Admin Panel User Manual

Getting Started

Accessing the Admin Panel

1. Navigate to your SailOps URL (e.g., https://your-company.sailops.boats)
2. Enter your username (email or phone number)
3. Enter your password
4. Click "Sign In" to access the dashboard

Main Navigation

The left sidebar provides access to all major sections:

• Dashboard - Overview of operations, statistics, and quick access
• Create Task - Quick access to task creation
• Tasks - View and manage all tasks
• Boats - Fleet management and boat details
• Reservations - Booking management
• Discover - Journeys and marks
• Users - User and crew management
• Loyalty - Rewards, promotions, tiers, and earnables
• Calendar - Scheduling and timeline view
• Activities - System activity logs

Dashboard Overview

The dashboard is your command center, providing real-time insights into your operations, financial status, and upcoming activities.

Task Statistics

Four main cards display task status at a glance:

• Open Tasks (Blue) - Currently active tasks
• Due Tasks (Yellow) - Overdue tasks requiring attention
• Failed Tasks (Red) - Tasks completed as failed
• Completed Tasks (Green) - Successfully finished tasks

Today's Overview

View current date and today's scheduled tasks and events:

• Day, month, and year display
• Task list for today
• Scheduled events

Financial Dashboard

Three key financial metrics:

1. Net Financial Status - All-time balance (income minus expenses)
2. Financial Status - Current year performance
3. Change in Financial Status - Year-over-year comparison

Color coding:

• Green with ↑ arrow - Positive balance
• Red with ↓ arrow - Negative balance
• Gray with - symbol - Neutral/zero balance

The yearly income and expense bar chart shows financial trends across years, with green bars for income and red bars for expenses.

Fleet Map

An interactive map displays all boat locations with boat icons and names. Click any marker to view boat name and GPS coordinates.

User Registration Statistics

• Registrations in the last 7 days
• Registrations in the last 30 days
• Registrations this year
• User activity chart (30-day trend)

Task Management

Tasks are the backbone of SailOps operations. Create, assign, and track work items for maintenance, cleaning, inspections, and more.

Creating a New Task

1. Click "Create Task" in the sidebar or go to /tasks/new
2. Fill in the task details:

Basic Information

• Title - Brief task description (required)
• Description - Detailed task instructions
• Priority - Low (green), Medium (yellow), or High (red)
• Status - Initial task status (e.g., "To Do", "In Progress")

Assignment & Scheduling

• Assignee - Select crew member responsible for the task
• Assigner - Automatically set to current user
• Start Date - When task should begin
• End Date - Task deadline

Task Details

• Boat - Select which boat this task relates to
• Reservation - Link to specific reservation (optional)
• Earnable Code - Loyalty points reward code
• Signature Required - Check if task completion needs signature

Checklist

Add checklist items for step-by-step task completion:

1. Click "Add Checklist Item"
2. Enter item title
3. Optionally add item description
4. Select checklist type (e.g., checkbox, photo, signature)
5. Click + icon to add more items

Viewing & Managing Tasks

Navigate to Tasks in the sidebar to view all tasks in a data table.

Task List Features

• Search - Find tasks by title, boat name, or assignee
• Sort - Click column headers to sort
• Filter - Filter by status, priority, or date range
• Actions - View, edit, or delete tasks

Task Status Colors

• Blue - To Do / Open
• Yellow - In Progress / Due
• Green - Completed
• Red - Failed

Task Detail Page

Click any task to view full details across multiple tabs:

Overview Tab

• Task title and description
• Assignee and assigner information
• Start and end dates
• Earnable code and signature requirement
• Digital signature (if provided)
• Update button to change assignee

Checklist Tab

• View all checklist items
• See completion status for each item
• View photos and signatures submitted

Reservation Tab

• Reservation code and product name
• Customer information
• Date range (from - to)
• Reservation status
• Confirmation and creation dates
• MMK ID and Yacht ID
• View Full Reservation Details button

Boat Tab

• Boat name, brand, year, and length
• Cover photo
• Boat plan/layout image
• GPS location on interactive map
• Boat documents section

Fleet Management

Manage your entire boat fleet, including specifications, documents, photos, maintenance schedules, and checklists.

