Master Admin Tutorial

CJ & EJ Transportation — Standard Operating Procedures

Table of Contents

Click any section to jump directly to that SOP

SOP 1 — Onboarding a New Driver or Aide

Standard Operating Procedure

Gather Employee Information

Before adding to the portal, collect: full name, role (Driver or Aide), primary phone, alternative phone, WhatsApp number, work email address, and assigned route number.

Tip: The email address is critical — it's what the employee uses to log in. Confirm it is correct before entering.

Navigate to Manage Drivers

From the Admin Dashboard, click the 'Manage Drivers' button in the header. The driver management dialog will open.

Fill in the Add Driver Form

Complete all available fields at the top of the dialog:

Name — exactly as they appear on official records
Email — their login email for the portal
Phone Number — primary contact for alerts
Alternative Phone — backup number
WhatsApp — for WhatsApp notifications
Role — select 'Driver' or 'Aide'
ADP File # — enter the employee's ADP payroll file number (used for the ADP payroll export on the Hours Report)
Route Assignment — e.g., 'Route #1' or 'Route #4' (for drivers, one route per driver)
Aide Routes — (Aides only) use the multi-select checkboxes to assign the aide to one or more routes they cover
Aide To — (Aides only) enter the name of their primary assigned driver exactly as it appears in the system

Click 'Add Driver'

Click the Add Driver button. The new profile appears immediately in the driver list below.

Important: If you are adding an Aide, the 'Aide To' name must exactly match the driver's name in the system, or the aide will not see the correct data. For aides covering multiple routes, make sure all applicable routes are checked under 'Aide Routes'.

Invite the Employee to the Portal

Go to the portal's admin user management and send an invitation email to their address. The employee will receive an email with a login link.

Tip: See SOP 9 — Inviting Users for the full invitation steps.

Confirm Link Is Working

Ask the employee to log in and confirm they see 'Enter Mileage', 'My Dashboard', and their name in the top-right corner. If they see 'No Driver Account Found', the email in their profile does not match their login email — edit the driver profile to correct it.

SOP 2 — Managing Mileage Entries

Standard Operating Procedure

Vehicle Options

The system supports Van #1 through Van #4 as fleet vehicles, plus two personal vehicle options: Michael's Personal Vehicle and Chuka's Personal Vehicle. These personal vehicle entries are only applicable to the designated employees.

Tip: When reviewing entries, personal vehicle entries are valid only for Michael and Chuka. Flag any other driver using a personal vehicle option as a potential data entry error.

Access the Admin Dashboard

Click the 'Admin' button in the top navigation bar.

Navigate to 'All Entries'

Click the 'All Entries' tab inside the dashboard. You'll see a paginated table of all submitted mileage entries across all drivers.

Use Filters to Find Entries

Use the filter dropdowns at the top to narrow down by month, driver, or van. Combine filters for precision, e.g., 'Driver Jane / Van #2 / March 2026'.

Edit an Entry

Click the pencil icon on any row to open the edit dialog. You can correct: driver, van, date, time, start mileage, end mileage, client, and notes.

Important: Always verify with the driver before making corrections. Note the original values before changing anything.

Save Changes

After editing, click 'Save Changes'. The corrected entry is immediately reflected in all reports and dashboards.

Delete an Entry

Click the trash icon on any row. A confirmation prompt will appear. Click OK to permanently delete the entry.

Important: Deletion is permanent and cannot be undone. Only delete entries that are clearly duplicates or completely erroneous.

Adding a Missing Entry on Behalf of a Driver

Use the 'Enter Mileage' page in the navigation. As an admin, you can select any driver from the dropdown. Fill in all fields on behalf of the driver and submit normally.

Tip: Add a note in the Notes field such as 'Entry added by admin on [date] on behalf of driver.'

Reviewing Anomaly Flags (⚠️)

Entries imported or submitted with data issues are automatically flagged with a ⚠️ ANOMALY note in the Notes field. Common flags include:

Odometer gap — start mileage doesn't match the prior entry's end mileage
Zero miles — start and end mileage are the same (missing end reading)
Unusually high single-trip mileage (e.g., 100+ miles in one trip)
Out-of-sequence odometer — start is lower than the previous entry's end

Important: Always contact the driver to verify flagged entries before making any corrections. Do not alter mileage data without confirmation.

SOP 3 — Using the Admin Dashboard

Standard Operating Procedure

Open the Admin Dashboard

Click the 'Admin' button in the top-right navigation (visible only to admin accounts).

Apply Filters

Use the three filter dropdowns to scope your analysis:

Month — select a specific month or leave as 'All Months'
Driver — select a specific driver or 'All Drivers'
Van — select a specific vehicle or 'All Vans'

Tip: Combine filters to drill into specific scenarios, e.g., one driver's performance in one van for one month.

