Admin Role Overview

As an organization administrator, you have full control over:

• User approvals and management (drivers and passengers)
• Event creation and management
• Ride assignments and monitoring
• Organization branding and customization
• Email notifications and SMTP configuration
• Analytics and reporting
• System settings and preferences

Accessing the Admin Dashboard

1. Go to your organization's admin portal URL
2. Enter your admin credentials
3. Complete two-factor authentication (if enabled)
4. You'll land on the main dashboard

Dashboard Overview

• Overview: Key metrics and statistics
• Users: Manage drivers, passengers, and admins
• Events: Create and manage events
• Rides: Monitor all ride activities
• Analytics: View reports and insights
• Settings: Configure organization preferences

Initial Configuration

1. Organization Profile:
   • Navigate to Settings → Organization
   • Enter organization name
   • Add organization description
   • Upload organization logo
   • Set contact information
2. Subscription Plan:
   • Review your current plan (Basic, Business, Pro, Enterprise)
   • Understand plan limits (drivers, passengers, events)
   • Upgrade if needed for additional features
3. Location Settings:
   • Set default location/region
   • Configure timezone
   • Set distance units (miles/kilometers)

Security Settings

• Enable two-factor authentication for admins
• Set password requirements
• Configure session timeout
• Enable login notifications
• Review audit logs regularly

Public Signup Control

Control who can register in your organization:

• Navigate to Settings → Registration
• Toggle "Disable Public Signup" (available in higher-tier plans)
• When disabled, only invited users can register
• Send invitation links to approved users

Managing Drivers

1. Reviewing Driver Applications:
   • Go to Users → Drivers → Pending
   • Review driver profile, documents, and vehicle info
   • Verify driver's license, insurance, and registration
   • Check vehicle photos and condition
   • Approve or reject with reason
2. Active Driver Management:
   • View all active drivers
   • Monitor driver ratings and performance
   • Deactivate drivers if necessary
   • View driver ride history
   • Send messages to drivers
3. Document Verification:
   • Set up document expiration alerts
   • Review renewed documents
   • Suspend drivers with expired documents

Managing Passengers

1. Approving Passengers:
   • Go to Users → Passengers → Pending
   • Review passenger profile
   • Verify organization membership
   • Approve or reject
2. Passenger Management:
   • View active passengers
   • Monitor ride history
   • Handle complaints or issues
   • Deactivate problematic users

Managing Admins

• Go to Users → Admins
• Invite new admins via email
• Set admin permissions (full access or limited)
• Remove admin access when needed
• Monitor admin activity logs

Creating Events

1. Basic Event Creation:
   • Navigate to Events → Create New
   • Enter event name and description
   • Set date and time
   • Add event location
   • Set maximum participants
   • Upload event image (optional)
2. Recurring Events:
   • Enable "Recurring Event" option
   • Select frequency (daily, weekly, monthly)
   • Set recurrence pattern
   • Define end date or occurrence count
3. Return Trips:
   • Enable "Return Trip" option
   • Set return time
   • Same drivers will be assigned for return
   • Passengers automatically notified
4. Publishing Events:
   • Save as draft to edit later
   • Publish to make visible to users
   • Send notifications to all users

Managing Rides

1. Ride Requests:
   • View all ride requests for events
   • See passenger pickup locations
   • Monitor request status
2. Driver Assignment:
   • Manual assignment: Select driver for specific rides
   • Automatic assignment: Let drivers accept requests
   • View driver availability
   • Balance load across drivers
3. Monitoring Rides:
   • Real-time tracking of ongoing rides
   • View ride status (pending, confirmed, in progress, completed)
   • Handle ride cancellations
   • Resolve driver/passenger conflicts

Event Analytics

• View event attendance rates
• Monitor ride completion rates
• Track passenger satisfaction
• Identify popular events
• Generate event reports

Visual Branding

1. Navigate to Settings → Branding
2. Upload your organization logo
3. Set primary and secondary brand colors
4. Customize button colors
5. Preview changes in real-time
6. Save and apply to mobile apps

Custom Domain

Connect your own domain (Business plan and above):

1. Go to Settings → Domain
2. Enter your custom domain (e.g., rides.yourorg.com)
3. Follow DNS configuration instructions
4. Verify domain ownership
5. SSL certificate auto-provisioned

Email Templates

Customize email communications:

• Go to Settings → Email Templates
• Edit welcome emails, ride confirmations, etc.
• Add organization-specific messages
• Use variables for personalization ({{name}}, {{event}}, etc.)
• Preview before saving

Mobile App Customization

• White-label mobile apps (Pro/Enterprise plans)
• Custom app name and icon
• Organization branding throughout app
• Custom splash screen
• Publish to app stores under your name

