VIO v4 Admin Portal - User Guide

Welcome to the VIO v4 Admin Portal! This comprehensive guide covers all administrative features for managing your tenant, users, tokens, vouchers, and more.

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1. Login

The admin login page for tenant administrators and sub-company admins.

How to use:

1. Navigate to the admin portal URL with your tenant slug
2. Enter your admin email address
3. Enter your password
4. Click "Sign In" to access the dashboard

Forgot Password

If you've forgotten your admin password, you can reset it using email verification:

1. On the login page, click "Forgot password?"
2. Enter your admin email address
3. Click "Send Verification Code" to receive a 6-digit OTP
4. Enter the 6-digit verification code sent to your email
5. Click "Verify OTP" to proceed
6. Enter your new password (minimum 6 characters)
7. Confirm your new password
8. Click "Reset Password" to complete

OTP Expiration

The OTP code expires after a few minutes. If it expires, click "Resend OTP" to request a new code. There is a 60-second cooldown between resend requests.

Session Management

The portal uses a secure token-based authentication system with automatic session refresh:

Token Type	Duration	Purpose
Access Token	15 minutes	Used for API authentication
Refresh Token	7 days	Used to obtain new access tokens

Automatic Session Refresh

When your access token expires, the system automatically uses your refresh token to obtain a new access token without interrupting your work. This means you can stay logged in for up to 7 days of activity without being logged out.

Multi-Device Support

Admin accounts support concurrent logins from multiple devices. Logging in from a new device will not affect sessions on other devices.

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2. Dashboard

The main admin dashboard showing key metrics, recent activity, and quick stats.

How to use:

1. View total users, tokens, and transaction metrics
2. Monitor recent activity and alerts
3. Access quick links to common actions
4. Review performance charts and graphs

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3. Users

Manage all member users - view, search, and edit user accounts.

How to use:

1. View the list of all registered users
2. Search for users by name, email, or phone
3. Filter users by status or role
4. Click on a user to view their details
5. Edit user information or deactivate accounts
6. View each user's Registration Source to understand how they signed up

Registration Source

The Reg. Source column in the user table shows how each user was registered. There are four types:

Source	Description
Created	User was created by an admin, through SSO, external API, staff creation, or tenant setup
Direct	User registered directly through the member app without a specific store or campaign context
Store	User registered through a store's marketing URL. The store name is displayed
Campaign	User registered through a campaign's marketing page. The campaign name is displayed

For Store and Campaign sources, the actual store or campaign name is shown alongside the icon, making it easy to trace which marketing channel drove the registration.

Creating a User

1. Click "Create User" at the top right
2. Fill in the user details:

Field	Required	Description
Email	Either email or phone	The user's email address
Phone	Either email or phone	The user's phone number (with country code)
Password	Yes	Account password (minimum 6 characters)
Display Name	No	The user's display name
Role	No	User role — defaults to member. Options: Member, Sub-Company Admin, Tenant Admin
Sub-Company	Conditional	Required when role is set to Sub-Company Admin

3. Click "Create" to finalize

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4. Tokens

Manage token types, view token configurations, and monitor token supply.

How to use:

1. View all token types in your tenant
2. See total supply and circulation for each token
3. Create new token types
4. Edit token configurations
5. Access token analytics

Cross-level Visibility

If your organization has the Show Tokens in Parent Admin feature flag enabled (configured by a super admin), you will also see SHARED tokens created by all sub-companies below you in the hierarchy. When creating a SHARED token, it will be automatically shared with ancestor organizations that have this flag enabled.

Token Operations:

• Mint Tokens: Create new tokens to a user or company. When minting, you can set Token Validity:
  • Permanent - Tokens never expire
  • Fixed expiry date - Tokens expire at a specific date/time
  • Validity duration - Tokens expire after a specified number of days from minting
• Send Tokens: Transfer existing tokens from your company balance to users. Choose sending method:
  • Auto (FIFO) - Automatically sends from lots expiring soonest first; permanent lots are used last
  • Select specific lots - Manually choose which token lots to send from
• Bulk Mint/Send: Upload CSV files to mint or send tokens to multiple recipients

Note: Token expiry settings can only be configured when minting new tokens. When sending existing tokens, the tokens retain their original expiry dates from when they were minted.

