Administration Handbook

Welcome to the Tank Safe IMS Administration Handbook. As an administrator, you have comprehensive access to manage inspections, users, schedules, and system settings. This guide provides step-by-step instructions for all administrative functions available in the Tank Safe Inspection Management System.

Getting Started as an Administrator

Accessing Admin Features

Administrators access the system through the same login as regular users, but with elevated permissions. Once logged in:

1. Navigate to Admin in the main navigation menu
2. You'll see the admin dashboard with access to all management functions

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Admin Dashboard Overview

The admin dashboard provides quick access to all administrative functions:

• Jobs Management: View, edit, and manage all inspection jobs
• Schedule Management: Plan and organize inspection schedules
• User Management: Invite, manage, and remove system users
• Settings: Configure system-wide settings and security

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Job Management

Accessing Job Administration

Navigate to Admin ▸ Jobs to access the comprehensive job management interface.

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Job List Overview

The job list provides a comprehensive view of all inspection jobs in the system:

• Job Status Indicators: See current status of each inspection
• Inspector Assignment: View which inspector is assigned to each job
• Progress Tracking: Monitor completion status and key metrics
• Quick Actions: Access common actions for each job

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Filtering and Searching Jobs

Use the powerful filtering system to find specific jobs:

• Status Filters: Filter by job status (Draft, In Progress, Completed, etc.)
• Date Range: Filter jobs by scheduled date or completion date
• Inspector Filter: View jobs assigned to specific inspectors
• Search: Search by job number, operator name, or location

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Job Details and Review

Viewing Job Details

Click on any job to view the complete inspection dossier:

• Overview Information: Job status, operator details, schedule information
• Progress Metrics: Completion percentages and key statistics
• Forms Review: All completed inspection forms
• Checklist Status: Safety checklist completion
• Continuity Tests: Electrical continuity test results
• Charge Sheet: Billing and work documentation

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Job Detail Tabs

Navigate through different aspects of the inspection:

Overview Tab: Key job information and status Forms Tab: Review all inspection forms and responses Checklist Tab: Safety checklist completion status Continuity Tab: Electrical continuity test results Charge Sheet Tab: Work documentation and billing

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Editing Jobs

Accessing Edit Mode

When corrections or updates are needed:

1. From the job detail view, click Edit Job
2. Or select Edit from the actions menu in the job list

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Editing Job Information

Update various aspects of the job:

• Basic Details: Job status, operator information, notes
• Schedule: Change dates, times, or assigned inspectors
• Forms: Correct data entry errors or update responses
• Checklists: Modify safety checklist items
• Grids: Update compartment-specific data

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Job Actions

Creating New Jobs

While most jobs are created through the inspection wizard, administrators can also create jobs directly:

1. Click New Job in the admin jobs list
2. Fill in the basic job information
3. Assign an inspector and schedule

Deleting Jobs

Caution: Deleting jobs is permanent and should only be done when absolutely necessary.

1. Select the job from the list
2. Click Delete from the actions menu
3. Confirm the deletion

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Schedule Management

Accessing the Schedule

Navigate to Admin ▸ Schedule to open the scheduling calendar.

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Calendar Interface

The schedule uses a calendar interface for planning inspections:

• Month View: Overview of the entire month
• Week View: Detailed weekly schedule
• Day View: Hour-by-hour daily schedule
• Drag and Drop: Reschedule jobs by dragging events

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Managing Schedule Events

Creating Scheduled Inspections

1. Click on an empty time slot in the calendar
2. Select the job type and operator
3. Assign an inspector and set duration
4. Add any special notes or requirements

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Rescheduling Jobs

Drag existing events to new times:

• Visual drag-and-drop interface
• Automatic conflict detection
• Inspector availability checking
• Real-time schedule updates

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Inspector Assignment

Manage inspector assignments:

• View inspector availability and workload
• Reassign jobs between inspectors
• Consider skills and certifications
• Balance workload across team members

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Schedule Filters and Views

Filter the calendar to focus on specific information:

• Inspector Filter: Show only jobs for specific inspectors
• Job Type Filter: Filter by inspection type
• Status Filter: Show jobs by status (scheduled, in progress, completed)
• Date Range: Focus on specific time periods

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User Management

Accessing User Administration

Navigate to Admin ▸ Users to manage system users.

