Update user guides with Pixel 9a screenshots
- Updated USER_GUIDE.md with Pixel 9a mobile screenshots (login, dashboard, manual form, assets list, map, drawer) - Added ADMIN_GUIDE.md with admin panel screenshots (login, dashboard, customers, sync page) - 10 screenshots captured at 412x892 viewport @2.625 DPR - Removed stale old image references, replaced with new p9a_* images
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# Canteen Admin Panel — User Guide
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> Administrative interface for managing customers, locations, users, geofences, settings, and Cantaloupe data sync. Designed for desktop but mobile-responsive (screenshots from Pixel 9a).
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## Table of Contents
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1. [Accessing the Admin Panel](#1-accessing-the-admin-panel)
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2. [Dashboard Overview](#2-dashboard-overview)
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3. [Managing Customers & Locations](#3-managing-customers--locations)
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4. [Managing Users](#4-managing-users)
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5. [Geofences (Service Areas)](#5-geofences-service-areas)
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6. [Settings & Configuration](#6-settings--configuration)
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7. [Cantaloupe Data Sync](#7-cantaloupe-data-sync)
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8. [Activity Log & Reports](#8-activity-log--reports)
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9. [Tips & Troubleshooting](#9-tips--troubleshooting)
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---
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## 1. Accessing the Admin Panel
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Open your browser and go to:
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```
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https://admin.canteen.ourpad.casa
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```
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### Logging In
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Use the same credentials as the main app:
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| Role | Username | Password |
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|------|----------|----------|
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| Admin | `admin` | `changeme` |
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---
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## 2. Dashboard Overview
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After logging in, the dashboard shows:
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- **Total Assets** count
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- **Total Check-ins** count
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- **Active Users** count
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- **Recent Activity** feed
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- Quick access to all management sections via the sidebar
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### Sidebar Navigation
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The sidebar on the left provides access to:
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- **📊 Dashboard** — Stats overview and activity feed
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- **🏢 Customers** — Customer and location management
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- **👥 Users** — User account management
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- **📍 Geofences** — Service area polygon management
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- **🔄 Sync** — Cantaloupe data import
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- **⚙️ Settings** — Categories, makes, models, key types, badge types
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- **📋 Activity** — Full activity log with filters
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- **📤 Exports** — CSV data export
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---
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## 3. Managing Customers & Locations
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### Customers
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The Customers page shows a searchable list of all customers.
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**Add a Customer:**
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1. Click **+ Add Customer**
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2. Enter the customer's name
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3. Optionally add contacts (name, phone, email)
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4. Click **Save**
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**Edit/Delete:** Use the ✏️ and 🗑 buttons next to each customer.
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### Locations
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Within each customer's detail view, you can add locations:
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- Click on a customer to expand their details
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- **+ Add Location** — Add a new site/building
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- Location fields: name, address, building name, floor, site hours, trailer number, access notes, walking directions, GPS coordinates
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---
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## 4. Managing Users
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Navigate to **👥 Users** in the sidebar.
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**Add a User:**
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- Click **+ Add User**
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- Enter username, password, and select a role (admin / technician / readonly)
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- Techs can create assets and check-ins; readonly users can only view
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---
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## 5. Geofences (Service Areas)
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Navigate to **📍 Geofences** in the sidebar.
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- **+ Add Geofence** — Draw a polygon on the map to define a service area
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- Assign geofences to specific users/technicians
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- Edit or delete existing geofences
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Geofences appear as colored polygons on the main app's map for visual reference.
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---
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## 6. Settings & Configuration
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Navigate to **⚙️ Settings** in the sidebar.
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Manage these lookup tables:
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- **Categories** — Asset categories (Appliances, Furniture, etc.)
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- **Makes** — Manufacturer names (Canteen, Hobart, Vollrath, etc.)
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- Expand each make to manage its **Models**
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- **Key Names** — Field service key names
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- **Key Types** — Field service key types
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- **Badge Types** — Asset badge types
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---
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## 7. Cantaloupe Data Sync
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Navigate to **🔄 Sync** in the sidebar.