Token Expiry Processing:

When tokens expire, the system automatically:

1. Marks the expired lots as "Expired"
2. Deducts the expired amount from the user's balance
3. Creates an "Expire" transaction in the transaction history
4. This process runs automatically via a scheduled job

Token Actions

Each token card provides the following quick actions:

Action	Description
Mint	Create and add new tokens to the company balance for a single token type
Bulk Mint	Mint tokens to multiple users at once by uploading a CSV file
Send	Transfer tokens from the company balance to a specific user
Bulk Send	Send tokens from the company balance to multiple users at once by uploading a CSV file (each row is resolved like Send; for Public tokens, use full email or phone for recipients outside your company)

Creating a Token

1. Click "Create Token" at the top right
2. Fill in the token details:

Field	Required	Description
Name	Yes	The display name of the token
Symbol	Yes	A short identifier (max 10 characters, auto-uppercased, e.g., DN)
Description	No	Optional description (max 4000 characters)
Icon Image	Yes	Token icon (JPG, PNG, GIF, or WebP, max 2MB)
Exchange Rate	Yes	The fiat value of 1 token (e.g., 1 Token = 1 HKD). Cannot be changed after creation
Currency	No	The fiat currency for the exchange rate (defaults to THB)

3. Configure transfer settings:

   • Allow transfers between users — Enable or disable user-to-user token transfers

4. Set access/visibility (this also determines cross-tenant transfers: Public and Shared can reach recipients in other tenants where rules allow; Private stays within your organization). There is no separate “Allow cross-tenant transfers” checkbox on the create form.

Visibility	Description
Private	Only accessible within your organization
Public	Accessible to all tenants on the platform
Shared	Accessible to selected tenants and sub-companies only

Detailed Visibility Rules

Token visibility determines who can receive tokens when minting or sending, and drives cross-tenant behavior. For comprehensive rules, see the Token Visibility & Access Control Guide.

5. Click "Create" to finalize

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5. Token Holders

View all holders of a specific token, their balances, and token lot details.

How to use:

1. Select a token from the tokens list
2. View all users holding this token
3. See individual holder balances and nearest expiry dates (with exact date and time)
4. Export holder list to CSV
5. Search for specific holders
6. Adjust Balance: Send tokens to or recall tokens from a holder
7. View Token Lots: Click the expand arrow or "Lots" button to see a holder's individual token lots with:
   • Lot amount and remaining balance
   • Creation date and time
   • Expiry date and time (or "No expiry" for permanent tokens)
   • Status (Active, Expiring Soon, Expired, Depleted)

Token Consumption Logic (FIFO):

When tokens are consumed (transferred, used to claim vouchers, etc.), the system uses a First Expiring, First Out (FIFO) strategy:

• Tokens from lots expiring soonest are consumed first
• Permanent tokens (no expiry) are consumed last
• This ensures tokens are used before they expire

Recall Logic:

When recalling tokens from a user, the tokens are restored to their original lots (traced back through the lot chain). This maintains proper expiry tracking and lot integrity.

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6. Token Analytics

View detailed analytics and metrics for a specific token.

How to use:

1. View token distribution charts
2. Monitor transaction volume over time
3. See holder growth trends
4. Analyze token velocity and usage patterns
5. View Company Token Lots: See all token lots held by your company with:
   • Lot ID and amounts (original/remaining)
   • Creation and expiry dates
   • Status indicators (Active, Expiring Soon, Expired, Depleted)
   • Summary of total balance and expiring tokens

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7. Vouchers

Create and manage vouchers that users can claim or purchase. The Vouchers module includes four tabs: Vouchers, Claims & Redemptions, Analytics, and Brand Tag.

Cross-level Visibility

If your organization has the Show Vouchers in Parent Admin feature flag enabled (configured by a super admin), you will also see SHARED vouchers created by all sub-companies below you in the hierarchy. When creating a SHARED voucher, it will be automatically shared with ancestor organizations that have this flag enabled.

7.1 Vouchers Tab

Manage your voucher templates and configurations.

