Admin Training Presentation

28 slides · every app function with a summary

DAYMON

F.T.P Admin Training

A complete walkthrough of every function for new administrators

Daymon · Store Inventory Audit Tool · Admin Onboarding
01 · Overview

What Is F.T.P?

  • •F.T.P is a mobile-first audit tool that verifies store inventory accuracy.
  • •Auditors scan barcodes, capture photo evidence, and assign a status to every SKU.
  • •Head office gets real-time visibility into progress, compliance, and on-shelf availability.
  • •QC reviews photos centrally and re-injects rejected shots for re-audit.
  • •The weekly cycle runs Monday 08:00 → Friday 17:00, driven by a live countdown.
  • •As an admin, you own report uploads, data hygiene, system health, and reporting.
F.T.P · Admin Training
02 · The Weekly Cycle

How the Audit Cycle Works

  • •Upload the weekly SMFR Excel report → items are distributed to stores by department & category.
  • •Store auditors scan barcodes department by department, category by category.
  • •Each SKU: scan → photo → status (On Shelf / Backup Area / Count Error / 2nd Display / Returns-Waste).
  • •QC reviews photos → rejects with a reason → store is notified to re-audit.
  • •Price changes are audited in parallel — is the shelf-edge label updated?
  • •Progress is tracked in real time; a completion email fires automatically when a store finishes.
F.T.P · Admin Training
03 · Your Role

What an Admin Does Day-to-Day

  • •Upload the weekly SMFR report and any supplementary batches (price changes, corrections, discontinued lines).
  • •Keep store-manager mappings current so RSM/FM attribution stays accurate.
  • •Monitor progress, compliance, and on-shelf availability across all stores.
  • •Run backfills and check system health to keep dashboards fast and accurate.
  • •Manage maintenance mode when deploying updates so auditors aren't interrupted.
  • •Export reports, summaries, and presentations for leadership review.
F.T.P · Admin Training
04 · Navigation

The Dashboard — Your Home Base

  • •Landing page at '/' — shows overall completion %, countdown timer, and store search.
  • •Search any store by name to jump straight into its audit.
  • •National Leaderboard ranks the top 3 Field Managers by on-shelf availability for the current week.
  • •Admin-only tiles appear here: upload report, price changes, additional products, corrections, discontinued lines.
  • •Implementation Timeline link is visible to admins and viewers only.
  • •Bottom bar switches between Dashboard, Progress, and Upload (admin, desktop) — reporting tools sit in the dashboard header.
F.T.P · Admin Training
05 · Uploads

Uploading the Weekly SMFR Report

  • •Go to Upload Report → select the weekly SMFR Excel file.
  • •The system parses it and creates AuditItems per store, grouped by category and BMC.
  • •On-shelf items from the previous week are auto-carried forward within their threshold days.
  • •Rejected items from the previous week are re-injected for re-audit.
  • •Store-manager metadata (RSM/FM) is synced automatically during upload.
  • •Always upload on Monday morning so auditors can start the cycle on time.
F.T.P · Admin Training
06 · Uploads

Supplementary Uploads

  • •Price Changes — a separate batch of shelf-edge label updates to verify in parallel.
  • •Additional Products — extra items added mid-week to the active audit.
  • •Negative Count Corrections — flagged items where the count must be verified and corrected.
  • •Discontinued Lines with Positive SOH — flagged for the auditor to confirm.
  • •Each upload attaches to the currently active audit report and distributes to the right stores.
  • •Use the Dashboard admin tiles to reach each uploader.
F.T.P · Admin Training
07 · Data Hygiene

Store Manager Mappings

  • •Every store is mapped to a Regional Sales Manager (RSM) and Field Manager (FM).
  • •Accurate mappings drive the leaderboard, progress hierarchy, and compliance dashboards.
  • •Update mappings via the Import Store Managers function when org changes happen.
  • •Mismatched store names between the SMFR file and mappings cause attribution gaps.
  • •Always confirm new store codes are mapped before the weekly upload.
F.T.P · Admin Training
08 · The Audit

How Auditors Use the App

  • •Open a store from the Dashboard or store list → see items grouped by category → BMC.
  • •Tap an item → scan the barcode → capture a photo → pick a status.
  • •Statuses: On Shelf, Backup Area, Backup Checklist, Count Error, Secondary Display, Returns/Waste, Skipped.
  • •Negative corrections and discontinued lines stay inline with coloured badges until resolved.
  • •Price change tiles appear at the bottom of the store list when a price-change batch exists.
  • •Rejected items move to a 'Rejected Audits' section and must be re-audited.
F.T.P · Admin Training
09 · Reference