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The Cantaloupe Sync page lets you import asset data from the Cantaloupe vending management system.
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### How it Works
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1. **Sync Now** button — Downloads the latest Excel export from Cantaloupe and creates a pending import batch
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2. **Upload Excel File** — Manually upload a Cantaloupe Excel export file
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3. **Review Changes** — Each batch shows new, changed, and removed assets with field-level diffs
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4. **Approve** — Apply the changes to live data
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5. **Reject** — Discard the batch
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### Import History
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The bottom section shows all past import batches with their status (PENDING / APPROVED / REJECTED / ERROR) and change summaries.
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---
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## 8. Activity Log & Reports
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### Activity Log
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Navigate to **📋 Activity** in the sidebar.
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- Full chronological log of all actions (creates, updates, deletes, check-ins, logins)
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- Filters: by user, action type, date range
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- Uses pagination for large logs
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### CSV Exports
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Available at the bottom of the sidebar:
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- **Export Assets** — Download all assets as CSV
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- **Export Check-ins** — Download check-ins filtered by asset
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### Database Reset
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> ⚠️ **Danger zone:** The **Reset Database** button in the sidebar footer deletes ALL data and reinitializes with defaults. Requires confirmation.
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---
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## 9. Tips & Troubleshooting
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### Cantaloupe Sync Fails
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1. Check the credentials in the Cantaloupe downloader config
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2. The server must have network access to mycantaloupe.com
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3. Check the error message in the sync batch detail view
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4. Try the **Upload Excel File** option as a fallback
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### Admin Panel Not Loading
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- Hard refresh (Ctrl+Shift+R on desktop, long-press refresh on mobile)
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- Clear site data
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- Check that both services are running (`canteen-main.service` and `canteen-admin.service`)
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### Permissions
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- You must be logged in as an **admin** role user to access the admin panel
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- Technicians and readonly users cannot access the admin panel
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- Session tokens expire after **1 day** (or **30 days** with "Remember me")
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---
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> **Note:** The admin panel shares the same database as the main app, so changes made here (customers, locations, geofences, settings) are immediately visible in the field app.
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+102
-265
@@ -1,6 +1,6 @@
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# Canteen Asset Tracker — User Guide
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> A practical guide for technicians, supervisors, and admins using the Canteen Asset Tracker.
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> A practical guide for technicians, supervisors, and admins using the Canteen Asset Tracker on mobile (Pixel 9a shown).
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## Table of Contents
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@@ -11,9 +11,7 @@
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5. [Finding Assets on the Map](#5-finding-assets-on-the-map)
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6. [Working with Geofences (Service Areas)](#6-working-with-geofences-service-areas)
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7. [Viewing Reports & Dashboard](#7-viewing-reports--dashboard)
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8. [Managing Users](#8-managing-users)
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9. [Settings & Configuration](#9-settings--configuration)
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10. [Tips & Troubleshooting](#10-tips--troubleshooting)
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8. [Tips & Troubleshooting](#8-tips--troubleshooting)
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---
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@@ -24,19 +22,18 @@
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Open your phone or desktop browser and go to:
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```
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https://canteen.ourpad.casa:8901
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https://canteen.ourpad.casa
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```
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> **On your phone:** The app is designed for mobile use — it fits your screen and works with touch controls.
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> **On your phone:** The app is designed for mobile use — it fits your screen and works with touch controls. Pixel 9a viewport shown in screenshots.
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### Browser Requirements
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- Any modern browser (Chrome, Firefox, Safari, Edge)
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- **Camera access** required for barcode scanning (grant when prompted)
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- **Location/GPS** required for check-in location tagging (grant when prompted)
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- Accept the self-signed certificate warning (it's safe — the cert is auto-generated)
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---
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@@ -48,317 +45,157 @@ https://canteen.ourpad.casa:8901
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|------|----------|----------|
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| Admin | `admin` | `changeme` |
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**⚠️ Change the default password immediately** via Settings → Users → Edit.