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User List Overview

View all users in the system with their roles and status:

• User Roles: Administrator, Inspector, Client
• Account Status: Active, Pending, Disabled
• MFA Status: Multi-factor authentication enrollment
• Last Activity: Recent login information

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Inviting New Users

Add new users to the system:

1. Click Invite User in the user management interface
2. Enter the user's email address
3. Select their role (Administrator, Inspector, or Client)
4. Add any additional information (department, certifications, etc.)

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Managing User Accounts

Updating User Information

Modify user details:

• Change names, contact information, or roles
• Update certifications and qualifications
• Modify department or location assignments

Managing User Access

Control user access levels:

• Change user roles and permissions
• Enable or disable accounts
• Reset passwords (if needed)
• Manage multi-factor authentication

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Multi-Factor Authentication (MFA)

Monitor and manage MFA enrollment:

• MFA Status: See which users have MFA enabled
• Enrollment Tracking: Monitor MFA setup progress
• Security Compliance: Ensure administrators have MFA enabled

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System Settings

Accessing Admin Settings

Navigate to Admin ▸ Settings to configure system-wide settings.

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Security Settings

Configure administrator security requirements:

• MFA Requirements: Set MFA policies for administrators
• Session Management: Configure session timeouts and security
• Password Policies: Define password complexity requirements

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Account Security

Manage your administrator account security:

• MFA Setup: Configure multi-factor authentication
• Backup Codes: Generate and manage backup access codes
• Device Management: Monitor and manage authorized devices

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Daily Administrative Tasks

Morning Routine

1. Review Schedule: Check today's scheduled inspections
2. Monitor Progress: Review jobs in progress and identify bottlenecks
3. Check User Activity: Monitor recent user logins and account status
4. Review Alerts: Check for any system alerts or issues

Ongoing Tasks

• Job Assignment: Assign inspectors to new jobs as they come in
• Schedule Optimization: Adjust schedules based on availability and priorities
• Quality Assurance: Review completed inspections for quality and completeness
• User Support: Assist users with login issues or access problems

End-of-Day Tasks

1. Schedule Review: Plan inspections for upcoming days
2. Progress Reporting: Review daily completion metrics
3. User Management: Process any pending user invitations or role changes
4. System Health: Check for any system issues or performance concerns

Best Practices

Job Management

• Regular Monitoring: Check job progress multiple times throughout the day
• Quality Control: Review critical inspections personally when possible
• Documentation: Ensure all jobs have proper documentation and notes
• Prioritization: Focus on urgent safety inspections and compliance deadlines

Scheduling

• Capacity Planning: Don't overbook inspectors - consider travel time and breaks
• Skill Matching: Assign jobs based on inspector certifications and experience
• Buffer Time: Include buffer time between inspections for unexpected issues
• Communication: Keep inspectors informed of schedule changes

User Management

• Role Clarity: Clearly define roles and responsibilities for each user type
• Training: Ensure new users receive proper training before full access
• Security: Enforce MFA for all administrators and sensitive roles
• Regular Audits: Periodically review user access and remove inactive accounts

System Administration

• Regular Backups: Ensure data is regularly backed up
• Performance Monitoring: Monitor system performance and address issues promptly
• Security Updates: Keep the system updated with latest security patches
• User Support: Be available to help users with system-related issues

Troubleshooting

Common Issues

Job Loading Problems

• Check network connectivity
• Verify user permissions
• Refresh the page to reload data

Schedule Conflicts

• Review inspector availability
• Check for overlapping appointments
• Consider rescheduling lower priority items

User Access Issues

• Verify email addresses and account status
• Check role assignments and permissions
• Reset passwords if necessary

System Performance

• Clear browser cache and cookies
• Check internet connection
• Contact technical support for persistent issues

Getting Help

• Documentation: Refer to this administration handbook
• User Guides: Check user guides for specific feature instructions
• Technical Support: Contact the development team for technical issues
• Community: Check project discussions for common solutions

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This administration handbook covers the current administrative capabilities of Tank Safe IMS. As new features are added, this guide will be updated to include them.