Chapter 13
Administration
13.1 Users#
Creating a user#
- Administration → Users → “New User.”
- Enter the Full Name, Username, Email and optionally the Phone.
- Choose the Role: Admin, Finance or Operations (see section 1.5).
- Enter a starting Password twice: at least 8 characters, with upper and lower case letters and a number.
- Save, and give the user their username and password. They must choose a new password when they first log in.
Managing an existing user#
- “Edit” changes their details or role.
- “Reset Password” creates a new password and shows it once in a message at the top of the page. Copy it and give it to the user securely. They must change it at their next login, and any session they had open is ended.
- “Deactivate” stops a user logging in and signs them out. You can’t deactivate your own account, and the only active Admin can’t be deactivated or changed to another role: make someone else an Admin first. “Activate” lets them back in.
13.2 Settings#
Administration → Settings holds the details printed on your documents and a few switches:
| Section | Settings |
|---|---|
| Organization Details | Organization Name, Phone, Email, Address, Base Currency (see section 11.7), Default Currency, and Logo (a JPG, PNG or plain SVG of up to 2 MB, with “Remove current logo”; an SVG containing scripts or links is refused) |
| Invoice PDF | “Default to itemized expense breakdown on invoice PDFs,” and Footer Notes printed at the bottom of every invoice |
| Routes | “Routes cover both directions”: when on, one route covers trips both ways (section 6.2) |
| Proforma Invoices | “Enable proforma invoices,” Default Validity (days), and Proforma Footer Notes |
Click “Save Settings” when you’re done.
13.3 Expense categories#
Expense categories group trip expenses for the reports. The system comes with nine: Fuel, Toll, Meal, Repair, Loading/Offloading, Tyre, Driver Allowance, Ferry/Crossing and Other. These built-in categories can’t be deleted, but you can deactivate any you don’t use.
Add your own with “New Category.” A category you added can be deleted only if no expense uses it; otherwise deactivate it.
13.4 Audit log#
The Audit Log records every important change: what was created, changed, deleted, issued, cancelled or reassigned, by whom, when, and from which IP address. Wrong passwords for a real account, and the lockout after five of them, are recorded too (for staff and for portal users), against that account and with the IP address. Click “Details” on an entry to see the values before and after the change.
Filter by entity (e.g. Trip or Invoice), action, staff user, or user type (Staff or Client, for changes made in the portal).