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Admin Navigation Menu Settings Documentation

Menu Location: Settings > System Settings > Admin Navigation Menu Settings

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

The Admin Navigation Menu Settings page allows you to customize which links and sections appear in the main admin navigation menu for all admin users. This helps streamline the admin interface by showing only the tools your team actually uses, reducing clutter and improving workflow efficiency.

Primary Functions:

  • Show or hide specific admin menu sections
  • Customize navigation for your team's workflow
  • Simplify admin interface for less-used features
  • Apply settings globally for all full admin users
  • Reduce visual clutter in admin navigation
  • Focus on frequently-used tools

Page Layout

Header Section

  • Page Title: "Admin Navigation Menu Settings"
  • Save Settings button: Apply menu customizations
  • Description: "These settings are applied for all 'full admin' users"

Settings Sections

Each menu item has toggle options:

  • Radio buttons: Show / Hide
  • Default state indicated
  • Icon preview showing menu item appearance

Available Menu Items:

  1. Payments
  2. Icon: Dollar sign
  3. Controls: Payment processing and transaction pages

  4. Default: Shown

  5. Discounts

  6. Icon: Scissors
  7. Controls: Discount code and promotion management

  8. Default: Shown

  9. Warehouse App

  10. Icon: Clipboard
  11. Controls: Warehouse picking and packing tools

  12. Default: Shown

  13. Driver App

  14. Icon: Car
  15. Controls: Delivery driver tools and routes
  16. Default: Shown

Understanding Menu Settings

What This Controls

Navigation Menu: The left sidebar menu that appears on every admin page containing links to all admin tools and pages.

Affected Users:

  • All administrators
  • All managers
  • Full admin access users

NOT Affected:

  • Customer service (limited access - different menu)
  • Kiva admins (always see full menu)
  • Custom access levels (defined separately)

Show vs Hide

Show (Display link):

  • Menu item appears in navigation
  • Users can access page normally
  • Appears in admin menu search
  • Included in navigation hierarchy

Hide (Remove from menu):

  • Menu item removed from navigation
  • Page still exists and functional
  • Can still access via direct URL or bookmark
  • Not shown in menu, but not disabled
  • Removes visual clutter for unused features

Important: Hiding a menu item doesn't disable the functionality or restrict access. It just removes it from the navigation menu.

Payments

What It Includes:

  • Payment Transactions page
  • Payment processing tools
  • Refund management
  • Payment gateway settings
  • Transaction history and reports

When to Show:

  • Team processes payments in admin
  • Need to manage refunds manually
  • Review transaction history
  • Troubleshoot payment issues

When to Hide:

  • Payments fully automated
  • Limited manual payment processing
  • Separate accounting system handles payments
  • Reduces confusion for team who doesn't process payments

Use Cases:

  • Food delivery business: Often shown (manual invoicing common)
  • Subscription-only business: Often hidden (automated payments)

Discounts

What It Includes:

  • Discount codes creation and management
  • Promotion tracking
  • Coupon usage reports
  • Special offer configuration

When to Show:

  • Frequently create new discount codes
  • Run regular promotions
  • Track coupon usage and ROI
  • Team needs quick access to create offers

When to Hide:

  • Rarely use discounts
  • Promotions managed by marketing team only
  • Automated discount rules handle most needs
  • Want to simplify menu for operations team

Use Cases:

  • Seasonal promotions: Keep shown during busy seasons
  • Steady pricing: Can hide to reduce clutter

Warehouse App

What It Includes:

  • Picking lists and packing tools
  • Warehouse inventory management
  • Order fulfillment interface
  • Barcode scanning tools
  • Pack verification

When to Show:

  • Warehouse team uses admin for packing
  • Integrated warehouse operations
  • Team needs quick access to picking tools
  • Use warehouse app features regularly

When to Hide:

  • Separate warehouse management system
  • Small operation, no warehouse app usage
  • Warehouse team uses mobile app instead
  • Office admins don't need warehouse tools

Use Cases:

  • Large operations: Usually shown (warehouse critical)
  • Small home-based: Often hidden (not applicable)

Driver App

What It Includes:

  • Delivery route planning
  • Driver assignment tools
  • Delivery manifest generation
  • Route optimization
  • Driver performance tracking

When to Show:

  • Manage deliveries in-house
  • Coordinate driver schedules
  • Print delivery manifests
  • Track driver performance

When to Hide:

  • Use third-party delivery service (FedEx, UPS)
  • No local delivery operation
  • Drivers use dedicated mobile app only
  • Office staff doesn't manage delivery logistics

Use Cases:

