SmartCrew Admin Console Documentation

This document describes the SmartCrew Admin Console, its complete screen catalog, and the core operational flows.

1. Product Overview

SmartCrew Admin is the web console used by office teams to manage projects, labor, equipment, materials, scheduling, and reporting. It is the source of truth for approvals and configuration.

Primary user roles

• Admin: full access to configuration and all modules.
• Manager: operational access to labor, projects, and reporting.
• Accounting/Operations: payroll, reports, and integrations.

2. Screen Catalog (All Pages)

2.1 Authentication and Shell

• Splash screen: bootstraps configuration and auth state.
• Login screen: email entry and verification flow.
• Dashboard screen (shell): global navigation and module container.
• Login email form: email capture and validation.
• Login code form: OTP verification step.

2.2 Dashboard

• Dashboard screen: KPI cards, activity feed, and shortcuts.
• Admin log detail screen: view a specific log entry.
• Dashboard field note screen: field note details and attachments.

2.3 Customers and Vendors

• Customers list screen: list and filter customers.
• Customer detail screen: customer profile and linked projects.
• Vendors list screen: list vendors and contacts.
• Vendor detail screen: vendor profile and activity.

2.4 Projects

• Projects list screen: all projects with status and filters.
• Project detail screen: project dashboard and tabs.
• Project detail tabs: Labor, Materials, Equipment, Change Orders, Other Expenses, Documents, Field Notes.

2.5 Equipment

• Equipment list screen: equipment inventory.
• Equipment detail screen: equipment profile and tabs.
• Equipment service request detail screen: service request workflow.
• Equipment detail tabs: Hours Log, Service Records, Documents, DOT Reports, Service Requests, Hauling.
• Equipment body screen: embedded body used within equipment details.

2.6 Labor and Time Tracking

• Labor screen: employee list and time summaries.
• Labor history screen: historical time logs.
• Labor time adjustment screen: edit and adjust labor logs.
• Employee detail screen: employee profile and activity.
• Employee body screen: embedded body used within employee details.
• Labor tabs: Employees, Time Off, Subcontractors.

2.7 Materials

• Materials screen: inventory, orders, and usage.
• Materials tabs: Orders, Field Usage, Hauling, Shopping Report.

2.8 Scheduling

• Scheduling screen: calendar-based scheduling and assignments.

2.9 Pipelines (Deals)

• Pipelines screen: deal tracking and statuses.
• Pipeline views: Board and Table layouts.

2.10 Reports

• Reports screen: report list and filters.
• Reports tabs: Payroll and Incident.

2.11 Settings and Configuration

• Settings screen: company and user configuration.
• Settings tabs: Profile, Notifications, Organization, Permissions, Activity Codes, Checkout Questions, QuickBooks.

2.12 Modals and Dialogs

Global

• Confirm delete modal: confirm destructive actions.
• Photos and notes modal: view attachments and notes.
• Upload document modal: attach files to entities.
• New note modal: add notes to records.

Reports and payroll

• Report detail modal: inspect report details.
• Payroll detail modal: review payroll entry.
• Payroll bulk edit modal: update multiple items at once.

Labor and time tracking

• Task edit modal: edit a labor task entry.
• Labor request details modal: request review and approval.
• Time off details modal: view time off request.
• Review time off modal: approve or reject PTO.
• Edit PTO bank modal: adjust PTO balances.
• Labor modal: create or edit labor records.

Projects

• Project modal: create or edit projects.
• Project document modal: manage project documents.
• Jobsite modal: edit jobsite location and contacts.
• Change order modal: create or edit change orders.

Materials

• Materials modal: create or edit materials.

Equipment

• Equipment modal: create or edit equipment.
• Equipment category modal: manage equipment categories.
• Equipment service record modal: log service records.
• Service request modal: create or update service requests.

Customers

• Customers modal: create or edit customers.
• Customer contact modal: manage contacts.

Vendors

• Vendors modal: create or edit vendors.

Pipelines (Deals)

• Pipeline deal modal: create or edit deals.
• Deal detail modal: view deal details.
• Deal note modal: attach notes to deals.
• Deal task modal: add follow-up tasks.

Scheduling

• Schedule modal: create or edit schedule items.

Settings and configuration

• Settings modal: edit company settings.
• Activity code modal: manage activity codes.
• Overtime rule modal: define overtime rules.
• Per diem rule modal: configure per diem rules.
• Checkout question modal: define checkout questions.
• Users modal: manage users and roles.

3. Core Feature Areas

3.1 Authentication and Access Control

• Firebase auth with role-based access control.
• Route guarding for all logged-in screens.
• Session lifecycle management (login/logout/token refresh).

3.2 Dashboard

• KPI cards and summary metrics.
• Activity feed and recent events.
• Quick navigation to key modules.

3.3 Projects

• Project creation, editing, and archival.
• Jobsite management (location, contacts).
• Resource assignment (labor, equipment, materials).
• Documents, field notes, and change orders.

3.4 Labor and Time Tracking

• Employee directory and roles.
• Time card generation and review.
• Payroll calculations and bulk edit.
• Time off requests and PTO tracking.

3.5 Materials

• Inventory and ordering.
• Billable vs non-billable classifications.
• Field usage vs purchasing records.
• Vendor linkage and cost tracking.

3.6 Equipment

• Inventory and categorization.
• Usage tracking and service requests.
• Service records and maintenance scheduling.

3.7 Customers and Vendors

• Customer profiles, contacts, and project history.
• Vendor profiles and purchase relationships.

3.8 Scheduling

• Calendar schedules and resource assignments.

3.9 Pipelines (Deals)

• Deal tracking, tasks, and notes.

3.10 Reports

• Reports list with filters and status.
• Payroll review and approvals.
• Incident and operational reports.

3.11 Integrations

• QuickBooks integration for accounting sync.

3.12 Audit and Activity Logs

• Admin action logging and change history.

4. Key Operational Flows

4.1 Payroll Review

1. Open Reports and select payroll review.
2. Load time cards for the selected period.
3. Apply bulk edits where needed.
4. Generate or export payroll report.
5. Log final review in audit history.

5. Release Test Suite (Beta to Prod Gate)

5.1 Admin Console Automated Suite

• Auth: login, role gating, route guard checks.
• Dashboard: metrics load and activity feed.
• Projects: create, edit, assign, archive.
• Labor: time cards, PTO review, payroll calculations.
• Materials: classifications, usage, vendor links.
• Equipment: service requests, service records, usage stats.
• Customers and vendors: CRUD and associations.
• Scheduling: create schedule and verify calendar.
• Reports: open each report type and validate attachments.
• Integrations: QuickBooks connectivity health check.
• Settings: permissions update and persistence.