# 05 · Admin Backend Guide Every staff screen, organised the way the work actually flows rather than the way the menu is ordered. Written so a new employee can be handed the section for their role and start. Staff sign in at **`/login`**. Customers use a different door entirely (`/customer/login`) — the two are separate authentication systems and neither account works on the other side. > **Want to see it rather than read it?** [`07-ILLUSTRATED-HANDBOOK.html`](07-ILLUSTRATED-HANDBOOK.html) > covers the same ground with a screenshot of every screen, every role's sidebar and the full order > lifecycle — each one photographed from the running application rather than drawn, and each captioned > with the role it was taken as and the URL it came from. --- ## 1. What you see depends on who you are There are **12 operational roles plus a super-root master account**. Your role decides your landing dashboard, your menu, and which buttons exist at all. If a colleague can see a screen you cannot, that is the permission system working, not a fault. | Role | Lands on | Owns | |---|---|---| | Management | Management board | Everything except the master override | | Sales / Customer Service | Sales dashboard | Leads, quotations, customer conversation | | Measurement Rep | Rep dashboard | Home visits, measurements, fabric selection | | Production Manager | Production board | Scheduling, assignments, work in progress | | Cutter | Cutting desk | Pattern, cutting, bundling, leftover fabric | | Tailor | Tailoring station | The 12-step construction sequence | | QC Officer | Quality desk | Initial and final inspection, packing release | | Finishing & Packing | Finishing desk | Pressing, contents, two-person sealing | | Rider | Run sheet | Collection, delivery, proof, cash | | Inventory / Procurement | Stock desk | Fabric lots, purchase orders, inspection | | Finance | Finance desk | Ledger, closings, payments, refunds | | Super root | Management board | The master override, impersonation, everything | > **Two-factor:** super-root, management and finance accounts must enrol a code generator before > they can reach anything. You will be redirected to `/admin/identity/security/two-factor` until > you do — on *every* request, not just the first, so it is a wall rather than a prompt. > > **Keep the recovery codes.** Enrolment issues **eight single-use recovery codes**, and the > sign-in screen accepts one in place of a code from the app. They are shown once. Store them > somewhere other than the machine they unlock — a finance manager with a lost phone and no > recovery code cannot reach the ledger, and a super-root in the same position cannot reach > anything at all. --- ## 2. The spine — how one garment moves through the system This is the sequence everything else supports. Each step names the screen that performs it and the **stage gate** that must be satisfied before the work may advance. | # | Step | Screen | Gate | |---|---|---|---| | 1 | Inquiry arrives, owner assigned | `/admin/crm/leads` | **G1** | | 2 | Home visit booked | `/admin/crm/appointments` | **G2** | | 3 | Measurements + fabric captured | `/admin/measurements` | **G3** | | 4 | Quotation issued, advance taken | `/admin/orders/desk/quotations` | **G4** | | 5 | Fabric received and inspected | `/admin/inventory/fabric-inspection` | **G5** | | 6 | Production file released, work scheduled | `/admin/production/files` | **G6** | | 7 | Cutting, bundling, leftover recorded | `/admin/production/cutting` | **G7** | | 8 | Stitching — 12 steps | `/admin/production/tailoring` | **G8** | | 9 | Final QC signed | `/admin/production/quality` | **G9** | | 10 | Two-person packing and sealing | `/admin/production/packing` | **G10** | | 11 | Dispatch authorised | `/admin/shipping/manifests` | **G11** | | 12 | Delivered, proof captured | `/admin/shipping/pod` | **G12** | | 13 | Order closed, costs recorded | `/admin/orders` | **G13** | **A gate is not a checkbox.** The system refuses the transition until the evidence genuinely exists — and for G7, G9, G10 and G12 that includes a photograph. If a button is disabled or an action is refused, open `/admin/orders/desk/gates`, find the order, and it will tell you exactly which criterion is outstanding. Only the super-root account can override a gate, it must give a written reason, and the override raises an escalation that management sees. That is deliberate. --- ## 3. Sales and CRM ### Leads — `/admin/crm/leads` Board view (`/board`) for working the pipeline, list view (`/list`) for searching. Every lead has an owner and a next action; both are mandatory because an unowned lead is how an inquiry dies. **First response is