5.1 Admin Role

The Admin section lists all registered admins. Clicking on the plus (+) button next to a name expands a list of action buttons for managing that specific administrator.

1. Admin Details

  • Edit Detail – Modify administrator information.
  • Email Role – Assign or update the admin’s role via email.
  • View Detail – See full details of the administrator.

2. Emails

  • Send Email – Send an email to the administrator.
  • View Email – Access previously sent or received emails.

3. Notes

  • Add Notes – Add internal notes related to the administrator.
  • View Notes – Review existing notes.

4. Tasks

  • Add Task – Assign a task to the administrator.
  • View Task – See tasks assigned to the administrator.

📌 Tip: This section helps efficiently manage user roles, permissions, and communications within the system.

1. Admin Details

When you click on the Admin Details button and select Edit Detail, a popup window will appear, allowing you to update the administrator’s information.

Steps to Edit Admin Details:

  1. Click on the Admin Details dropdown.
  2. Select Edit Detail.
  3. A popup form will appear.
  4. Update the necessary information for the administrator.
  5. Ensure all *required fields (marked with an asterisk ) are filled.
  6. Click the Update button to save the changes.

📌 Tip: The system will not allow you to proceed unless all required fields are completed.

Admin Roles & Access

There are two types of admins in the system:

a. Primary Admin

✅ Has access to all branches and high-level system settings.
✅ Can manage global business settings, workflows, and user roles.
✅ Has full control over branch management and can oversee multiple branches.

b. Branch Admin

✅ Can only access information related to their assigned branch.
✅ Manages branch-specific activities, customer records, and assigned staff.
✅ Can oversee tasks, customer interactions, and branch-specific reports.

Email Role – Assign or update the admin’s role via email.

View Detail – See full details of the administrator.

2. Emails

Send Email – When clicking on the Email button, a popup window will appear, allowing you to send an email to a specific role or individual.

  1. Select a Role – Choose the specific role you want to send the email to (e.g., Administrator, Account Manager, Business Development Manager).
  2. Admin Input Field – Search for or manually enter the recipient’s email address.
  3. CC Field – If you choose Yes, an additional input field will appear where you can enter another email address to CC (copy) the email.
  4. Sending Method – Choose between:
    1. Email – Sends the message via email.
    2. Letter – Allows you to format the email as a formal letter.
  5. Email Templates – Use a predefined email template from your company’s email system.
  6. Email Subject Field – Enter the subject of your email.
  7. Attach Field – Upload any attachments (e.g., PDFs, documents, images).
  8. Content Field – Write the main content of your email.
  9. Click Send to deliver the email.

    📌 Tip: Double-check the email address and content before sending to ensure accuracy.

View Email – Access previously sent or received emails.
1.+ button to expand Action buttons
2. List of action buttons

check out the full Email Documentation Backhand index pointing right here

3. Notes

Add Notes – Add internal notes related to the administrator.
The Notes section allows users to add important details related to a specific role or task.

Fields in the Notes Section:

  • Start Time* – Select the start time for the note entry.
  • End Time* – Select the end time (must be greater than the start time).
  • Total Minutes – Automatically calculates the duration based on the start and end times.
  • Subject* – Enter a title or brief subject for the note.
  • Description* – Provide detailed information about the note.

Important Rule:

⚠️ End Time must be greater than Start Time to ensure valid time tracking.

📌 Tip: Ensure all *required fields (marked with an asterisk ) are completed before saving the note.

View Notes – Review existing notes.

The View Notes section allows users to manage previously added notes.

  • Users can see a list of existing notes with details such as start time, end time, subject, and description.
  • Clicking on the plus (+) button next to a note will expand the available action buttons.

Available Actions:

  1. Edit – Modify the note details.
  2. View – Open and read the full note.
  3. Download – Save the note as a file.
  4. Add Note– Link a Note entry to the note if necessary.
  5. Add Task – Create a related task based on the note.
  6. Delete – Remove the note permanently.

📌 Tip: Use the Edit option to update information instead of deleting a note to maintain records.

check out the full Note Documentation Backhand index pointing right here


4. Tasks

The Add Task feature allows users to create and assign tasks to different users within the system. When clicking on the “Add Task” button, a task creation form will pop up.

Fields in the Add Task Form:

  1. Allocated For – Select the specific user role for which the task is being created.
  2. Allocated To – Choose the specific user responsible for completing the task.
  3. CC To – If required, add other users who should receive updates about the task.
  4. Recurring (Daily, Weekly..) – the task will be automatically repeated at set intervals.
  5. Subject* – Enter a brief title describing the task.
  6. Allocated Task (Description)* – Provide a detailed explanation of the task.
  7. Due Date* – Set the deadline by which the task should be completed.
  8. Time Due* – Specify the exact time the task is due.
  9. Priority Level – Select a priority:
    1. Low
    2. Medium
    3. High
    4. Urgent
  10. Status – Choose the status of the task:
    1. Pending 
    2. In Progress 
    3. Completed 
    4. On Hold 
  11. Attach Files – Upload any necessary documents, images, or files related to the task.

How to Add a Task:

  • Click on “Add Task”.
  • Fill in the required details (marked with an asterisk *).
  • Ensure the correct user/role is assigned and set the due date/time.
  • If the task is recurring, select Yes and define the frequency.
  • Click “Save” to create the task.

📌 Tip: Assign tasks with clear descriptions and due dates to improve efficiency and task tracking.

View Task – See tasks assigned to different users in the system.

Viewing and Managing Tasks

The View Task section allows users to see and manage all tasks within the system. It provides a list of existing tasks, along with key details such as:

  • Task Subject
  • Allocated For (Department, Project, or Purpose)
  • Allocated To (User or Role responsible for the task)
  • Due Date

Expanding Task Options

  • Clicking on the plus (+) button next to a task expands action buttons, allowing users to manage the task.

Available Actions:

  1. Edit – Modify task details such as subject, description, due date, priority, or status.
  2. View – Open the task details to review the assigned information.
  3. Download – Save the task details as a document for offline access.
  4. Add More Tasks – Assign additional tasks related to the current one.
  5. Add Note – Attach notes to the task for additional context or updates.
  6. Delete – Permanently remove the task from the system.

📌 Tip: Use the Edit option to update the task status as it progresses to keep track of completed and pending tasks efficiently.

check out the full Note Documentation Backhand index pointing right here