admin guide

# Admin Panel User Guide

## Complete Guide for HR Administrators

This comprehensive guide covers every aspect of the Akoto Verify admin panel, including detailed instructions, tips, troubleshooting, and workarounds for common issues.

---

## Table of Contents

1. [Getting Started](#1-getting-started)
2. [Admin Dashboard Overview](#2-admin-dashboard-overview)
3. [Employee Management](#3-employee-management)
4. [Settings Configuration](#4-settings-configuration)
5. [Payroll & Analytics](#5-payroll--analytics)
6. [Security Management](#6-security-management)
7. [Geolocation Features](#7-geolocation-features)
8. [Missed Clock-Out Management](#8-missed-clock-out-management)
9. [Automated Reports](#9-automated-reports)
10. [Troubleshooting Guide](#10-troubleshooting-guide)
11. [Tips & Best Practices](#11-tips--best-practices)
12. [Getting Help](#12-getting-help)

---

## 1. Getting Started

### 1.1 Accessing the Admin Panel

**URL Format:** `https://www.akotoverify.com/<your-company>/admin`

**Example:** If your company slug is "acmecorp", visit:
`https://www.akotoverify.com/acmecorp/admin`

**Tip:** Bookmark this URL for quick access.

### 1.2 Login Credentials

When your account was created, you received an email containing:
- **HR User ID** (e.g., `acmec1000`)
- **Password** (the one you set during signup)

**Can't find your credentials?**
1. Check your spam/junk folder
2. Search for emails from `info@akotoverify.com`
3. Contact support via the [Help Form](#12-getting-help)

### 1.3 Session Duration

- Admin sessions last **30 minutes**
- After 30 minutes of inactivity, you'll need to log in again
- This is a security feature to protect employee data

**Tip:** If you're doing extensive work, keep the tab active to prevent timeout.

### 1.4 First-Time Setup Checklist

Before adding employees, complete these steps:

1. ✅ **Configure HR Email** - Required for notifications
2. ✅ **Set Work Hours** - Define expected shift duration
3. ✅ **Set Start Time** - Define when shifts begin
4. ✅ **Review Security Settings** - Enable/disable anti-spoofing
5. ✅ **Configure Report Schedule** - Set up automated reports (optional)

---

## 2. Admin Dashboard Overview

### 2.1 Dashboard Sections

When logged in, you'll see:

| Section | Description |
|---------|-------------|
| **Employees Currently Logged In** | Real-time list of who's working |
| **Employee Locations** | Map and location data (if enabled) |
| **Upload New Employee** | Add employees to the system |
| **All Employees** | Complete employee roster |
| **Quick Links** | Settings, Search, Security, Logout |

### 2.2 Live Employee Feed

The "Employees Currently Logged In" table shows:
- Employee name
- Login time
- Location (if geolocation enabled)

**Auto-refresh:** The list updates every 5 seconds automatically.

**Tip:** If an employee appears stuck as "logged in" for too long, they may have forgotten to clock out. Check the Missed Clock-Out section.

### 2.3 Navigation Links

| Link | Purpose |
|------|---------|
| **Settings** | Configure all company settings |
| **Payroll & Analytics** | Search logs, export reports |
| **Security Notifications** | Review anti-spoofing incidents |
| **Missed Clock-Outs** | Review employee clock-out claims |
| **Logout** | End your admin session |

---

## 3. Employee Management

### 3.1 Adding a New Employee

**Prerequisites:**
- HR email must be configured in Settings
- Employee photo (JPG format, clear face visible)

**Steps:**
1. Scroll to "Upload New Employee" section
2. Enter **First Name** (as it should appear in reports)
3. Enter **Last Name**
4. Click "Choose File" and select employee photo
5. Click "Upload Employee"

**Photo Requirements:**
- Format: JPG/JPEG only
- Size: Under 5MB recommended
- Quality: Clear, well-lit face photo
- Angle: Front-facing, eyes visible
- Background: Plain background preferred