  • Local delivery service: Always shown
  • Ship-only business: Always hidden

Configuring Menu Settings

Changing Settings

Steps:

  1. Review current settings (defaults shown)
  2. For each menu item, select:
    • Show: Keep in navigation menu
    • Hide: Remove from navigation menu
  3. Click "Save Settings" button
  4. Settings apply immediately for all admin users
  5. Refresh browser to see updated menu

Example Configuration:

Ship-only Subscription Business:

  • Payments: Hide (automated)
  • Discounts: Show (seasonal promotions)
  • Warehouse App: Hide (ship from 3PL)
  • Driver App: Hide (no local delivery)

Local Delivery CSA:

  • Payments: Show (manual invoicing)
  • Discounts: Show (member promotions)
  • Warehouse App: Show (pack in-house)
  • Driver App: Show (manage delivery routes)

Testing Changes

After Saving:

  1. Refresh admin page
  2. Check left navigation menu
  3. Verify hidden items removed
  4. Verify shown items appear
  5. Test with team member accounts
  6. Adjust if needed

Reverting Changes: Simply change setting back to opposite choice and save.

Best Practices

Decision Framework

Ask These Questions:

  1. Frequency: How often does team use this feature?
  2. Daily/Weekly → Show

  3. Rarely/Never → Hide

  4. Team Size: Who on team needs access?

  5. Everyone → Show

  6. Specific role only → Consider hiding

  7. Workflow: Is it part of core daily workflow?

  8. Core workflow → Show

  9. Special cases only → Can hide

  10. Confusion: Does it confuse team members?

  11. If unused and confusing → Hide
  12. If clear and useful → Show

Small Business (<50 orders/week):

  • Payments: Hide (automated)
  • Discounts: Show (for promotions)
  • Warehouse App: Hide (not needed)
  • Driver App: Hide (ship via carrier)

Medium Business (50-200 orders/week):

  • Payments: Show (some manual processing)
  • Discounts: Show (active promotions)
  • Warehouse App: Show (in-house packing)
  • Driver App: Hide or Show (depends on delivery model)

Large Business (200+ orders/week):

  • Payments: Show (dedicated team)
  • Discounts: Show (marketing team)
  • Warehouse App: Show (warehouse operations)
  • Driver App: Show (delivery fleet)

Change Management

When Changing Settings:

  1. Notify Team: Inform admins before hiding menu items
  2. Document: Note why items hidden in team wiki/docs
  3. Provide Alternatives: If hiding, show how to access via URL/bookmark
  4. Gather Feedback: Ask team after 1 week if settings work
  5. Iterate: Adjust based on actual usage patterns

Communication Example: "Team: We've cleaned up the admin menu by hiding Warehouse App and Driver App since we ship via FedEx. If you need access to these for any reason, let me know and I can share direct links."

Common Use Cases

Use Case 1: Simplify Menu for New Team

Scenario: Hired new customer service team, admin menu overwhelming

Goal: Show only tools they need daily

Steps:

  1. Identify tools new team uses:
    • Customers, Orders, Products (shown by default)
    • Discounts (for promo codes)
  2. Identify unused by this team:
    • Payments (accounting handles)
    • Warehouse App (operations team only)
    • Driver App (logistics team only)
  3. Configure settings:
    • Payments: Hide
    • Discounts: Show
    • Warehouse App: Hide
    • Driver App: Hide
  4. Save settings
  5. Train team on simplified menu

Result: Cleaner, less intimidating admin interface for new team

Use Case 2: Seasonal Adjustment

Scenario: Run major discounts during holidays, quiet rest of year

Configuration:

November-December (holiday season):

  • Discounts: Show (creating many codes)
  • Easily access for campaign creation

January-October (off-season):

  • Discounts: Hide (rarely used)
  • Reduces menu clutter

Implementation: Update settings 2-3 times per year based on business season.

Use Case 3: Business Model Change

Scenario: Switched from local delivery to national shipping

Before (Local Delivery):

  • Driver App: Show (managed 5 delivery routes)
  • Warehouse App: Show (packed in-house)

After (National Shipping):

  • Driver App: Hide (no longer applicable)
  • Warehouse App: Hide (3PL handles)

Steps:

  1. Complete transition to new model
  2. Train team on new shipping workflow
  3. Update menu settings to hide old tools
  4. Save settings
  5. Remove driver/warehouse training docs from wiki

Result: Menu reflects current business operations

Use Case 4: Role-Based Simplification

Scenario: Different teams use different tools, shared admin

Challenge: Everyone sees same menu, but different roles need different tools

Partial Solution via Menu Settings:

  • Hide tools NO roles use
  • Keep shown tools ANY role uses

Better Solution:

  • Use custom access levels (beyond this page)
  • Menu settings = baseline for all admins
  • Custom access = fine-tuned per role

Example:

  • Payments: Hide (only 1 person needs, they can bookmark)
  • Discounts: Show (marketing AND customer service use)
  • Warehouse: Hide (different team, separate access)
  • Driver: Hide (different team, separate access)

Accessing Hidden Pages

Direct URL Access

If Page is Hidden from Menu:

  • Page still exists and works
  • Can access via direct URL
  • Can bookmark for quick access

Finding URL:

  1. Contact admin or check documentation
  2. URL pattern usually: /kiv/page-name.php

Example URLs:

  • Payments: /kiv/payments.php
  • Discounts: /kiv/discounts.php
  • Warehouse: /kiv/warehouse.php
  • Driver: /kiv/driver.php

Creating Bookmarks

For Frequently-Used Hidden Pages:

  1. Navigate to page (direct URL or before hiding)
  2. Bookmark in browser
  3. Or use admin bookmarks feature (if available)
  4. Quick access without cluttering main menu for others

Troubleshooting

Check:

  1. Settings saved correctly (click Save Settings)
  2. Refreshed browser (hard refresh: Ctrl+Shift+R)
  3. Cleared browser cache
  4. Using full admin account (not Kiva admin - always sees all)

Solution: Try logging out and back in.

Can't Find Page After Hiding

Remember: Hiding removes from menu, but page still exists.

Access Options:

  1. Temporarily show in menu settings
  2. Use direct URL (contact admin for URL)
  3. Bookmark page before hiding
  4. Search admin docs for page location

Team Confused by Missing Menu Items

Communication Breakdown: Notify team before making changes.

Fix:

  1. Send team email explaining changes
  2. List hidden items
  3. Provide direct URLs if needed
  4. Explain why hidden (simplification, not used)
  5. Offer to show if anyone needs regular access

Settings Not Applying to All Users

This Affects: "Full admin" users only (administrators, managers).

Does NOT Affect:

  • Customer service (different menu already)
  • Custom access levels (configured separately)
  • Kiva admins (always see full menu)

If Issue Persists: Contact system administrator.

  • Admin Users - Manage user access levels
  • Business Settings - Other system-wide settings
  • Dashboard - Main admin landing page with quick links

Permissions & Access

Required Access Level: Administrator or higher

Access Levels:

  • Manager: Cannot access menu settings
  • Administrator: Full access to configure menu
  • Kiva Admin: Full access, but always sees full menu regardless

Best Practices Summary

  1. Hide unused features to reduce clutter
  2. Keep daily-use tools visible
  3. Document what's hidden and why
  4. Review settings quarterly as business evolves

Change Management

  1. Notify team before hiding items
  2. Provide direct URLs for hidden pages if needed
  3. Gather feedback after changes
  4. Adjust based on actual usage

Ongoing Maintenance

  1. Review with team periodically
  2. Adjust as business model changes
  3. Simplify for new team members
  4. Balance simplicity with accessibility

Things to Avoid

  • Hiding tools team uses regularly
  • Making changes without notifying team
  • Hiding everything (defeats purpose of menu)
  • Frequent changes (consistency aids learning)

Quick Reference Card

Task Action
Show menu item Select "Show" radio button > Save
Hide menu item Select "Hide" radio button > Save
Apply changes Click "Save Settings" button
See updated menu Refresh browser (Ctrl+R or Cmd+R)
Access hidden page Use direct URL or bookmark
Undo change Change setting back > Save

FAQs

Does hiding disable the feature?

No, it only removes from menu. Page still works and can be accessed via direct URL.

Can individual users customize their own menu?

No, these settings apply to all full admin users. For per-user customization, use bookmarks feature.

Admin menu search may still find hidden pages (depends on search implementation).

Can I hide pages not listed here?

This page controls only: Payments, Discounts, Warehouse App, Driver App. Other pages always shown or hidden based on access level.

What if I hide something and need it later?

Simply change setting back to "Show" and save. Changes apply immediately.

Do Kiva admins see these restrictions?

No, Kiva admins always see full menu regardless of settings.

Can I create custom menu sections?

No, this page shows/hides existing sections only. Custom menus require developer.

Will this affect mobile admin access?

Yes, mobile admin respects same menu settings as desktop.

How often should I review these settings?

Quarterly or when business model changes significantly.

Can I see what the menu looks like before saving?

No, but changes are reversible. Save and test, adjust if needed.

End of Documentation

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