Admin User Manual

Welcome to The Logistic Manager

This app is a complete logistics and removals business management platform. It has two separate portals: an Admin/Manager portal (full access) and a Staff portal (restricted access). This manual covers the Admin portal.

Logging In

Sign in to access your dashboard and business data.

1. 1Open the app — you will land on the Welcome page.
2. 2Tap "Sign In" at the top right.
3. 3Enter your registered email and password.
4. 4Tap "Sign In" to authenticate.
5. 5Wait for the post-login sync to complete — it restores your business details, payment status, and routes you to the Dashboard.

Starting Your Free Trial

New admin accounts get a 7-day free trial automatically. No payment is required during the trial.

1. 1Register your business from the Welcome page (tap "Get Started" as a Business Owner).
2. 2Complete the registration form with your business name, email, and password.
3. 3Verify your email using the code sent to you.
4. 4Your 7-day trial starts automatically once you log in.
5. 5You will see a trial countdown banner at the top of the Dashboard.

Subscribing (Annual Plan)

After your trial expires, an annual subscription via PayPal is required to keep using the app.

1. 1When the trial expires, you will be redirected to the Payment page automatically.
2. 2Review the annual plan pricing and features.
3. 3Tap the PayPal "Pay Now" button.
4. 4Log in to PayPal and approve the payment.
5. 5Once payment is verified, your account is unlocked and you are redirected back to the Dashboard.
6. 6A payment receipt is emailed to you automatically.

Overview

The Dashboard is your command centre. It shows status summary cards (Pending, In Progress, Completed, Overtime), a searchable job list, and quick-access tools.

Viewing Jobs by Status

Filter the job list by status to focus on what needs attention.

1. 1Open the Dashboard from the bottom navigation bar.
2. 2Tap the status filter tabs at the top (All, Pending, In Progress, Completed, Overtime).
3. 3The job list below updates to show only jobs matching that status.

Searching for a Job

Find a specific job quickly by name, staff, or address.

1. 1Tap the search bar at the top of the job list.
2. 2Type the job name, assigned staff name, or address.
3. 3Results filter automatically as you type.

Opening a Job

View full details of any job.

1. 1Find the job card in the list.
2. 2Tap the card to open the Job Detail page.
3. 3Review progress, GPS, check-in/out, photos, costs, and chat.

Switching Grid / List View

Toggle between grid and list layouts.

1. 1Look for the view toggle icon in the top right of the job list.
2. 2Tap it to switch between grid (cards) and list (rows) layouts.

Using Admin Tools

Admins see additional tools on the Dashboard: Fleet Control, Route Optimizer, AI Scheduler, and Manual Job Assignment. These are hidden from staff.

1. 1Scroll to the admin tools section on the Dashboard.
2. 2Tap "Fleet Control" to manage vehicles and maintenance.
3. 3Tap "Route Optimizer" to plan efficient job routes.
4. 4Tap "AI Scheduler" to auto-assign jobs to staff.
5. 5Tap "Manual Job Assignment" to assign a job to a specific staff member yourself.

Creating a New Job

Create a job from the Dashboard to assign it to staff and track it through completion.

1. 1From the Dashboard, tap the "New Job" button.
2. 2Enter the Job Name (usually the pickup or delivery address).
3. 3Select the Job Type: Installation or Pickup.
4. 4Select the Assigned Staff (main driver) from the dropdown.
5. 5Select an Off-Sider if a second person is needed.
6. 6Set the Scheduled Date and Scheduled Time.
7. 7Enter the Location Address (use the address autocomplete for accuracy).
8. 8Set the number of Bedrooms, Lounges, Kitchens, and Dining Rooms.
9. 9Optionally set Labour Rate, Travel Distance, and Vehicle Type.
10. 10Tap "Create Job" to save — the job appears on the Dashboard as Pending.

Viewing the Job Detail Page

Each job has a detail page with a progress checklist, GPS tracking, check-in/check-out, photo uploads, labour cost panel, travel cost calculator, inventory usage, and a chat panel.

1. 1Tap any job card on the Dashboard.
2. 2The Job Detail page opens showing all sections.
3. 3Scroll to review progress steps, GPS location, check-in times, photos, and costs.
4. 4Use the chat panel at the bottom to message staff about this specific job.

