Admin — Feature & Improvement Analysis
DirectBee / STAFF. · generated 9/10/2026
A complete inventory of every admin-side feature plus prioritized improvement recommendations. Use the buttons above to download as PDF or TXT.
Part A — Features
1. Dashboard
- •Range toggle (Today / Week / Month) driving live summary metrics: entries, gross hours, pause hours, net hours, and earnings.
- •Secondary KPI cards: active users, active projects, today's entries, and currently-working count — each deep-links to its module.
- •Subscription banner showing plan state (trial / active / expiring / blocked) with block overlay when access is denied.
- •Registration-requests panel to approve or decline pending staff sign-ups inline.
- •Currently Working list with live clock-in times, pause indicators, and clock-in method icons (geofence / QR / code).
- •Clock-in credentials cards for projects using QR or code methods, with one-tap access to regenerate codes/tokens.
- •Quick-actions grid (configurable per org) for fast navigation to key modules.
- •QR/barcode scanner in the header to open project credentials by scanning a project QR.
- •Notification bell with unread count; one-tap switch to the staff portal (role-permission gated).
2. Users
- •Search by name, email, or ID; filter by status (All / Active / Inactive / Pending), role, team, and label.
- •Master admins can toggle a cross-org view listing all platform users.
- •Pending registration requests with inline approve/decline (triggers email + access grant).
- •Per-user cards show role badges, labels, profile-completion %, required-document status, hourly rate, entry count, and hours.
- •Multi-select with a sticky bulk-action bar: bulk edit, set active/inactive, request profile completion, request availability, and export selected.
- •Invite by email (pre-filled registration link) and CSV import with template download.
- •Unified column-picker export (CSV + PDF) with persisted column selection and ordering.
- •User detail modal: full profile editing, external accounts, accreditations, signed documents, labels, role assignment, and per-user variables.
3. Projects
- •Project board with cards showing live entries, hours, earnings, and active status.
- •Create/edit projects: client link, color, hourly rate, address, contacts, emergency contacts, operating hours and date overrides.
- •Geofence configuration (lat/lng/radius) and clock-in methods (geofence, QR, code) with AND/OR logic.
- •Per-project task requirement toggle, visibility editor (which staff can see the project), and document management with signing requirements.
- •Earning reports per project (draft/published) and project credentials modal for QR/code display and regeneration.
- •Project detail modal with documents, earning reports, and quick access to inventory.
4. Inventory
- •Project-scoped inventory with eight tabs: Products, Reports, Stock, Stock count, Orders, Suppliers, Settings, Export.
- •Product management: SKU, barcode(s), category, supplier, pack size, allergens, dietary labels, buy/sell prices, reorder point, rotation (FIFO/LIFO/FEFO).
- •Barcode/document scanning to add or identify products (subscription-gated).
- •Stock tab: register incoming batches with best-before dates and record stock movements; stock-count tab for physical counts.
- •Orders tab: create supplier orders with line items (packs/pcs), track submitted/delivered/received/cancelled status.
- •Suppliers directory per project with detail view and product links.
- •Settings tab for per-project inventory configuration; Export tab for CSV/PDF exports.
- •Bulk edit selected products; CSV import of products.
- •KPI cards: products, total units, out, reorder, orders — each filters the relevant tab.
5. Time Entries
- •Comprehensive entries dashboard with search, date-range filter, project/user filters, and active/completed status tabs.
- •Live performance metrics strip (gross, pause, net, earnings, cost) for the filtered set.
- •Bulk operations: validate, delete (soft), and bulk-edit via a spreadsheet-style grid with resizable columns.
- •Unified column-picker export (CSV + PDF) with persisted preferences; CSV import of entries with column mapping.
- •Entry detail modal: edit project/task/times/pause/rates/notes, custom variables, live location map, request live location, and soft-delete.
- •Visible-metrics configuration to choose which calculated metrics appear on cards and exports.
6. Tasks
- •List and Kanban views for tasks with status (To Do / In Progress / Done / Cancelled) and priority (low/medium/high/urgent).
- •Filter by project and status; search by name.
- •Create/edit tasks with multi-project assignment, assignees, due dates, priority, and notes.
- •Task completion log modal showing who completed what and when.
7. Planning
- •Three sub-views: Schedule, Availability, Open Shifts — each with week and month calendars.
- •Create and edit shifts (manual or from availability); assign to users and projects with capacity for open shifts.
- •Request staff availability from selected users/teams; review pending submitted and admin-requested availability.
- •Confirm availability to schedule (auto-creates a shift) or reject; assign a project before confirming.
- •Approve/reject cancellation requests for both shifts and availability (with reason and optional attachment).
- •Open-shift applicant review with confirm/reject and capacity tracking.
- •Day modal with prev/next navigation and quick add-shift; deep-linking from notifications (?sub=&user=).
- •Calendar sync (.ics export), print, and planning export modal.
- •Auto-generation of accreditations when shifts are confirmed.
8. Reports
- •Six categories: Overview, Users, Projects, Invoice, Earnings, Charts — with Day/Week/Month/Year range toggle.