**What happens next:**
1. System generates unique Employee ID (e.g., `JD1456`)
2. Face encoding is extracted and stored
3. HR receives email notification with employee details
4. Employee count is updated

### 3.2 Employee ID Format

Employee IDs follow this pattern: `[FirstInitial][LastInitial][Number]`

**Examples:**
- John Doe → `JD1456`
- Sarah Smith → `SS1789`
- Mike Johnson → `MJ1234`

**Tip:** The number portion is unique within your company's assigned range.

### 3.3 Viewing All Employees

The "All Employees" section shows:
- Employee ID
- Full Name
- Delete button

**Tip:** Use Ctrl+F (Cmd+F on Mac) to quickly find an employee by name.

### 3.4 Deleting an Employee

**Warning:** This action cannot be undone.

**Steps:**
1. Find the employee in "All Employees" list
2. Click the red "Delete" button
3. Confirm the deletion in the popup dialog
4. Employee is removed from the system

**What happens:**
- Employee record is permanently deleted
- Face encoding is removed
- Employee can no longer clock in
- HR receives email notification
- Employee count decreases

**Tip:** Before deleting, export any needed payroll data for that employee.

### 3.5 Common Employee Issues

**Issue: "HR email not configured" error when uploading**
- Solution: Go to Settings → Automated Reports → Enter HR email → Save

**Issue: "Failed to extract face encoding" error**
- Solution: Use a clearer photo with better lighting
- Ensure face is fully visible and front-facing
- Try a different photo

**Issue: Employee photo upload fails**
- Check file is JPG format (not PNG, HEIC, etc.)
- Ensure file size is under 5MB
- Try a different browser

**Issue: Wrong name entered for employee**
- You cannot edit employee names
- Delete the employee and re-add with correct name

---

## 4. Settings Configuration

### 4.1 Accessing Settings

Click "Settings" link on admin dashboard, or visit:
`https://www.akotoverify.com/<your-company>/settings`

### 4.2 Employee Log Access

Controls how employees view their own work history.

**Log Search Range:**
| Option | Use Case |
|--------|----------|
| 30 days | Recent history only, minimal data exposure |
| 60 days | Short-term tracking |
| 90 days | Quarterly review period |
| 6 months | Half-year records |
| 1 year | Full annual history, tax purposes |

**Tip:** Start with 30 days and increase if employees need longer history.

### 4.3 Security Settings

**Anti-Spoofing Detection:**
- **Enabled (Recommended):** Detects photo/video spoofing attempts
- **Disabled:** Faster login, but less secure

**How anti-spoofing works:**
1. Analyzes webcam frames for blur patterns
2. Checks color variance across frames
3. Detects static images (photos) vs. live faces
4. Blocks login and alerts HR if spoofing detected

**Tip:** Keep enabled unless employees report frequent false positives.

### 4.4 Inactive Employee Tracking

Monitors employees who haven't clocked in recently.

**Settings:**
- **Enabled/Disabled:** Toggle tracking on/off
- **Threshold:** Days before marking inactive (3-30 days)

**When enabled:**
- Warning appears on Payroll & Analytics page
- Shows list of inactive employees
- Displays last activity date and days inactive

**Tip:** Set threshold based on your work schedule. For daily workers, 3-5 days. For shift workers, 7-14 days.

### 4.5 Colleague Visibility

Controls whether employees see who else is logged in.

**Options:**
- **Enabled:** Employees see colleague names on their dashboard
- **Disabled:** Only admins see the logged-in list

**Tip:** Enable for team awareness; disable for privacy-sensitive environments.

### 4.6 Required Work Hours

Sets expected shift duration for overtime/undertime tracking.

**Range:** 4-12 hours (default: 8 hours)

**Related settings:**
- **Overtime Tracking:** Log when employees exceed required hours
- **Undertime Alerts:** Email HR when employees work less than required

**Tip:** Set this accurately - it affects overtime calculations and undertime alerts.

### 4.7 Late Arrival Tracking

Monitors employees who clock in after scheduled start time.