Custom SMTP Configuration

Use your own email server (Business plan and above):

1. Navigate to SMTP Settings:
   • Go to Settings → SMTP Setup
   • Click "Configure Custom SMTP"
2. Enter SMTP Details:
   • SMTP Host: Your mail server (e.g., smtp.gmail.com)
   • SMTP Port: Usually 587 (TLS) or 465 (SSL)
   • Username: Your email address
   • Password: Email account password or app password
   • Enable SSL: Check this box for secure connection
3. Sender Information:
   • From Email: The email address emails will come from
   • From Name: Display name (e.g., "MyOrg Rideshare")
4. Test Configuration:
   • Enter a test email address
   • Click "Send Test Email"
   • Verify test email arrives successfully
   • Check spam folder if not in inbox
5. Save Settings:
   • Click "Save SMTP Settings"
   • All future emails will use your custom SMTP
   • System falls back to default if your server is unavailable

Common SMTP Providers

Email Notification Settings

• Configure which events trigger emails
• Set email frequency (immediate, daily digest)
• Enable/disable specific notification types
• Customize email templates

Dashboard Metrics

Your admin dashboard shows:

• Active Users: Current drivers and passengers
• Rides Today/Week/Month: Ride volume
• Completion Rate: Successfully completed rides
• Average Rating: Overall driver and service ratings
• Pending Approvals: Users waiting for approval
• Upcoming Events: Scheduled events

Generating Reports

1. Navigate to Analytics → Reports
2. Select report type:
   • Ride activity report
   • Driver performance report
   • Event attendance report
   • User growth report
   • Financial summary (if applicable)
3. Set date range
4. Apply filters (specific drivers, events, locations)
5. Generate report
6. Export as PDF or CSV

Key Performance Indicators (KPIs)

• Utilization Rate: Percentage of available drivers actively taking rides
• Wait Time: Average time between ride request and driver acceptance
• Cancellation Rate: Percentage of canceled rides
• On-Time Performance: Percentage of on-time pickups
• User Satisfaction: Average ratings and feedback scores

Data Export

• Export user data (GDPR compliant)
• Export ride history
• Download financial records
• Backup organization data

General Settings

• Organization Name: Update organization display name
• Time Zone: Set local timezone for scheduling
• Language: Default language for notifications
• Currency: If handling payments

Ride Settings

• Auto-Assignment: Enable/disable automatic driver assignment
• Maximum Wait Time: Cancel unmatched rides after X minutes
• Cancellation Window: Minimum notice required for cancellations
• Passenger Limit: Default maximum passengers per vehicle

Notification Settings

• Configure email notifications
• Enable SMS notifications (if available)
• Set push notification preferences
• Admin alert settings

Location Management

• Set service area boundaries
• Define pickup/drop-off zones
• Restrict rides to specific locations
• Set default addresses

Integration Settings

• API Access: Generate API keys for integrations
• Webhooks: Configure webhook endpoints
• Calendar Sync: Integrate with Google Calendar, Outlook
• SSO: Single Sign-On configuration (Enterprise)

User Approval Process

• Review driver applications within 24 hours
• Verify all documents are current and valid
• Check for red flags in driving records
• Provide clear rejection reasons
• Set up automated expiration reminders

Event Planning

• Create events at least 48 hours in advance
• Send reminder notifications 24 hours before
• Ensure sufficient driver capacity
• Plan for return trips
• Monitor ride requests and adjust as needed

Communication

• Respond to user inquiries within 24 hours
• Send regular updates about service changes
• Notify users of new features
• Gather feedback regularly
• Maintain a FAQ section

Safety & Compliance

• Regularly review driver performance
• Investigate all reported incidents
• Maintain updated insurance records
• Conduct background checks (if applicable)
• Follow local transportation regulations
• Keep audit logs for compliance

Performance Monitoring

• Review analytics weekly
• Track KPIs and set improvement goals
• Identify and address bottlenecks
• Recognize and reward top performers
• Address underperforming drivers promptly

Data Management

• Export and backup data regularly
• Clean up inactive users periodically
• Archive old events and rides
• Maintain GDPR/privacy compliance
• Document your processes

Support Resources

• Admin Help Center: In-app help documentation
• Email Support: admin-support@ridesharing.com
• Priority Support: Available on Business+ plans
• Video Tutorials: Check the Help section for video guides
• Community Forum: Connect with other admins

Troubleshooting

For common issues, check the troubleshooting section in Settings → Help, or contact support with:

• Detailed description of the issue
• Screenshots (if applicable)
• Steps to reproduce the problem
• Your organization ID
• Browser/device information