Help & Documentation

Dashboard Overview

The dashboard shows key statistics at the top (total staff, selected LGA, activities, pending requests) and a sidebar with LGAs grouped by zone (Northern, Central, Southern).

Viewing Staff Records

The staff table displays records with columns for Name, Sex, Status, Rank, Qualifications, SGL, and Actions. Use the search bar to filter by name. Staff members can only see their own profile.

Adding a New Staff Member

1. Click the "+ Add Staff" button in the dashboard
2. Fill in all required fields: Name, Sex, LGA, Status, Phone Number, SGL, Dates
3. Optionally add qualifications and upload a PDF document
4. Click Save to create the record

Bulk Importing Staff

You can import multiple staff records at once using an Excel (.xlsx) file. The file should have columns matching the staff fields (Name, Sex, Phone, DOB, Status, etc.).

1. Click "Bulk Import" in the dashboard
2. Select the LGA for the imported staff
3. Upload your Excel file
4. The system will parse the file and create records for each row

Excel File Format

Your Excel file must follow the correct column format for the system to parse it successfully. Below is the expected layout — each row represents one staff member.

Viewing a Staff Profile

Click "View Profile" on any staff row to open their full profile. This shows personal details, document, qualifications, and activity history. Admins, Chairmen, and Secretaries can also submit change requests from here.

Uploading Documents

Each staff member can have one PDF document (credential, appointment letter, etc.) stored securely in AWS S3.

1. Open the staff member's profile
2. Click "Upload PDF Document"
3. Select a PDF file from your computer
4. The document is uploaded to S3 and a preview is shown

Replacing Documents

Documents can only be replaced within a configurable time window (default: 30 minutes) after upload. After this window, a change request must be submitted for approval.

Viewing Document History

Click "Document History" in the staff profile to see a log of all documents uploaded for that staff member, including who uploaded them and when.

How It Works

Staff data changes go through a 3-tier approval workflow to ensure data accuracy and accountability. Every change is logged with timestamps and user attribution.

Submitting a Change Request

ADMIN, CHAIRMAN, and SECRETARY roles can create change requests. Open a staff member's profile and click "Process Change Request" to begin.

1. Open the staff member's profile
2. Click "Process Change Request"
3. Select the fields to change (name, DOB, phone, rank, status, etc.)
4. Choose a reason from the dropdown (some reasons require a supporting document)
5. Enter the corrected values
6. Optionally attach a supporting document
7. Click Submit

Approving or Rejecting

Each level of approver can Approve, Reject, or Correct a request.

• Approve: Passes the request to the next level
• Reject: Ends the request immediately with reason
• Correct: Admin can fix the data directly (only within 24 hours of submission)

The 24-Hour Correction Window

Within 24 hours of a request being submitted, the Admin can directly correct the data instead of sending it through the full approval chain. After 24 hours, the correction option expires and the request must go through all approval levels.

Viewing Request Status

Overview

The public landing page is fully content-manageable. All text sections, executive photos, highlight items, footer content, and annual report downloads can be edited from the dashboard without code changes.

Editing Section Content

1. Click "Manage Content" in the dashboard
2. Select the section to edit (Mission & Vision, Appointments, Training, etc.)
3. Update the title, subtitle, and rich-text content
4. Click Save

Managing Executives

1. Click "Highlights & Execs" in the dashboard
2. Switch to the Executives tab
3. Add, edit, or remove executive team members with photos
4. Drag to reorder the display order

Managing Highlights

Highlights are the featured items shown on the landing page under each section. You can manage:

• Confirmations of Appointment — Recently confirmed staff members
• Promotions — Recently promoted staff members
• Postings — Recent staff postings/transfers
• Conversions — Recent cadre conversions

Updating LGA Details

1. Click "Update LGA" in the dashboard
2. Select the LGA from the dropdown
3. Edit the description, landmarks, activities, and image
4. Click Save

Uploading Annual Reports

Admins can upload a PDF annual report that visitors can download from the landing page.

1. Click "Manage Content" in the dashboard
2. Select the Annual Report tab under Reports
3. Upload a PDF file (max 10MB)
4. The "Download Annual Reports" section will appear on the landing page

Customizing the Footer

The footer description, copyright text, and navigation links can be managed from the dashboard.

1. Click "Manage Content" in the dashboard
2. Select the Footer tab under Reports
3. Edit the description, copyright text, and add/remove navigation links
4. Click Save

Managing Statuses, Ranks & Qualifications

These are the building blocks of staff records. You can add, edit, or remove them from the dashboard.

1. Click "Manage Status, Ranks & Qualifications"
2. Switch between the Status, Rank, and Qualification tabs
3. Add new items or edit existing ones

Assigning the Secretary Role

The CHAIRMAN can assign the SECRETARY role to any staff member. This grants them 2nd-level approval permissions.

1. Open a staff member's profile
2. Click "Assign Secretary"
3. Confirm the assignment in the dialog
4. The staff member now has SECRETARY-level permissions

Resetting Staff Passwords

If a staff member forgets their password, admins can reset it. This clears their password and forces them to set a new one on their next login (using phone + DOB).

1. Open the staff member's profile
2. Click "Reset Password"
3. Confirm the reset in the dialog
4. The staff member will use phone + DOB to login and must set a new password

Delegating Approval Authority

The Chairman can delegate a staff member to approve change requests on their behalf. The delegate inherits CHAIRMAN-level approval permissions while the delegation is active. Both the delegate and the Chairman are logged in the audit trail for every action.

1. Open the profile of the staff member you want to delegate
2. Click "Delegate" (purple button)
3. Review the confirmation dialog and click "Confirm Delegate"
4. The delegate can now approve requests at the Chairman level

System Settings (Chairman Only)

The Chairman can configure system-wide settings such as the document replacement time window.

Activity Logs & Audit Trail

All actions in the system are logged for accountability. ADMIN, SECRETARY office, and CHAIRMAN office holders can view:

• Activity Logs — All system actions with timestamps (not visible to STAFF)
• Approval Logs — Detailed approval/rejection history
• Audit Trail — Complete change history for each staff record