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Dashboard (Home) Page Documentation

Menu Location: Home (main landing page after login)

Access Level: All admin users

Last Updated: 2026-03-01

Overview

The Dashboard is your command center and main landing page when you log into the KlCode admin system. It provides an at-a-glance view of current operations, alerts, recent customer activity, and quick access to frequently-used tools. The dashboard adapts to show relevant information based on your business needs and time of week.

Primary Functions:

  • View current alerts and reminders
  • Monitor recent customer signups and cancellations
  • Check pending customer approvals
  • Access quick shortcuts to common tasks
  • View real-time activity feed (What's Going On)
  • Track gift certificate purchases
  • Monitor re-activations and promotional signups

Page Layout

Header Section

  • Greeting: "Home" page title with navigation breadcrumb
  • Settings Toggle: Switch between Simple/Advanced dashboard views
  • Page History: Your recent admin page views (can be hidden)

Alert & Reminder Section (Top Priority Area)

Located at the top of the page, shows time-sensitive items:

  • System Alerts: Critical notices (weekly cycle incomplete, missing pack orders, pending customers)
  • User Reminders: Reminders you've set with due dates
  • Customer Notes: Customer-specific reminders approaching their date

Shortcuts Section

Grid of icon buttons for frequently-used pages:

  • Driver App
  • Warehouse App
  • Menu Planner
  • Print Labels
  • Weekly Cycle
  • No Sub Found alerts
  • Menu Feedback
  • Coop Requests
  • Referral Credits

Activity Panels (Left Column)

  • Latest Signups: New customer accounts created
  • Latest Promo Activations: Customers who activated with promo codes
  • Latest Re-Activations: Previously cancelled customers who rejoined
  • Latest Cancellations: Recently cancelled subscriptions

Real-Time Feed (Right Column)

  • What's Going On: Auto-refreshing feed showing last 100 system activities
  • Search Logs: Search box to find specific activities
  • Updates every 12 seconds (or 2 seconds in "turbo mode")

Additional Information Panels

  • Pending Customers: Accounts awaiting approval
  • Gift Certificate Purchases: Recent gift certificate sales
  • Recently Updated Billing Info: Customers who updated payment information

Alerts & Reminders

System Alerts

Weekly Cycle Not Finished

When it appears: When weekly cycle status is not marked as "Done"

What it means: The weekly cycle process hasn't been completed for the current week

Action:

  1. Click link in alert to go to Weekly Cycle page
  2. Complete remaining steps
  3. Mark cycle as Done on Step 4
  4. Alert disappears when cycle completed

Items Without Pack Order

When it appears: One or more menu items don't have pack order numbers set

What it means: Products can't be sorted for warehouse packing without pack order

Action:

  1. Click link to Menu Pack Order page
  2. Assign pack order number to each item
  3. Save changes
  4. Alert clears automatically

Pending Customers Awaiting Approval

When it appears: New customers waiting for delivery area approval

What it means: Customers have signed up but need approval before first delivery

Action:

  1. Review customer address and details
  2. Click "Approve" to activate subscription
  3. Click "Deny" to reject and notify customer
  4. Panel shows all pending customers until none remain

User Reminders

Creating Reminders

  1. Type reminder text in "Add a system-wide reminder" box
  2. Optionally set reminder date (shows on that date)
  3. Click "Save"
  4. Reminder appears in your alert feed

Reminder Tabs

  • Current: Reminders within 24 hours of now (past and future)
  • All: All active reminders
  • Mine: Only reminders you created
  • Customer: Notes attached to customer accounts
  • Alerts: System-generated alerts

Marking Reminders Complete

  1. Find reminder in list
  2. Click checkmark icon
  3. Reminder removed from active list

Shortcuts

Driver App

Purpose: Mobile-optimized interface for delivery drivers

Access: Opens driver route interface in new window

Use when: Managing deliveries, viewing routes, marking deliveries complete

Warehouse App

Purpose: Quick reference for warehouse staff during packing

Shows:

  • Current week's inventory needed
  • Pack order sorting
  • Box contents by route

Purpose: Set weekly menu for subscription boxes

Direct access to: build_menu.php

Common uses:

  • Planning next week's produce selection
  • Adjusting box contents
  • Setting product quantities

Purpose: Generate shipping labels for deliveries

Workflow:

  1. Export orders to routing software
  2. Upload results
  3. Print labels in batch

Weekly Cycle

Purpose: Main workflow for processing weekly orders

Steps:

  1. Generate orders
  2. Process payments
  3. Finalize menu
  4. Mark complete

No Sub Found

Purpose: Review orders where substitutions couldn't be found

Shows: Count of problem orders (if any) in badge

Alerts when:

  • Items out of stock
  • No suitable substitute available
  • Customer preferences prevent substitution

Purpose: View customer feedback on products

Shows: Count of feedback items pending review

Contains:

  • Product ratings
  • Customer comments
  • Likes/dislikes

Coop Requests

Purpose: Manage private coop membership requests

Shows: Pending requests count

Actions:

  • Approve coop join requests
  • Assign to coops

Referral Credits

Purpose: Process pending referral program credits

Shows: Count of credits awaiting approval

Workflow:

  1. Review referral
  2. Verify both customer accounts
  3. Approve credit
  4. Credit applied to account

Activity Monitoring

Latest Signups

Shows 10 most recent new customer accounts with:

  • Customer ID (clickable to customer detail)
  • Customer name
  • Signup date/time
  • Subscription status
  • How they heard about you

Use cases:

  • Monitor signup trends
  • Follow up with new customers
  • Track marketing effectiveness

Latest Promo Activations

Shows customers who activated with promotional codes:

  • Customer name and ID
  • Promo code used
  • Activation date
  • Subscription details

Use cases:

  • Track promotion effectiveness
  • Monitor promo code usage
  • Identify marketing campaigns working

Latest Re-Activations

Displays recently reactivated subscriptions:

  • Previous cancel date
  • Reactivation date
  • Customer details
  • Time between cancel and rejoin

Use cases:

  • Monitor win-back campaign success
  • Track customer lifecycle
  • Identify re-engagement patterns

Latest Cancellations

Shows recent subscription cancellations:

  • Customer name and ID
  • Cancellation date
  • Cancellation reason (if provided)
  • Last order date

Use cases:

  • Monitor churn rate
  • Track cancellation reasons
  • Identify retention issues
  • Follow up with cancelled customers

What's Going On (Activity Feed)

Real-time feed of system activities:

  • Customer account changes
  • Order modifications
  • Payment processing
  • System operations
  • Admin actions

Features:

  • Auto-refreshes every 12 seconds
  • Search logs by keyword
  • View all logs link
  • Turbo mode (2 second refresh)

Log Search:

  1. Type search term in "Search logs" box
  2. Click Search
  3. View filtered results on Admin Log page

Dashboard Settings

Simple vs. Advanced View

Simple View:

  • Streamlined interface
  • Essential shortcuts only
  • Fewer panels
  • Best for: Daily operations, customer service roles

Advanced View:

  • All shortcuts and panels
  • Detailed statistics
  • All activity feeds
  • Best for: Managers, administrators, power users

Toggle: Click dropdown next to page history → Select Simple or Advanced

Show/Hide Page History

Page History Shows:

  • Last 10 admin pages you visited
  • Quick navigation back to recent pages
  • Links are instant-load (no page refresh)

To Hide: Click "Hide Admin Page History" under page history section

To Show: Click "Show Your Page History" button below stats

Export Options

MailChimp Exports

Multiple export options for email marketing integration:

All Subscribers Export

  • All customers with email subscriptions enabled
  • Includes referral links
  • Status: any

Active Customers Export

  • Only active subscriptions
  • With order this week
  • Email opt-in only

Cancelled Customers Export

  • Recently cancelled accounts
  • Includes cancellation date
  • Useful for win-back campaigns

Customer Data Export

Full customer export including:

  • Account details
  • Subscription information
  • Address and contact
  • Order history
  • Payment info
  • Schedule skips and adds

Use for:

  • Data backup
  • External analysis
  • Vendor sharing
  • Custom reporting

Common Use Cases

Use Case 1: Starting Your Day

Goal: Get overview of what needs attention

Steps:

  1. Log in to admin (lands on dashboard)
  2. Review alerts at top - handle any critical items
  3. Check reminders for today
  4. Review "What's Going On" for overnight activity
  5. Check pending customers if any
  6. Review new signups from yesterday
  7. Proceed to Weekly Cycle or other tasks

Example: Morning dashboard shows 2 pending customers, 1 reminder about vendor call, 5 new signups overnight, and alert about weekly cycle needing completion.

Use Case 2: Approving New Customers

Goal: Review and approve customers for delivery

Steps:

  1. Scroll to "Pending Customers" section
  2. Review customer address (click to view on map)
  3. Check delivery area coverage
  4. Click customer ID to view full account details
  5. Return to dashboard
  6. Click "Approve" to activate
  7. OR click "Deny" to reject with notification
  8. Customer removed from pending list

Use Case 3: Setting Daily Reminder

Goal: Create reminder for tomorrow's vendor call

Steps:

  1. Scroll to Alerts & Reminders section
  2. Type: "Call Local Farms Co-op about strawberry availability"
  3. Click date picker
  4. Select tomorrow's date
  5. Click Save
  6. Reminder created - will appear on dashboard tomorrow

Tips:

  • Use specific text so you remember context
  • Set date for when action is needed
  • Mark complete when done

Use Case 4: Checking Customer Activity

Goal: See if any customers signed up today

Steps:

  1. Scroll to "Latest Signups" panel
  2. Check signup dates/times
  3. Click customer ID to view details
  4. See how they heard about you
  5. Consider sending welcome email

Use Case 5: Monitoring Cancellations

Goal: Track why customers are cancelling

Steps:

  1. View "Latest Cancellations" panel
  2. Review cancellation reasons
  3. Click customer ID to see account history
  4. Look for patterns (price, quality, schedule)
  5. Consider win-back offers
  6. Export cancelled customer list for email campaign

Troubleshooting

Dashboard Not Loading

Symptoms: Blank page or spinning loader

Solutions:

  1. Refresh browser (Ctrl+R or Cmd+R)
  2. Clear browser cache
  3. Try different browser
  4. Check internet connection
  5. Log out and log back in

Common Causes:

  • Slow internet connection
  • Browser cache issue
  • System maintenance in progress

Activity Feed Not Updating

Symptoms: "What's Going On" feed shows old data

Check:

  1. Look for "auto-refresh paused" message
  2. Manually refresh page
  3. Check if you've been on page >12 minutes (auto-refresh stops)
  4. Enable turbo mode for faster updates

Solutions:

  • Refresh browser page
  • Click "View All" to see admin log
  • Enable turbo mode for 2-second updates

Shortcuts Missing

Symptoms: Expected shortcut buttons not visible

Solutions:

  1. Check if using Simple view (switch to Advanced)
  2. Some shortcuts only appear if features are enabled
  3. Check your access level permissions
  4. Verify feature is configured in system settings

Common Causes:

  • Simple view enabled
  • Feature not activated for your site
  • Permission restrictions
  • Template-specific customization

Reminders Not Showing

Symptoms: Reminders created but not appearing

Check:

  1. Check which reminder tab is selected (Current/All/Mine/Customer/Alerts)
  2. Verify reminder date is in range
  3. Check if reminder was marked complete
  4. Try "All" tab to see all reminders

Solutions:

  • Switch to "All" tab
  • Check date range settings
  • Recreate reminder if missing
  • Admin Log (admin-log.php) - Full searchable activity log
  • Weekly Cycle (weekly_cycle.php) - Weekly order processing workflow
  • Menu Builder (build_menu.php) - Build weekly subscription boxes
  • Customers Page (customers.php) - Customer list and management
  • Settings - Configure dashboard preferences and features

