Admin Panel

What it does

The admin panel lets a platform operator look after every business on Quickie without signing in as anyone. It has seven screens, all reached from Admin panel in the avatar menu:

• Overview — the platform at a glance: organisations, accounts, paying organisations, past-due subscriptions, revenue from plan history, and the newest audit entries.
• Organisations — every business in one grid. Open one to manage the whole of its data from a hub.
• Users — every account, deleted ones included. Open one to manage its standing, its organisations and its devices.
• Records — every record type across the platform, unscoped, for the times you know what you are looking for but not whose it is.
• Billing — subscriptions, the run-rate and last-30-day revenue from plan history, whether the payment plumbing is switched on, and the plan facts.
• Audit trail — every significant change across every organisation, with who made it and as which role, plus the platform's own actions.
• Automation — the scheduled jobs Quickie runs for every organisation: whether each is healthy, what its last run did and why it failed, the switches to pause one, and Run now to re-run a failed sweep for every organisation.

Everything an operator does here is recorded in the audit trail under their own name, marked Platform operator, so an operator's change is never confused with an owner's or a member's.

Where to find it

• Navigation: avatar menu (top-right) → Admin panel, then the row of pills: Overview · Organisations · Users · Records · Billing · Audit trail · Automation
• URLs: /dashboard/admin, /dashboard/admin/organisations, /dashboard/admin/users, /dashboard/admin/records, /dashboard/admin/billing, /dashboard/admin/audit, /dashboard/admin/automation
• The ⌘K palette also lists Admin panel and its Organisations, Users, Billing, Audit trail and Automation screens for operators.

Only platform operators see these; anyone else is sent back to the dashboard. Operator access is a flag on the account, granted by another operator (see Grant or remove operator access below).

The admin panel needs two-factor authentication. An operator without it is sent to Settings → Account & security at the Two-factor authentication section, with a sentence saying why, every time they open an admin page — and every change made from the panel is refused with the same sentence. The panel also needs the sign-in you are using to have used your authenticator code, a backup code or a passkey. Signing in with a password, an email link or Google, Microsoft or Apple asks for your code, so each of those counts once you enter it; an email link or Google, Microsoft or Apple sign-in on a device you trusted to skip the code opens the rest of Quickie but not the panel. Everything outside the panel keeps working either way, so you can always reach the page to set it up. See Set up two-factor for the admin panel below.

Step by step

Set up two-factor for the admin panel

1. Open Admin panel from the avatar menu. If your account has no two-factor yet, Quickie takes you to Settings → Account & security and the two-factor section says: The admin panel needs two-factor authentication on your account.
2. If you have never set a password (you sign in by email link, Google or a passkey), set one first under Set a password — two-factor protects a password.
3. Under Two-factor authentication, click Set up, confirm your password, scan the QR code with an authenticator app, enter the 6-digit code and click Turn on.
4. Save the ten backup codes somewhere safe, then click I've saved them.
5. Open Admin panel again. The sign-in you turned two-factor on from now counts, so the panel opens straight away.

If instead the section says The admin panel needs a sign-in that used your authenticator code or a passkey, and this one didn't, two-factor is already on but this sign-in skipped the code (an email link or Google, Microsoft or Apple on a device you trusted, or a sign-in from before you turned it on). Sign out, sign in with your email, password and code — or a passkey — and open the panel again.

Find an organisation and open its hub

1. Go to Organisations. Every business is listed with its plan, subscription status, interval, period end, member and customer counts, Stripe linkage and join date.
2. Use Search organisations…, the funnel on each filterable column heading (Plan, Status, Interval, Cancels at end, Booking form, SMS), Columns to hide columns, and click a heading to sort. Whatever you search, sort or filter by goes into the address bar, so a narrowed grid is a link you can send to a colleague.
3. Click the organisation's name (or the row's … menu → Open hub).

Work inside an organisation's hub

The hub has three parts:

• The header — name, slug, plan and status badges; Edit organisation (the full form: name, slug, plan fields, targets, toggles) and a More menu with Everything about this organisation (the audit trail narrowed to it) and View as an owner, which lists the organisation's owners.
• The contextual navigation — pills under the header, grouped as Clients, Work, Money, Finance and Account: Contacts, Interactions, Notes, Rounds, Labels · Jobs, Schedules, Tasks, Quotes · Invoices, Payments, Expenses, Overheads, Offers, Referrals, Credits · Bank feeds, Bank accounts, Bank lines, Bank imports, Bank rules, Finance categories, Bills, Budgets, Finance insights, AI usage · Members, Invitations, Plan history, Message usage, Notifications, Review requests, Audit log. Each pill carries a count, so you can see where the records are before you click.
• Overview — tiles (Customers, Jobs, Invoices, Messages this month against the plan's allowance), an Organisation card, a Plan & billing card, a People card, the Subscription card, Where the records are, Recent activity, and Plan history.

