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Backoffice User Guide

Complete guide for using the Toto backoffice administrative platform.

Note: For developer setup and technical details, see Development Setup and Architecture Documentation.

🚀 Quick Start​

Accessing the Backoffice​

  1. Navigate to Backoffice (Production) or Staging Backoffice (Staging)
  2. Sign in with your Google account
  3. You'll be redirected to the dashboard based on your role

User Roles​

  • Admin: Full system access
  • Staff: Case and user management
  • Partner: Limited case access
  • Guardian: Case-specific access

Permission System​

  • Different roles have access to different features
  • /support-hub requires support view permission
  • /team (Collaborators) requires manage collaborators permission

📊 Dashboard Features​

Main Dashboard​

  • Overview Statistics: Cases, users, donations
  • Recent Activity: Latest updates and notifications
  • Quick Actions: Common administrative tasks
  • Performance Metrics: System health and usage

Analytics Dashboard​

  • Case Analytics: Adoption rates, processing times
  • User Analytics: User engagement, retention
  • Financial Analytics: Donation tracking, revenue
  • System Analytics: Performance, errors, usage

AI Agent Analysis​

  • Conversation Analytics: AI agent performance
  • User Interaction: Chat patterns and outcomes
  • Recommendation Engine: AI suggestions effectiveness
  • Training Data: Agent learning and improvement

👥 User Management​

User Roles & Permissions​

  • Role-based Access Control (RBAC)
  • Granular Permissions: View, edit, delete, manage
  • Audit Logging: Track all user actions
  • Session Management: Secure authentication

User Administration​

  • User Registration: Invite new collaborators (admins). Users/guardians are managed via status and password resets.
  • Profile Management: Update user information
  • Role Assignment: Assign and modify roles
  • Account Status: Enable/disable accounts

📋 Case Management​

Case Overview​

  • Case List: Browse all rescue cases
  • Case Details: Comprehensive case information
  • Status Tracking: Monitor case progress
  • Document Management: Upload and organize files

Case Operations​

  • Create Cases: Add new rescue cases
  • Update Information: Modify case details
  • Status Updates: Track case progress
  • Assign Guardians: Link cases to guardians

🔔 Notification System​

Notification Types​

  • System Notifications: Updates and alerts
  • User Notifications: Direct messages
  • Case Notifications: Case-related updates
  • Payment Notifications: Donation confirmations

Notification Management​

  • Simplified modal with All/Unread/Urgent filters, click-to-mark-read, and “Mark all read”.
  • In-app notifications for BO events (tickets, collaborator updates); email for collaborator invite/reset.
  • API endpoints enforce owner/admin.

Sidebar Bell:

  • Shows unread count. Data from /api/notifications?userEmail=<session email>.

💰 Payment Processing​

Donation Management​

  • Donation Tracking: Monitor all donations
  • Payment Processing: Handle payment confirmations
  • Financial Reports: Generate donation reports
  • Refund Processing: Handle donation refunds

Payment Analytics​

  • Revenue Tracking: Monitor donation revenue
  • Donor Analytics: Analyze donor behavior
  • Payment Methods: Track payment preferences
  • Financial Health: Monitor financial metrics

🔍 Audit & Compliance​

Audit Logging​

  • Action Tracking: Log all user actions
  • Data Changes: Track data modifications
  • Access Logs: Monitor system access
  • Compliance Reports: Generate audit reports

Security Features​

  • Data Encryption: Secure data storage
  • Access Control: Role-based permissions
  • Session Security: Secure authentication
  • Data Backup: Regular data backups

🔧 Configuration & Settings​

System Configuration​

  • Environment Settings: Configure system parameters
  • Feature Flags: Enable/disable features
  • Integration Settings: Configure external services
  • Security Settings: Manage security parameters

User Preferences​

  • Interface Settings: Customize user interface
  • Notification Preferences: Manage notification settings
  • Language Settings: Configure language options
  • Theme Settings: Customize visual appearance

📞 Support & Troubleshooting​

Common Issues​

  • Authentication Problems: Login and access issues
  • Performance Issues: Slow loading and response times
  • Data Issues: Missing or incorrect data
  • Integration Problems: External service issues

Support Resources​

  • Documentation: Comprehensive guides and tutorials
  • Help Desk: Direct support contact
  • Community Forum: User community support
  • Training Materials: User training resources

🔗 Related Resources​