Guide for Admins

For Owners and Managers. This covers everything in addition to the shared basics in Getting Around the App — read that first if you haven’t.

Owners can see and do everything below. Managers share almost all of the same admin screens; a small number of sensitive actions (like promoting another account to Owner) are restricted to Owners specifically.

Admin dashboard

Where staff get a personal work view, owners land on an agency-wide dashboard with two tabs:

Directory — every staff member, their role, and status at a glance.
Performance — agency-level activity and workload figures.

Managing staff

Invite a new staff member

From the staff directory, open Invite Staff and fill in their name, email, role, job title, department, and branch. This sends them an activation email — see Joining as a new staff member for what they’ll see next.

Review a staff member’s profile

Open any staff member from the directory to see their full profile, onboarding status, and role. This is also where you’d adjust their role or other administrative details if needed.

Track onboarding status

Newly invited staff move through a short status chain as they activate their account and complete their profile. Their entry in the directory reflects where they currently are in that process.

Reminders (agency-wide)

Unlike staff, who only see their own reminders, admins have a dedicated Reminders screen showing reminders across the whole agency — useful for spotting anything that’s slipping through the cracks. A separate Reminder Settings screen lets you adjust how far in advance automated reminders (visa appointments, flight dates, bill due dates) are raised.

Payments & Invoicing

The Payments screen (also available to Cashiers) is where invoices are issued and payments are recorded against them:

Issue an invoice for a single booking, or a group invoice covering multiple linked bookings at once.
Add itemized charges, tax, and discount lines as needed.
Record payments as they come in; an invoice’s status updates automatically once it’s fully paid.
Generate either an invoice or a receipt PDF, and email either directly to the customer from the same screen.

Financial Dashboard

A dedicated reporting view summarizing revenue and invoicing activity across the agency, separate from the day-to-day Payments screen.

Accounting

The Accounting screen tracks the agency’s operating expenses — record an expense, and it feeds into the agency’s profit-and-loss figures alongside revenue from invoicing.

Reference data

A few admin-only screens control the shared dropdown values and rules the rest of the app uses, so they don’t need to be hardcoded or changed by a developer:

Reference Data (Lookup Values) — the shared list backing things like job titles, departments, branches, commission tiers, and visa entry types across the whole app.
Document Checklists — the required-document lists shown to staff when processing a visa or flight case.

A note on deleting things

Delete actions (removing a visa or flight case) are restricted to Owners, Managers, and Consultants, and always ask for confirmation first. Deleting a case doesn’t erase its history outright — it’s removed from active views but the record is retained, so accidental deletions are recoverable by a developer if ever needed.