1. Purpose and users
System Administration controls the foundation of the ERP. It is used by super admins, system admins, audit officers, and selected management users.
This workspace manages users, roles, permissions, branches, countries, departments, depots, clients, products, transit SLAs, monthly targets, platform settings, documentation, and audit visibility. If administration data is wrong, every downstream module becomes harder to use.
2. User setup
The process starts by creating user accounts. A user record can hold name, email, status, title, branch, assigned roles, station-login link, and other access context. Active users can sign in and use the workspace allowed by their permissions.
Administrators should assign the smallest role set that lets the user do their work. This protects finance, HR, stock, approvals, and dispatch actions from unnecessary access.
3. Roles and permissions
The ERP uses enterprise roles such as Dispatcher, Workshop Manager, Storekeeper, Fuel Controller, HR Admin, Finance Officer, Approver, and others. Each role maps to permissions that control what routes, screens, and actions the user can access.
Navigation is permission-driven. If a user cannot see a menu item, it usually means their role does not include that permission. This is intentional and should be changed only when the business approves the access.
4. Branch and country setup
Countries and branches define the operating structure of the business. Branch assignment affects employees, assets, clients, stock, trips, workshop activity, and reports.
Branch-aware access helps users work in the correct operating scope. For example, an operations user in one branch should not accidentally allocate another branch asset unless their role and branch policy allow it.
5. Departments, depots, products, and clients
Departments support HR and employee filtering. Depots support loading and allocation points. Products support trip, fuel, stock, and cargo workflows. Clients and client rates support transport requests, trips, billing, revenue, and reporting.
These master records should be maintained carefully because users select them repeatedly across the system. Clean master data reduces spelling differences, reporting gaps, and duplicate records.
6. Settings and thresholds
Platform settings hold business-wide values such as company name, currency, fuel anomaly thresholds, maintenance due thresholds, service warning limits, and other configurable controls.
Settings affect calculations and warnings in operational modules. For example, a fuel anomaly threshold changes when fuel usage becomes abnormal, while service thresholds change when maintenance becomes due soon or overdue.
7. Audit trail
The Audit Trail records important actions across the system, including creation, updates, approvals, deletions, login events, workflow changes, and controlled exceptions.
Audit officers use this area to answer who changed what, when, and why. This is especially important for finance, fuel, stock, trip closure, workshop release, and role changes.
8. Documentation and daily use
The internal documentation page gives authenticated users a reference for implemented modules, workflows, and business rules. It can also generate a PDF for training and onboarding.
In daily use, System Administration starts with master setup, creates users and roles, configures branches and settings, monitors audit activity, and supports users when access or setup data needs correction.