Manage an organisation's records

1. In the hub, click a section pill — say Jobs.
2. The section is a full grid: search, sortable headings, funnel filters on status-like columns, Columns, and pages of 25 with a rows-per-page choice. Searching, sorting, filtering and paging all run against the whole collection, not just the page on screen. Search also reaches the customer's name where a record holds no text of its own.
3. Edit in place: click a cell that shows a pencil on hover. Text, numbers, dates, yes/no boxes and drop-downs all save on their own; long text (notes, descriptions) is only in the full form.
4. Edit the whole record: the row's … menu → Edit…. Only the fields you change are sent, so the audit entry reads as exactly that edit.
5. See a record's history: … → History opens the audit trail filtered to that one record.
6. Delete: … → Delete, then confirm in the Delete this …? dialog (Keep it / Delete). Deletion is recorded under your name.
7. Create in context: click New job, New task, New contact and so on. The form asks only for what the hub does not already know — under an organisation, a new task needs no organisation field — and pickers are scoped to that organisation's customers, rounds, offers and members.

A note in amber above some grids explains when editing here sidesteps a workflow — for example, completing a job here sends no confirmation, raises no invoice and queues no review request, and a payment recorded here does not mark the invoice paid.

Open what is inside a record

Invoices hold their line items and payments; quotes hold their line items.

1. Open Invoices and use the row's … menu.
2. Pick Line items or Payments.
3. The grid that opens is scoped to that one invoice. A line above it reads Showing only <the invoice> with Back to invoices to leave, and the trail shows the way you came — stacked tabs down the left on a wide screen (Organisations, the organisation, Invoices, Line items), or a bar with Back on a narrow one. Creating here needs no parent — a new line item asks only for the description, quantity and unit price.

Line-item grids are not listed on the hub or under Records; they are reached through the record they belong to. Editing a line does not recompute the document's cached total — re-save the quote or invoice on the owner's own screen for that.

Change or delete many records at once

When a grid is narrowed — by a search, a filter, or both — a bar appears above it saying how many records match.

1. Filter the grid to the set you mean. The count is the whole matching set, across every page, not the twenty-five on screen.
2. To change them together, pick a field and a value, then Apply to all N. Only straightforward fields are offered: a status, a yes/no, a category, a reference.
3. To remove them, Delete all N.
4. Either way a confirmation states the number and what will happen. Nothing is applied until you accept it.

Two limits are deliberate. A set larger than 500 is refused — narrow it further first. And every record still goes through the ordinary one-at-a-time path, so the same rules apply and the audit trail gets one entry per record, under your name.

Manage an organisation's subscription

The Subscription card on an organisation's hub is where a plan is changed, ended or adjusted. What it offers depends on whether anything is actually billing them, because that changes what is honest to do.

1. Change plan moves them between Solo, Pro and Business, monthly or annual. On an organisation with a live Stripe subscription, What will this cost? asks Stripe for its own proration first and lists each line; Change the plan stays disabled until that answer is back. Stripe credits the unused part of the old plan and charges the new one from today, and the difference settles on their next invoice rather than taking a payment there and then. The plan itself is written when Stripe confirms the change by webhook — the same path an owner's own change takes — so the plan and the subscription can never disagree.
2. On an organisation with no subscription behind it, the same button reads Grant Pro / Grant Business and grants the plan at no charge. This is a comp: a real entitlement that nobody is billed for. The plan history records it at a price of zero, so the billing report counts no revenue for them, and a Complimentary badge marks the organisation for as long as it lasts.
3. An operator can never put an organisation onto a paid subscription. That needs a card, and Quickie will not take card details on somebody's behalf. The owner subscribes themselves from Settings → Billing & plan, or you comp them.
4. Cancel ends a real subscription. End at the period's end is the default and is what somebody who has already paid for the month is owed; End it now is for a duplicate subscription or an organisation being closed. On a comped organisation the same button reads Withdraw the comp and drops them to Solo immediately, since nothing was charged to refund. Once a cancellation is pending, Let it continue lifts it.
5. Charge or credit puts a one-off amount on their next Stripe invoice with a description they will see. This is their subscription bill with Quickie, not the invoices they raise to their own customers; nothing here touches those.
6. Every one of these is written to the audit trail with the operator's name, the amounts, and the reason where one was given.