Tracking Job Status

Jobs move through: Pending → In Progress → Completed. Jobs that exceed their time limit are flagged as Overtime.

1. 1New jobs start as "Pending" automatically.
2. 2When staff begin the job and check in, status changes to "In Progress".
3. 3When staff complete all progress steps and check out, status changes to "Completed".
4. 4If the job exceeds its time limit, it is flagged as "Overtime".
5. 5Admins can manually override the status from the Job Detail page if needed.

Assigning Staff to a Job

The "assigned staff email" field links the job to the staff member's portal — they will only see jobs where their email matches.

1. 1Open the job in Job Detail or create a new job.
2. 2In the Assigned Staff field, select the staff member by name.
3. 3Verify the "Assigned Staff Email" is filled in correctly (it auto-fills from the staff record).
4. 4Save the job — the staff member will see it in their portal on next login.
5. 5The staff member receives a push notification about the new assignment.

Setting Labour Costs

The Labour Cost Panel lets you set crew size, hours, and rate. You can use Award rates or enter a manual rate. Labour cost is required before a job can be marked complete.

1. 1Open the Job Detail page.
2. 2Scroll to the Labour Cost Panel.
3. 3Enter the Number of Staff (crew size).
4. 4Enter the Estimated Hours for the job.
5. 5Choose a rate method: Manual Rate or Award Rate.
6. 6If Manual: enter the hourly rate per person.
7. 7If Award: select the trade/industry and pick the matching award classification.
8. 8The total labour cost calculates automatically.
9. 9Tap "Save Labour Cost" to store it on the job.

Calculating Travel Costs

Enter the travel distance and vehicle type — the app calculates travel charges automatically based on per-km rates.

1. 1Open the Job Detail page and scroll to the Travel section.
2. 2Enter the Travel Distance in kilometres (or use the address-based distance calculator).
3. 3Select the Vehicle Type (car, van, ute, truck).
4. 4The travel cost total calculates automatically based on the vehicle's per-km rate.
5. 5Tap "Save Travel Cost" to store it on the job.

How Staff Linking Works

Staff and Admin are separate accounts. A "StaffLink" record bridges them — it ties a staff member's email to your admin email so they can see your jobs, rosters, and payroll data.

Step 1 — Staff Registers

A staff member signs up via the Welcome page as a "Worker/Staff".

1. 1The staff member opens the app and lands on the Welcome page.
2. 2They tap "Get Started" and select "I'm a Worker / Staff".
3. 3They fill in their full name, email, phone, and password.
4. 4They verify their email with the code sent to them.
5. 5This creates a User account (role: user) and a StaffRegistration record (status: pending).

Step 2 — Admin Approves Registration

Review and approve pending staff registrations before they can be linked.

1. 1Go to Settings → Staff & Access.
2. 2Scroll to the "Pending Staff Registrations" section.
3. 3Review the staff member's details (name, email, phone, employment type).
4. 4Tap "Approve" to approve, or "Reject" to decline.
5. 5Approved staff can now be invited and linked.

Step 3 — Admin Sends Invite + Link

Invite the staff member and create the StaffLink record that bridges their account to yours.

1. 1Go to Settings → Staff & Access.
2. 2Find the "Invite & Link Staff by Email" field.
3. 3Enter the staff member's email address.
4. 4Tap "Invite & Link".
5. 5A platform invitation email is sent to the staff member.
6. 6A StaffLink record is created with status "pending".

Step 4 — Staff Accepts the Link

The staff member accepts the pending invitation from their own Settings page.

1. 1The staff member logs in to their account.
2. 2They go to Settings → Staff Link Status.
3. 3They see the pending invitation from your business.
4. 4They tap "Accept & Link Account".
5. 5The StaffLink status changes to "active".

Step 5 — Data Syncs on Login

On each staff login, the postLoginSync function auto-accepts pending links and pulls their scoped data.

1. 1The staff member logs in.
2. 2postLoginSync runs automatically and activates any pending links.
3. 3It pulls their assigned jobs, payroll, check-ins, and rosters — all scoped to their email.
4. 4They are routed to their staff Dashboard with only their data visible.

