Administration
The Administration section contains tools for monitoring system activity, reviewing logs, managing notifications, and configuring portal settings. In the Admin Portal sidebar, these appear under the Administration group.
Notifications
Section titled “Notifications”Notifications are messages the system sends automatically when something important happens — like a new membership signup, a session registration, an agreement being signed, or a volunteer shift being completed. This page is where you manage those notifications.
How Notifications Work
Section titled “How Notifications Work”The system sends notifications to admins when things happen on the platform. For example:
- A user signs up for a membership
- Someone registers for a session
- A volunteer completes a shift
- An agreement is signed
- A payment is received
Each notification shows up here and in the bell icon in the top-right corner of the Admin Portal.
Notification Types
Section titled “Notification Types”Every notification has a type that tells you what kind of message it is:
Info — General information. Something happened that you should know about.
Success — Something good happened — like a payment going through or a task being completed.
Warning — Something needs your attention, but it’s not urgent.
Action Required — Something needs your attention right away.
Each notification card has a colored dot on the left side that matches its type.
Notifications are organized into three tabs based on their status:
| Tab | What It Shows |
|---|---|
| Unread | New notifications you haven’t dealt with yet. These are the ones that show up in the bell icon count. |
| Read | Notifications you’ve already reviewed. They stay here until you trash or resolve them. |
| Trash | Notifications you’ve dismissed. You can restore them or permanently resolve (delete) them from here. |
What Each Notification Shows
Section titled “What Each Notification Shows”Each notification appears as a card with:
| Detail | What It Shows |
|---|---|
| Colored dot | Left side of the card — matches the notification type (blue, green, yellow, or red) |
| Title | A short summary of what happened |
| Message | More detail about the event |
| Time | How long ago the notification was created (e.g., “5m ago”, “2h ago”, “3d ago”) |
| Link | Some notifications include a link to the related page (e.g., a user profile or session) |
Actions
Section titled “Actions”What you can do depends on which tab you’re on:
| Tab | Available Actions |
|---|---|
| Unread | Mark Read — Moves the notification to the Read tab |
| Read | Trash — Moves the notification to the Trash tab |
| Trash | Restore — Moves it back to Unread. Resolve — Permanently removes it (with an optional reason). |
Resolving a Notification
Section titled “Resolving a Notification”When you click Resolve on a trashed notification, a popup appears asking if you’d like to add details about why you’re resolving it. This is optional but helpful for record-keeping — the reason is saved to the Audit Log.
The Bell Icon
Section titled “The Bell Icon”The bell icon in the top-right corner of the Admin Portal shows a count of your unread notifications. Clicking it opens a dropdown with your most recent notifications and a Mark All Read button. The bell updates automatically every 30 seconds.
Audit Log
Section titled “Audit Log”The Audit Log records every action an admin takes on the platform — creating users, updating agreements, logging payments, adjusting credits, and more. Think of it as a history book for everything that happens in the Admin Portal. Every entry shows who did what, when, and to whom.
What Gets Logged
Section titled “What Gets Logged”Here are some examples of actions that show up in the Audit Log:
| Module | Example Actions |
|---|---|
| Users | Created a user, updated a user, deleted a user, suspended a user, verified an email, revoked an agreement |
| Agreements | Created, updated, trashed, restored, or permanently deleted an agreement; revoked signatures |
| Volunteers | Assigned a volunteer, marked a no-show, adjusted credits, created or deleted a timeslot |
| Subscriptions | Activated or cancelled a membership, created a credit pack, adjusted wallet credits |
| Sessions | Created, updated, cancelled, or deleted a session event; registered a student |
| Billing | Logged a payment, marked an invoice as paid, voided an invoice |
| Inventory | Created or updated a product, adjusted stock, processed a quick sale |
| Settings | Updated system settings or preferences |
| Media | Uploaded or deleted media files |
Severity Levels
Section titled “Severity Levels”Each log entry has a severity level so you can quickly spot important actions:
Info — Routine actions like creating a user or updating a setting. Nothing unusual.
Warning — Actions that deserve attention, like suspending a user or adjusting credits.
Danger — Critical or destructive actions, like deleting a user or voiding an invoice.
What Each Entry Shows
Section titled “What Each Entry Shows”Every row in the audit log table shows:
| Column | What It Shows |
|---|---|
| Time | The date, time, and how long ago it happened (e.g., “Mar 15, 2026 · 2:30 PM · 2h ago”) |
| Admin | The name of the admin who performed the action (with avatar initials) |
| Module | A color-coded badge showing which part of the system was affected (e.g., “users”, “billing”) |
| Severity | A color-coded badge — Info (blue), Warning (yellow), or Danger (red) |
| Description | What happened, including the name of the person or item affected |
All columns except Description are sortable — click a column header to sort ascending or descending. The default sort is newest first.