If Stripe refuses something, the card shows Stripe's own words rather than a generic failure, because a subscription that no longer exists and a card that cannot be charged need different actions. When card billing is not configured on the deployment, the card says so and offers only the comp and withdraw paths.

Read an organisation's plan history

Every stretch of an organisation's life on one plan is a row: from, to, plan and interval, status, the price then in force (or comp / free), and who moved it — Stripe, a platform operator, the organisation itself, the system, or History began for the opening period. It is on the hub's overview (Plan history card), as the hub's Plan history section (a read-only grid), and owners see their own under Settings → Billing & plan → Plan history.

The history is written automatically on every plan change and checked against the organisation's row whenever the Billing page or an organisation hub loads, so a plan change made by any other path is still recorded — dated to when it was found, as a system change.

Find an account and open its hub

1. Go to Users. Every account is listed with its name, email, whether the email is verified, whether it is a platform operator, two-factor status, its organisations and roles, when it was last seen, when it was archived or deleted, and when it joined.
2. Search by name or email, filter on Verified, Platform operator or Two-factor, sort, and hide columns as on any grid.
3. Click the account's name, or use the row's … menu: Open hub, View as, Delete account / Restore deleted account, Edit…, History.

Work inside an account's hub

• The header — name, email and badges (Platform operator, Verified / Unverified, Two-factor on, Archived, Deleted); Edit user (name, email, verified, operator flag, archived) and a More menu: Everything they did, Changes to this account, View as this person, Make a platform operator / Remove operator access, Archive account / Bring back from archive, Delete account / Restore deleted account, Purge for good….
• The contextual navigation — Overview and the Account sections: Organisations (the ones they belong to), Members (their memberships and roles), Sign-in sessions, Data exports, Saved views.
• Overview — an Account card (email, two-factor, passkeys, signed-in devices, joined, last seen), an Organisations card with each role, Where the records are, and Recent activity.

Grant or remove operator access

On the account's hub, More → Make a platform operator (or Remove operator access). The change takes effect on the person's next request and is recorded in the audit trail. You cannot remove your own operator access from here, and another operator's account cannot be deleted or purged until their access has been removed first — a decision about who runs the platform is kept apart from a decision about a customer's data.

Delete, restore or purge an account

Three steps, in the order they are meant to be taken. All three are on the account's hub under More, and the first two are also in the Users row menu.

1. Delete account — reversible, and the usual one. The dialog counts what it will end (signed-in devices, passkeys, saved views, notifications) and names any organisation the person alone owns. They are signed out of everywhere and cannot sign back in; nothing else is touched, and the account can be restored for 30 days. If somebody else still works in an organisation this person owns, the deletion is refused — make someone else an owner first.
2. Restore deleted account — undoes that. Deleted accounts stay in the Users grid with a Deleted badge, so they can still be found.
3. Purge for good… — final. It is refused unless the account has been deleted first, and refused inside the 30-day recovery window unless you tick the override. You must type the account's email address exactly. The account goes, and with it any organisation they alone own; invoices and the audit trail survive with the name removed.

You cannot delete or purge your own account. All three are recorded in the audit trail under your name.

Archiving is a different thing. An archived account still signs in and still owns everything; it is for an account that is dormant rather than gone. Deleting is what stops somebody signing in.

View Quickie as somebody

When an owner reports that a screen looks wrong, the fastest honest answer is to look at that screen.

1. On the account's hub, More → View as this person (or View as in the Users row menu, or View as an owner on an organisation's hub).
2. You land on their dashboard, seeing exactly what they see — their round, their customers, their invoices.
3. A bar across the top of every page says Viewing Quickie as <name> and names you as the operator. It cannot be dismissed.
4. Nothing can be changed while you are viewing. Every save is refused with a message saying why. The admin panel is closed too, because for that hour you are not an operator.
5. A view only holds while your own sign-in could open the admin panel: if two-factor is turned off on your account, you are back to your own view on the next page.
6. Stop viewing in the bar returns you to yourself and to the Users screen. It lapses on its own after an hour.