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### Steps
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### Login Screen
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1. Open https://canteen.ourpad.casa in your browser
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2. Tap **Username** and enter your username
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3. Tap **Password** and enter your password
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4. Check **Remember me** if you want to stay logged in for 30 days
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5. Tap **Sign In**
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1. Enter your **Username**
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2. Enter your **Password**
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3. Check **Remember me** to stay logged in
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4. Tap **Sign In**
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### User Roles
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### After Login
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| Role | Permissions |
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|------|-------------|
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| **Admin** | Full access — create/edit/delete everything, manage users |
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| **Technician** | Add assets, check in, view maps and geofences |
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| **readonly** | Read-only — browse assets, view dashboard and reports |
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Once logged in, you'll see the main dashboard. The default view shows the **Add Asset** tab with options for barcode scanning, OCR, or manual entry.
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### Navigation
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The bottom tab bar gives you quick access to:
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- **➕ Add** — Add a new asset via barcode, OCR, or manual form
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- **📋 Assets** — Browse and search all assets
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- **🗺️ Map** — View assets on the map with geofences and heatmap
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- **🧭 Nav** — Navigation tools
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- **⋯ More** — Open the drawer for Settings, Reports, and Logout
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---
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## 3. Adding an Asset
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Tap the **📷 Add Asset** tab (bottom nav bar or drawer menu).
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The app offers three ways to add an asset:
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You have three methods:
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### Option A: Barcode Scan (fastest)
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### Option A: Barcode Scan
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1. Tap the **Barcode** toggle on the Add Asset tab
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2. Tap **Tap to start camera** and grant camera permission
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3. Point the camera at the asset's barcode sticker
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4. The scanner auto-detects the barcode and fills in the machine ID
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5. Confirm the details and tap **Create Asset**
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1. Tap the **📷 Barcode** tab
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2. Point your camera at the asset's barcode
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3. If the barcode exists → asset details load
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4. If new → you're prompted to create the asset with the scanned barcode
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### Option B: OCR (photo of label)
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### Option B: OCR (Photo of Machine ID)
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1. Tap the **🔍 OCR** tab
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2. Take a photo of the machine ID sticker
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3. The app extracts the ID number automatically
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4. Confirm and fill in remaining details
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1. Tap the **OCR** toggle
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2. Tap **Take Photo** or **Pick Photo** to capture the asset's label
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3. The app extracts the machine ID using text recognition
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4. Review and correct if needed, then tap **Create Asset**
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### Option C: Manual Entry
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Tap **✏️ Manual** and fill out the form:
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Tap **Manual** to fill in all fields by hand:
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**Required fields:**
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- **Machine ID** — unique identifier (often found on a sticker)
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- **Asset Name** — descriptive name (e.g., "Walk-In Cooler")
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**Optional details:**
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- Serial Number, Description
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- **Category** — Equipment, Furniture, Appliances, etc.
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- **Make** — brand/manufacturer
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- **Model** — specific model
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- **Status** — Active, Maintenance, Retired
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**📍 Directions & Access** — critical for finding the asset later:
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- Address / Trailer Number
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- Building name and number
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- Floor and Room
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- Walking directions (e.g., "Enter through loading dock, go left")
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- Map link or tap **Pin** to drop a GPS pin
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- Parking location
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**🔑 Keys needed:**
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Tap **+ Add Key** to record which keys are required (e.g., MK300, Master Key, Padlock Key)
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**🪪 Security Badges:**
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Check which badges are required for access (Contractor, Employee, Visitor, etc.)
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**🏢 Customer & Location:**
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Select the customer and site location from dropdowns.
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**📸 Photo:**
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Tap the camera area to take a photo of the asset.