Search and Filters
Section titled “Search and Filters”Above the table, you can narrow down the log using four controls:
| Control | What It Does |
|---|---|
| Search box | Search by description, admin name, or target name |
| Module dropdown | Filter to a specific module — Users, Agreements, Volunteers, Subscriptions, Sessions, Inventory, Billing, or Settings |
| Severity dropdown | Filter by severity — Info, Warning, or Danger |
| Date Range dropdown | Show entries from Today, Last 7 Days, Last 30 Days, or All Time |
A Clear button appears when any filter is active. Click it to reset all filters.
Exporting
Section titled “Exporting”Click the Export CSV button to download the current view as a CSV file. The export respects your active filters — so if you’re filtering to “billing” module and “danger” severity, only those entries are exported.
The file is named audit-log-YYYY-MM-DD.csv and includes: Timestamp, Admin, Action, Module, Severity, Target, and Description.
Error Log
Section titled “Error Log”The Error Log automatically captures every server error that happens on the platform. Unlike the Audit Log (which tracks what admins do), the Error Log tracks what goes wrong — failed API requests, server crashes, and unexpected errors. You don’t have to do anything to log errors — the system captures them automatically.
What Gets Logged
Section titled “What Gets Logged”Every time a request to the server fails with an unhandled error, the system records:
- The HTTP method (GET, POST, PATCH, DELETE) and request path (which API endpoint failed)
- The error message explaining what went wrong
- The stack trace (technical details showing where in the code the error occurred)
- The user ID of whoever triggered the error (if they were logged in)
- The timestamp of when it happened
How Errors Are Displayed
Section titled “How Errors Are Displayed”Each error appears as a row you can expand to see more detail. Click the arrow icon on the left to expand or collapse an entry.
Here’s an example of an expanded error entry:
Collapsed view shows:
| Field | What It Shows |
|---|---|
| Method badge | Color-coded HTTP method — GET , POST , PATCH , or DELETE |
| Path | The API endpoint that failed (e.g., /api/users/usr-abc123) in monospace font |
| Message | A short version of the error message |
| Timestamp | When the error happened (e.g., “Mar 23, 2026 14:30:05”) |
Expanded view adds:
| Field | What It Shows |
|---|---|
| Status Code | The HTTP error code (usually 500 for server errors) |
| User ID | Who was logged in when the error happened (if available) |
| Full Message | The complete error message without truncation |
| Stack Trace | The full technical trace showing where in the code the error occurred. This is scrollable and uses monospace font. |
Method Colors
Section titled “Method Colors”The HTTP method badge is color-coded so you can quickly see what type of request failed:
GET — A read request failed (fetching data)
POST — A create request failed (adding new data)
PATCH — An update request failed (changing existing data)
DELETE — A delete request failed (removing data)
Searching
Section titled “Searching”Type in the search box to filter errors by their message content. The search updates as you type (with a short delay to avoid flickering).
Clearing Old Errors
Section titled “Clearing Old Errors”At the top of the page, two buttons let you clean up the error log:
| Button | What It Does |
|---|---|
| Clear Old | Removes all error entries older than 30 days |
| Clear All | Removes every error entry in the log |
How This Differs from the Audit Log
Section titled “How This Differs from the Audit Log”| Audit Log | Error Log | |
|---|---|---|
| What it tracks | Admin actions (things people do) | Server errors (things that break) |
| How entries are created | Automatically when an admin takes an action | Automatically when the server hits an error |
| Filters | Search, Module, Severity, Date Range | Search only |
| Export | CSV export available | Not available |
| Sorting | Sortable columns | Newest first (fixed) |
Reports
Section titled “Reports”The Reports page pulls data from across the entire platform — billing, users, volunteers, inventory, and subscriptions — and displays it in one place. It’s a read-only dashboard for understanding how the organization is doing.
Time Range and Print
Section titled “Time Range and Print”Use the time range pills to filter revenue data — choose 7 Days, 30 Days, 90 Days, or All Time. This affects the Total Revenue metric and the Monthly Revenue chart. The other metrics always show current totals regardless of the time range.
Click Print Report to generate a print-ready version of the full report. This opens a new window with all metrics, tables, and stats formatted specifically for printing — it’s not a screenshot of the page, but a clean, professional layout with proper spacing, headers, and a timestamp showing when the report was generated. Use your browser’s print dialog to save it as a PDF or send it to a printer.
Key Metrics
Section titled “Key Metrics”Four main cards are displayed across the top:
| Card | What It Shows |
|---|---|
| Total Revenue | Sum of all paid billing transactions within the selected time range |
| Active Students | Number of users with an Active status and the Student role |
| Inventory Value | Total value of active inventory products (quantity × cost) |
| Active Volunteers | Number of volunteer records with Active status |
Monthly Revenue Chart
Section titled “Monthly Revenue Chart”A bar chart showing the last 3 months of revenue from paid transactions. Helps spot revenue trends over time.
Data Tables
Section titled “Data Tables”Below the metrics and chart, several tables break down the data further:
Users by Role
Section titled “Users by Role”Shows how your user base is distributed between students and admins.
Inventory Status
Section titled “Inventory Status”Shows a breakdown of your inventory by status, including how many products are running low.