on a 30-minute clock** during business hours (10:00–19:00, Mon–Sat). The countdown chip on each lead shows green, amber, then red. Breaches escalate. ### Appointments — `/admin/crm/appointments` Calendar (`/calendar`) or list (`/list`). Booking checks the service area: an address outside the serviceable radius is refused with a readable message rather than silently accepted. Reminders go out automatically the day before and three hours before. Both are email — **this system never sends SMS or WhatsApp, anywhere, by design**. ### Complaints — `/admin/crm/complaints` Every complaint gets a category, an owner and a resolution trail. Complaints tied to a production error feed the alteration flow at no charge to the customer. ### Feedback — `/admin/crm/feedback` · Follow-ups — `/admin/crm/follow-ups` · Route plans — `/admin/crm/route-plans` --- ## 4. Orders ### The register — `/admin/orders` Every order, filterable by stage. Tabs across the top count what is in each phase. **Inspect** opens the full order. ### Creating one — `/admin/orders/create` A wizard: customer → garments → measurements → fabric and customisation → charges → quotation. Measurements are *pinned by version* to the order — later edits to the customer's profile do not retroactively change what a garment was cut from. ### Quotations — `/admin/orders/desk/quotations` Price, charges, discounts. **A discount beyond the configured threshold (15% of the line total, or Rs 5,000) requires management sign-off before the quotation can be issued.** The request is raised automatically; you do not need to remember to ask. ### Stage gates — `/admin/orders/desk/gates` The single most useful screen when something is stuck. Shows every gate on every order, what has been recorded, what is outstanding, and who owns it. ### Approvals — `/admin/orders/desk/approvals` and `/admin/approvals/desk` Seven customer approval points and nine internal ones. Anything awaiting a decision appears here with its SLA clock. ### Cancellations — `/admin/orders/desk/cancellations` Three cancellation stages with 16 cost categories, because cancelling before cutting and cancelling after cutting are financially different events. --- ## 5. Production ### Files — `/admin/production/files` The seven-point verification a garment must pass before the floor may touch it. **Schedule the work (assign cutter, tailor, QC officer and the dates) before releasing the file** — G6 requires assignments and a schedule, and release is refused without them. ### Cutting — `/admin/production/cutting` Start the job, cut, then complete it: piece counts, fabric used, wasted and leftover, and **a photograph of the labelled bundle**. The photograph is mandatory — a mislabelled bundle is how a customer receives somebody else's fabric, so the SOP makes the photograph the gate itself. Cut cloth cannot be returned to stock. This is the point of no return. ### Tailoring — `/admin/production/tailoring` Twelve construction steps, ticked as they are completed. Completing the twelfth moves the garment to initial QC — provided the bench handover has been acknowledged by the receiving tailor personally (G8 needs both halves). ### Quality — `/admin/production/quality` Initial and final inspection against a category checklist, with defects recorded by severity and responsible role. **The inspector may never be the person who stitched the garment.** This is enforced in the application *and* by a database constraint. Final QC requires a signed sign-off photograph before the garment may be released to packing. A failed inspection sends the garment to alteration with correction instructions — and failing is never blocked by missing pass-evidence, which would be absurd. ### Finishing — `/admin/production/finishing` · Packing — `/admin/production/packing` Packing requires **two different people** to verify contents before sealing. One person cannot complete it alone; the system rejects a second signature from the same account. ### Alterations — `/admin/production/alterations` Categorised by cause. **A production error is never chargeable to the customer** — the system will not let you bill for it. --- ## 6. Inventory | Screen | Purpose | |---|---| | `/admin/inventory/stock-lots` | Fabric lots, quantities, quarantine status | | `/admin/inventory/suppliers` | Supplier records | | `/admin/inventory/purchase-orders` | Draft → submit → approve, as **three separately-gated steps** — one person cannot do all three | | `/admin/inventory/goods-receipt` | Receiving against a purchase order | | `/admin/inventory/fabric-inspection` | The six-point check: colour/shade, length/width, weave, stains and holes, uneven