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### Save
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- **Create Asset** — saves and stays on the form
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- **+ Add Another** — saves and clears the form for the next asset
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Fields:
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- **Machine ID** — The asset's unique ID (required)
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- **Name** — A descriptive name (required)
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- **Category** — e.g. Appliances, Furniture, Electronics
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- **Status** — active, maintenance, retired
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- **Serial Number** — Optional
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- **Make / Model** — Optional
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- **Address / Location Info** — Where the asset is located
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- **GPS Coordinates** — Tap the 📍 button to auto-fill your current location
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- **Photo** — Optional, upload an image of the asset
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- **Notes** — Any additional information
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---
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## 4. Checking In on an Asset
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### From the Asset Detail View
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1. From the **Assets** list, tap an asset to open its detail view
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2. Tap **Check In**
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3. The app captures your GPS location automatically
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4. Add any notes about the visit
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5. Tap **Submit Check-in**
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1. Tap **📦 Asset List**
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2. Search or browse to find the asset
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3. Tap on the asset row to open details
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4. Tap **Check In**
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5. Your GPS location is captured automatically
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6. Optionally add notes or a photo
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7. Tap **Submit**
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### Via the Dashboard
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- The **Recent Activity** feed shows the latest check-ins
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- Tap any check-in entry to see details
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Each check-in creates a **Visit** record, which is used for service tracking and reporting.
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---
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## 5. Finding Assets on the Map
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Tap the **🗺️ Map** tab.
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Tap the **🗺️ Map** tab to view all assets plotted on an interactive map.
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### Toggle Layers
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Features:
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- **Blue pins** mark asset locations
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- **Toggle Pins** button shows/hides asset markers
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- **Heatmap** view shows asset density
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- **🎯 My GPS** button centers the map on your location (requires GPS permission)
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- Tap a pin to see asset details and get directions
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| Button | What it does |
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|--------|-------------|
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| 📍 **Pins** | Show/hide asset location pins on the map |
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| 🔥 **Heatmap** | Show/hide a color heatmap of asset density |
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| ✏️ **Add Geofence** | Start drawing a service area polygon |
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| ◎ **My Location** | Center the map on your current GPS position |
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### Using Asset Pins
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- Each pin represents an asset with GPS coordinates
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- **Tap a pin** to see: asset name, machine ID, status, category
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- **Directions** — opens Google Maps navigation to that asset
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- **Details** — opens the full asset record
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### Getting Directions
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1. Find the asset on the map (or in Asset List → Details)
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2. Tap **Directions** or the map link
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3. Google Maps opens with the asset as the destination
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The map is powered by **Leaflet** with **OpenStreetMap** tiles — no API key needed.
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---
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## 6. Working with Geofences (Service Areas)
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Geofences let you draw **service zones** on the map and assign **technicians** to cover each zone.
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Geofences are managed from the **admin panel** (see Admin Guide). Once created, they appear on the main app's map as colored polygons:
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### Creating a Geofence
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1. Tap the **🗺️ Map** tab
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2. Tap **✏️ Add Geofence**
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3. Tap points on the map to draw a polygon around your service area
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4. Tap the last point to close the shape
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5. Name the zone (e.g., "Downtown Orlando", "Building A")
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6. Choose a color
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7. Tap **Save**
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### Viewing Geofences
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- Saved geofences appear as colored polygons on the map
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- Tap a polygon to see the zone name and assigned users
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### Assigning Users to a Geofence
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Assigning a technician to a geofence means that zone is **their service area**.
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1. Tap a geofence polygon on the map
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2. In the popup, tap **👤 Assign**
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3. A dialog shows all users with checkboxes
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4. Check the technicians who cover this zone
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5. Tap **Save**
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Or from the geofence list (below the map):
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- Each zone shows an 👤 badge with the number of assigned users
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- Tap **Assign** to open the same dialog
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### Removing User Assignment
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Same process — uncheck a user and save. The user is removed from that service area.
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### Listing a User's Service Areas
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To see all zones a technician is assigned to:
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```
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GET /api/users/{user_id}/geofences
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```
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This returns every geofence the user is assigned to — useful for filtering work orders by territory.