Adding a New Boat

1. Navigate to Boats in the sidebar
2. Click "+ New Boat" button
3. Fill in boat details:

Boat Information

• Name - Boat name (required)
• Brand - Manufacturer (e.g., Bavaria, Jeanneau)
• Year - Year of manufacture
• Length - Boat length in meters
• Serial Number (Boat) - Hull identification number
• Serial Number (Engine) - Engine serial number
• Cover Image - Upload boat photo

4. Click "Save Boat" to add to fleet

Boat Detail Pages

Click any boat to access detailed management across multiple tabs:

Overview Tab

• Boat specifications
• Cover photo
• Basic information display
• Edit button to modify details

Documents Tab

Upload and manage boat documentation:

• Registration papers
• Insurance certificates
• Safety certificates
• Service manuals

To add a document:

1. Click "+ New Document"
2. Enter document title
3. Select file to upload
4. Add optional notes
5. Click "Upload"

Gallery Tab

• Upload multiple boat photos
• Organize image gallery
• Set featured image

Periodic Maintenance Tab

Schedule recurring maintenance tasks:

• Engine service
• Hull cleaning
• Safety equipment checks
• Annual inspections

Setting up periodic tasks:

1. Go to Periodic Maintenance tab
2. Click "+ New Periodic Task"
3. Enter task details and frequency
4. Set recurrence (daily, weekly, monthly, yearly)
5. Assign default crew member
6. Save to activate

Checklists Tab

Create reusable checklists for this boat:

• Pre-departure checklist
• Return inspection checklist
• Cleaning checklist
• Safety equipment checklist

Finance Tab

Track boat-specific financial records:

• Income from charters
• Maintenance expenses
• Fuel costs
• Insurance payments

Reservation Management

View, manage, and track all reservations. Reservations can be synced from external booking systems (e.g., MMK) or created manually.

Viewing Reservations

Navigate to Reservations to see all bookings in a data table:

• Reservation code
• Boat name
• Customer information
• Date range
• Status (Pending, Confirmed, Completed, Cancelled)
• Product/package name

Reservation Details

Click any reservation to view complete information:

• Reservation Code - Unique booking identifier
• MMK ID - External system reference
• MMK Yacht ID - Boat reference in external system
• Customer Details - Name, contact, preferences
• Dates - Check-in and check-out dates
• Product Name - Charter package
• Status - Current reservation state
• Confirmation Date - When booking was confirmed
• Creation Date - When booking was made

MMK Integration

SailOps integrates with MMK (Maritime Management Key) for automated reservation synchronization. Reservations are automatically imported and kept up-to-date.

Calendar & Scheduling

The calendar provides a visual timeline of all reservations, tasks, and maintenance activities across your fleet.

Calendar Features

• Month View - See all bookings and tasks at a glance
• Week View - Detailed weekly schedule
• Day View - Hour-by-hour breakdown
• Multi-boat Display - See schedules for all boats

Calendar Items

Different colors represent different event types:

• Reservations - Blue blocks showing charter periods
• Tasks - Yellow/green indicators for scheduled tasks
• Maintenance - Orange blocks for maintenance windows
• Blocked Periods - Gray blocks for unavailable dates

Adding Periodic Maintenance

1. Click "Add Periodic" button in calendar
2. Select boat
3. Enter task details
4. Set recurrence pattern
5. Save to add to schedule

User Management

Manage crew members, staff, and customer accounts. Assign roles and permissions to control access to different parts of the system.

Viewing Users

Navigate to Users to see all accounts:

• Name and contact information
• User role
• Registration date
• Last activity
• Status (Active/Inactive)

User Roles

• Admin - Full system access
• Manager - Operational management
• Crew - Task execution and mobile app access
• Customer - Customer portal access

User Actions

• View Profile - See full user details
• Edit - Modify user information
• Change Role - Update permissions
• Deactivate - Disable account access
• Earn Points - Manually award loyalty points
• Redeem Reward - Process reward redemption

Loyalty Program

Engage customers with a comprehensive loyalty program featuring rewards, promotions, membership tiers, and point-earning activities.