1. View all vouchers in your tenant (Online, Offline, Archived)
2. Create new voucher templates with various settings:
   • Basic info (name, description, images)
   • Value configuration (fixed amount, percentage, or item-based)
   • Quantity limits and expiry dates
   • Access type (public, token-gated, tier-based)
   • Visibility settings (private, shared with other tenants, or public)
   • Consumption type (how members will use the voucher)
   • Cross-tenant settlement timing (when to record receivables)
3. Edit, archive, or delete existing vouchers
4. Manage voucher categories and brand tags

Cross-Tenant Settlement Timing

When creating or editing a non-private voucher (shared or public), you can configure when cross-tenant settlements should be recorded:

Timing	Description	When to Use
Record at Redemption (default)	Settlement is recorded when users claim/redeem the voucher	Best for vouchers where you want immediate settlement visibility when users claim the voucher
Record at Use	Settlement is recorded when users use the voucher at stores	Best for vouchers where settlement should only occur upon actual consumption

This setting affects both:

• Your Receivables: Amounts due from other tenants whose members use your vouchers
• Their Payables: Amounts owed by tenants whose members use your vouchers

TIP

This setting only appears for non-private vouchers (shared or public visibility) since private vouchers cannot be used by other tenants.

Consumption Types

When creating or editing a voucher, you can configure how members will consume (use) the voucher:

Type	Description	Configuration
VIO Code	Standard VIO redemption - member shows QR code to be scanned	Default option, no additional setup needed
URL	External link redemption	Enter the external URL where members will redeem
QR Code	Display external QR code	Upload a QR code image that members will present
Coupon Code	Text-based coupon code	The redemption code is displayed to the member
Manual	Custom instructions	Enter a message with redemption instructions

Choosing a Consumption Type

• Use VIO Code for in-store redemptions where staff will scan the member's code
• Use URL when redemption happens on an external website or partner platform
• Use QR Code when partners provide their own QR codes for scanning
• Use Coupon Code for online checkout discounts where members enter a code
• Use Manual for special cases with custom redemption processes

7.2 Claims & Redemptions Tab

Track all voucher claims and redemptions by your members.

1. View the list of all voucher claims
2. Search by user, voucher name, or redemption code
3. Filter by status (Active, Used, Expired)
4. Filter by date range

External Usage Section

When your vouchers are shared publicly or with other tenants, members from other organizations may claim and use them. The External Usage section displays these cross-tenant activities:

• Shows claims/redemptions by external members (from other tenants)
• User information is anonymized as "External User" and "External Organization" for privacy
• Displays voucher name, redemption code, status, and timestamps
• Separate pagination for external records

7.3 Analytics Tab

View detailed analytics and performance metrics for your vouchers.

1. Summary Cards: Total vouchers, active vouchers, total claims, total used, redemption rate
2. Claims by Status: Breakdown of Active, Used, and Expired claims
3. Top Performing Vouchers: Ranking of vouchers by claim count
4. Recent Claims: Latest claim activity

External Usage Analytics

When you have cross-tenant voucher usage, an additional External Usage section appears:

• External Claims: Total claims by members from other tenants
• External Used: Number of external claims that have been redeemed
• External Redemption Rate: Redemption rate for cross-tenant usage
• External Claims by Status: Status breakdown for external claims
• Top Vouchers (External Usage): Which of your vouchers are most popular with external members

7.4 Brand Tag Tab

Manage brand tags that can be associated with vouchers for better organization and filtering. Brand tags are centrally managed by the platform administrator - tenants select brands from the platform pool to use in their vouchers.

My Brand Tag Sub-Tab

View and manage brands you've selected from the platform pool:

1. See all brands currently in your selection
2. Remove brands from your selection using the "Remove" button
3. Brands in this list will be available when creating/editing vouchers

Platform Brand Tag Sub-Tab

Browse all available brands from the platform pool:

1. View all brands created by the platform administrator
2. Add brands to your selection using "Add to My Brands" button
3. Brands already in your selection will show "Added" status

Selecting Brands

Tenants cannot create their own brand tags. All brands are created and managed by the platform Super Admin. To use a brand for your vouchers, you must first add it from the Platform Brand Tag tab to your selection.