**Settings:**
- **Enabled/Disabled:** Toggle late tracking
- **Scheduled Start Time:** When shifts begin (e.g., 09:00)
- **Grace Period:** Minutes before marking late (0-30 minutes)
- **Late Alerts:** Email HR for each late arrival

**How it works:**
1. Employee clocks in after start time + grace period
2. System prompts for late reason
3. Late status recorded in logs
4. HR can view late arrivals in Payroll & Analytics

**Tip:** Set a 5-10 minute grace period to account for minor delays.

### 4.8 Geolocation Tracking

Records employee location at clock-in/out.

**Settings:**
- **Enabled/Disabled:** Toggle location tracking

**When enabled:**
- Employees prompted for location permission
- Location recorded at clock-in and clock-out
- Admin can view locations on interactive map
- Addresses resolved from coordinates

**Privacy note:** Employees can decline location sharing and still clock in.

**Tip:** Enable for field workers or remote teams; disable for office-only staff.

### 4.9 Missed Clock-Out Detection

Handles forgotten clock-outs.

**Settings:**
- **Enabled/Disabled:** Toggle detection
- **Block Reports:** Prevent scheduled reports until claims resolved

**When enabled:**
- System detects open sessions when employee tries to clock in again
- Employee submits claim with actual clock-out time
- Admin reviews and approves/rejects claims

**Tip:** Enable if employees frequently forget to clock out.

### 4.10 Automated Reports

Schedule automatic timesheet reports.

**Settings:**
- **HR Email:** Where reports are sent
- **Frequency:** Weekly, Bi-weekly, 4-weekly, Monthly
- **Day/Date:** When reports are sent
- **Format:** Excel, CSV, or both

**Tip:** Set up bi-weekly reports to align with common pay periods.

### 4.11 Saving Settings

**Important:** Click "Save All Settings" after making changes.

**Success indicators:**
- Green success message appears
- Page shows "Settings successfully updated!"

**If save fails:**
- Check internet connection
- Refresh page and try again
- Contact support if issue persists

---

## 5. Payroll & Analytics

### 5.1 Accessing Payroll & Analytics

Click "Payroll & Analytics" on admin dashboard, or visit:
`https://www.akotoverify.com/<your-company>/search`

### 5.2 Searching Employee Logs

**Search options:**
- **Employee Name:** Full or partial name
- **Start Date:** Beginning of search range
- **End Date:** End of search range

**Tips:**
- Leave name blank to search all employees
- Use date range to limit results
- Results sorted by most recent first

### 5.3 Understanding Search Results

| Column | Description |
|--------|-------------|
| Name | Employee full name |
| User ID | Employee ID |
| Date | Work date |
| Clock In | Login timestamp |
| Clock Out | Logout timestamp |
| Hours Worked | Total time (hours:minutes) |
| Overtime | Extra hours beyond required |
| Late Status | "Late" if arrived after start time |
| Late Reason | Reason provided for late arrival |

### 5.4 Exporting Reports

**Email Export:**
1. Perform your search
2. Click "Email Payroll Export"
3. Choose default HR email or enter custom email
4. Click "Send Report"

**Export formats:**
- **Excel (.xlsx):** Full formatting, multiple sheets
- **CSV (.csv):** Simple format, compatible with all systems

**Tip:** Export includes all search results, not just visible rows.

### 5.5 Payroll Software Compatibility

Exports are compatible with:
- Xero
- Sage
- QuickBooks
- ADP
- Most payroll systems accepting CSV/Excel

**Hours format:** Decimal (e.g., 8.5 hours, not 8:30)

### 5.6 Inactive Employee Warnings

If inactive tracking is enabled, you'll see:
- Yellow warning box at top of page
- Count of inactive employees
- Table with inactive employee details

**Columns:**
- Name
- User ID
- Last Activity
- Days Inactive

**Tip:** Follow up with inactive employees to verify their status.

### 5.7 Late Arrival Summary

If late tracking is enabled, late arrivals show:
- "Late" in Late Status column
- Reason in Late Reason column

