Admin guide
All sections under Admin are exclusively for the Admin role.
Company details
Manage the company name, VAT number, email, phone, free-form company address, and logo. This data is used, among other places, on work orders. The structured Workshop address is separate: route calculations use it as a start or end point when a technician chooses Workshop.
The number prefixes determine the readable numbers for new clients and jobs. Only change a prefix deliberately; existing numbers are not renumbered.
Planning settings
Set the general start and end time, default duration, time buffer, travel buffer, planning horizon, and required skill match. The local, regional, and highway speeds influence AI estimates. Live route recomputation can deviate from these because it uses actual route data.
AI planning rules contain only general preferences, for example “group work by region”. Do not add personal data.
Fill in the SMTP host, port, username, password, sender address, and sender name. Typically use:
- port 465 with SSL/TLS enabled;
- port 587 with the secure toggle off, so STARTTLS is used.
Save first and then send a test email to an address you check. The password is write-only and is not shown again. Emails for approval, reminder, and “en route” use these tenant settings and company branding.
Users & roles
Create a separate account for every employee. A password must contain at least eight characters. Available app roles are Admin, Planner, Office, and Technician. A tenant Admin cannot promote anyone to the built-in Directus Administrator and cannot manage users of another organization.
For a technician you can also link, block, reset, or remove the login from the technician page. If you remove a login, the operational technician record is preserved but the link becomes empty.
Catalogs
- Task types: default duration, buffer, required photos, required signature, and default skills.
- Materials: SKU, unit, category, supplier, purchase/sale price, stock, and minimum stock. Material that has already been used is deactivated on deletion to preserve history.
- Skills: central list for technicians, jobs, and task types. Inactive skills remain in historical data.
Devices
Under Admin → Devices, manage device models with brand, model name, type, and default warranty in months. Optionally link a Materials SKU so that the device catalog and product list remain one list. Upload one shared manual per model, which every role can open.
This administration page is exclusively for Admins. An installation is the actual device at a client and is separate from the model in the catalog: it has its own serial number, installation date, warranty, address, and notes.
Availability
Set workdays and default hours per technician. With recurring availability rules you can set work blocks and breaks per weekday, including split shifts. A date exception can make someone unavailable or give them different hours. The planner uses this data for conflicts and AI proposals.
Import, export, and geocoding
CSV import/export is available for clients, materials, skills, task types, the device catalog, and installations. Download the template first, review the preview, and check the summary after import. Clients are matched on client number, materials on SKU, device models on the combination of brand and model name, and installations on serial number. An installation row whose client cannot be resolved is reported as an error and is not imported. The import history shows counts of created, updated, and failed.
Use Localize addresses after a large import to fill in missing coordinates. The action can stop at a daily map quota and be resumed later. Full data export is intended for handover and data portability.
Billing
The billing portal shows plan, price per active technician, subscription status, trial period, payment details, and AI usage. Depending on the status, an Admin can renew the payment method, resume a payment, reactivate a cancelled subscription, or cancel immediately.
A cancellation blocks access immediately; this is currently not an “end of period cancel” feature. Cancelled or suspended data goes into a retention period. Make a full export in time if needed.
API keys and webhooks
Use API keys for inbound synchronization to the public REST API. Use Webhooks for outbound events to your system. These are different secrets. See API documentation and Webhook documentation.