Voucher Brand Selection

When creating or editing a voucher, only brands from "My Brand Tag" (your selected brands) will be available for selection. Make sure to add the brands you need before creating vouchers.

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8. Campaigns

Create and manage marketing campaigns for token distribution.

How to use:

1. View all active and past campaigns
2. Create new campaigns with specific goals
3. Set campaign budgets and token allocations
4. Configure campaign rules and eligibility
5. Monitor campaign performance
6. Track Visits and Registrations for each campaign

Campaign Analytics

The campaign list displays two key metrics for each campaign:

Metric	Description
Visits	Number of times the campaign's public marketing page has been viewed
Registrations	Number of users who registered through the campaign's marketing page

These metrics are visible in both the table view and the grid/card view, helping you evaluate the effectiveness of each campaign's marketing page at driving sign-ups.

Creating a Campaign

1. Click "Create Campaign" at the top right
2. Fill in the campaign details:

Field	Required	Description
Name	Yes	Campaign name (max 50 characters)
Description	No	Rich-text description (max 4000 characters)
Token for Redemption	Yes	Select the token used for this campaign
Banner Images	No	Upload up to 5 images (JPG, PNG, GIF, WebP, max 2MB each)
Start Date & Time	Yes	When the campaign begins (cannot be in the past)
End Date & Time	Yes	When the campaign ends (must be after start date)
Active	No	Whether the campaign is active immediately (default: on)
Public Marketing Page	No	Make the campaign accessible without login (default: on)

3. Click "Create" to finalize

Adding and managing vouchers in a campaign

Open a campaign from the list and use Manage Vouchers. The flow is a two-step modal:

1. Manage Vouchers — Add vouchers, set Qty, Max Qty (toggle), Token Price, and Token Type. Pending additions appear in a Pending section until you proceed.
2. Confirmation (Review & Confirm) — Shows vouchers to add, change, or remove before saving.

Quantity display: Qty is the campaign allocation. When Max Qty is on, the UI reflects voucher stock: ∞ for unlimited voucher stock, or the stock limit when finite. When Max Qty is off, Qty is the number you enter. The confirmation step displays Quantity using the same rules as step 1 so the review matches what you configured.

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9. Airdrop Management

Distribute tokens to multiple users at once via airdrops.

How to use:

1. View airdrop history
2. Create a new airdrop activity
3. Select recipients individually or by criteria
4. Set the token type and amount per recipient
5. Execute and monitor the airdrop

Creating an Airdrop Activity

1. Click "Create Airdrop Activity" at the top right
2. Select the token type to airdrop
3. Upload a CSV of recipients or select from user list
4. Set the amount each recipient will receive
5. Review the total distribution
6. Confirm and execute the airdrop

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10. Transactions

View and search all transactions across your tenant.

How to use:

1. View the complete transaction ledger
2. Filter by transaction type, date, status, or token
3. Search for specific transactions by user, wallet, or message
4. Export transaction reports to CSV
5. View detailed transaction information

Transaction Types:

Type	Icon	Description
Mint	Coin (green)	New tokens created and added to a user's balance
Transfer	Arrow (blue)	Tokens transferred between users
Burn	Arrow down (red)	Tokens permanently destroyed
Expire	Clock (gray)	Tokens automatically removed due to expiration

Filtering Options:

• Token Filter: Filter by specific token type
• Type Filter: Filter by transaction type (Mint, Transfer, Burn, Expire)
• Status Filter: Filter by status (Pending, Confirmed, Failed)
• Date Range: Filter by date range
• Search: Search by user name, email, wallet address, or memo

Token Expiry Transactions

When tokens expire based on their configured expiry settings, the system automatically creates "Expire" transactions. These transactions show:

• The user whose tokens expired (in the "From" column)
• The amount that was deducted
• The timestamp when the expiry was processed
• Status is always "Confirmed" for expire transactions

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11. Settlement

Manage settlement reports and financial reconciliation for your voucher transactions.

