This is the same guide available inside the portal at User Guide in the sidebar. It covers every module for both admin users and field employees.

Getting Started

Open xyzaquarium.sonandigital.com in any modern browser. The public landing page is visible to anyone. To access the admin portal, click Admin Login in the top navigation and enter your admin password. You'll land on the Dashboard.

The left sidebar stays visible on desktop. On mobile, tap the ☰ icon in the top bar to open it. Click any section name to navigate.

Dashboard

The dashboard gives you an at-a-glance view of the business. Six cards show: total jobs, total clients, paid revenue, pending estimates, open service requests, and jobs scheduled for today. These numbers update live whenever you load the page — no manual refresh needed.

Managing Jobs

To create a job: Click + New Job in the top right. Fill in:

• Client — type a name to search your client list
• Service Type — select from your configured service types
• Date & Time — the scheduled appointment
• Assigned To — which team member handles this job
• Price — the job price (used in invoices and reports)
• Notes — any additional instructions
• Recurring — toggle on to automatically create weekly or monthly repeats

Click Save to create the job. It will appear in the list and on the Calendar.

Job statuses: Scheduled → In Progress → Completed. You can also mark a job Cancelled. Admins can change status from the job detail panel. Employees update status from Team Login.

Filtering: Use the search box (searches client name and notes), the status dropdown, and the employee dropdown to narrow the job list. All filters work together.

Calendar

The Calendar shows all jobs in a month grid. Each job appears as a colored chip or dot (on mobile). Colors correspond to service types.

Click any job chip or dot to open its detail. Click any empty date to open a New Job form with that date pre-filled. Use the arrow buttons to move between months, or click Today to return to the current month.

On mobile, the calendar switches to a compact dot view automatically — one colored dot per job — to fit the screen without horizontal scrolling.

Clients

The Clients view is your customer directory. Each card shows the client's name, email, phone, and address. Click any card to open the detail panel.

The detail panel has four tabs: Jobs, Requests, Estimates, and Invoices. Every row in every tab is clickable — clicking any row takes you directly to that record in its own module view.

To add a client: Click + New Client and fill in their details. Clients can also be created automatically when you convert a Service Request.

To edit a client: Click the pencil icon on any client card, update the fields, and confirm.

Employees

The Employees view lists your team. Each employee has a name, phone number (their Team Login ID), and a 4-digit PIN.

To add an employee: Click + Add Employee, fill in their name, phone number, and set an initial PIN. The employee will use this phone + PIN to log in via Team Login.

Setting or resetting a PIN (Admin):

1. Click the edit (pencil) icon on the employee
2. Enter a new 4-digit PIN in the PIN field
3. Click Save

The employee can then change their own PIN from Team Login once logged in.

Estimates

Estimates are professional quote documents you send to clients before work begins.

To create an estimate: Click + New Estimate, select a client, add line items (description and amount for each), set the status, and save. Status options are Draft, Sent, Approved, and Declined.

To share an estimate: Open the estimate and click Share / Print. You can print it directly as a PDF, or use your browser's print dialog to save as PDF and email it.

The PDF includes your business logo, name, and contact info automatically from Settings.

Invoices

Invoices are billing documents for completed work. They look similar to estimates but track payment.

To create an invoice: Click + New Invoice, select a client, add line items, and save. The invoice number is assigned automatically based on your Settings → Invoice Numbering configuration.

To mark an invoice paid: Open the invoice and click Mark as Paid. Once paid, the invoice is locked — line items can no longer be edited. The paid date appears on the PDF.

Paid invoices count toward revenue totals shown in the Dashboard and Reports.

Service Requests

Service Requests are quote requests submitted from your public landing page. When a potential customer fills out the contact form, the submission appears here.

Each request shows the person's name, contact details, the service they're interested in, and their message.

To convert a request to a client and job: Click Convert to Client + Job. This creates a Client record from the contact info and opens a pre-filled New Job form. The original request is then marked as converted and removed from the active queue.

Reports

The Reports view has five tabs: Revenue Summary, Job Status Breakdown, Jobs by Employee, Estimates vs. Invoices, and CSV Export.

Revenue Summary shows total invoiced vs. paid amounts. Job Status Breakdown shows how many jobs are in each status. Jobs by Employee shows each team member's job count and associated revenue. Estimates vs. Invoices shows how many quotes converted to invoices.

Use CSV Export to download a spreadsheet of all jobs or all invoices for external processing.

Settings

Settings control how the portal looks and how PDFs are generated. Changes save immediately and appear everywhere (public site, admin portal, PDFs) without any reload needed.

Key settings: Business Name, Logo (upload PNG or JPG), Contact Info (phone, email, address), Service Types (add or remove types used in job and estimate dropdowns), Invoice Numbering (prefix and starting number), Blocked Days (mark days unavailable on the calendar), and Admin Password (to change your login password).

Team Login (Employees)

Employees access the portal at xyzaquarium.sonandigital.com and click Team Login in the top navigation.

To log in: Enter your phone number (as registered by the admin) and your 4-digit PIN, then click Log In.

After login, you'll see only the jobs assigned to you. You can update the status of each job (mark In Progress, then Completed). No financial data is visible in Team Login.

Changing Your PIN (Employees):

1. Log in to Team Login with your current PIN
2. Click Change PIN in the top bar
3. Enter your current PIN, then enter and confirm your new 4-digit PIN
4. Click Save

Your new PIN takes effect immediately. If you forget your PIN, ask the admin to reset it from the Employees view.