Review the Summary Stats

The four stat cards at the top show: Total Miles, Total Trips, Average Miles per Trip, and Active Drivers — all calculated for your filter selection.

Analyze Overview Charts

Click the 'Overview' tab to see bar charts breaking down miles by driver and by van, plus a monthly trend line chart across all time.

Review Individual Driver Cards

Click the 'Driver Dashboards' tab to see a card for each driver with their total miles, trip count, average, and last trip summary.

View Detailed Breakdown

Click the 'Detailed Breakdown' tab to see miles broken down by every unique driver-van combination with trip count and average.

Manage Entries (Edit / Delete)

Click the 'All Entries' tab to see individual entries. Use pencil icons to edit, or trash icons to delete. See SOP 2 for full mileage editing procedures.

Review Discrepancy Alerts

Click the 'Alerts' tab to see automatically flagged entries with odometer errors, unusually high mileage (>200 miles), or suspiciously low mileage (<5 miles). See SOP 4 for full details.

Tip: Check the Alerts tab at the start of each month before generating the End of Month Report.

View Year-to-Date Summary

Click the 'Year-to-Date' tab to see a monthly breakdown and per-driver totals for the current calendar year. Useful for annual billing and performance reviews. See SOP 5.

Review the Audit Log

Click the 'Audit Log' tab to see a full history of all admin edits and deletions — who changed what and when. See SOP 6 for details.

SOP 4 — Discrepancy Alerts

Standard Operating Procedure

Access Discrepancy Alerts

From the Admin Dashboard, click the 'Alerts' tab. The system automatically scans all mileage entries and flags anomalies for your review.

Understand the Three Alert Types

Each alert is color-coded by severity:

🔴 Error (red) — Odometer logic error: end mileage is less than start mileage. This is always a data entry mistake and must be corrected.
🟠 High Mileage (orange) — A single entry exceeds 200 miles, which may indicate a misread odometer or entered wrong day's reading.
🟡 Low Mileage (yellow) — A single entry is under 5 miles, which may indicate an incomplete trip entry or a test submission.

Review Each Alert

Each alert card shows the driver name, van, date, mileage values, and total miles. Use this information to identify whether a correction is needed.

Tip: Contact the driver before making any corrections — there may be a valid reason (e.g., a short garage-to-garage move for low mileage).

Correct Flagged Entries

Navigate to the 'All Entries' tab in the Admin Dashboard and find the flagged entry using the filters. Click the pencil icon to edit and correct the mileage values.

Important: Always verify with the driver before altering their submitted mileage. Document any corrections in the Notes field.

Re-check Alerts After Corrections

After making corrections, return to the Alerts tab to confirm the entry no longer appears in the list. Alerts refresh automatically based on current data.

SOP 5 — Year-to-Date Summary

Standard Operating Procedure

Access the Year-to-Date Summary

From the Admin Dashboard, click the 'Year-to-Date' tab. The summary shows all fleet activity from January 1 of the current year through the most recent entry.

Review the Monthly Breakdown

The top section shows a month-by-month table with total miles and trip count for each month. Use this to spot seasonal trends or months with unusually low activity.

Tip: A drop in miles for a month may indicate missed submissions — cross-reference with the End of Month Report.

Review the Driver Breakdown

The bottom section ranks all drivers by total miles for the year, along with their trip count. Drivers are sorted from highest to lowest mileage.

Tip: Use this to identify top-performing drivers and those with significantly lower activity who may need follow-up.

Use for Annual Reporting

The YTD totals (total miles and total trips) shown at the top of the section are useful for annual billing summaries and compliance documentation.

SOP 6 — Audit Log — Tracking Admin Changes

Standard Operating Procedure

Access the Audit Log

From the Admin Dashboard, click the 'Audit Log' tab. This shows a chronological record of all create, update, and delete actions performed by administrators.

Understand What Is Logged

Every time an administrator edits or deletes a mileage entry — from the Admin Dashboard, End of Month Report, or Hours Report — the action is automatically recorded with:

Date and time of the action
Type of action: Create, Update, or Delete
Which record was affected (driver name and date)
Who performed the action (admin's name and email)

Interpret the Color-Coded Badges

Each log entry has a colored badge indicating action type:

🟢 Green = Create — a new record was added
🔵 Blue = Update — an existing record was modified
🔴 Red = Delete — a record was permanently removed

Investigate a Discrepancy

If a driver reports that their entry is missing or has different values than expected, use the Audit Log to trace back any admin edits or deletions that may explain the change.

Tip: The audit log is read-only — entries cannot be deleted. This ensures a permanent, tamper-proof trail of all data changes.