Overview

The Settlement module tracks all financial transactions related to voucher usage, including:

• Transactions: Combined view of all voucher redemptions and consumptions
• Platform Fees: Transaction fees charged by the platform
• Cross-Tenant Receivables: Amounts due when other tenants' members use your vouchers
• Cross-Tenant Payables: Amounts you owe when your members use other tenants' vouchers

How to use:

1. View settlement periods and summaries
2. Generate settlement reports by date range
3. Review pending settlements
4. Download financial reports (CSV/Excel)
5. Track settlement status

Settlement Calculation

The settlement summary shows the following key metrics:

Metric	Description
Platform Fees Due	Total fees owed to the platform (Maintenance Fee + Variable Service Fees)
Maintenance Fee	Fixed monthly platform fee from billing settings
Variable Service Fees	Transaction-based fees calculated by billing model
Cross-Tenant Receivable	Amount owed to you when other tenants' members use your vouchers
Cross-Tenant Payable	Amount you owe when your members use other tenants' vouchers
Net Settlement	Final amount = Platform Fees + Payable - Receivable

Net Settlement Formula

Net Settlement = Platform Fees Due + Cross-Tenant Payable - Cross-Tenant Receivable

A positive value means you owe the platform; a negative value means the platform owes you.

Voucher Details Table

The settlement page displays voucher transaction details in a consolidated table:

Column	Description
Voucher	Voucher name and ID
Transactions	Total number of redemptions and consumptions
Settlement Amount	Total settlement value
Status	Settlement status

Consolidated View

The "Transactions" column combines both redemptions and consumptions into a single count for clearer reporting. This replaces the previous separate columns for better data clarity.

Cross-Tenant Receivables

When you share vouchers publicly or with other tenants, their members may claim and use your vouchers. The settlement module tracks these as receivables:

• Active Receivables: Amounts due from vouchers that have been claimed or used (depending on your voucher's Cross-Tenant Settlement Timing setting)
• Pending Receivables: Amounts from vouchers that have been claimed but not yet used (only appears when timing is set to "Record at Use")
• Total Receivable: Sum of all active and pending receivables

The receivable amount is based on the voucher's settlementAmount value.

Default Behavior

By default, vouchers are configured to "Record at Redemption", meaning cross-tenant receivables are recorded immediately when other tenants' members claim your vouchers. If you prefer to record settlements only when vouchers are actually used at stores, you can change the Cross-Tenant Settlement Timing setting to "Record at Use" when creating or editing the voucher.

Data Consistency with Super Admin Portal

The "Receivable via Platform" amount shown on this page matches exactly what the Super Admin sees for your tenant in the platform-wide Settlement Reports. Only billable receivables are included in the main receivable calculation, ensuring consistent reporting across both portals.

Currency & Exchange Rates

All settlement records are automatically stored in your tenant's primary currency (configured by the Super Admin in Billing Settings). When a voucher or token uses a different currency, the system converts the amount at transaction time:

• Primary Currency Enforcement: Every settlement transaction record is stored in your tenant's primary currency, regardless of the voucher's original currency
• Cash Token (CT): All amounts are also stored as HKD-equivalent Cash Tokens (1 CT = 1 HKD) for accurate cross-tenant aggregation
• Automatic Conversion: When a voucher's settlement currency differs from your primary currency, the system converts through HKD as an intermediary
• Exchange Rates: Real-time exchange rates are used when transactions occur; the rate is stored with each transaction for audit purposes

Multi-Currency Example

If your primary currency is HKD and a voucher is priced in THB (1,000 THB):

1. The THB amount is converted to HKD (Cash Token) using the exchange rate at transaction time (e.g., 1,000 THB → 220 HKD)
2. Your settlement record stores the amount in HKD (your primary currency)
3. The voucher owner's receivable record stores the amount in their own primary currency
4. Reports display all amounts consistently in your configured primary currency

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12. Sub-Companies

Manage sub-companies under your tenant organization.

How to use:

1. View all sub-companies
2. Create new sub-companies
3. Assign administrators to sub-companies
4. Configure sub-company permissions
5. Monitor sub-company activity

View Modes

The Sub-Companies page supports two view modes:

• Grid View: Card-based layout showing sub-company details
• Tree View: Hierarchical view showing parent-child relationships between sub-companies

Creating a Sub-Company with Admin User

When creating a new sub-company, you can optionally create an admin user at the same time. The admin user creation section is expanded by default for convenience.

