User Manual

Admin Portal Guide

The Admin Portal provides full platform control — user management, branch configuration, pricing rules, glass catalog management, analytics, and audit logs. Admin access requires a role of admin or super_admin.

Access Control: Admin actions affect the entire platform. Always follow the principle of least privilege — grant users the minimum role required for their job. All admin actions are recorded in the Audit Log.

Role Quick Reference

RoleWho It's ForKey Permissions
super_adminFounders / CTOEverything, including user management and system config
adminOperations Manager, GMPricing, catalog, reports, branch config (no user role changes)
dispatcherScheduling CoordinatorBooking management, dispatch map, job reassignment
technicianField TechnicianOwn work orders, GPS update, part scanning
supportCustomer Service RepBooking lookup, customer messaging, refund requests (up to $50)

👥 User Management

  1. Navigate to Settings → Users from the left sidebar
  2. Click "+ Invite User" — enter name, email, and select role (Admin, Dispatcher, Technician, Support)
  3. User receives an email invitation with a secure one-time setup link (expires in 24h)
  4. To deactivate a user: click user row → toggle "Active" to off → user loses access immediately
  5. To reset a password: click user row → "Send Password Reset" → user receives email link

🏪 Branch & Location Management

  1. Navigate to Settings → Branches
  2. Click "+ New Branch" → enter branch name, address, phone, operating hours, and timezone
  3. Assign dispatchers and technicians to the branch via the "Team" tab on the branch page
  4. Set branch-specific labor rates under "Pricing" tab (overrides global rates for that branch)
  5. Enable / disable mobile service for a branch via the "Capabilities" toggle

💰 Pricing & Rate Management

  1. Navigate to Settings → Pricing
  2. Global labor rate is set here ($/hour) — branches can override this
  3. ADAS calibration fees are set globally: Static ($150 default), Dynamic ($250 default), Combined ($350 default)
  4. Mobile service surcharge zones are configured as ZIP code ranges mapped to fee amounts
  5. Upsell product prices (wipers, coating, filters) are managed under "Upsells"
  6. All price changes are versioned — future bookings use new prices; existing quotes are honored at quoted price

📊 Reports & Analytics

  1. Navigate to Analytics in the sidebar
  2. Dashboard shows real-time KPIs: FTFR, MTTD, On-time rate, ARPJ, NPS
  3. Use date range picker to filter by day/week/month/custom range
  4. Export any report as CSV via the "Export" button in the top-right of each chart
  5. Revenue reports are available under Analytics → Financial (Admin only)
  6. Technician performance leaderboard available under Analytics → Operations

🔐 Audit Logs

  1. Navigate to Settings → Audit Log
  2. Audit log records every state-mutating action: who, what, when, what changed
  3. Filter by user, action type, or date range
  4. Audit logs are read-only — no entries can be deleted or modified
  5. Export audit log as CSV for compliance reporting

📋 Glass Catalog Management

  1. Navigate to Catalog → Glass Parts
  2. Search by NAGS part number, make/model/year, or description
  3. NAGS catalog syncs automatically nightly — manual sync available via "Sync NAGS Catalog" button
  4. To mark a part as discontinued: click part → toggle "Active" to off — it will no longer appear in quotes
  5. To add a non-NAGS custom part: click "+ Custom Part" → enter description, cost, and retail price manually
  6. Parts with low branch stock are highlighted in amber; out-of-stock parts highlighted in red
Pro Tip — Nightly Reconciliation: Run the nightly reconciliation report (Analytics → Operations → Nightly Summary) at end of day to catch any jobs with missing photos, uncompleted calibrations, or unpaid invoices before they age.