Accountability Best Practice

When editing an entry, always add a note in the mileage entry's Notes field explaining the correction. Combined with the audit log, this creates a full documentation trail.

Important: Audit logs are visible to all admin users. All data changes are traceable — always make corrections for legitimate reasons and document the reason in the Notes field.

SOP 7 — End of Month Report

Standard Operating Procedure

Access the End of Month Report

From the Admin Dashboard header, click the 'End of Month Report' button. Only admin accounts can access this page.

Select the Month

Use the month/year selector at the top to choose the reporting period. The table will automatically populate with all mileage entries for that month.

Tip: Make sure all drivers have submitted their mileage for the month before generating the report — missing entries will show as blank cells.

Read the Pivot Table

The report displays a pivot-style table where each row is a driver and each column is a calendar date. Cells show the total miles driven by that driver on that date.

Empty cells mean no trips were logged for that driver on that date
The rightmost column shows each driver's grand total for the month
The bottom row shows the fleet-wide total for each date

Identify Anomalies

Entries flagged with ⚠️ in the notes field will appear highlighted. Common anomalies include: odometer gaps between sequential entries, zero-mile trips, extremely high single-trip mileage, and out-of-sequence odometer readings.

Tip: Use the Admin Dashboard's 'All Entries' tab to view and correct flagged entries before finalizing the month.

Export to CSV

Click 'Export CSV' to download a spreadsheet-formatted version of the pivot table. The CSV matches the column layout shown on screen — drivers as rows, dates as columns, with a Grand Total column.

Tip: This CSV format matches the expected layout for end-of-month reporting. Open in Excel for additional formatting before submission.

Verify Totals

Cross-reference the Grand Total column against your 875 Payment Report and individual driver logs. If totals don't match, an entry may be missing or incorrectly dated.

Important: Do not submit a payment report with unresolved anomalies. Resolve all ⚠️ flagged entries first.

SOP 8 — Managing Routes & Clients

Standard Operating Procedure

Access Route Reports

From the Admin Dashboard, click the 'Route Reports' button in the header. You will be taken to the Route Reports page.

Filter Routes by Date

Use the date picker at the top to select a specific day. Route cards for that date appear below — showing Morning and Evening routes.

View Route Details

Each route card shows all stops in sequence with client name, UCI number, home address, program address, and miles to the next stop.

Add a New Route

Click 'Add Route' and fill in the route number, time of day (Morning or Evening), and date. After saving, add stops to the route using the stop management section.

Tip: Create Morning and Evening routes separately for the same day if both are active.

Manage Clients

Click the 'Manage Clients' button to open the client database. From here you can:

Add a new client — enter name, UCI number, home address, and program address
Edit an existing client — update any of their details
Deactivate a client — removes them from dropdowns but keeps history
Search clients — use the search box to find clients quickly

Export Route Data to CSV

Click 'Export to CSV' to download all route data for the selected date as a spreadsheet file. This can be imported into Excel or submitted externally.

Tip: Export before making major changes so you have a backup of the current route data.

SOP 9 — Reviewing Incident Reports (SIR)

Standard Operating Procedure

Regulatory Requirement: All SIRs must be verbally reported to Westside Regional Center within 24 hours at (310) 258-4000, followed by written submission within 48 hours.

Access the Incident Reports Page

Click 'View Reports' in the navigation bar. As an admin, you see all reports from all drivers.

Prioritize the Submitted Queue

Click the 'Submitted' tab to see all newly filed reports awaiting review. These should be checked daily.

Tip: New submissions are time-sensitive — regulatory deadlines apply to every SIR.

Open and Review a Report

Click 'View' on any report card to open the full detail dialog. Review all sections including: consumer details, incident types selected, medical treatment, the narrative description, and immediate actions taken.

Verbally Report to Westside Regional Center

If not already done, call (310) 258-4000 and report the incident verbally. Note the date and time of that call for your records.

Update Report Status

Scroll to the Admin Review section at the bottom of the report dialog. Select a new status from the dropdown:

Under Review — you are actively reviewing it
Requires Revision — send back with instructions
Approved — review complete, report accepted

Add Admin Notes

Type your feedback or review notes in the Admin Notes field. If requesting a revision, clearly explain what information is missing or incorrect.

Tip: Specific notes help the driver understand exactly what to correct in a revision.

Save the Review

Click 'Update Report' to save. The driver will see your updated status and notes the next time they view the report.

SOP 10 — Document Management

Standard Operating Procedure

Open the Document Manager

From the Admin Dashboard, click the 'Documents' button in the header. The Document Manager modal will open.