1. Click "Add Sub-Company"
2. Fill in the sub-company information:
   • Name: The sub-company name (required)
   • Description: Optional description
   • Logo URL: Optional logo image URL
   • Contact Phone: Contact phone number
   • Address: Physical address
3. In the "Create Admin User" section (expanded by default), fill in the admin details:
   • Admin Email: The login email for the admin (required if creating admin)
   • Admin Phone: Alternative login method (either email or phone is required)
   • Admin Password: Must be at least 6 characters
   • Display Name: Optional name for the admin user
4. Click "Create" to create both the sub-company and admin user

Optional Admin Creation

Creating an admin user is optional - you can collapse the section if you don't want to create one. You can always add admin users later from the Users module.

Admin Role

The admin user created with the sub-company is automatically assigned the sub_company_admin role and set as the sub-company's administrator.

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13. Branding

Customize the branding and appearance of your tenant.

How to use:

1. Upload your logo and favicon
2. Set primary and secondary brand colors
3. Customize the login page appearance
4. Configure email templates with branding
5. Preview changes before publishing

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14. Roles

Manage admin roles and permissions.

How to use:

1. View all defined roles
2. Create custom roles with specific permissions
3. Edit existing role permissions
4. Assign roles to staff members
5. Review permission audit logs

Creating a Role

1. Click "Create Role" at the top right
2. Fill in the role details:

Field	Required	Description
Role Name	Yes	Name of the role (max 30 characters, e.g., "Marketing Manager")
Description	No	Brief description of the role's purpose (max 200 characters)

3. Configure permissions for each resource:

Permission	Description
View	Allow viewing the resource
Create	Allow creating new entries (not available for some resources)
Edit	Allow editing existing entries (not available for some resources)
Delete	Allow deleting entries (not available for some resources)
All	Grant all available permissions for that resource

Use Select All to grant all permissions or Clear All to remove all selections.

4. Click "Create" to finalize

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15. Staff

Manage staff accounts and their access levels.

How to use:

1. View all staff members
2. Search for staff by name or email
3. Filter staff by role
4. Add new staff members and assign roles
5. Edit or deactivate staff accounts
6. Click "Export Staff List" to download the full staff list as a file

Adding a Staff Member

1. Click "+ Add Staff" at the top right
2. Fill in the staff member details:

Field	Required	Description
Display Name	Yes	The staff member's name (max 30 characters)
Email	Yes	The staff member's login email address
Password	Yes	Account password for the staff member
Assign Roles	Yes	Select one or more roles to assign to the staff member

TIP

You must create roles first before adding staff members. Go to Roles to create custom roles with specific permissions.

3. Click "Add Staff" to finalize

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16. Store Management

Manage physical or virtual store locations.

How to use:

1. View all registered stores
2. Search for stores by name
3. Filter stores by status
4. Add new store locations
5. View store registrations and visit statistics
6. Click "Export Store List" to download the full store list as a file

Creating a New Store

The store creation process is a 2-step wizard: Store Details → Confirmation.

1. Click "+ Create New Store" at the top right
2. Fill in the store details:

Field	Required	Description
Store Name	Yes	Name of the store (max 50 characters)
Store Address	Yes	Search for an address or click on the map to select a location
Status	No	Set the store as Active or Inactive (defaults to Active)

3. Click "Next" to review the details
4. Confirm and click "Create" to finalize

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17. Notifications

Send push notifications to your member app users. View subscription statistics and broadcast messages.

Features:

• Subscription Stats - See how many users have enabled push notifications, total users, and subscription rate
• Broadcast Notification - Send a push notification to all subscribed users in your tenant

How to use:

1. Navigate to Notifications in the sidebar
2. View the subscription statistics at the top (subscribed users, total users, subscription rate)
3. To send a broadcast:
   • Enter a Title (up to 100 characters)
   • Enter a Message (up to 500 characters)
   • Select a Category (News & Updates or Promotions) - users who have disabled this category will not receive the notification
   • Optionally add a Link URL (the page to open when the notification is tapped, e.g., /explore)
   • Click Send Broadcast
4. A confirmation will show how many devices and users were reached

WARNING

Broadcast notifications are sent to all subscribed users in your tenant immediately. Make sure the content is ready before sending.