Deactivating a Staff Link

Cut off a staff member's access to your live data without deleting their account.

1. 1Go to Settings → Staff & Access.
2. 2Find the staff user in the linked staff list.
3. 3Tap "Deactivate Link".
4. 4The staff member loses access to your live jobs, payroll, and rosters immediately.
5. 5Tap "Reactivate" later if you want to restore their access.

Adding a New Client

The Clients page lets you add, edit, and view all clients. Each client record stores name, email, phone, address, company, job type preference, and notes.

1. 1Open the Clients page from the bottom navigation or admin menu.
2. 2Tap "Add Client" or the "+" button.
3. 3Enter the client's full name (required).
4. 4Enter their email (required) and phone (required).
5. 5Optionally add address, company name, and job type preference.
6. 6Add any notes about the client.
7. 7Tap "Save" to create the client record.

Editing a Client

Update client details at any time.

1. 1Open the Clients page.
2. 2Tap the client you want to edit.
3. 3Tap "Edit" on the client detail view.
4. 4Update the fields you need to change.
5. 5Tap "Save" to apply the changes.

Viewing Client History

Each client tracks total jobs completed, total amount spent, and last job date — these update automatically as jobs are completed.

1. 1Open the Clients page.
2. 2Tap a client to open their detail view.
3. 3Review the stats: Total Jobs Completed, Total Spent, and Last Job Date.
4. 4These update automatically when jobs are marked complete.

Logging a Client Interaction

Log calls, emails, meetings, and notes against each client with follow-up reminders.

1. 1Open the client's detail view.
2. 2Tap "Log Interaction" or "Add Note".
3. 3Select the interaction type (call, email, meeting, note, SMS).
4. 4Write a summary of the interaction.
5. 5Toggle "Follow-up Required" if needed and set a follow-up date.
6. 6Tap "Save" to log the interaction.

Client Portal & Payments

Clients receive quotes and invoices via email with a "Pay Now" button. Client payments are tracked and can be confirmed or declined by admin.

1. 1Send a quote or invoice to the client via email (see Quotes & Invoices section).
2. 2The client receives an email with a "Pay Now" button.
3. 3When the client clicks Pay Now and indicates payment, a ClientPayment record is created.
4. 4Go to the Invoices or Payments section to review incoming payments.
5. 5Tap "Confirm" to mark a payment as received, or "Decline" if it didn't arrive.

Creating a Quote

Create quotes with line items (labour, inventory, travel, upsells) and send them to clients via email with a unique quote number (Q-XXXX).

1. 1Open the Quotes Manager page.
2. 2Tap "Create Quote" or "New Quote".
3. 3Select or enter the client details (name, email, phone, address).
4. 4Add line items: tap "Add Line Item" for each service.
5. 5For each line item, enter description, quantity, and unit price.
6. 6Add labour, inventory, travel, and upsell items as needed.
7. 7Review the subtotal, tax (10% GST), and total.
8. 8Tap "Save Quote" — a unique quote number (Q-XXXX) is generated.

Sending a Quote to a Client

Email the quote to the client with a response link so they can accept, decline, or request changes.

1. 1Open the quote in the Quotes Manager.
2. 2Tap "Send to Client" or "Email Quote".
3. 3Verify the client's email address.
4. 4Tap "Send" — the client receives an email with the quote and a response link.
5. 5The quote status changes to "Sent".

Reviewing Quote Responses

When a client responds to a quote, the response is captured automatically.

1. 1Open the Quotes Manager page.
2. 2Tap the "Responses" or "Quote Responses" tab.
3. 3Review each response — you will see the client's decision (accepted, declined, needs revision) and any comments.
4. 4If accepted, convert it to an invoice (see below).
5. 5If "needs revision", update the quote and resend.

Converting a Quote to an Invoice

Turn an approved quote into an invoice with one tap.

1. 1Open the approved quote in Quotes Manager.
2. 2Tap "Convert to Invoice".
3. 3A new invoice is created with all line items and client details pre-filled.
4. 4Review and adjust if needed.
5. 5Tap "Save Invoice" — a unique invoice number is generated.

Creating an Invoice Directly

Create invoices without a quote if needed.

