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.

Finance

Payments, Financial Dashboard, Accounting, and Company Statistics are grouped together under a single expandable Finance item in the sidebar (Payments is also available to Cashiers; the other three are owner/manager only).

Payments

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. A Monthly/Yearly switcher above the KPI tiles toggles between the current calendar month and the whole selected year; Yearly view adds a Jan–Dec per-month breakdown table underneath. See Accounting: how Profit is calculated for what the Profit figure here actually means.

Accounting

The Accounting screen has three tabs:

Expenses — record the agency’s operating expenses (one-off or recurring); these feed into the profit-and-loss figures alongside revenue from invoicing.
Payments Collected — a read-only list of payments received for the selected period (customer, invoice, service, amount, method, reference, date) — a quick way to see what’s come in without opening the Payments screen.
Payments Due — a read-only list of unpaid/partially-paid invoices, always showing everything outstanding regardless of period.

Same Monthly/Yearly switcher as the Financial Dashboard. See Accounting for full detail on each tab and the fee breakdown shown alongside the P&L figures.

Company Statistics

A reporting page for an arbitrary date range rather than a fixed month/year — pick a start and end date and get KPI tiles, a per-staff revenue/profit bar chart, a fee-category pie chart, and an invoice-status pie chart for exactly that window. An Export to Excel button downloads the same figures as a spreadsheet. See Company Statistics for more.

Fleet

Under Fleet in the sidebar — a directory of Guiders (driver-guides: contact details, license info, branch, languages, specialties, and availability) and, within each guider’s own profile, the Vehicles they own (registration, type, capacity, amenities, availability). Vehicles can be transferred between guiders. See Fleet & Tours for full detail.

Tours

Owners/managers get a read-only, company-wide oversight table under Tours → Inbound; consultants see their own tours from the same screen. Tour inquiries themselves are created and advanced by consultants — see Fleet & Tours for the full seven-step status flow and how itinerary templates fit in.

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, visa entry types, and (from Fleet) vehicle types, across the whole app.
Document Checklists — the required-document lists shown to staff when processing a visa or ticket case. Visa checklists are keyed per (country, visa type), with a global fallback for any unconfigured combination. Flight/ticket cases have exactly one global checklist (no per-airline or per-route variance) — create it once from the same page, using the Visa/Flight toggle at the top of the “New Checklist” form.
Itinerary Templates — fixed, day-by-day tour plans consultants attach to a tour inquiry during Itinerary Planning. See Fleet & Tours: itinerary templates.

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.