Rewards

Create rewards that customers can redeem with points:

• Discounts on future charters
• Free upgrades
• Complimentary services
• Merchandise

Creating a reward:

1. Go to Loyalty > Rewards
2. Click "+ New Reward"
3. Enter reward name and description
4. Set point cost
5. Add reward image (optional)
6. Set availability dates
7. Save and activate

Promotions

Run time-limited campaigns to boost engagement:

• Double points periods
• Bonus point offers
• Special event promotions
• Seasonal campaigns

Membership Tiers

Create tiered membership levels with increasing benefits:

• Bronze - Entry level (0-499 points)
• Silver - Mid tier (500-1999 points)
• Gold - Premium (2000-4999 points)
• Platinum - Elite (5000+ points)

Each tier can offer:

• Point multipliers
• Exclusive rewards
• Priority booking
• Special discounts

Earnables

Define activities that earn loyalty points:

• Completing a charter
• Writing a review
• Referring a friend
• Social media shares
• Early booking bonuses
• Repeat customer rewards

Setting up an earnable:

1. Go to Loyalty > Earnables
2. Click "+ New Earnable"
3. Enter earnable code (e.g., "COMPLETE_CHARTER")
4. Set point value
5. Add description
6. Set conditions/rules
7. Save to activate

Discover & Journeys

Track and explore boat journeys, routes, and points of interest. Perfect for analyzing usage patterns and sharing experiences.

Journeys

View recorded trips and routes:

• Journey start and end points
• Route visualization on map
• Distance traveled
• Duration
• Boat name
• Journey date

Marks (Points of Interest)

Save and manage favorite locations:

• Anchorages
• Marinas
• Restaurants
• Points of interest
• Fuel stations

Features:

• GPS coordinates
• Photos and descriptions
• Ratings and reviews
• Category tags

Activity Logs

Monitor all system activities for auditing, troubleshooting, and understanding user behavior.

Log Entries Include

• User who performed the action
• Action type (create, update, delete, login, etc.)
• Affected resource (task, boat, reservation, etc.)
• Timestamp
• IP address
• Additional details/context

Common Log Types

• Authentication - Logins, logouts, failed attempts
• Task Actions - Task creation, updates, completion
• Boat Management - Fleet changes, document uploads
• Reservations - Booking modifications
• User Changes - Role updates, profile edits
• System Events - Errors, warnings, system activities

Filtering and Search

• Filter by date range
• Filter by user
• Filter by action type
• Search by keyword

Best Practices

Daily Operations

1. Start with Dashboard - Review task statistics and overdue items
2. Check Calendar - Verify upcoming reservations and maintenance
3. Review Open Tasks - Ensure crew assignments are current
4. Monitor Activities - Check recent logs for issues

Task Management Tips

• Use clear, descriptive task titles
• Set realistic deadlines
• Include detailed checklists for complex work
• Link tasks to reservations when applicable
• Require signatures for critical tasks
• Add photos to checklists for visual verification

Fleet Management Tips

• Keep boat documents up-to-date
• Upload high-quality cover photos
• Set up periodic maintenance from the start
• Create boat-specific checklists
• Track all expenses in Finance tab
• Regular gallery updates for marketing

Reservation Management Tips

• Review new reservations daily
• Create turnaround tasks between charters
• Link cleaning/prep tasks to reservations
• Monitor MMK sync status
• Communicate status changes to customers

Security Best Practices

• Use strong, unique passwords
• Don't share login credentials
• Log out when finished
• Review activity logs regularly
• Assign appropriate user roles
• Deactivate accounts for departed staff

Performance Tips

• Use filters and search to find specific items quickly
• Archive or delete old completed tasks
• Compress images before uploading
• Use Chrome or Firefox for best experience
• Keep browser updated