Starting and stopping are both recorded in the audit trail, against your name and naming the account. You cannot view as another platform operator, or as a deleted account, or as an account that belongs to no organisation.

Browse a record type across the platform

1. Go to Records. Each record type is a card with its count, grouped as Clients, Work, Money, Finance and Account.
2. Open one. The grid is the same as in a hub, except that the owner is not implied: creating a record here asks you to pick the organisation (or customer) it belongs to.
3. Organisations and Users are also here as plain grids; their hubs remain the better door for anything about one of them.

Read the Billing screen

1. The tiles show Paying organisations, the Monthly run-rate (what the current periods are worth per month — annual plans at a twelfth, comps at nothing), Revenue, last 30 days (plan history pro-rated by day) and Past due.
2. Payment plumbing says whether card payments, the subscription prices, the gateway webhook secret and the message overage meter are configured on this deployment (environment settings, not editable here).
3. Organisations by plan counts every organisation by plan and status; Who brought it in lists the organisations with revenue in the last 30 days, each linking to its hub.
4. Subscribers lists every organisation on a paid tier or with a Stripe subscription. Plan, status, interval, period end and "cancels at end" are editable in place. A Stripe-billed subscription is overwritten by the next Stripe event, so hand edits are for organisations billed outside Stripe — for a real change, use the hub's Subscription card.
5. What each plan includes is read from the plan definitions the pricing page and the feature gates share.

Read the audit trail

1. Go to Audit trail. Narrow it with Search the summary…, Any role (Platform operator / Owner / Member / System), Any record type, Any action, and the From / To dates. Clear resets everything.
2. Every hub deep-links here already narrowed: an organisation's entries, everything one person did, or the changes to one account. The active narrowing shows as a chip you can clear.
3. Each entry shows when, the organisation (or Platform for a platform-level action), who (with a role badge; the name links to their hub, or System for automated work), what happened, and the record type. Click the shortened record id to see only that record's history.
4. Show changes under an admin-panel edit unfolds what was written. Secrets are never stored; private prose (notes, descriptions) is shown as [changed] rather than copied.

Read the nightly operational summary

Every night from 23:00 UK time, Quickie emails its platform operators a summary of the whole platform. To send it to other addresses instead, set OPS_SUMMARY_EMAILS.

• Needs attention comes first, linked, and only when something needs it:
• scheduled jobs that failed today;
• businesses with an overdue payment;
• marketplace reports and appeals waiting;
• businesses found by discovery to review.
• Tables follow, each with Today, This week (from Monday) and This month columns, in UK time:
• Sign-ups & accounts: business sign-ups, new businesses, team members joined, sign-ins.
• Paid plans: new paid plans and paid plans ended. These are customers' own changes; an operator's changes in the admin panel aren't counted.
• Customers & work (all businesses): contacts, jobs booked and completed, tasks, quotes and their value, invoices and their value, payments and money received, expenses, customer emails and texts, review requests.
• Marketplace (beta): shown while the marketplace is on. Professionals joined and gone live, customers, requests, jobs agreed and completed, messages, reviews, reports, card payments and Quickie's fees, and discovery found, invited and claimed.
• System: scheduled job runs, failures, AI requests.
• Right now ends it:
• businesses and business users;
• paying businesses, with any whose payment is overdue;
• businesses on a paid plan without paying (comped);
• monthly recurring revenue at list prices;
• marketplace professionals live.

Numbers use UK formatting (1,234 and £1,234.56). The email carries counts and sums only, never a business's or customer's name. Its row on Automation shows whether it was sent. Run now sends it straight away, and its pause switch stops it. Owners don't see it on their own Automation card.