**Tip:** Filter by date range to see late patterns over time.

---

## 6. Security Management

### 6.1 Accessing Security Notifications

Click "Security Notifications" on admin dashboard, or visit:
`https://www.akotoverify.com/<your-company>/security`

### 6.2 Understanding Security Incidents

Security incidents occur when the anti-spoofing system detects:
- Photo being held up to camera
- Video playback on screen
- Static image instead of live face

### 6.3 Incident Details

Each incident shows:
- **Employee:** Who was identified (if matched)
- **Type:** "Spoofing Detected"
- **Time:** When incident occurred
- **Status:** Pending or Resolved

### 6.4 Viewing Evidence

Click "View Evidence" to see:
- Screenshot captured during spoofing attempt
- Visual proof of what triggered the alert

**Tip:** Evidence helps determine if it was intentional fraud or false positive.

### 6.5 Resolving Incidents

**Steps:**
1. Click "Resolve" on the incident
2. Select action taken:
   - Warning Issued
   - Retraining Required
   - Suspension
   - Termination
   - False Positive
3. Add notes (optional)
4. Click "Resolve Incident"

**Tip:** Document your decision in the notes field for future reference.

### 6.6 False Positives

Sometimes legitimate logins trigger false positives due to:
- Poor lighting conditions
- Low-quality webcam
- Reflective glasses
- Unusual angles

**If false positives are frequent:**
1. Mark incidents as "False Positive"
2. Consider disabling anti-spoofing temporarily
3. Advise employees on proper camera positioning
4. Contact support if issue persists

---

## 7. Geolocation Features

### 7.1 Enabling Geolocation

1. Go to Settings
2. Find "Geolocation Tracking" section
3. Select "Enabled"
4. Click "Save All Settings"

### 7.2 Viewing Employee Locations

On admin dashboard, use these buttons:
- **View Login Locations:** Where employees clocked in today
- **View Logout Locations:** Where employees clocked out today
- **View Interactive Map:** Visual map with all locations

### 7.3 Understanding Location Data

| Field | Description |
|-------|-------------|
| Coordinates | Latitude/Longitude |
| Address | Street address (resolved automatically) |
| Time | When location was recorded |

### 7.4 Interactive Map Features

- **Markers:** Each employee's location
- **Popups:** Click marker for details
- **Zoom:** Scroll to zoom in/out
- **Pan:** Drag to move around

### 7.5 Location Privacy

**Employee consent:**
- Employees must grant browser permission
- They can decline and still clock in
- Location shows as "N/A" if declined

**Tip:** Inform employees about location tracking before enabling.

### 7.6 Location Troubleshooting

**Issue: Location shows as "N/A"**
- Employee declined location permission
- Browser doesn't support geolocation
- Employee using VPN or location spoofing

**Issue: Location is inaccurate**
- GPS accuracy varies by device
- Indoor locations less accurate
- Mobile devices generally more accurate than desktops

---

## 8. Missed Clock-Out Management

### 8.1 Enabling Missed Clock-Out Detection

1. Go to Settings
2. Find "Missed Clock-Out Detection" section
3. Select "Enabled"
4. Optionally enable "Block Reports on Pending"
5. Click "Save All Settings"

### 8.2 How It Works

1. Employee forgets to clock out
2. Next day, employee tries to clock in
3. System detects open session
4. Employee submits claim with actual clock-out time
5. Admin reviews and approves/rejects

### 8.3 Reviewing Claims

Access via "Missed Clock-Outs" link or:
`https://www.akotoverify.com/<your-company>/admin/missed-clockouts`

**Claim details:**
- Employee name
- Original login time
- Claimed clock-out time
- Reason provided
- Status (Pending/Approved/Rejected)

### 8.4 Approving Claims

1. Click "Review" on the claim
2. Verify claimed time is reasonable
3. Add admin notes (optional)
4. Click "Approve"

**Result:** Log is updated with claimed clock-out time.

### 8.5 Rejecting Claims

1. Click "Review" on the claim
2. Add reason for rejection in notes
3. Click "Reject"

**Result:** Original log remains unchanged (no clock-out time).

### 8.6 Block Reports Setting

When enabled:
- Scheduled reports won't send if pending claims exist
- Warning appears on admin dashboard
- Ensures reports have complete data

