Configuration and administration

This page is for administrators. Some of these screens are visible only to the administrator role.

People

Administrators create accounts, change roles, deactivate people and set job details under Users. A deactivated person is signed out at once and cannot sign in. Administrator actions are recorded in an audit log.

Configuration

Under Configuration:

• Email (SMTP), SMS and WhatsApp: connect the channels and send a test. See Email, SMS and WhatsApp.
• Send message and Message log: message people and review delivery.
• Permissions: choose who can use PIY CRM and at what level.
• Navigation & modules: choose which roles can use each module.

Navigation & modules

The table lists every module with a switch for each role. Administrators always keep every module.

• Switching a module off for a role removes it from their sidebar and makes the server refuse it, even if they type its address.
• Exceptions let you switch a module off for one person, or keep it on for one person whose role has it off.
• Some modules cannot be changed (the dashboard and documentation are always on, and payroll, users, monitoring and configuration are for administrators only).
• A module's own finer permissions stay in that module. Each row names where, for example Credential Manager > Access or the Drive access screen. Switching a module on here does not give anyone permissions inside it.
• Every change is recorded in the audit log.

Other administrator areas

• Monitoring: where the organisation uses the task tracker, who can see its screenshots and how long they are kept.
• Visitor chats: conversations from the public website assistant.
• Credential Manager > Access and the Audit Log tab: who may use the Credential Manager and what has happened in it.
• DevOps > Settings: GitHub connections and who can use DevOps.

Keep the number of administrators small, give people only the access they need, and review access when roles change.

Application sounds

Open Sounds to manage the shared sound library. Upload short MP3, OGG or WAV clips up to 1 MiB each, preview them, choose a clip for each event and save. Up to 30 clips can be stored. The events are chat messages, notifications and mentions, incoming call ringtone and outgoing call ringback. Default retains the existing default sound.

Sound files and assignments are saved on the server. Other sessions pick up saved assignments on their next sound within about a minute. Choose a replacement before removing an assigned clip. Personal mute settings and browser autoplay restrictions still apply. These choices do not change operating-system sounds for background push notifications.

Appearance and theme

Open Settings, then Appearance & theme. Everyone can choose Light, Dark or System; this choice is saved to your account and follows you between devices.

Administrators can also set the system default theme for everyone: pick a preset (Indigo, Ocean, Forest, Sunset or Slate) or edit individual colours for brand, status, surfaces, text, navigation and charts. Light and dark mode have separate palettes. The page previews your changes live; nothing is saved until you press Save, and Discard changes returns to the saved theme. Reset to default removes the system theme.

Colours must be hex values such as #4f46e5. Text and primary-button colours are checked for readability, and a theme that is hard to read cannot be saved.

An administrator can switch off "Let people choose their own colour theme". When it is off, people can still choose light or dark mode but see the system theme. When it is on, a person's own theme takes priority over the system default. Order of precedence: built-in defaults, then the system theme, then the person's own theme.

Deployment note: this feature adds the theme_settings table. Run the API's database migrations (npm run db:migrate) before using it. Existing data is not changed.

Select lists and tables

Dropdowns across the app are searchable lists that follow the theme. Long lists (more than seven options) can be searched by typing, and lists that load from the server fetch only the matches for what you type. Tables that can grow large use the shared grid, which sorts, filters, searches, lets you show or hide and reorder columns (remembered in your browser) and, where it is offered, exports the rows shown to CSV. CSV exports neutralise cells that start with =, +, - or @ so a spreadsheet cannot run them as formulas.

Header notice

Administrators can pin a one-line message in the header under Settings, Header notice. Pick a type (Information, Warning, Announcement, Notice, Good news or Critical), write the message (up to 160 characters) and, optionally, the full details. Everyone sees it in the header; clicking it opens the full text. It stays until you turn it off, edit it or delete it. If several are on, the newest shows with a "+N" count and the dialog lists them all.

Deployment note: this adds the site_notices table (migration 0047). Run npm run db:migrate in the API first.