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Overview

As a Quality Hub GINEZ administrator, you’re responsible for keeping the system running smoothly, performing routine maintenance, and troubleshooting issues. This guide covers essential maintenance tasks, system health monitoring, and optimization strategies.

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Daily Maintenance Tasks

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Morning System Check

Perform these checks at the start of each business day:
1

Verify System Access

  • Log in to confirm the application is running
  • Check that the dashboard loads correctly
  • Verify Supabase connection is active
2

Review Pending Approvals

  • Go to Configuración → Usuarios
  • Check for pending user registrations
  • Approve or reject new user requests
3

Check Audit Logs

  • Review Configuración → Auditoría
  • Look for unusual activity overnight
  • Investigate any red flags
4

Test Critical Functions

  • Create a test bitácora entry
  • View a report to confirm data is loading
  • Download a document to verify catalog access

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User Support Tasks

Throughout the day: ✅ Monitor for user-reported issues ✅ Reset passwords for locked-out users ✅ Assist with permission-related questions ✅ Help users navigate the system

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Weekly Maintenance Tasks

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Data Quality Review

Every week:
1

Review Recent Bitácora Entries

  • Check for incomplete or suspicious entries
  • Verify batch numbers are formatted correctly
  • Look for duplicate entries
2

Quality Control Validation

  • Review conformity rates by branch
  • Investigate batches marked non-conforming
  • Verify measurements are within expected ranges
3

Catalog Synchronization

  • Verify Google Sheets sync is working
  • Check for new products added
  • Update product standards if needed
4

User Activity Review

  • Check inactive user accounts
  • Review permission changes made
  • Verify new users are properly onboarded

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Performance Monitoring

Check system performance:
  • Page Load Times: Dashboard should load in < 3 seconds
  • Database Queries: Reports should generate in < 5 seconds
  • Supabase Usage: Monitor API request limits
  • Storage Usage: Track database growth trends

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Monthly Maintenance Tasks

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Comprehensive System Review

1

User Access Audit

  • Review all active users and their roles
  • Disable accounts for departed employees
  • Update roles for users who changed positions
  • Verify no unauthorized admin accounts exist
2

Permission Review

  • Check that permissions align with job functions
  • Remove excessive permissions
  • Grant new permissions as needed
  • Document any changes made
3

Data Cleanup

  • Archive old records if necessary
  • Remove test data
  • Clean up duplicate entries
  • Verify data integrity
4

Documentation Update

  • Review internal procedures
  • Update screenshots if UI changed
  • Document new workflows
  • Update user training materials
5

Backup Verification

  • Confirm Supabase automated backups are running
  • Test restore procedure (in development environment)
  • Document backup locations
  • Verify backup retention policies

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System Health Check

1

Database Health

Access Supabase dashboard:
  • Check database size and growth rate
  • Review slow query logs
  • Monitor connection pool usage
  • Verify RLS policies are enforced
2

Application Performance

  • Review browser console for JavaScript errors
  • Test all modules for functionality
  • Check mobile responsiveness
  • Verify all links and buttons work
3

Integration Status

  • Test Google Sheets catalog sync
  • Verify Google Drive document links
  • Check email delivery (password resets)
  • Test authentication flow

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Troubleshooting Common Issues

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Users Cannot Log In

Symptoms: User enters correct credentials but cannot access system Possible Causes:
  • Account not approved
  • Email not verified
  • Supabase authentication service down
  • Browser cache/cookies issue
Solutions:
1

Verify Account Status

  • Check Configuración → Usuarios
  • Ensure user account is approved
  • Verify email is confirmed in Supabase
2

Check Supabase Status

  • Visit Supabase Status
  • Check your project’s health in Supabase dashboard
3

User Troubleshooting

Ask user to:
  • Clear browser cache and cookies
  • Try incognito/private browsing mode
  • Try a different browser
  • Check for browser extensions blocking authentication
4

Reset Password

  • Have user request password reset
  • Or manually reset via Supabase dashboard

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Data Not Loading / Blank Pages

Symptoms: Dashboard or modules show “Loading…” indefinitely or blank content Possible Causes:
  • Supabase connection issue
  • RLS policies blocking data
  • JavaScript errors
  • API rate limits exceeded
Solutions:
1

Check Browser Console

  • Press F12 to open developer tools
  • Look for red error messages
  • Screenshot errors for troubleshooting
2

Verify Database Connection

  • Check Supabase dashboard
  • Verify project is not paused
  • Check API keys are valid
3

Test with Admin Account

  • Log in with administrator account
  • If data loads, it’s a permissions issue
  • If data still doesn’t load, it’s a system issue
4

Check RLS Policies

In Supabase:
  • Go to Table Editor
  • Verify RLS is enabled
  • Test policies with SQL query

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Reports Showing Incorrect Data

Symptoms: KPIs or charts display unexpected values Possible Causes:
  • Incorrect filters applied
  • Data entry errors in bitácora
  • Calculation logic issues
  • Date range problems
Solutions:
1

Verify Filters

  • Check date range selection
  • Ensure correct branch/product filters
  • Reset filters and try again
2

Audit Source Data

  • Go to Bitácora or Control de Calidad
  • Manually review recent entries
  • Look for obviously incorrect values
  • Correct data entry errors
3

Test Calculations

  • Manually calculate a KPI
  • Compare with system value
  • If mismatch, investigate calculation logic

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Catalog Not Syncing

Symptoms: New products don’t appear in catalog Possible Causes:
  • Google Sheets not published
  • CSV export URL changed
  • Network/CORS issues
  • Sheet formatting changed
Solutions:
1