**Tip:** Enable this for accurate payroll reports.

---

## 9. Automated Reports

### 9.1 Setting Up Automated Reports

1. Go to Settings
2. Find "Automated Reports" section
3. Enter HR email address
4. Select frequency (Weekly, Bi-weekly, etc.)
5. Select day/date for delivery
6. Choose format (Excel, CSV, or both)
7. Click "Save All Settings"

### 9.2 Report Frequencies

| Frequency | Delivery |
|-----------|----------|
| Weekly | Every week on selected day |
| Bi-weekly | Every 2 weeks on selected day |
| 4-weekly | Every 4 weeks on selected day |
| Monthly | On selected date each month |

### 9.3 Report Contents

Reports include:
- All employee clock-in/out records
- Hours worked (decimal format)
- Overtime hours
- Late arrivals with reasons
- Date range covered

### 9.4 Report Delivery

- Sent to configured HR email
- Includes Excel and/or CSV attachments
- Sent automatically at scheduled time

**Tip:** Check spam folder if reports don't arrive.

### 9.5 Manual Reports

For immediate reports:
1. Go to Payroll & Analytics
2. Set your date range
3. Click "Email Payroll Export"
4. Enter recipient email
5. Click "Send Report"

---

## 10. Troubleshooting Guide

### 10.1 Login Issues

**Problem: "Invalid credentials" error**
- Double-check HR User ID (case-sensitive)
- Verify password is correct
- Check Caps Lock is off

**Problem: Session expired frequently**
- Sessions last 30 minutes
- Keep tab active while working
- Re-login when prompted

**Problem: Can't access admin panel**
- Verify URL is correct (`/<company>/admin`)
- Check company slug spelling
- Clear browser cache and cookies

### 10.2 Employee Upload Issues

**Problem: "HR email not configured" error**
- Go to Settings → Automated Reports
- Enter valid HR email
- Save settings, then retry upload

**Problem: "Failed to extract face encoding"**
- Use clearer, well-lit photo
- Ensure face is front-facing
- Remove sunglasses/hats in photo
- Try different photo

**Problem: Photo upload fails**
- Verify JPG format (not PNG/HEIC)
- Check file size under 5MB
- Try different browser
- Clear browser cache

**Problem: Employee ID not generated**
- Check employee limit not reached
- Verify company account is active
- Contact support if issue persists

### 10.3 Settings Issues

**Problem: Settings won't save**
- Check internet connection
- Refresh page and retry
- Try different browser
- Clear browser cache

**Problem: Changes not taking effect**
- Ensure you clicked "Save All Settings"
- Refresh the page
- Log out and back in

### 10.4 Report Issues

**Problem: Reports not arriving**
- Check spam/junk folder
- Verify HR email is correct in Settings
- Check email address for typos
- Try sending manual report to test

**Problem: Report has missing data**
- Check for pending missed clock-out claims
- Verify date range is correct
- Ensure employees are clocking out properly

**Problem: Hours showing incorrectly**
- Verify required work hours setting
- Check for missed clock-outs
- Review individual employee logs

### 10.5 Security Issues

**Problem: Too many false positives**
- Advise employees on proper lighting
- Ensure webcams are good quality
- Consider disabling anti-spoofing temporarily
- Contact support for assistance

**Problem: Can't view security evidence**
- Check browser allows images
- Try different browser
- Clear browser cache

### 10.6 Geolocation Issues

**Problem: Locations showing as "N/A"**
- Employee declined permission
- Browser doesn't support geolocation
- Advise employees to allow location access

**Problem: Map not loading**
- Check internet connection
- Try refreshing the page
- Try different browser

**Problem: Locations are inaccurate**
- GPS accuracy varies by device
- Indoor locations less accurate
- This is a device limitation, not system issue

