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Overview

As a SmartShelf Administrator, you have full access to all system features and are responsible for user management and system-wide oversight. This guide covers your key responsibilities and workflows.

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Admin Capabilities

According to the permission matrix, administrators have the following privileges:
FeatureAccess Level
Dashboard Overview✅ Full Access
View Inventory✅ Full Access
Add/Edit Inventory✅ Full Access
Delete Inventory✅ Full Access
User Management✅ Full Access (Admin Only)
Create Tasks✅ Full Access
View All Tasks✅ Full Access
Update Task Status✅ Full Access
View Analytics✅ Full Access
FEFO Ordering✅ Full Access
Demand Forecast✅ Full Access

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Dashboard Overview

Your admin dashboard provides system-wide insights at a glance:

Key Metrics

The dashboard displays four primary stat cards:
  • Total Items: Overall count of inventory items in the system
  • Total Quantity: Sum of all inventory quantities
  • Low Stock: Items below reorder threshold
  • Critical Alerts: Expired and expiring soon items combined

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Alert Summary

Monitor critical system alerts organized by severity:
  • Expired Items (🔴 Red): Items past expiration date
  • Expiring Soon (🟠 Orange): Items expiring within 7 days
  • Low Stock (🟡 Yellow): Items below stock threshold
  • Out of Stock (⚫ Gray): Items with zero quantity

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Category Distribution

View inventory breakdown by category with:
  • Category name
  • Item count per category
  • Total quantity per category

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User Management

User management is an Admin-only feature. Managers and Workers cannot access this functionality.

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Creating New Users

1

Navigate to User Management

Access the User Management page from the main navigation menu.
2

Click 'Add User' Button

Open the user creation modal.
3

Fill in User Details

Provide the following information:
  • Name: Full name of the user
  • Email: Valid email address (used for login)
  • Password: Secure password (minimum requirements apply)
  • Role: Select from Admin, Manager, or Worker
4

Submit and Verify

Click “Create User” and verify the new user appears in the user list.

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Updating User Information

1

Locate the User

Find the user in the user management table.
2

Click Edit Button

Open the edit modal for that user.
3

Modify Details

Update name, email, role, or reset password as needed.
4

Save Changes

Confirm the updates and verify changes are reflected.

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Deleting Users

Deleting a user is permanent and cannot be undone. Ensure all assigned tasks are reassigned before deletion.
1

Select User to Delete

Identify the user account to remove.
2

Click Delete Button

A confirmation dialog will appear.
3

Confirm Deletion

Review the warning and confirm deletion if certain.

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Inventory Management

Admins have full CRUD access to inventory:

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Adding Inventory Items

Required Fields

  • Product Name
  • Category (Dairy, Bakery, Meat, Seafood, etc.)
  • SKU (Stock Keeping Unit)
  • Quantity
  • Purchase Date
  • Expiry Date
  • Supplier

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Best Practices for Inventory

Use a consistent format: CATEGORY-NUMBER (e.g., DA-001 for Dairy, BK-001 for Bakery)
Always enter accurate expiry dates to ensure FEFO ordering works correctly.
Set appropriate low stock thresholds based on consumption patterns for each category.

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Task Management

Create and assign tasks to workers:
1

Navigate to Task Management

Access the task management interface.
2

Create New Task

Click “Add Task” and provide:
  • Task description
  • Assigned worker (select from dropdown)
3

Monitor Task Progress

Track task status: Pending → In Progress → Completed

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Analytics Access

As an admin, you have access to:
  • FEFO Ordering: View items prioritized by expiry date
  • Demand Forecasting: 7-day projections for inventory items
  • Top Selling Products: Based on sales velocity
  • Alert Notifications: Real-time system alerts

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Best Practices

Regular Audits

Perform weekly reviews of user accounts and their assigned roles to ensure proper access control.

Monitor Critical Alerts

Check the alert summary daily to address expired and low stock items promptly.

User Training

Ensure all new users receive proper training on their role-specific features before system access.

Password Security

Enforce strong password policies and periodic password updates for all users.

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Security Considerations

Administrators should:
  • Use strong, unique passwords
  • Never share admin credentials
  • Review user activity logs regularly
  • Remove inactive user accounts promptly
  • Follow the principle of least privilege when assigning roles

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Common Admin Workflows

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Onboarding a New Manager

1

Create Manager Account

Add new user with “Manager” role in User Management.
2

Verify Permissions

Confirm they can access inventory, tasks, and analytics but NOT user management.
3

Provide Training

Walk through manager-specific features like FEFO ordering and demand forecasting.

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Handling System Alerts

1

Review Alert Dashboard

Check critical alerts on the dashboard daily.
2

Create Tasks for Workers

Assign tasks to workers to address expired items or low stock issues.
3

Update Inventory

Remove expired items or add new stock as needed.

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Troubleshooting

Ensure the user has no pending or in-progress tasks. Reassign or complete tasks first.
Verify the user’s role is set correctly. Only Admins can access User Management.
Check your internet connection and ensure the backend API is running on port 5000.

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Next Steps

Manager Guide

Learn about manager-specific features and workflows

Worker Guide

Understand worker task management capabilities

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