Administration & Settings
Profile, team and roles, workspace settings, alert rules, expense categories, audit logs and notifications.
None of this posts
Rule
Configuration, not accounting
These pages configure the workspace and inform people. None of them posts a journal entry.
Profile
- Full name is editable; your email is read-only.
- Save Changes updates your display name.
- There is no in-app password field — Send Reset Email emails a secure reset link.
Administration → ProfileTeam and roles
| Role | Rank | Typical scope |
|---|---|---|
| SUPERADMIN | 100 | Platform level; not an organisation membership role |
| CEO | 80 | Full access; manages team, workspace, billing and Telegram |
| CFO | 70 | Finance, accounting, payables, alert rules, audit logs, AI approvals |
| COO | 60 | Operations, fleet, settlements, port and containers, operations analytics |
| SALES_MANAGER | 50 | Sales, customers, orders, invoicing, sales reports |
| USER | 40 | Trips, vehicles and drivers, inventory, limited invoicing, own dashboard |
Departments are Executive, Finance, Operations and Sales. A Sales Manager is always placed in the Sales department.
Inviting a member
- 01
Open the invite form
Team → Invite Member. Enter email, full name, role and department, then Send Invite.
Administration → Team → Invite Member - 02
The system routes them
If the person already has an account they are added active immediately. Otherwise they receive an invitation email valid for 7 days and appear as Invitation pending.
- 03
Manage pending invitations
Pending invitations can be resent or cancelled.
- CEO cannot be selected in the invite dropdown — there is exactly one CEO.
- The seat limit is enforced: active members plus pending invitations cannot exceed Max Seats.
- You cannot change the role of the CEO or demote the last CFO.
- You cannot remove the CEO or the last CFO.
Workspace settings
| Field | Notes |
|---|---|
| Logo | Upload PNG, JPG, SVG, WEBP or GIF; shown on generated documents |
| Company name | Required |
| Base currency | Choose once — changing is blocked once any journal entry exists |
| Max seats | 1–100; invites are blocked once members plus pending invitations reach the limit |
Invoice numbering is automatic: a serial produces numbers such as INV-<ORG>-00001 and is not editable.
Notification preferences are per user, with in-app and email toggles for overdue invoices, low stock, pending approvals and KPI alerts. Defaults are in-app on, email off.
Administration → Workspace SettingsAlert rules
| Field | Notes |
|---|---|
| KPI | From the available KPI definitions and snapshots |
| Condition | >, <, >=, <=, =, % Up >, % Down < |
| Threshold | A number |
| Cooldown | Minutes; default 1440 (24 hours) |
Alerts are delivered in-app, and by email if the recipient has enabled it. KPI rules are not pushed to Telegram.
Alongside your configurable rules, four built-in checks always run: overdue invoices, low stock, pending approvals and port anomalies. Checks run on dashboard load and every six hours.
Administration → Alert RulesTelegram mapping
One-time technical setup (bot token and webhook) is done by your administrator. Each member starts a chat with the bot and sends /start; the bot replies with their numeric chat ID. Map that ID to the member under Add a mapping → Map chat.
Mapped executives can then use the assistant and approve tasks from Telegram, with a YES/NO confirmation that expires in 15 minutes. Unmapped chats are ignored except /start. Full detail in CH 13.
Administration → Telegram → Add a mapping → Map chatExpense categories
A category is just a name — Fuel, Tolls — used to group trip expenses in analytics. Names are unique per workspace. The page is visible to the CEO and CFO; creating, editing and deleting needs the CEO.
Administration → Expense Categories → Add CategoryAudit logs
Records who did what, when, with old and new values. Columns are timestamp, action, entity, entity ID, user and changes. Filters cover free-text search, user, date range and action or entity-type chips. The list is paginated at 50 per page.
It captures domain mutations across all modules plus authentication events such as LOGIN, LOGOUT, PASSWORD_RESET and INVITE_ACCEPTED. Sensitive values such as passwords, tokens and card numbers are redacted.
Known limitation
Not every action is audited
Coverage is broad but not total. When an audit trail matters for a specific control, confirm that the action is captured before relying on it.
Overview → Audit LogsNotifications
- Types: overdue invoice, low stock, pending approvals, port anomaly, KPI alert and Telegram demurrage push.
- Filter by All, Unread or Read; search; Mark all read; per-item View details.
- The bell polls unread counts every 30 seconds.
Overview → NotificationsBilling & Portal
Known limitation
Coming soon
Billing & Portal is a placeholder today. It is your software subscription, not company accounting, and it never affects the ledger.
Dashboard home by role
| Role | Cards |
|---|---|
| CEO | Revenue, cash balance, outstanding, this month, active trips, fleet, drivers, pending orders |
| CFO | Revenue, cash, outstanding, average invoice, this month, overdue, collected, expenses |
| COO | Active trips, fleet, drivers, utilisation, trips month-to-date, average trip, completed, pending settlements |
| SALES_MANAGER | Invoices raised, outstanding, pending orders, revenue, average invoice, top customer |
| USER | Active trips, fleet size, active drivers |
Loading the dashboard also runs alert checks for the signed-in user.
Troubleshooting
| Message | Fix |
|---|---|
| Name cannot be empty | Enter a name |
| Only the CEO can invite members | Ask the CEO |
| User is already a member of this organisation | No action |
| Cannot change the role of the last CFO / Cannot remove the last CFO | Promote another CFO first |
| Cannot change the role of the CEO / Cannot remove the CEO | Use the transfer action, which is an administrator action |
| This chat ID is already mapped to a member | Unmap first |
| Category name is required | Enter a name |
| Base currency cannot be changed after transactions have been recorded | Keep the current base currency |
| Only the CEO can update organisation settings | Ask the CEO |
Cheat sheet
- Change my name or password
- Profile
- Invite someone
- Team → Invite Member
- Change a role or remove someone
- Team (inline or trash icon)
- Rename the company, set base currency, upload a logo
- Workspace Settings → Organization
- Choose which alerts I get
- Workspace Settings → Notifications
- Add a KPI alert
- Alert Rules → Add Rule
- Link Telegram
- Telegram → Map chat
- Add an expense category
- Expense Categories (CEO)
- See who changed what
- Audit Logs
- Read my alerts
- Notifications