1. 1Open the Invoices page.
2. 2Tap "Create Invoice" or "New Invoice".
3. 3Enter customer name, email, phone, and billing address.
4. 4Add line items (description, quantity, unit price, total).
5. 5Set the tax rate (default 10% GST) and due date.
6. 6Review subtotal, tax, and total.
7. 7Tap "Save Invoice" — the invoice is created as "Draft".

Generating an Invoice PDF

Generate a professional PDF with your business details, ABN, and bank details.

1. 1Open the invoice in the Invoices page.
2. 2Tap "Generate PDF" or "Download PDF".
3. 3Wait for the PDF to be generated.
4. 4The PDF includes your business name, ABN, address, bank details, and line items.
5. 5Download or email it to the client.

Emailing an Invoice

Send invoices directly to clients from the Invoices page.

1. 1Open the invoice in the Invoices page.
2. 2Tap "Email Invoice" or "Send to Client".
3. 3Verify the client's email address.
4. 4Tap "Send" — the client receives the invoice with a "Pay Now" button.
5. 5The invoice status changes to "Sent".

Tracking Invoice Payments

Invoice statuses: Draft → Sent → Paid → Overdue. Confirm payments when they arrive.

1. 1Open the Invoices page.
2. 2Filter by status (Draft, Sent, Paid, Overdue) to find invoices needing attention.
3. 3When a client clicks "Pay Now", a ClientPayment record appears.
4. 4Review the payment in the Payments section.
5. 5Tap "Confirm" to mark the invoice as "Paid", or "Decline" if the payment didn't arrive.
6. 6Overdue invoices are flagged automatically based on the due date.

Calculating Payroll

The Payroll page calculates staff wages based on hours worked, hourly rates, and award classifications. Payroll records are generated from job check-ins, check-outs, and break data.

1. 1Open the Payroll page from the admin menu.
2. 2Select the pay period (start and end date).
3. 3Select the staff member(s) to calculate, or choose "All Staff".
4. 4Tap "Calculate Payroll" — the app pulls check-in/check-out and break data for the period.
5. 5Review the generated payroll records: hours, gross pay, tax, net pay, and super.
6. 6Adjust any manual entries if needed.
7. 7Tap "Save Payroll" to store the records.

Generating a Single Payslip

Generate an individual payslip for one staff member.

1. 1Open the Payroll page.
2. 2Find the staff member's payroll record for the period.
3. 3Tap "Generate Payslip".
4. 4Review the payslip details (hours, gross, tax, net, super).
5. 5Tap "Save" to generate the payslip.

Generating Bulk Payslips

Generate payslips for all staff at once and email them.

1. 1Open the Payroll page.
2. 2Select the pay period.
3. 3Tap "Bulk Payslips" or "Generate All Payslips".
4. 4Review the list of payslips to be generated.
5. 5Tap "Generate & Send" — payslips are created and emailed to each staff member.

Generating a Superannuation Report

Generate super reports for each staff member showing super payable for a period.

1. 1Open the Payroll page.
2. 2Tap "Super Report" or "Superannuation Reports".
3. 3Select the period and staff member(s).
4. 4Tap "Generate Report".
5. 5Review the super payable amounts per staff member.
6. 6Use this report to make super contributions to each staff member's fund.

Generating an ABA File

Generate ABA files for bulk bank payments to staff — upload this to your bank for direct deposit.

1. 1Open the Payroll page.
2. 2Tap "Generate ABA File".
3. 3Select the pay period.
4. 4Verify the bank details for each staff member are correct.
5. 5Tap "Generate" — an ABA file is downloaded.
6. 6Upload this file to your bank's online portal to process direct deposits.

Generating Weekly & Monthly Reports

Generate summary reports for your records and accounting.

1. 1Open the Payroll page.
2. 2Tap "Weekly Report" or "Monthly Report".
3. 3Select the period.
4. 4Tap "Generate" — a summary of all payroll for the period is produced.
5. 5Download or print for your records.

Payroll Signature & Approval

Staff can view their payslips and electronically sign to acknowledge receipt.