dye, shrinkage | | `/admin/inventory/customer-fabric` | Cloth the customer supplied — held in custody, never mixed with stock | A failure on **colour/shade or dye evenness** fails the fabric outright and quarantines the lot, because it cannot be matched across a seam. Any other single failure is a conditional pass. --- ## 7. Shipping | Screen | Purpose | |---|---| | `/admin/shipping/shipments` | All shipments and their status | | `/admin/shipping/manifests` | Rider run-sheets for the day | | `/admin/shipping/pod` | Proof of delivery — photograph, signature, failure reasons | | `/admin/shipping/cod` | Cash-on-delivery reconciliation | Karachi is served by own-fleet zones; the rest of Pakistan by courier zones with manual tracking-number entry. **Dispatching with an outstanding balance requires finance approval.** A fully-paid order needs nothing. **COD cash** moves rider → finance as a recorded custody handover, then finance counts it in against the declared amount. Discrepancies are visible, not absorbed. --- ## 8. Finance | Screen | Purpose | |---|---| | `/admin/finance/ledger` | The double-entry general ledger — 31 seeded accounts | | `/admin/finance/closings` | Daily register closing | | `/admin/finance/reports` | Financial reporting | | `/admin/payments/desk` | Recording payments, verifying bank-transfer proofs | Every payment posts a balanced journal entry. **Accounting periods are locked by a database trigger**, not by application code — once a period is closed, a late entry cannot slip in behind the snapshot even by direct database access. Payment methods are COD, bank transfer (with proof upload and a verification queue) and PayFast. --- ## 9. Commission `/admin/commission` · `/admin/commission/payouts` · `/admin/commission/statement` Category-level split rates, pre-sale and post-sale. Commission **matures 15 days after delivery**: before maturity it can be voided; after maturity a reversal is a clawback. Managers earn a configurable override on their team's matured commissions. Negative agent balances are allowed and net against the next payout. --- ## 10. Analytics `/admin/analytics/dashboard` — the management board: 13 widgets across four priority tiers. Also `/financial`, `/leaderboard`, `/production-board`. Figures that are not yet being computed say **"Awaiting data"** rather than showing a zero. This is deliberate: a zero is a number somebody acts on. --- ## 11. Identity, audit and system | Screen | Purpose | |---|---| | `/admin/identity/users` · `/teams` · `/users/tree` | Staff accounts and the org tree | | `/admin/identity/roles` | Role and permission editing | | `/admin/identity/security/*` | Sessions, devices, login history, 2FA enrolment | | `/admin/audit/trail` · `/activity` | The immutable activity trail — append-only, enforced at the database | | `/admin/audit/logins` · `/impersonations` | Who signed in, and who acted as whom | | `/admin/audit/escalations` · `/exceptions` | Escalation board and exception register | | `/admin/notifications/*` | Email templates, preview, delivery log, preferences | | `/admin/core/settings` · `/geography` · `/feature-flags` | Business settings, Karachi zones, flags | | `/admin/queue` | Background job monitor — **check here first when emails stop arriving** | | `/admin/my-checklist` | Your role's own operational checklist | --- ## 12. Super root `/admin/identity/impersonation` Super root can **take over any account** — staff or customer — to see exactly what they see. Every impersonated session is time-limited (30 minutes by default), fully logged, and **financial writes are blocked while impersonating**. You can look, you cannot spend. Super root is also the only account that can **bypass a stage gate**. It requires a written reason, it is audited, and it raises an escalation. Use it when reality and the system disagree — not to save two minutes. --- ## 13. When something is refused | What you see | What it means | |---|---| | A button is missing entirely | Your role does not hold that permission | | "Gate G_ is not satisfied" | Evidence is outstanding — open `/admin/orders/desk/gates` to see exactly what | | "Requires approval" | An approval request has been raised; it is on the approver's desk with an SLA clock | | Inspector refusal at QC | You stitched this garment — someone else must inspect it | | Packing will not seal | It needs a second, different person to verify | | A discount will not apply | It exceeds the threshold and needs management sign-off | | Emails are not arriving | Check `/admin/queue` — the worker is probably not running | Nothing above is a fault. Each one is a control that exists because the SOP asked for it.