Active Subscriptions by Tier
Section titled “Active Subscriptions by Tier”Shows each subscription tier as a card with the tier name and how many active subscribers it has. Only tiers with active subscribers are shown.
Additional Stats
Section titled “Additional Stats”Four more cards appear at the bottom covering volunteer and system health metrics:
| Card | What It Shows |
|---|---|
| Volunteer Hours | Total hours volunteered across all volunteers |
| No-Show Rate | Percentage of volunteer assignments that were no-shows |
| Low Stock Products | Count of active products below their low stock threshold |
| Pending Consents | Number of users with parental consent still in “Awaiting” status |
My Profile
Section titled “My Profile”My Profile in the Admin Portal works the same way as the Profile page in the User Portal. You can update your personal information, change your password, and manage your security settings.
What You Can Edit
Section titled “What You Can Edit”- Full name and date of birth
- Email address (requires verification)
- Password (click “Set New Password”)
- PIN passcode (optional 4-digit PIN)
- Two-Factor Authentication (2FA) — enable or disable
What You Cannot Do
Section titled “What You Cannot Do”- You cannot remove your own Admin role. This prevents you from accidentally locking yourself out of the Admin Portal. Another admin must make that change for you.
- You cannot change your own username. Usernames are set when the account is created and cannot be edited.
For full details on profile fields and security settings, see the User Portal Profile documentation.
Preferences
Section titled “Preferences”The Preferences page is where you configure how the portal works. Changes here affect the entire platform. Click Save Preferences at the bottom of the page to apply changes.
Organization
Section titled “Organization”Basic information about your organization. These values are used across the portal for display, scheduling, and billing.
| Setting | What It Controls | Example |
|---|---|---|
| Organization Name | Your organization’s display name shown throughout the portal | FundedYouth Academy |
| Timezone | Used for scheduling, reports, and timeslot calculations | Pacific (PT) |
| Currency | Default currency for billing and invoices | USD ($) |
Defaults
Section titled “Defaults”Default values applied when creating new inventory products. These can be overridden per product.
| Setting | What It Controls | Default |
|---|---|---|
| Default Tax Rate (%) | Applied to taxable products by default | 8.25 |
| Default Low Stock Threshold | Triggers a low stock alert when product quantity falls below this number | 10 |
| Default SKU Prefix | Prepended to auto-generated SKU codes for new products | FY |
Notifications
Section titled “Notifications”Control which system notifications you receive. Each toggle turns a notification type on or off.
| Notification | What It Does | Default |
|---|---|---|
| Low stock alerts | Notifies you when product inventory drops below its threshold | On |
| New volunteer sign-ups | Notifies you when a new volunteer registers | On |
| Payment received | Notifies you when a payment is successfully processed | Off |
| Overdue invoice alerts | Notifies you when an invoice becomes overdue | On |
Display
Section titled “Display”Customize how the Admin Portal looks and behaves for your account.
| Setting | What It Controls | Default |
|---|---|---|
| Table Rows Per Page | Number of rows shown in data tables (e.g., users, invoices, transactions) | 25 rows |
| Default Landing Page | The first page you see when you log in to the Admin Portal | Dashboard |
Integrations
Section titled “Integrations”Connect third-party payment services to the portal. Each integration shows a status badge:
CONNECTED — The API key is saved and the service is active.
NOT CONNECTED — No API key has been provided yet.
| Integration | What It’s For |
|---|---|
| Square | Your Square API key for in-person POS payments. Used by the Storefront POS and Log Payment features. |
| Stripe | Your Stripe API key for online payment processing. Used for memberships, credit packs, and add-ons. |
Role Permissions
Section titled “Role Permissions”This is where you control which portal features each role can access. There are two tabs — Admin Portal and User Portal — each with its own permission grid.
The grid has a row for each feature and a column for each role. Check or uncheck a box to enable or disable access to that feature for that role.
Admin Portal example:
| Feature | Admin | Instructor | Volunteer | Student |
|---|---|---|---|---|
| Admin Portal Access | ✅ | ✅ | ||
| Dashboard | ✅ | ✅ | ✅ | |
| … | … | … | … | … |
User Portal example:
| Feature | Admin | Instructor | Volunteer | Student |
|---|---|---|---|---|
| User Billing | ✅ | ✅ | ||
| User Sessions | ✅ | ✅ | ||
| … | … | … | … | … |
Security settings appear at the bottom of both tabs:
| Setting | What It Controls |
|---|---|
| Enable 2FA | Whether users with this role can enable two-factor authentication |
| 2FA Required | Whether users with this role are required to set up 2FA before using the portal |
Each role has its own Save button at the bottom of the grid (e.g., “Save Admin”, “Save Instructor”, “Save Volunteer”, “Save Student”). This lets you save changes to one role without affecting the others.
Next Steps
Section titled “Next Steps”- Review the Dashboard for a quick overview of platform activity
- Learn about Roles & Permissions and how access is controlled
- See the Admin Portal Overview for all available admin features