Verify Google Sheets

  • Ensure sheet is published to web
  • Check CSV export URL is accessible
  • Test URL in browser (should download CSV)
2

Check Environment Variables

  • Verify .env.local has correct URLs:
    • SHEET_MP_CSV_URL
    • SHEET_PT_CSV_URL
  • Restart development server after changes
3

Test Data Format

  • Download CSV manually
  • Verify column headers match expected format
  • Check for special characters or encoding issues

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System Optimization

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Performance Tuning

1

Database Optimization

In Supabase dashboard:
  • Review slow query logs
  • Add indexes to frequently queried columns
  • Optimize RLS policies
  • Archive old data if table is large
2

Caching Strategy

Consider implementing:
  • Catalog data caching (instead of fetching every page load)
  • User profile caching
  • Report data caching for common queries
3

Code Optimization

Work with developers to:
  • Implement lazy loading for heavy components
  • Optimize React render cycles
  • Reduce bundle size
  • Compress images

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Storage Management

Supabase free tier has storage limits. Monitor usage to avoid service interruption.
Monitor Storage Usage:
  • Database size
  • File uploads (avatars, documents)
  • Logs and audit tables
Optimize Storage:
  • Archive old audit logs
  • Compress uploaded images
  • Remove unused test data
  • Implement data retention policies

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Backup and Recovery

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Supabase Automated Backups

Supabase provides automated backups:
  • Free tier: Daily backups (7 day retention)
  • Pro tier: Daily backups with point-in-time recovery
Access Backups:
  1. Go to Supabase Dashboard
  2. Select your project
  3. Navigate to Database → Backups
  4. View available backup points

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Manual Backup Procedures

1

Export Critical Tables

-- In Supabase SQL Editor
COPY (SELECT * FROM bitacora_produccion) TO '/tmp/bitacora_backup.csv' CSV HEADER;
COPY (SELECT * FROM profiles) TO '/tmp/profiles_backup.csv' CSV HEADER;
2

Download Database Dump

Use Supabase CLI or pg_dump:
pg_dump -h db.xxx.supabase.co -U postgres -d postgres > backup.sql
3

Store Securely

  • Save backups to secure, encrypted storage
  • Keep multiple versions (daily, weekly, monthly)
  • Test restore procedures regularly

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Disaster Recovery Plan

If the system becomes unavailable:
1

Assess the Situation

  • Determine scope of outage
  • Check Supabase status page
  • Review error logs
2

Communicate with Users

  • Notify users of outage
  • Provide estimated restoration time
  • Offer alternative procedures if available
3

Restore Service

  • If Supabase issue: Wait for resolution
  • If application issue: Deploy previous working version
  • If data corruption: Restore from backup
4

Post-Mortem

  • Document what happened
  • Identify root cause
  • Implement preventive measures
  • Update disaster recovery procedures

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Security Maintenance

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Regular Security Tasks

1

Update Dependencies

Monthly or when security vulnerabilities announced:
npm audit
npm update
npm audit fix
2

Review API Keys

  • Rotate Supabase keys if exposed
  • Check for API key leaks in public repos
  • Verify environment variables are secure
3

Monitor Authentication

  • Review failed login attempts
  • Check for brute force patterns
  • Disable accounts with suspicious activity
4

Audit Admin Accounts

  • Verify all admin accounts are authorized
  • Remove admin privileges from departed employees
  • Use admin accounts only when necessary

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Security Best Practices

✅ Use Strong Passwords: Enforce password complexity ✅ Enable 2FA: For admin accounts (if available) ✅ Regular Audits: Review logs and access patterns ✅ Principle of Least Privilege: Grant minimal necessary permissions ✅ Keep Updated: Apply security patches promptly

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Monitoring and Alerts

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Key Metrics to Monitor

MetricTargetAction Threshold
System Uptime99.5%+< 99% - investigate
Page Load Time< 3 sec> 5 sec - optimize
Failed Logins< 5/day> 20/day - security check
Database Size< 80% limit> 90% - archive data
API Errors< 1% requests> 5% - urgent investigation
User GrowthSteadySudden spike - verify legitimate

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Setting Up Alerts

Supabase Alerts:
  1. Go to Supabase Dashboard
  2. Navigate to Settings → Monitoring
  3. Configure alerts for:
    • High CPU usage
    • Storage nearly full
    • Connection pool exhausted
    • API error rate spikes
Application Monitoring:
  • Use browser extension to monitor page performance
  • Set up error tracking (e.g., Sentry)
  • Monitor user reports and feedback

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Maintenance Checklist

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Daily

  • System access check
  • Review pending user approvals
  • Check audit logs
  • Respond to user support requests

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Weekly

  • Data quality review
  • Performance monitoring
  • Catalog sync verification
  • Inactive user review

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Monthly

  • Comprehensive user access audit
  • Permission review and cleanup
  • Database health check
  • Backup verification
  • Security dependency updates
  • Documentation updates

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Quarterly

  • Full system security audit
  • Disaster recovery drill
  • User training sessions
  • Feature usage analysis
  • Capacity planning review

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Getting Help

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Internal Resources

  • System documentation in /docs
  • Source code comments
  • README.md in project root

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External Resources

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Escalation Path

  1. Level 1 - User Issues: Admin troubleshoots
  2. Level 2 - System Issues: Development team
  3. Level 3 - Infrastructure: Supabase support / IT
  4. Level 4 - Critical: Management escalation

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