1. 1Staff open their Staff Payroll Dashboard.
2. 2They select the payslip they want to review.
3. 3They tap "Sign" and draw their signature on screen.
4. 4The signature and timestamp are stored on the payroll record.
5. 5Admins can view signed payslips in the Payroll page.

Viewing the Calendar

The Calendar page shows all scheduled jobs in a month/week/day view. Filter by staff member or job type.

1. 1Open the Calendar page from the bottom navigation.
2. 2Choose your view: Month, Week, or Day using the toggle at the top.
3. 3Tap a filter to narrow by staff member or job type.
4. 4Tap any event on the calendar to open the job detail page.

Syncing Jobs to Google Calendar

Jobs can be synced to Google Calendar — when a job is created with a scheduled date/time, a calendar event is created and linked back to the job.

1. 1Ensure the Google Calendar connector is authorised (Settings → Integrations).
2. 2Create a job with a scheduled date and time (see Creating Jobs).
3. 3A Google Calendar event is created automatically when the job is saved.
4. 4The event appears in your Google Calendar with the job name and location.
5. 5Changes to the job date/time update the calendar event automatically.

Viewing Staff Work Calendars

Staff see their own work calendar showing only their assigned jobs. Admins can view all staff calendars.

1. 1Open the Staff Calendar Admin page from the admin menu.
2. 2Select a staff member from the dropdown to view their calendar.
3. 3Review their assigned jobs, shifts, and leave.
4. 4Tap any event to open the job or shift detail.

Building a Weekly Roster (Shift Scheduler)

Build weekly rosters and shifts for staff, then notify them.

1. 1Open the Shift Scheduler page.
2. 2Select the week you want to roster.
3. 3Tap an empty shift slot or "Add Shift".
4. 4Select the staff member, start time, and end time.
5. 5Add any notes for the shift.
6. 6Repeat for each shift in the week.
7. 7Tap "Publish Roster" — staff receive push notifications and emails with their shifts.

Managing Leave Requests (Leave Calendar)

View and manage staff leave requests — approve or decline, and see approved leave on a calendar.

1. 1Open the Leave Calendar page.
2. 2Tap the "Pending Requests" tab to see leave awaiting approval.
3. 3Review the staff member's request: dates, type, and reason.
4. 4Tap "Approve" to grant the leave, or "Decline" to reject.
5. 5Approved leave appears on the calendar view.
6. 6The staff member is notified of your decision.

Adding a Vehicle for Maintenance Tracking

Track vehicle servicing schedules by date and odometer. The app flags vehicles as OK, Due Soon, or Overdue based on service intervals.

1. 1Open the Fleet Maintenance page.
2. 2Tap "Add Vehicle" or "New Maintenance Record".
3. 3Enter the Vehicle Registration (rego) and Vehicle Name (e.g. "Isuzu NPR White").
4. 4Set the Service Interval (days and/or km).
5. 5Enter the Last Service Date and Odometer.
6. 6Set the Alert Days Before Due (default 14).
7. 7Tap "Save" — the vehicle is now tracked.

Updating Vehicle Odometer & Service

Keep maintenance status accurate by logging services and odometer readings.

1. 1Open the Fleet Maintenance page.
2. 2Find the vehicle and tap "Update" or "Log Service".
3. 3Enter the current odometer reading.
4. 4Enter the service date, type, cost, and serviced-by details.
5. 5Tap "Save" — the status recalculates (OK, Due Soon, Overdue).

Logging a Vehicle Trip (Logbook)

Log vehicle trips for tax and logbook compliance.

1. 1Open the Vehicle Logbook page.
2. 2Tap "New Entry" or "Log Trip".
3. 3Select the vehicle.
4. 4Enter the start and end odometer readings (distance auto-calculates).
5. 5Enter the trip purpose and date.
6. 6Tap "Save" to log the trip.

Reviewing Vehicle Safety Checks

Staff complete pre-start vehicle safety checks; admins review them.

1. 1Open the Vehicle Checks Admin panel.
2. 2Review the list of submitted checks (newest first).
3. 3Tap a check to view details: items checked, photos, and notes.
4. 4Mark any issues for follow-up or flag the vehicle as unsafe if needed.

Tracking Vehicles Live (Vehicle Tracker)

View live GPS locations of vehicles and staff on a map during active jobs.