Audit Statuses Explained

  • •On Shelf — product is on the shelf, verified by photo.
  • •Backup Area / Backup Checklist — product is in the backup stockroom area.
  • •Incorrect Count — system stock doesn't match what's on the shelf.
  • •Secondary Display — product is on a secondary/promotional display.
  • •Returns/Waste — product is in returns or waste, not on the shelf.
  • •Rejected by QC — photo was rejected; store must re-audit with a better capture.
  • •Carried Forward — auto-approved from a previous audit within threshold days.
F.T.P · Admin Training
10 · Price Changes

Price Change Audit

  • •Price change batches appear as tiles on each store's audit page.
  • •Auditor confirms whether the shelf-edge PI label was updated to the new price.
  • •Status options: Label Updated or Label Not Updated (with a reason).
  • •Photo proof is captured for each price change.
  • •The Price Change Dashboard shows label-updated vs not-updated across all stores.
  • •Progress is pre-computed by backfill so the dashboard loads instantly.
F.T.P · Admin Training
11 · Monitoring

Progress Tracker

  • •Hierarchical view: National → RSM → FM → Store.
  • •Shows completion % and done/total counts at every level.
  • •A 'Not Started' tab lists stores that haven't begun their audit.
  • •Use it mid-week to chase lagging stores and FMs.
  • •Data is pre-computed by the backfill for fast loading.
F.T.P · Admin Training
12 · Reporting

Reporting Dashboard

  • •High-level analytics with multi-week selection and RSM/FM/Store filters.
  • •KPI cards show on-shelf availability, count errors, and completion stats.
  • •Drill into any status to see the underlying items and export to Excel.
  • •Photo Viewer modal lets you inspect, filter, and download photo evidence.
  • •Pre-computed status counts keep the default view fast even with 400k+ items.
  • •Exports are generated client-side to avoid read-traffic limits.
F.T.P · Admin Training
13 · Compliance

Compliance Tracker & On-Shelf Availability

  • •Compliance Matrix — weekly compliance % across stores, FMs, and RSMs.
  • •Manager Dashboard — ranks FMs and highlights lowest performers.
  • •Performance tab — trend charts over recent weeks.
  • •On-Shelf Availability tab — the core KPI, excluding corrections and discontinued lines.
  • •Drill into a store to see its reason-code breakdown.
  • •Cascading filters: RSM → FM → Store.
F.T.P · Admin Training
14 · Reporting

Summary Report

  • •Aggregated compliance view across multiple weeks.
  • •Weekly compliance trend chart and reason-code distribution.
  • •Recurring count-error analysis identifies repeat-offender articles and stores.
  • •Export to XLSX or PDF for leadership distribution.
  • •Uses pre-computed fields so it loads without scanning every item.
F.T.P · Admin Training
15 · Reporting

Supplier Dashboard

  • •Per-supplier view of item counts, compliance, and on-shelf availability.
  • •Pre-computed supplier list and counts avoid heavy item reads.
  • •Report Insights chatbot answers supplier and article-level questions via LLM.
  • •Use it to hold vendors accountable for their compliance.
  • •Supplier CSV exports are pre-generated by backfill for instant download.
F.T.P · Admin Training
16 · Reporting

NPD Speed to Shelf Tracker

  • •Measures how many days a new product takes to reach the shelf after its launch date.
  • •Admin uploads the NPD list (article number, description, launch date) on the tracker page.
  • •The system scans recent audits for each article's first on-shelf scan — read-only, audit data is never changed.
  • •Statuses: On Shelf (confirmed), On shelf at launch, Not confirmed, Not calculated.
  • •The scorecard shows articles tracked, confirmed, awaiting, average and median days to shelf, and the days-to-shelf spread.
  • •Press Recalculate after a new week is audited to refresh results, then filter or export the table to Excel.
F.T.P · Admin Training
17 · Exporting

Week Export (Historical Data)

  • •Admin-only page that packages one full week as a JSON file.
  • •Includes all six entity types: AuditReport, AuditItem, PriceChangeReport, PriceChangeItem, StoreManager, QCNotification.
  • •Items are fetched in pages and streamed, so weeks of 65k+ items download without crashing the browser.
  • •The export summary compares the AuditItem count against the report's expected total.
  • •Use 'Verify Downloaded File' to confirm the file is complete before uploading it.
  • •Downloaded files feed the external dashboard's Upload Historical Data page.
F.T.P · Admin Training
18 · Analytics

