Site & User Management

Site & User Management

Admins configure the organisational structure, manage user accounts, and assign products to sites.

Creating Sites

New Site Workflow

1. Navigate to Client → Sites (or Organisations → Sites)
2. Click “Create New Site”
3. Complete the form:

Required Fields:

• Client — Parent client (dropdown)
• Site Name — Display name (e.g., “Store 42 - High Street”)
• Site Code — Unique identifier (e.g., “PICKNPAY-042”)

Address Fields:

• Street address
• City
• Province/State
• Postal code
• Country

Status:

• Active — Site is operational
• Inactive — Temporarily disabled (preserves data)

4. Click Create Site

Site Configuration

After creation, configure:

Site Products

• Assign products from client’s catalog
• Set site-specific thresholds:
  • Short delivery threshold
  • Damages threshold
  • OSA target percentage

User Access

• Assign controllers and supervisors
• Site memberships determine who can enter data

Managing Users

Creating Users

1. Navigate to Users
2. Click “Create New User”
3. Complete user form:

User Details:

• Name — Full name
• Email — Unique email address (login ID)
• Phone — Contact number
• PIN — 4-digit authentication code
• Role — Controller, Supervisor, Manager, Admin, or Super Admin

Assignments:

• Organisation — Parent organisation
• Sites — For Controller/Supervisor roles

4. Click Create User

Role Guidelines

Role	Typical Use	Site Access
Controller	Field workers	Specific assigned sites only
Supervisor	Team leads	All organisation sites
Manager	Operations managers	All org sites + analytics
Admin	IT/Operations	All org sites + user management
Super Admin	System admin	All organisations

Managing Access

Change Role:

1. Edit user
2. Select new role from dropdown
3. Save

Assign/Remove Sites:

1. Edit user
2. Check/uncheck sites in multi-select
3. Save

Deactivate User:

1. Edit user
2. Uncheck “Active”
3. Save

Tip

Deactivate rather than delete to preserve audit history. Inactive users cannot log in but their past entries remain visible.

Product Management

Adding Products to Client

1. Navigate to Client Settings → Products
2. Click “Add Product”
3. Two methods:

Scan Barcode:

• Click “Scan Barcode”
• Camera opens
• Scan product barcode
• System looks up product details
• Review and save

Manual Entry:

• Enter barcode manually
• Fill in product name
• Add SKU
• Select category
• Save

Assigning Products to Sites

1. Navigate to Site → Products
2. Click “Assign Products”
3. Select from client’s product catalog
4. Configure thresholds:

Short Delivery Threshold: 10
Damages Threshold: 5
OSA Target: 95%

5. Save assignment

Threshold Configuration

Threshold	Purpose	Typical Value
Short Delivery	Flag deliveries below X% of expected	10%
Damages	Flag when damages exceed X units	5 units
OSA Target	Minimum on-shelf availability %	95%

Best Practices

Site Naming

Use consistent conventions:

[Client]-[Store Number]-[Location]
PICKNPAY-042-HIGHSTREET
CHECKERS-123-MALLOFGA

User PINs

• Use memorable but not obvious numbers
• Avoid sequential (1234) or repeated (1111)
• Reset if user forgets (they cannot reset themselves)

Product Assignment

• Only assign products actually stocked at the site
• Review assignments quarterly
• Remove discontinued products to simplify controller workflow

Security

• Super Admin role: use sparingly
• Admin role: limit to trusted personnel
• Controller role: verify site assignments before deployment

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Next: Technical Architecture