1. 1Open the Vehicle Tracker page.
2. 2The map shows all active vehicles with live GPS positions.
3. 3Tap a vehicle marker to see the driver name and job details.
4. 4Positions update in real time during active jobs.

Adding an Inventory Item

Track tools, parts, packaging, consumables, and equipment. Each item has stock quantity, low-stock threshold, unit cost, supplier details, and SKU.

1. 1Open the Inventory page.
2. 2Tap "Add Item" or "New Item".
3. 3Enter the Item Name (required).
4. 4Select the Category (tools, parts, packaging, consumables, equipment, materials).
5. 5Enter the Stock Quantity (required).
6. 6Set the Low Stock Threshold (default 5) — you will be alerted when stock falls below this.
7. 7Enter the Unit Cost and Unit of measure (pcs, rolls, kg).
8. 8Optionally add supplier name, contact, SKU, and photos.
9. 9Tap "Save" to create the item.

Checking Low Stock Alerts

Items below their low-stock threshold are flagged — restock before running out on a job.

1. 1Open the Inventory page.
2. 2Look for items highlighted in red or with a "Low Stock" badge.
3. 3These items are at or below their low-stock threshold.
4. 4Contact the supplier to restock, or tap the item to update its quantity after restocking.

Logging Inventory Usage on a Job

Log inventory used on each job — usage is automatically costed and added to the job's total inventory cost.

1. 1Open the Job Detail page.
2. 2Scroll to the Inventory Usage section.
3. 3Tap "Add Usage" or "Log Materials".
4. 4Select the inventory item from the dropdown (or enter a manual item name).
5. 5Enter the quantity used.
6. 6The unit cost auto-fills and the line total calculates.
7. 7Tap "Save" — stock is reduced and the cost is added to the job.

Logging Damage or Loss

Log damaged, lost, or items needing maintenance — track repair costs and resolution.

1. 1Open the Inventory page.
2. 2Find the affected item and tap "Log Damage" or open the Damage Logs section.
3. 3Select the log type: Damage, Maintenance, or Loss.
4. 4Enter a description of what happened.
5. 5Enter the quantity affected and estimated repair cost.
6. 6Optionally link it to a job if the damage occurred on-site.
7. 7Tap "Save" — the log is created with status "Open".
8. 8Update the status to "In Repair" or "Resolved" when fixed.

Viewing the Analytics Dashboard

View key metrics: jobs completed, revenue, average job value, staff productivity, and overtime trends. Charts update in real time.

1. 1Open the Analytics page from the admin menu.
2. 2Review the summary cards at the top (total jobs, revenue, avg job value).
3. 3Scroll down to view charts: jobs over time, revenue trends, staff productivity.
4. 4Use the date range selector to filter by period (this week, month, quarter, year).
5. 5Tap any chart segment for more detail.

Generating a Report

Generate detailed reports on jobs, revenue, staff performance, and fleet costs for accounting or business review.

1. 1Open the Reports page.
2. 2Select the report type (Jobs, Revenue, Staff Performance, Fleet Costs).
3. 3Select the date range.
4. 4Tap "Generate Report".
5. 5Review the report on screen.
6. 6Tap "Export" or "Download" to save a copy for your records or accountant.

Viewing the Staff Leaderboard

See staff ranked by jobs completed, hours worked, and efficiency — use to incentivise performance.

1. 1Open the Leaderboard page.
2. 2Review the ranked list of staff members.
3. 3See metrics: jobs completed, hours worked, and efficiency score.
4. 4Use the period filter to compare weekly, monthly, or all-time performance.

Updating Business Details

Enter your legal business name, ABN, ACN, address, phone, email, website, industry, and bank account details. These appear on quotes, invoices, and payslips.

1. 1Open the Settings page.
2. 2Scroll to the "Business Details" section and tap "Edit".
3. 3Enter your Business Name (required), ABN (required), and ACN if applicable.
4. 4Enter your street address, suburb, state, and postcode (all required).
5. 5Add phone, email, website, and industry.
6. 6Enter your bank account name, BSB, and account number for invoice payments.
7. 7Optionally set default super fund, payroll contact email, and max employees.
8. 8Tap "Save" — these details appear on all quotes, invoices, and payslips.