- •Overview tab: aggregate KPIs and trends across the organization.
- •Users tab: per-user performance with entries, hours, earnings, referral bonuses, and CSV export.
- •Projects tab: per-project time and earnings breakdown with progress bars and CSV export.
- •Invoice tab: billing-oriented report with client and project grouping.
- •Earnings tab: auto and manual earning reports, with create/publish/delete and custom variable aggregation.
- •Charts tab: visual analytics (recharts) across entries, hours, and earnings.
- •Custom-variable-aware reporting (global + org variables) with role-based visibility filtering.
9. Clients
- •Client directory with search, active/inactive tabs, and region filter.
- •Create/edit clients: company name, VAT, region, contact details, address, notes, billing email, and outstanding amount.
- •Link clients to projects and create projects directly from a client.
- •Bulk edit and CSV import of clients; column-picker export (CSV + PDF).
- •Billing reminder email per client (with outstanding amount) via the client detail modal.
- •Per-client cards showing linked projects, hours, and earnings.
10. Recruiting
- •Candidate pipeline with stages (New → Contacted → Interview → Offer → Accepted → Hired → Rejected) and stage filtering.
- •Create candidates manually; invite candidates to register as staff.
- •Staffing applications review with approve/decline and detailed application modal.
- •Referral tree and referral stats: track referred users, referrer mapping, and referral counts.
- •Promotions management to configure referral bonuses and promotional campaigns.
11. Checklists
- •Create/edit checklists with project scoping, visibility (once / limited / recurring / always), and required toggle.
- •Tabs: Active, Inactive, Deleted, All with counts.
- •Checklist history modal and per-checklist completion log modal.
- •Mandatory checklists block clock-out for the final user on a shared project.
- •Scheduled reminder workflow proactively prompts staff about incomplete checklists.
12. Accreditations
- •Four tabs: Overview, Codes, Schedule, Logs with status filters (all/ready/scanned/expired/cancelled).
- •Generate accreditations for a date range; create individual accreditations.
- •Scan accreditation barcodes; schedule and track expiry.
- •Sync accreditations from confirmed shifts (auto-generation backend).
- •Date-range filtering and search across all accreditation items.
13. Announcements
- •Create/edit announcements with type (info / warning / urgent / success), pinning, and read tracking.
- •Search announcements; detail modal with read-by user list.
- •Delete announcements; pin/unpin to control visibility priority.
- •Targeted visibility and real-time delivery to staff via subscriptions.
14. Teams
- •Create teams with name, description, color, leader, and members; active/inactive status.
- •Search teams, members, and leaders; member avatars with count.
- •Teams tab and members view; total members and active/inactive counts.
- •Team membership drives staff visibility and availability requests.
15. Documents
- •Full documents manager (admin mode): upload, categorize, and scope documents (general / project / user).
- •Multi-project and multi-user scoping; signature requirement (none / optional / required).
- •In-app document viewer with signing capability and signed-status tracking.
- •Project-uploaded files alongside library documents; download links.
16. Settings
- •Organization profile editing: name, company name, region, contacts, address, website, sector, VAT, staff size.
- •Currency and currency symbol, language, date format, and foot note — with immediate global impact on financial data.
- •Primary color and feature-access configuration; custom navigation order (admin + staff).
- •Quick-actions ordering for the dashboard.
- •Cross-org lending panel to lend/receive users across organizations.
- •Notification preferences and recent notification list; activity log view.
- •Subscription plan assignment and status management (via master).
- •Quick links to Planning, Tasks, Accreditations, Checklists, Teams, Recruiting, and Deleted Entries.
17. Deleted Entries (Trash)
- •List of soft-deleted time entries with search by user, project, task, or notes.
- •Restore deleted entries back to active records.
- •Permanently delete entries from the trash.
- •Full audit trail of deletion timestamps.
18. Cross-Cutting & Platform
- •Mobile-first bottom navigation with dynamic filtering by role permissions and org feature flags.
- •Role-based access control: granular per-role permissions for each admin screen and feature (via Role entity + roleAccess).
- •Master admins can act on any organization via the org switcher; active-org context drives all data.
- •Dark mode support across all admin screens.
- •Global language selection with flag icons and auto-translation; currency selection.
- •Unified column-picker export modal (CSV + PDF) reused across Users, Clients, Entries, and more.
- •Activity logging across auth and key CRUD actions for auditability.
- •Service-role backend functions (getOrgScopedData, listOrgUsers) ensure admins see all org data including themselves.
- •Real-time polling (30s) on dashboard and planning to surface fresh data where RLS blocks subscriptions.
Part B — Improvements & Recommendations
- 1.Dashboard polls every 30s instead of using realtime subscriptions — switch to entity subscriptions where RLS permits to reduce latency and load.
- 2.Bulk edit on entries uses a custom spreadsheet grid — consider standardizing on a shared reusable grid component to reduce maintenance.
- 3.Users list fetches entries for every org load (up to 2000) even when unused — lazy-load per-user stats on demand to speed up the page.
- 4.Planning export modal duplicates calendar logic — extract shared calendar helpers to a shared module to avoid drift.