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Administrator Overview

As a BeanQuick administrator, you have full control over the platform. You’re responsible for approving new businesses, managing users, and maintaining the product category system. This guide covers all administrative functions.

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Admin Dashboard

After logging in as an administrator, you’ll see the Admin Dashboard (/admin/dashboard) with three main management modules:

Solicitudes de Registro

Review and approve pending business registration applications.

Gestión de Empresas

Manage all active businesses on the platform - edit details or suspend accounts.

Usuarios del Sistema

Control customer accounts and user roles across the platform.

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Dashboard Layout

The dashboard header displays:
  • Title: “Panel de Administración Global”
  • Session info: Your admin username and “Control Total” designation
  • Logout button: Sign out securely when done
All administrative actions are logged for security and audit purposes. Always use admin privileges responsibly.

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Business Registration Management

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Accessing Pending Applications

Click “Solicitudes de Registro” on the dashboard or navigate to /admin/solicitudes. What you’ll see:

Application List

Table showing all pending business registration requests with:
  • Business name
  • Registered email
  • NIT (tax identification)
  • Action buttons

Quick Actions

Each application has three buttons:
  • Ver todo/Cerrar: View detailed information
  • ✓ (Green): Approve application
  • ✕ (Red): Reject application

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Reviewing Applications

1

View Basic Information

The main table displays core details at a glance:
  • Empresa: Business name
  • Correo: Email address for the business account
  • NIT: Tax identification number
2

Expand Full Details

Click “Ver todo” to expand the application and see:Business Information:
  • Phone number
  • Physical address
  • Business description
Uploaded Images:
  • Business logo (shown on customer-facing store cards)
  • Store photo (banner image for the store page)
3

Verify Information

Review all provided details:
  • Business name seems legitimate and professional
  • Valid email address format
  • NIT appears valid for your jurisdiction
  • Phone number is complete and formatted correctly
  • Address is specific and complete
  • Logo and photos are appropriate (no offensive content)
  • Description is professional and clear
4

Make Decision

Based on your review:
  • Click green checkmark to approve
  • Click red X to reject

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Approving Applications

When you approve a business:
1

Click Approve Button

Click the green checkmark button for the application.
2

Confirm Approval

A confirmation dialog appears: “¿Aprobar esta empresa? Se enviará el correo de activación.”Click “OK” to proceed.
3

Automated Actions

The system automatically:
  • Creates an active business account
  • Sends activation email to the registered email address
  • Removes application from pending list
  • Displays success message
The business owner receives an email with an activation link they must click before their first login.
Once approved, the business appears in the “Gestión de Empresas” section and their store becomes visible to customers (when they set it to “open”).

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Rejecting Applications

If an application doesn’t meet standards:
1

Click Reject Button

Click the red X button for the application.
2

Confirm Rejection

Dialog asks: “¿Estás seguro de rechazar esta solicitud?”Click “OK” to proceed.
3

Application Removed

  • Application is permanently removed from the system
  • Success message: “Solicitud rechazada correctamente”
  • Business owner is NOT notified (application simply disappears)
Common reasons for rejection:
  • Incomplete or suspicious information
  • Inappropriate business name or imagery
  • Duplicate registration attempts
  • Business type doesn’t fit platform (not a coffee/food establishment)
  • Invalid contact information

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Best Practices for Application Review

Maintain consistent approval criteria:
  • All required fields must be completed
  • Contact information should be verifiable
  • Images must be professional quality
  • Business description should be clear and appropriate
  • No obvious signs of spam or fraud
Aim to review applications within:
  • 24 hours: For standard applications
  • Same day: If possible during business hours
  • Priority review: For businesses with complete, high-quality applications
Prompt approval improves platform reputation and business satisfaction.
Evaluate uploaded images:
  • Logo should be clear and readable when scaled down
  • Store photo should show the actual business (not stock photos)
  • Images must be appropriate and professional
  • Adequate resolution for display purposes

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Business Management

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Viewing All Businesses

Access the business directory from “Gestión de Empresas” (/admin/empresas). Interface features:

Search & Filter

Search bar at the top allows filtering by:
  • Business name
  • NIT (tax ID)
Results update in real-time as you type.