Inviting & Linking Staff

Invite and link staff, approve registrations, and manage link statuses.

1. 1Open Settings → Staff & Access.
2. 2Review pending staff registrations and approve or reject them.
3. 3Use the "Invite & Link Staff by Email" field to send an invite and create a StaffLink.
4. 4Manage active links: deactivate or reactivate as needed.
5. 5See the full Staff Linking section above for the complete workflow.

Customising App Appearance

Customise the app's appearance, including business logo and branding.

1. 1Open Settings → App Customization.
2. 2Upload your business logo (tap the camera/upload icon).
3. 3Enter your business display name.
4. 4Tap "Save" — the logo and name appear across the app for all users.

Configuring Staff Permissions

Configure which pages and features each staff role can access.

1. 1Open Settings → Staff Permissions.
2. 2Select the staff role you want to configure (staff, manager).
3. 3Toggle each page/feature on or off for that role.
4. 4Tap "Save" — access changes apply on the staff member's next login.

Managing User Roles

Change user roles between admin, manager, and user — promote or demote staff as needed.

1. 1Open Settings → User Role Manager.
2. 2Find the user in the list.
3. 3Tap their current role and select the new role (admin, manager, user).
4. 4Tap "Save" — the role change takes effect immediately.

Configuring Tax Thresholds

Configure tax thresholds and rates used in payroll calculations.

1. 1Open Settings → Tax Thresholds.
2. 2Review the current tax brackets and rates.
3. 3Edit any threshold amounts or rates as needed.
4. 4Tap "Save" — updated rates apply to future payroll calculations.

Setting Notification Preferences

Control which notifications you receive — job assignments, check-ins, quote responses, leave requests, and more.

1. 1Open Settings → Notification Preferences.
2. 2Review the list of notification types.
3. 3Toggle each notification type on or off.
4. 4Changes save automatically — you will only receive the notifications you have enabled.

Sending a General Chat Message

The Chat page has a general channel and job-specific channels. Message staff in real time.

1. 1Open the Chat page from the bottom navigation.
2. 2Select the "General" channel.
3. 3Type your message in the input box at the bottom.
4. 4Tap "Send" — all linked staff see the message in real time.

Messaging About a Specific Job

Job-specific chats keep communication organised per job.

1. 1Open the Job Detail page for the job you want to discuss.
2. 2Scroll to the Chat panel at the bottom.
3. 3Type your message and tap "Send".
4. 4Only staff assigned to that job see the message.
5. 5Alternatively, open the Chat page and select the job channel from the list.

Enabling Push Notifications

Staff and admins receive push notifications for job assignments, check-ins, check-outs, break approvals, quote responses, and system updates.

1. 1When prompted by your browser or device, tap "Allow Notifications".
2. 2If you missed the prompt, go to Settings → Notification Preferences and tap "Enable Push".
3. 3Ensure notifications are enabled in your browser/device settings for this app.
4. 4You will now receive push alerts for the events you have enabled.

Using the AI Assistant

The AI Assistant lets you ask questions about your business data, get scheduling suggestions, and generate reports using natural language.

1. 1Open the AI Assistant page.
2. 2Type your question or request in the chat box (e.g. "How many jobs did we complete this week?").
3. 3The AI analyses your business data and responds with an answer.
4. 4Ask follow-up questions for more detail or different insights.
5. 5Use it for scheduling suggestions, report summaries, and quick data lookups.

Approving a Staff Registration

Staff register via the Welcome page with their details and documents. Admins approve registrations before staff can be linked.

1. 1Go to Settings → Staff & Access.
2. 2Scroll to "Pending Staff Registrations".
3. 3Review the staff member's details: name, email, phone, employment type, hourly rate.
4. 4Tap "Approve" to allow them to be linked, or "Reject" to decline.
5. 5Once approved, invite and link them (see Staff Linking section).

Creating & Sending an Employment Contract

Create and send employment contracts to staff. Contracts can be e-signed by both the staff member and manager. Templates are available for full-time, part-time, casual, and contractor roles.