Look after the scheduled jobs

1. Go to Automation. The Scheduled jobs card has a row for every job — Follow-up digest, Payment reminders, Weekly finance digest, Monthly report, Booking reminders, Review requests, Bank feed sync, Bank consent check, Budget alerts, Housekeeping and Nightly operational summary — each with its timetable, its status badge (Healthy, Running, Stale, Failed, Paused or Never run), its last run and what that run did, for every organisation at once. When the last run failed, the reason is shown in red, with the last successful run and its totals beneath.
2. Pause a job: click its switch. It stops for every organisation — the switch moves at once, the badge says Paused, and the line beneath reads Paused <date> by <your name>. A run already under way finishes; no new one starts, and owners' Run now for it is refused, until it is switched back on. If the server refuses, the switch goes back and a message says why.
3. Switch it back on: click the switch again. It runs at its next scheduled time — within the same day's window, if that is still open.
4. Re-run a sweep for every organisation: click Run now on the job's row. When a scheduled run has failed, this runs it again for every organisation straight away, instead of waiting for its next window. It is offered on the jobs where a second run sends nobody anything twice:

• Payment reminders — each invoice still gets at most one reminder a week, so customers chased by the failed run's first half aren't chased again.
• Booking reminders — a booking that has had its reminder doesn't get another.
• Review requests — a request that has gone is marked sent and isn't sent again.
• Bank consent check — an owner warned about a lapsing bank connection isn't warned again, and one already expired stays expired.
• Budget alerts — an overspend is reported once a month per budget and category.
• Housekeeping — clears old rate-limit records, empties expired audit exports and removes scheduled-job run records older than 90 days (each job's latest run and latest success are always kept), for the whole platform.
• Nightly operational summary — sends tonight's summary again, now: handy to see it, or after a failed run.

The Follow-up digest, Weekly finance digest, Monthly report and Bank feed sync have no Run now here: re-running them for everyone would email every opted-in team again, re-send reports already delivered, or call every bank at once. Each organisation's owner can still run them for their own organisation from Settings → Automation health. Each Run now can be used once every 10 minutes per job, and not while a run of the same job is under way — the schedule's, yours, or an owner's for their own organisation (which waits for yours in turn).

1. Every pause, resume and Run now is recorded in the Audit trail under your name as Platform — the link under the card opens the trail narrowed to them.

Owners see a narrower version on Settings → Automation health: their own runs in full, and of the scheduled runs across every organisation only whether and when they ran — never the totals or the error, which may concern another organisation. See the Automation guide.

What each screen shows

Tips and good to know

• Prefer the hub to the global Records browser. The hub scopes every grid to one organisation and fills in the owner when you create; the global browser cannot.
• Role matters in the trail. The same record can be edited by an owner, a member and an operator. The role badge on each entry is how you tell them apart.
• The books are read-only here. Bank feeds, lines, explanations, attachments, imports, bills, budgets, insights and AI usage can be looked at but not changed: explaining a line records payments, pays bills and pairs transfers, and only the owner's Finance screens keep those in step. You can rename or hide a bank account, and correct finance categories and bank rules. Bank tokens and attached files are never shown. A bank line opens onto its Explanations and Attachments; a budget onto its Figures and Alerts sent.
• Hand edits to money bypass the workflow. Completing a job, marking an invoice paid or recording a payment from the admin grids sends no email, raises no invoice and reconciles nothing. Use them to put a record right; use the owner's screens for real work.
• The panel enforces the same relationships the rest of the app does. A job cannot be assigned to someone outside the customer's organisation, a task cannot name another organisation's customer, a referral cannot name the same customer twice, and an organisation must keep at least one owner. If a create or edit is refused, the message says which rule objected.
• Archiving is reversible; deletion is not. Archive an account to set it aside. Deleting records removes what depends on them.
• Column choices are per browser and per grid, as on every other Quickie list.
• "View as" grants no new access. An operator can already read every record through the panel; viewing as somebody changes which screens render, not what may be read — and it takes away the ability to change anything.
• Changes are rate-limited. The panel allows 300 changes and 20 bulk actions an hour per operator. Reads are never counted.
• Two-factor and passkeys on an operator account change only from a strong sign-in. Once two-factor is on, turning it off, setting it up again, showing new backup codes and adding a passkey all need a sign-in that used your code or a passkey — so a Google account on its own can never be turned into a way into the panel. Adding a passkey then also asks you to confirm it's you with your code, as it does for everyone, even straight after signing in with it. Changing your password keeps the panel open on the device you changed it from and signs every other device out.
• A sign-in lasts up to 30 days for the panel. After that, or once you sign out, sign in with your code or a passkey again.

Troubleshooting

Related guides

• Plans & Billing — the owner's own view of their plan, and their plan history.
• Automation — what owners see of the scheduled jobs, and their Run now.
• Audit Log — the owner-only trail for one organisation.
• Team & Members — how owners manage their own team.
• Settings — where an owner manages their own account.
• Signing in & account security — two-factor, passkeys and every way to sign in.