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18. News

Create and manage news articles, announcements, and updates for your member app users. The News module supports rich media content including images, videos, categories, and tags.

How to use:

1. Navigate to News in the sidebar
2. View all news articles in a table showing title, category, status, publish date, and like count
3. Use the search bar to find articles by keyword
4. Filter articles by status (Draft, Published, Unpublished) or category

Managing News Articles:

Action	Description
Preview	View how the article will appear to members
Edit	Modify the article content, media, or settings
Publish	Make a draft article visible to members
Unpublish	Hide a published article from members
Delete	Permanently remove the article

News Status:

Status	Description
Draft	Saved but not visible to members. Shows a prominent "Publish" button in the actions column
Published	Visible to members in the app (if not expired)
Unpublished	Previously published but now hidden from members

Scheduled Publishing

If you set a future publish date, the article will remain in draft status until the scheduled time, at which point it will be automatically published.

Feature Flag

The News feature requires the NEWS_FEED feature to be enabled for your tenant. Contact your super admin if you don't see the News option in the sidebar.

Creating a News Article

1. Click "+ Create News" at the top right
2. Fill in the article details:

Field	Required	Description
Title	Yes	News article title (max 200 characters)
Summary	No	Brief summary shown in list views (max 500 characters)
Content	No	Rich-text editor supporting bold, italic, underline, strikethrough, lists, links, and text formatting (max 10000 characters)
Category	Yes	Select from: Announcement, Event, Promotion, Update, Other
Tags	No	Comma-separated tags for additional categorization

3. Add media:

   • Images (max 10) - Upload images that will be displayed in an image gallery
   • Video - Either upload a video file (max 50MB, supports mp4/webm/quicktime) or paste an external video link (YouTube/Vimeo)

4. Set scheduling:

   • Publish Date - When the article should become visible (leave empty for immediate)
   • Expiry Date - When the article should be automatically hidden (optional)

5. Click "Save as Draft" to save without publishing, or "Publish" to publish immediately

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19. PIN Access

Manage redemption PINs for your staff. Each tenant is assigned a unique 2-character prefix, and each PIN consists of this prefix followed by a 4-digit code (e.g., HA1234).

How to use:

1. View all configured PINs in a paginated table
2. Filter PINs by status (Active / Inactive)
3. Click Create PIN to add a new PIN:
   • Enter a name/label for the staff member (max 30 characters)
   • The tenant prefix is shown automatically (read-only)
   • Enter a 4-digit PIN code
4. Toggle a PIN's status between Active and Inactive by clicking the status badge
5. Edit a PIN's name or code by clicking the pencil icon
6. Delete a PIN by clicking the trash icon

PIN Format

Component	Length	Example	Description
Prefix	2 characters	HA	Auto-assigned per tenant (unique across platform)
PIN	4 digits	1234	Set by admin for each staff member
Full PIN	6 characters	HA1234	What the staff enters when redeeming vouchers

TIP

The PIN prefix is automatically assigned when your tenant is created and is displayed at the top right of the filter bar (e.g., "PIN format: HA + 4 digits"). You can view your prefix here at any time.

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20. API Documentation

View API documentation and generate API keys for integrations.

How to use:

1. Browse available API endpoints
2. View request and response formats
3. Generate API keys for your applications
4. Test API calls directly from the documentation
5. Download API specifications

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21. Tenant Billing

View billing information and manage payment settings.

How to use:

1. View current billing period and charges
2. See usage breakdown by feature
3. Download invoices
4. Update payment methods
5. Review billing history

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22. Settings

Configure tenant-wide settings and preferences.

How to use:

1. Update tenant information
2. Configure default settings
3. Set up integrations
4. Manage API access
5. Configure notification templates

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Need Help?

If you encounter any issues or have questions about administration features, please contact your system administrator or super admin.