Admin Guide

Accessing the Admin Panel

1. Open your web browser and go to your society's GateFlux admin URL
2. Enter your email and password
3. You'll see the Admin Dashboard with society overview

Dashboard Overview

Your dashboard shows key metrics at a glance:

• Today's Visitors – Number of check-ins today
• Currently Inside – Visitors present in the society right now
• Overstaying – Visitors who have exceeded expected duration
• Pending Approvals – Walk-in visitors waiting for resident response

Managing Residents

Adding a New Resident

1. Go to Staff → Residents in the sidebar
2. Click Add Resident
3. Fill in the details:
   • Name
   • Email (optional)
   • Phone number (required for app login)
   • Flat/Unit number
   • Type: Owner or Tenant
4. Click Save

The resident will receive an SMS with instructions to download the app and log in.

Editing Resident Details

1. Go to Staff → Residents
2. Find the resident using search or filters
3. Click on the resident's row
4. Click Edit
5. Update details and click Save

Removing a Resident

1. Go to Staff → Residents
2. Find and select the resident
3. Click Delete or Deactivate
4. Confirm the action

Managing Security Staff

Adding a Security Guard

1. Go to Staff → Security
2. Click Add Guard
3. Enter their name and phone number
4. Assign them to a gate (if you have multiple)
5. Set their shift schedule
6. Click Save

The guard will receive login credentials via SMS.

Managing Shifts

1. Go to Staff → Security → Shifts
2. View the weekly schedule
3. Click on a slot to assign or change guards
4. Save changes

Managing Providers

Providers are common delivery and service companies that visitors can select:

Viewing Providers

1. Go to Providers in the sidebar
2. You'll see a list of all providers
3. Global providers (Amazon, Swiggy, etc.) are available to all societies
4. Community providers are specific to your society

Adding a Community Provider

Add local service providers specific to your society:

1. Go to Providers
2. Click Add Provider
3. Enter:
   • Name (e.g., "Local Plumber - Sharma")
   • Category: Delivery, Service, Cab, or Other
   • Logo URL (optional)
4. Click Add Provider

Enabling/Disabling Providers

Control which providers appear for selection:

1. Go to Providers
2. Find the provider
3. Click Enable or Disable

Visitor Analytics

Monitor visitor patterns and security insights:

1. Go to Visitors in the sidebar
2. Click the Analytics tab

Available Reports

• Total Visitors – Count for selected date range
• Currently Inside – Live count of visitors in society
• Overstaying – Visitors who exceeded expected duration
• By Visitor Type – Breakdown by Guest, Delivery, Service, Cab
• Top Providers – Most frequent delivery/service companies
• Peak Hours – Busiest times for visitor traffic

Exporting Data

1. Go to Visitors
2. Apply any filters (date, type, flat)
3. Click Export
4. Choose format: Excel or PDF

Posting Notices

Send announcements to all residents:

1. Go to Notices in the sidebar
2. Click New Notice
3. Enter:
   • Title
   • Content
   • Category (Maintenance, Event, Security, General)
   • Urgency level
4. Choose notification options:
   • Push notification – Send immediately to all phones
   • Email – Send email to all residents
   • SMS – Send text message (for urgent notices)
5. Click Publish

Handling Complaints

Manage resident complaints and requests:

1. Go to Complaints in the sidebar
2. See all complaints sorted by status (Open, In Progress, Resolved)
3. Click on a complaint to view details
4. Add comments to communicate with the resident
5. Update status as you work on it
6. Mark as Resolved when complete

Society Settings

General Settings

1. Go to Settings in the sidebar
2. Update society details:
   • Society name and address
   • Contact information
   • Working hours
   • Logo
3. Click Save

Gate Settings

1. Go to Settings → Gates
2. Add or edit entry points
3. Set operating hours for each gate
4. Configure vehicle entry rules

Notification Settings

Control how notifications are sent:

1. Go to Settings → Notifications
2. Configure:
   • Check-in/check-out notifications
   • Approval request timeout
   • Overstay alert threshold

Managing Your Account

Changing Your Password

1. Click your profile icon (top-right)
2. Select Profile
3. Click Change Password
4. Enter current and new password
5. Click Save

Adding More Admins

1. Go to Settings → Admins
2. Click Invite Admin
3. Enter email and select role:
   • Society Admin – Full access
   • Committee Member – Limited admin access
   • Manager – Day-to-day operations only
4. Click Send Invite

Audit Logs & Activity Tracking

GateFlux maintains comprehensive audit logs for accountability and security. Every important action is recorded automatically.

What Gets Logged

The system automatically tracks:

• User Activities – Logins, logouts, failed login attempts, password changes
• Visitor Records – Check-ins, check-outs, approvals, rejections
• Financial Actions – Invoices created, payments recorded, refunds processed
• Administrative Changes – Resident additions/removals, unit ownership transfers, staff changes
• Security Events – Blacklist updates, vehicle registrations, guard device registrations
• Configuration Changes – Society settings, billing configuration, notification preferences

Viewing Activity Logs

1. Go to Analytics in the sidebar
2. Click View All Activity at the bottom of the Recent Activity section
3. Use filters to narrow down:
   • Search – Find specific activities by keyword
   • Action Type – Filter by create, update, delete, login, etc.
   • Severity – Info, warning, or critical events
   • Date Range – Specify start and end dates

Exporting Audit Logs

1. Navigate to the Activity Log page
2. Apply any filters you need (date range, action type, etc.)
3. Click the Export button in the top right
4. Download as CSV for spreadsheet analysis

Security Events

Pay special attention to these events:

• Failed login attempts – May indicate unauthorized access attempts
• Permission denied events – Users trying to access restricted features
• Blacklist changes – Track who was added or removed from the blacklist
• Admin role changes – Monitor privilege escalations

Best Practices

• Keep resident data updated – Remove moved-out tenants promptly
• Review analytics weekly – Identify security patterns
• Review audit logs regularly – Check for suspicious activities and failed logins
• Follow up on overstaying visitors – Check daily reports
• Respond to complaints quickly – Aim for first response within 24 hours
• Post regular notices – Keep residents informed about society matters
• Export audit logs monthly – Keep offline records for compliance