Weekly Completion Times

  • •Average active audit time per store per week (breaks & overnight excluded).
  • •Bars flag the slowest week in red for quick spotting.
  • •6-week rolling window, excluding the current partial week.
  • •Use it to benchmark store performance and spot bottlenecks.
  • •Data is cached on each report and refreshed by backfill.
F.T.P · Admin Training
19 · QC

Photo Viewer & QC Rejection

  • •Photo Viewer filters by store, supplier, category, and product across weeks.
  • •Client-side thumbnails and an LRU cache keep the grid fast.
  • •Zoomable lightbox for inspecting individual captures.
  • •Admins can reject a photo with a reason — it's re-injected into the store's audit.
  • •Bulk download selected photos as a ZIP, or export to Excel.
  • •Rejection is disabled for reports older than 3 weeks to protect data consistency.
F.T.P · Admin Training
20 · Communication

Notifications, Emails & Excel Previews

  • •Notifications page shows QC rejections that a store user needs to action.
  • •Store completion emails fire automatically when a store finishes its audit.
  • •Count-error report emails are sent to stores with incorrect counts.
  • •Email Preview page lets you review the exact email template before it goes out.
  • •Count Error Excel Preview shows the spreadsheet a store will receive.
  • •Outgoing emails to non-registered external addresses are blocked by platform rules.
F.T.P · Admin Training
21 · System

App Maintenance Mode

  • •Toggle maintenance mode to block all non-admin users from auditing during updates.
  • •A friendly 'App Update in Progress' screen is shown to auditors while on.
  • •Admins always retain full access during maintenance.
  • •Set an optional custom message to tell users when to check back.
  • •The app polls every 2 minutes so the status flips automatically once you clear it.
F.T.P · Admin Training
22 · System Health

Backfills & System Health

  • •Backfills pre-compute heavy analytics so dashboards stay fast.
  • •Status Counts backfill runs every 6 hours — refreshes status_counts, supplier data, on-shelf-by-FM.
  • •Store Progress backfill runs every 6 hours as a safety net for completion %.
  • •Analytics backfill refreshes price-change progress and completion stats.
  • •Count-error email backfill runs every 2 hours to catch missed sends.
  • •If a dashboard looks stale, trigger the relevant backfill from the backend functions list.
F.T.P · Admin Training
23 · Planning

Implementation Timeline

  • •Admin/viewer-only page showing the project roadmap and milestones.
  • •Visualises completed phases and what's planned next.
  • •Exportable to PDF for stakeholder sharing.
  • •Use it to set expectations with leadership on what's live vs upcoming.
F.T.P · Admin Training
24 · Support

Help Guide & Executive Presentation

  • •Help Guide page — built-in reference for auditors and admins.
  • •Executive Presentation page — generates a 7-slide PPTX for leadership review.
  • •This Training Presentation — a full admin onboarding deck (this file).
  • •Point new users to the Help Guide first; use this deck for admin onboarding.
F.T.P · Admin Training
25 · Routine

Daily & Weekly Admin Checklist

  • •Monday AM: upload the weekly SMFR report; confirm store-manager mappings.
  • •Monday: upload any price-change, additional-product, correction, or discontinued-line batches.
  • •Mid-week: check the Progress Tracker and chase not-started stores.
  • •Thursday: review Compliance Tracker and on-shelf availability; flag low performers.
  • •Friday: confirm all stores completed; verify completion emails sent.
  • •As needed: run backfills, toggle maintenance mode, export reports.
F.T.P · Admin Training
26 · Watch-Outs

Common Pitfalls to Avoid

  • •Don't upload before confirming store-manager mappings — it causes attribution gaps.
  • •Don't delete audit data wholesale — use targeted deletions only.
  • •Avoid re-running heavy backfills back-to-back; they can hit read-traffic limits.
  • •Never promise email delivery to external (non-registered) addresses.
  • •If a dashboard is empty, check maintenance mode and backfill status before assuming data loss.
F.T.P · Admin Training
27 · Wrap-Up

You're Ready to Administer F.T.P

  • •You now know every function: uploads, audit flow, reporting, compliance, QC, and system health.
  • •Start with the daily checklist and lean on the Help Guide for quick reference.
  • •Run backfills when dashboards look stale.
  • •Use the Executive Presentation to brief leadership.
  • •Welcome to the team — keep the shelves accurate and the audits honest.
F.T.P · Admin Training
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