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- Tap a geofence polygon to see its name and details
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- Geofences help organize assets by service area or route
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---
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## 7. Viewing Reports & Dashboard
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### Dashboard
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The Dashboard tab shows:
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- **Total assets** and **total check-ins** counts
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- **Recent activity** feed showing who did what
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- **Category and status breakdowns**
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Tap the **📊 Dash** tab to see:
|
||||
- **Total Assets** count
|
||||
- **Total Check-ins** count
|
||||
- **Active Technicians** count
|
||||
|
||||
|
||||
|
||||
- Breakdowns by category, status, and manufacturer
|
||||
- **Most Visited Assets** ranking
|
||||
- **Recent Activity** feed
|
||||
- **Quick Actions** for CSV exports
|
||||
|
||||
### Exporting Reports
|
||||
|
||||
From the Dashboard, tap:
|
||||
|
||||
| Button | What you get |
|
||||
|--------|-------------|
|
||||
| 📋 **Assets CSV** | All assets with location, status, keys, badges |
|
||||
| 📍 **Check-ins CSV** | Check-in history with GPS, timestamps, notes |
|
||||
| 📊 **Service Summary** | Report grouped by customer/location |
|
||||
|
||||
CSV files download to your device and can be opened in Excel, Google Sheets, or any spreadsheet app.
|
||||
|
||||
### Reports Tab
|
||||
|
||||
The **📋 Reports** tab has additional export options and filterable reports.
|
||||
Access the drawer menu (**⋯ More**) → **Dashboard** for a full view.
|
||||
|
||||
---
|
||||
|
||||
## 8. Managing Users
|
||||
## 8. Tips & Troubleshooting
|
||||
|
||||
### Adding a User
|
||||
### GPS Not Working
|
||||
|
||||
1. Tap **⚙️ Settings** (from drawer menu)
|
||||
2. Scroll to the **Users** section
|
||||
3. Tap **+ Add**
|
||||
4. Enter: Username, Password, Display Name, Role
|
||||
5. Tap **Save**
|
||||
- Tap the **📍 Tap for GPS** badge in the top header (it prompts the permission)
|
||||
- If prompted, tap **Allow** on the browser's location permission dialog
|
||||
- On Pixel 9a / Android: ensure Location is enabled in Quick Settings
|
||||
- If GPS still doesn't work, open browser settings → Site Settings → Location → Allow
|
||||
|
||||
### Editing a User
|
||||
### Camera Not Working
|
||||
|
||||
1. Tap the **✏️** (edit) button next to the user
|
||||
2. Update fields
|
||||
3. Tap **Save**
|
||||
- Ensure you're on **HTTPS** (camera requires a secure connection)
|
||||
- Grant camera permission when prompted by the browser
|
||||
- Try the **Pick Photo** option instead — it uses the gallery and may work better on some browsers
|
||||
|
||||
### Deleting a User
|
||||
### Barcode Not Scanning
|
||||
|
||||
1. Tap the **🗑️** (delete) button next to the user
|
||||
2. Confirm deletion
|
||||
3. The user is removed from the system and all geofence assignments are cleaned up automatically
|
||||
- Ensure good lighting on the barcode
|
||||
- Hold the camera steady about 4-6 inches from the label
|
||||
- Try **OCR** mode if the barcode is damaged or smudged
|
||||
|
||||
> **Note:** Deleting a user also removes their geofence assignments (cascade delete). It does NOT delete assets or check-ins created by that user.