1. 1Open the Contracts section (from Staff Management or Settings).
2. 2Tap "Create Contract".
3. 3Select the staff member (or enter manual contractor details).
4. 4Select the Contract Type (full-time, part-time, casual, contractor).
5. 5Enter the position title, start date, hourly rate, and hours per week.
6. 6Choose a contract template or write custom terms.
7. 7Tap "Save" then "Send to Staff" — the staff member receives an email to review and e-sign.
8. 8Once the staff member signs, you (the manager) can add your e-signature to activate the contract.

Verifying Staff Documents

Staff upload documents (driver licence, police check, white card, etc.). Admins review and approve/reject. Expiry alerts are sent for documents nearing expiration.

1. 1Open the Document Verification panel (from Staff Management).
2. 2Review the list of pending document submissions.
3. 3Tap a document to view the uploaded file.
4. 4Check the document type, issue date, expiry date, and document number.
5. 5Tap "Approve" if valid, or "Request Correction" with a note if something is wrong.
6. 6Tap "Reject" if the document is invalid.
7. 7Documents nearing expiry trigger automatic renewal alerts to the staff member.

Managing Leave Requests

Staff submit leave requests. Admins approve or decline via the Leave Calendar.

1. 1Open the Leave Calendar page.
2. 2Tap the "Pending" tab to see requests awaiting approval.
3. 3Review the staff member's request: leave type, dates, and reason.
4. 4Tap "Approve" to grant the leave, or "Decline" to reject.
5. 5Approved leave appears on the calendar and the staff member is notified.

Approving Shift Swaps

Staff can request shift swaps. Admins review and approve swap requests.

1. 1Open the Shift Swap Approval list (from Shift Scheduler or Staff Management).
2. 2Review pending swap requests: original shift, requesting staff, and proposed replacement.
3. 3Tap "Approve" to allow the swap, or "Decline" to reject.
4. 4Both staff members are notified of your decision.
5. 5The shift is reassigned to the replacement staff member if approved.

Staff Can't See Jobs

If a staff member can't see their assigned jobs, check the link and email match.

1. 1Go to Settings → Staff & Access and confirm the staff member has an active StaffLink.
2. 2If the link is inactive, tap "Reactivate".
3. 3Open the job in Job Detail and verify the "Assigned Staff Email" matches the staff member's account email exactly (case-sensitive).
4. 4If the email is wrong, edit the job and correct it.
5. 5Ask the staff member to log out and log back in to trigger a fresh sync.

Staff Locked Out of Data

If a staff member has no access to your business data, check their link and role.

1. 1Go to Settings → Staff & Access.
2. 2Check if their StaffLink is inactive — if so, tap "Reactivate".
3. 3Go to Settings → User Role Manager and verify their role is "user" (not "admin").
4. 4If they are set as "admin", change them to "user" — admin accounts don't use StaffLink scoping.
5. 5Ask them to log out and back in.

Subscription Lockout

If you see the lockout screen, your trial has expired or payment failed.

1. 1On the lockout screen, verify your email address.
2. 2Tap "Proceed to Payment".
3. 3Complete the PayPal payment for the annual plan.
4. 4Once payment is verified, your account is unlocked automatically.
5. 5You are redirected back to the Dashboard.

Jobs Not Syncing

If job data seems stale or missing, force a fresh sync.

1. 1Check your internet connection is active.
2. 2Pull down to refresh the page, or tap the refresh icon.
3. 3If that doesn't work, log out and log back in — postLoginSync re-pulls all data on login.
4. 4If the issue persists, clear your browser cache and try again.

Payroll Not Calculating

If payroll shows zero hours or doesn't calculate, check the source data.

1. 1Open the staff member's jobs for the pay period.
2. 2Verify each job has a check-in and check-out time recorded.
3. 3Payroll is calculated from actual worked hours (check-in to check-out minus breaks), not scheduled time.
4. 4If check-in/out is missing, ask the staff member to check in/out on their next job, or add the times manually.
5. 5Re-run the payroll calculation.

Need More Help

If none of the above solves your issue, use the in-app help resources.

1. 1Open the Help Guide page from Settings for step-by-step tutorials.
2. 2Use the AI Assistant to ask questions about your data.
3. 3Open the Technical Help modal from Settings if you have a technical issue.
4. 4Contact support through the app if you need further assistance.