Business Cards

Grid layout showing each business with:
  • Store photo banner
  • Business logo (overlaid on banner)
  • Business name and NIT
  • Contact information
  • Action buttons

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Business Card Information

Each card displays: Header Section:
  • Store photo as background banner
  • Logo overlaid in bottom-left corner
  • Business name (bold heading)
  • NIT reference number
Contact Details:
  • 📧 Email address (from user account)
  • 📞 Phone number
  • 📍 Physical address
Action Buttons:
  • Edit: Modify business information
  • Delete: Remove business from platform

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Editing Business Information

1

Open Edit Modal

Click the “Editar” button with pencil icon on any business card.
2

Modify Details

The edit modal allows updating:
  • Nombre Comercial: Business display name
  • NIT: Tax identification number
  • Teléfono: Contact phone number
  • Dirección: Physical address
You cannot edit the business logo or store photos from this interface. Businesses must update their own images from their business dashboard.
3

Save Changes

Click “Guardar Cambios” (Save icon) to update the business record.Success message: “¡Éxito! Empresa actualizada correctamente”

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Deleting Businesses

Deleting a business is permanent and irreversible. All associated data will be removed:
  • Business account and login
  • All products in their catalog
  • Order history
  • Customer reviews for their products
Only delete businesses for serious violations or at business owner’s explicit request.
1

Click Delete Button

Click the red trash icon on the business card.
2

Confirm Deletion

Warning dialog appears:“¿Eliminar [Business Name]? Se borrarán todos los productos asociados a este local.”
  • Click “Sí, eliminar” to proceed
  • Click “Cancelar” to abort
3

Business Removed

  • Business and all related data are permanently deleted
  • Business card disappears from grid
  • Success message: “Eliminado - La empresa ha sido borrada”

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User Management

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Accessing User Directory

Navigate to “Usuarios del Sistema” (/admin/usuarios) to manage customer accounts. Key features:

User Search

Search bar filters users by:
  • Name
  • Email address
Live filtering as you type.

User Table

Displays all users with:
  • Avatar and name
  • Email address
  • Role badge (Cliente/Admin)
  • Edit and delete actions

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User Table Layout

The table columns show:
  • User avatar icon
  • Display name (bold)
  • Email address (gray text below name)

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Editing User Accounts

1

Open Edit Modal

Click the pencil icon next to any user to open the edit modal.
2

Update User Information

You can modify:
  • Nombre: User’s display name
  • Email: Login email address
  • Rol: Change between:
    • cliente: Standard customer account
    • admin: Administrator account (use carefully!)
  • Nueva Contraseña: Reset user’s password (optional)
3

Save Changes

Click “Guardar Cambios” to update the user account.Success message: “Actualizado - Usuario modificado con éxito”Click “Cancelar” to close without saving.
Role Assignment Caution:Only grant “admin” role to trusted users. Administrators have full platform access including:
  • Approving/rejecting businesses
  • Deleting any user or business
  • Managing product categories
  • Viewing all data
Use admin privileges sparingly and only for staff members.

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Password Resets

If a user forgets their password:
  1. Edit the user account
  2. Enter a new temporary password in “Nueva Contraseña” field
  3. Save changes
  4. Communicate the temporary password to the user securely
  5. Instruct them to change it immediately after logging in
For security, always generate strong temporary passwords and ensure users change them promptly.

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Deleting User Accounts

1

Click Delete Button

Click the trash icon next to the user you want to remove.
2

Confirm Deletion

Alert appears: “¿Eliminar a [User Name]? Esta acción no se puede deshacer”
  • Click “Sí, eliminar” to permanently delete
  • Click “Cancelar” to abort
3

Account Removed

  • User account is permanently deleted
  • User disappears from table
  • Success message: “Eliminado - El usuario ha sido borrado”
Deleting a customer account:
  • Removes their login access
  • Deletes their order history
  • Removes their product reviews
  • Cannot be undone
Only delete accounts for policy violations or explicit user requests.

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Category Management

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Understanding Categories

Product categories help organize items across all businesses:
  • Categories are platform-wide (not business-specific)
  • Businesses assign products to existing categories
  • Customers filter products by category when browsing
  • Common categories: Café, Postre, Bebida, Snack, etc.

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Creating New Categories

On the Admin Dashboard, scroll down to the “Crear nueva categoría de productos” section.
1

Enter Category Name

Type the category name in the input field (e.g., “Smoothies”, “Pasteles”, “Té”).
2

Create Category

Click “Crear categoría” button.The system:
  • Validates the name
  • Creates the category
  • Shows success message: “Categoría creada correctamente”
  • Adds it to the category list below

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Viewing Existing Categories

Below the creation form, the “Categorías existentes” section displays all current categories:
  • Category name
  • Delete button (trash icon)

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Deleting Categories

Only delete categories that are truly unnecessary. Deleting a category may affect products across all businesses that use it.
1

Click Delete Icon

Click the red trash icon next to the category you want to remove.
2

Confirm Deletion

Dialog asks: “¿Estás seguro de que deseas eliminar esta categoría?”Click “OK” to proceed.
3

Category Removed

  • Category is deleted from the system
  • Success message: “Categoría eliminada correctamente”
  • Category disappears from list
Best Practice: Before deleting a category, check with businesses to ensure no products are actively using it. Coordinate category cleanup with business owners when possible.

