust:** You can still manually edit volumes or add/remove items later.

### 2. Configurator (Manual Selection)
Use this tab to browse the full catalog or fine-tune your selections.

1.  **Browse Assets:** View the full list of 30+ asset types.
2.  **Filter:** Use the filters to sort by:
    -   **Category:** (e.g., Brand Communication, Video, Digital).
    -   **Type:** Master vs. Adapt.
    -   **Pencil Pro Flag:** Highlighted assets with specific internal flags.
3.  **Add Assets:** Click **"Add"** on any asset. A modal will appear where you can set the **Volume** (quantity) if multiple units are needed.
4.  **Review Squad:** Switch to the **Squad Projection** tab to see the results of your selections.

### 3. Squad Projection (FTE Calculation)
This tab displays the calculated staffing requirements.

1.  **View Breakdown:** See the total FTE and hours required, broken down by Discipline (e.g., Creative, Strategy) and specific Roles (e.g., Senior Designer, Planner).
2.  **Adjust Parameters:**
    -   **Billable Hours:** Change the annual billable hours target (default: 1,600) if your agency uses a different standard.
    -   **Manual Overrides:** Click the pencil icon next to any role's FTE to manually override the calculated number.
    -   **Bespoke Staff:** Add manual staff entries for roles not in the standard catalog using the "Add Manual Staff" feature.
    -   **Exclude Roles:** Use the checkmarks to exclude specific roles from the calculation if they are handled by external partners or other departments.
3.  **AI Audit:** Click **"Generate AI Audit"** to get strategic insights and recommendations based on your current squad composition.
4.  **Save Scenarios:**
    -   Enter a name in the "Save Scenario" field and click **Save**.
    -   Select multiple scenarios to compare them side-by-side. Delta indicators will show differences between saved snapshots.
5.  **Export:** Use the **Download** button to export your current squad data as a CSV file.

## FAQ

**Q: Why do my FTE numbers look different from the project?**
A: The calculator uses standardized "staffing routes" (base hours per asset volume) averaged across the agency. It provides a baseline estimation. Manual overrides are encouraged for specific project nuances.

**Q: Can I save my work and come back later?**
A: The application does not auto-save to a server. Use the **Save Scenario** feature to create named snapshots of your squad. You can re-load a scenario by pasting the saved data if you have exported it, but note that the primary persistence is within your current browser session via local state or manual save/compare features.

**Q: How accurate is the AI suggestion?**
A: The AI uses Google Gemini to interpret intent, not just keywords. It is a strong starting point but should always be reviewed. You can manually adjust any suggested asset or volume.

**Q: Is my project brief data secure?**
A: Yes. The text is sent only to the Google Gemini API for analysis and is not stored by the application itself. No backend database is used.

**Q: What is the "Pencil Pro" flag?**
A: This indicates assets that have specific internal criteria or flags within the studio's operational model. It is primarily used for internal filtering and reporting.

## Related
- [[01 Projects/gmal-scope-builder/USER_MANUAL]]
- [[01 Projects/gmal-scope-builder/USER_MANUAL.md]]
- [[01 Projects/build-a-squad/USER_MANUAL.md]]