|
||||
### Login Issues
|
||||
|
||||
- Check your username and password
|
||||
- Use the **admin / changeme** default credentials if they haven't been changed
|
||||
- Contact your supervisor for password resets
|
||||
|
||||
### App Not Loading / Blank Page
|
||||
|
||||
- Hard refresh: long-press the browser refresh icon → **Bypass Cache**
|
||||
- Clear site data: browser settings → Site Settings → Clear data
|
||||
- If the problem persists, the server may be down — contact IT support
|
||||
|
||||
---
|
||||
|
||||
## 9. Settings & Configuration
|
||||
|
||||
### Managing Dropdown Lists
|
||||
|
||||
In **⚙️ Settings** you can add, edit, or delete values for:
|
||||
|
||||
|
||||
|
||||
| List | Example Values |
|
||||
|------|---------------|
|
||||
| **Categories** | Equipment, Furniture, Appliances, Utensils & Serveware, Other |
|
||||
| **Makes** | Cambro, Hobart, Metro, Rubbermaid, Vollrath |
|
||||
| **Models** | Specific models under each make |
|
||||
| **Key Names** | MK300, Master Key, Padlock Key, Red Key, Green Dot |
|
||||
| **Key Types** | Barrel, Flat, Standard, Tubular, Round Short |
|
||||
| **Security Badges** | Employee Badge, Contractor Badge, Visitor Badge |
|
||||
|
||||
### Changing Theme
|
||||
|
||||
Tap the **Theme** dropdown in Settings to switch between:
|
||||
- **Dark** (default) — easier on the eyes in low-light
|
||||
- **Light** — better in bright environments
|
||||
|
||||
### Resetting the Database
|
||||
|
||||
> ⚠️ **Warning:** This permanently deletes ALL data — assets, check-ins, geofences, users, everything.
|
||||
|
||||
1. Go to **⚙️ Settings**
|
||||
2. Scroll to the bottom
|
||||
3. Tap **🗑 Reset Database** (red button)
|
||||
4. Confirm by typing "DELETE" in the prompt
|
||||
5. Tap **Confirm**
|
||||
|
||||
The app will restart with fresh default data (admin account and example settings).
|
||||
|
||||
---
|
||||
|
||||
## 10. Tips & Troubleshooting
|
||||
|
||||
### Common Issues
|
||||
|
||||
| Problem | Solution |
|
||||
|---------|----------|
|
||||
| **Can't log in** | Check caps lock. Passwords are case-sensitive. Ask an admin to reset your password. |
|
||||
| **Camera not working** | Grant camera permission when prompted. On iPhone, check Settings → Safari → Camera. |
|
||||
| **GPS not working** | Grant location permission. On Android, use "While using the app" not "Deny". |
|
||||
| **Map tiles not loading** | Check your internet connection. OpenStreetMap tiles require internet access. |
|
||||
| **"User denied Geolocation"** | Refresh the page and allow location when prompted. |
|
||||
| **Barcode won't scan** | Ensure good lighting. Hold the phone 4-8 inches from the barcode. Try the manual entry instead. |
|
||||
| **502 Bad Gateway** | The server may be restarting. Wait 30 seconds and refresh. |
|
||||
|
||||
### Best Practices
|
||||
|
||||
- **Add photos** — a picture of the asset saves time for the next technician
|
||||
- **Be specific with directions** — "Behind the walk-in cooler, third shelf from the top" is better than "In the back"
|
||||
- **Record key info** — note which keys and badges are needed before you go
|
||||
- **Check in every visit** — this builds the service history and helps with billing
|
||||
- **Assign geofences** — when a technician joins, assign their service areas so route planning is clear
|
||||
|
||||
### Keyboard Shortcuts (Desktop)
|
||||
|
||||
- **Esc** — Close modals / dialogs
|
||||
- **Enter** — Submit forms
|
||||
- **Menu** → click away — Close drawer
|
||||
|
||||
### Offline / Low Connectivity
|
||||
|
||||
The app requires an internet connection to load data. If connectivity is poor:
|
||||
1. Load the page while connected
|
||||
2. Navigate to the data you need (it stays in browser memory)
|
||||
3. Don't refresh until you're back online
|
||||
|
||||
For full offline support, use the **Android app** which caches data locally.
|
||||
> **Pro tip:** For the best mobile experience, add the app to your home screen:
|
||||
> Chrome → Menu → **Add to Home Screen**. It opens like a native app!
|
||||
|
||||
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Reference in New Issue
Block a user