Typical Workflow:

  1. Dashboard → Review alerts and reminders
  2. Dashboard → Click shortcut to desired page
  3. Dashboard → Return after completing task

Permissions & Access

Required Access Level: All admin users can access dashboard

Access Level Capabilities:

  • Customer Service: View dashboard, limited shortcuts, no export features
  • Manager: All customer service features + additional shortcuts + some exports
  • Administrator: All features + all exports + system configuration
  • Kiva Admin: All features + advanced settings + system tools

Restricted Features:

  • Database Download: Kiva Admin only
  • System Settings: Administrator and above
  • Some Exports: Manager and above

Best Practices

Daily Routine

  1. Check dashboard first thing each morning
  2. Address all alerts before other tasks
  3. Review overnight signups and cancellations
  4. Check pending items requiring approval
  5. Set reminders for important tasks

Reminder Management

  1. Use specific, actionable reminder text
  2. Set dates for time-sensitive items
  3. Mark complete when done (keeps list clean)
  4. Use customer notes for customer-specific reminders
  5. Review "All" reminders weekly to catch anything missed

Activity Monitoring

  1. Scroll through "What's Going On" to stay informed
  2. Search logs when troubleshooting customer issues
  3. Review signups daily to spot trends
  4. Monitor cancellations for retention insights
  5. Use turbo mode during busy periods

Dashboard Organization

  • Keep page history visible if you jump between pages frequently
  • Use Simple view for focused daily operations
  • Use Advanced view for comprehensive monitoring
  • Customize shortcuts based on your role

Things to Avoid

  • ❌ Ignoring red alert badges on shortcuts (indicate action needed)
  • ❌ Leaving pending customers waiting more than 24 hours
  • ❌ Marking reminders complete before actually doing the task
  • ❌ Not checking dashboard daily (can miss critical alerts)
  • ❌ Deleting customers from pending instead of properly denying

Keyboard Shortcuts

  • Ctrl/Cmd + K: Open instant search
  • Ctrl/Cmd + Click: Open link in new tab
  • Home key: Jump to top of dashboard
  • End key: Jump to bottom of dashboard

Quick Reference Card

Task Action/Location
View today's alerts Top section of dashboard
Create reminder Type in reminder box → Set date → Save
Approve pending customer Pending Customers section → Click "Approve"
Access menu builder Click "Menu Planner" shortcut
Search activity logs "What's Going On" section → Search box
Export customer list Scroll down → Click export button
View new signups "Latest Signups" panel
Check cancellations "Latest Cancellations" panel
Switch dashboard view Dropdown next to page history
Mark reminder complete Click checkmark icon on reminder
Go to Weekly Cycle Click "Weekly Cycle" shortcut
View customer details Click customer ID number (any panel)

FAQs

What should I do first when I log in?

Check the alerts and reminders at the top of the dashboard. Address any critical items (red/yellow alerts) before proceeding to routine tasks.

How do I stop the activity feed from auto-refreshing?

The feed automatically pauses after displaying for about 12-15 minutes. You can manually refresh by clicking "View All" or reloading the page.

Why don't I see all the shortcuts other admins see?

You might be in Simple view, or certain shortcuts only appear if features are enabled. Try switching to Advanced view using the dropdown menu.

How do I export my customer list for email marketing?

Scroll down to find the export buttons (MailChimp Export, Customer Export, etc.). Choose the export type that matches your needs and click to download CSV.

What's the difference between Simple and Advanced dashboard?

Simple shows essential tools and information for daily operations. Advanced shows all available shortcuts, statistics, and activity panels for comprehensive monitoring.

Can I customize which shortcuts appear?

The shortcuts are system-configured based on your features and role. However, you can switch between Simple (fewer shortcuts) and Advanced (all shortcuts) views.

Change Log

2026-03-01

  • Initial documentation created
  • All core sections completed
  • Alert and reminder system documented
  • Shortcuts and activity panels detailed
  • Common use cases with workflows
  • Troubleshooting guide added

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.