### 10.7 Performance Issues

**Problem: Pages loading slowly**
- Check internet connection
- Clear browser cache
- Try different browser
- Reduce date range in searches

**Problem: Dashboard not updating**
- Refresh the page
- Check internet connection
- Live feed updates every 5 seconds

---

## 11. Tips & Best Practices

### 11.1 Daily Routine

1. **Morning:** Check who's logged in, review any overnight issues
2. **Midday:** Monitor for late arrivals, check for stuck sessions
3. **End of day:** Verify everyone has clocked out

### 11.2 Weekly Tasks

1. Review security incidents
2. Check for inactive employees
3. Export weekly report (if not automated)
4. Review missed clock-out claims

### 11.3 Monthly Tasks

1. Review all settings are still appropriate
2. Check employee count vs. plan limit
3. Archive or export historical data
4. Review late arrival patterns

### 11.4 Employee Onboarding Tips

1. **Photo quality matters:** Good photos = fewer login issues
2. **Explain the system:** Show employees how to clock in/out
3. **Test first:** Have new employee do test login before first shift
4. **Provide ID:** Give employee their ID immediately after upload

### 11.5 Security Best Practices

1. **Keep anti-spoofing enabled** unless causing issues
2. **Review incidents promptly** - don't let them pile up
3. **Document actions** in resolution notes
4. **Change password periodically** for admin account

### 11.6 Report Best Practices

1. **Set up automated reports** to ensure consistency
2. **Use bi-weekly** to align with common pay periods
3. **Enable "Block Reports on Pending"** for accurate data
4. **Keep HR email updated** if staff changes

### 11.7 Troubleshooting Best Practices

1. **Try refreshing first** - solves many issues
2. **Clear cache** if problems persist
3. **Try different browser** to isolate issues
4. **Document issues** before contacting support

### 11.8 Data Management Tips

1. **Export regularly** for backup purposes
2. **Delete departed employees** to keep list clean
3. **Review inactive employees** monthly
4. **Archive old reports** for compliance

---

## 12. Getting Help

### 12.1 Self-Service Resources

Before contacting support, try:

1. **This Guide:** Search for your issue above
2. **FAQ Page:** `/faq` - Common questions answered
3. **Documentation:** `/documentation` - Feature guides
4. **How It Works:** `/how-to-use` - System overview

### 12.2 Contact Support

If you still need help:

**Help Form:** Visit `/contact` or click "Contact Support" in the footer

**When contacting support, include:**
1. Your company name/slug
2. Detailed description of the issue
3. Steps you've already tried
4. Screenshots if applicable
5. Browser and device you're using

### 12.3 Response Times

- **General inquiries:** 1-2 business days
- **Technical issues:** Same day during business hours
- **Urgent issues:** Mark as urgent in the form

### 12.4 Common Support Requests

| Issue | Typical Resolution |
|-------|-------------------|
| Password reset | Same day |
| Account issues | 1-2 hours |
| Technical bugs | 1-2 business days |
| Feature requests | Logged for review |

---

## Quick Reference Card

### Key URLs

| Page | URL |
|------|-----|
| Company Landing | `/<company>` |
| Admin Panel | `/<company>/admin` |
| Settings | `/<company>/settings` |
| Payroll & Analytics | `/<company>/search` |
| Security | `/<company>/security` |
| Missed Clock-Outs | `/<company>/admin/missed-clockouts` |

### Keyboard Shortcuts

| Action | Shortcut |
|--------|----------|
| Find on page | Ctrl+F (Cmd+F on Mac) |
| Refresh page | F5 or Ctrl+R |
| Print page | Ctrl+P |

### Session Limits

| Session Type | Duration |
|--------------|----------|
| Admin session | 30 minutes |
| Employee session | 12 hours |

### File Limits

| Type | Limit |
|------|-------|
| Photo upload | 5MB recommended |
| Photo format | JPG/JPEG only |

---

*Last updated: February 2026*

*Need more help? Visit `/contact` to reach our support team.*