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Administrative Best Practices

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Security Guidelines

Account Security

  • Use strong, unique admin password
  • Never share admin credentials
  • Log out when leaving your workstation
  • Change password regularly

Access Control

  • Limit admin role to essential personnel only
  • Review admin user list periodically
  • Remove admin access when no longer needed
  • Document who has admin privileges

Action Logging

  • All admin actions are logged
  • Be prepared to justify deletions
  • Document reasons for rejections
  • Maintain records of significant changes

Data Protection

  • Treat all user data as confidential
  • Only access data when necessary
  • Never share business or customer information
  • Follow data protection regulations

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Quality Standards

Consistent standards ensure platform quality:
  • Professional presentation: Business information is complete and professional
  • Appropriate content: No offensive or inappropriate material
  • Legitimate business: Appears to be genuine food/beverage establishment
  • Verifiable information: Contact details seem legitimate
  • Quality imagery: Logo and photos meet minimum quality standards
Maintain fair and consistent user policies:
  • Clear violations only: Only take action for actual policy violations
  • Warning first: Consider warnings before account deletion when appropriate
  • Document decisions: Keep records of why accounts were removed
  • Consistent enforcement: Apply rules equally to all users
Keep categories organized and useful:
  • Clear naming: Use simple, descriptive category names
  • Avoid duplicates: Don’t create similar categories (e.g., “Coffee” and “Café”)
  • Appropriate scope: Categories should apply to multiple businesses
  • Regular review: Periodically audit and clean up unused categories

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Communication Guidelines

When communicating with business owners:
  • Be professional and courteous
  • Explain reasons for rejections or deletions
  • Provide guidance on meeting standards
  • Respond to inquiries promptly
  • Help businesses succeed on the platform

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Troubleshooting Admin Issues

Symptoms: Redirected to login or see “unauthorized” errorSolutions:
  • Verify your account has “admin” role (not “cliente”)
  • Log out completely and log back in
  • Clear browser cache and cookies
  • Check with another admin to verify account status
Symptoms: Business approved but owner doesn’t receive activation emailSolutions:
  • Verify email address in application is correct
  • Ask business to check spam/junk folder
  • Check server email configuration (technical issue)
  • Manual workaround: Edit user account and reset their password
Symptoms: Error when trying to delete accountsSolutions:
  • Check for active orders associated with the account
  • Verify you have proper admin permissions
  • Try refreshing the page and attempting again
  • Check browser console for error messages
Symptoms: “Categorías existentes” section shows loading or emptySolutions:
  • Refresh the dashboard page
  • Check internet connection
  • Try creating a test category to trigger reload
  • Contact technical support if persists

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Platform Monitoring

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Daily Administrative Tasks

1

Review Pending Applications

Check “Solicitudes de Registro” daily:
  • Process all pending business applications
  • Aim for same-day review when possible
  • Maintain approval quality standards
2

Monitor User Activity

Periodically review:
  • New user registrations
  • Any unusual account activity
  • Support inquiries or complaints
3

Check Business Health

Ensure businesses are active:
  • Note businesses with repeated issues
  • Identify inactive accounts
  • Follow up on suspended businesses

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Weekly Administrative Tasks

  • Review and clean up unused categories
  • Audit admin user list for unauthorized access
  • Check for duplicate business registrations
  • Review any reported platform issues

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Monthly Administrative Tasks

  • Generate platform statistics report
  • Review overall business approval/rejection rates
  • Assess category usage and organization
  • Update administrative procedures if needed

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Emergency Procedures

In case of serious incidents, follow these emergency procedures.

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Suspected Fraudulent Business

  1. Immediately suspend (delete) the business account
  2. Document evidence of fraudulent activity
  3. Notify other admins of the situation
  4. Review related accounts for connected fraud
  5. Contact authorities if criminal activity suspected

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Data Breach or Security Incident

  1. Change admin passwords immediately
  2. Review recent admin activity logs
  3. Notify technical team for system audit
  4. Document incident details
  5. Follow company security protocols

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Platform Abuse

  1. Identify the abusive account(s)
  2. Gather evidence of policy violations
  3. Delete offending accounts with documentation
  4. Block IP addresses if necessary (technical team)
  5. Update policies if gaps identified

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Next Steps

Customer Guide

Understand the customer experience to better support users

Business Guide

Learn business workflows to assist with their questions

API Reference

Technical documentation for system integrations

User Roles

Learn about the different user roles and permissions

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