Upload a New Document

Click the upload area or drag and drop a file. Fill in the required fields:

Title — descriptive name for the document
Category — select from: Incident Reports, Route Reports, Mileage Reports, Compliance, Training, Maintenance, or Other
Document Date — the date associated with the document
Description — optional additional context

Tip: Supported file types include PDF, images, and common document formats.

Click Upload

Click the Upload button. The document is stored securely and immediately appears in the document list.

Find Existing Documents

Use the search box to search by title, or use the category filter dropdown to narrow the list to a specific type.

Download a Document

Click the download icon on any document row to open or download the file.

Delete a Document

Click the trash icon on any document row. Confirm the deletion in the prompt. This action is permanent.

Important: Only delete documents you are certain are no longer needed. Compliance documents should be retained per regulatory requirements.

SOP 11 — Generating the 875 Payment Report

Standard Operating Procedure

Access the 875 Payment Report

From the Admin Dashboard, click the '875 Payment Report' button in the header.

Enter Vendor Information

Fill in the vendor details at the top of the report form:

Vendor Name — your agency name as it appears on billing
Vendor Number — your official vendor/billing number
Service Month — select the month you are reporting for

Review the Mileage Summary Table

The table auto-populates with mileage data from all vans for the selected month, showing: vehicle (Van #1–4), total miles, and total trips.

Tip: Make sure all drivers have submitted their mileage entries for the month before generating this report — missing entries will affect the totals.

Verify the Totals

Review the summary row at the bottom showing total miles and total trips across all vans. Cross-reference with your admin dashboard if numbers seem off.

Export to CSV

Click the 'Export CSV' button. A CSV file will download containing the vendor information and all mileage data formatted for billing submission.

Submit to Westside Regional Center

Use the exported CSV or its data to complete and submit your monthly 875 billing form to Westside Regional Center through their designated submission process.

Tip: Keep a copy of each exported file and the submission confirmation for your records.

SOP 12 — Platform Monitor AI Agent

Standard Operating Procedure

Access Platform Monitor

From the Admin Dashboard, click the 'Platform Monitor' button in the header. The AI monitoring agent chat interface will open.

Use Quick Action Buttons

Click any of the pre-configured quick action buttons to trigger common audits instantly:

Check data consistency — identifies duplicate or conflicting entries
Find missing mileage entries — highlights drivers who may not have logged trips
Review recent submissions — summarizes the latest activity
Identify anomalies — flags unusual mileage readings or patterns

Ask a Custom Question

Type any question in the text box at the bottom and press Enter. The agent has access to all mileage data, driver profiles, routes, and incident reports.

Example: 'Show me all entries where total miles exceeds 100'
Example: 'Which drivers have not submitted mileage this week?'
Example: 'Are there any entries with mismatched van assignments?'

Tip: Be specific in your questions to get the most useful answers.

Review the Analysis

The agent will respond with a detailed breakdown, tables, or lists depending on the query. Tool call status indicators show when the agent is querying live data.

Take Action on Findings

Use the agent's output to identify entries that need correction, drivers who need follow-up, or data issues to resolve. Then use the appropriate SOP above to make corrections.

SOP 13 — Hours Report & ADP Payroll Export

Standard Operating Procedure

Access the Hours Report

From the Admin Dashboard header, click the 'Hours Report' button. This page shows a monthly breakdown of each driver's time-in, time-out, and total hours worked.

Select the Reporting Month

Use the month/year selector at the top to choose the period. The table auto-populates with all entries for that month.

Tip: Make sure all drivers have submitted their mileage entries for the month so all time entries are captured.

Review the Hours Table

The table shows each driver's daily hours. Rows represent drivers and columns represent calendar dates. Hover over a cell to see the individual time-in/time-out breakdown.

Each cell shows total hours for that driver on that date
The rightmost column shows each driver's monthly total
The bottom row shows fleet-wide totals per date

Edit an Entry (If Needed)

Click the pencil icon on any cell to edit the time-in or time-out for that driver's entry. Changes are saved immediately and logged in the Audit Log.

Important: Always verify with the driver before changing time entries. All edits are tracked in the Audit Log.

Export Standard CSV

Click 'Export CSV' to download the full hours report as a spreadsheet. This is useful for internal record-keeping and payroll reference.

Set Up ADP File Numbers (One-Time)

For ADP payroll export to work, each driver must have their ADP File Number entered in their driver profile. Go to Admin Dashboard → Manage Drivers → click the pencil icon → enter the ADP File # field.

Tip: ADP File Numbers are assigned by your payroll administrator. Each employee has a unique file number in ADP.

Export for ADP Payroll

Click the orange 'ADP Export' button to download a CSV formatted for ADP import. The file contains: Co Code, Batch ID, File # (from driver profile), Name, Reg Hours (decimal), and Pay Period.

Drivers without an ADP File Number will be skipped in the export
Hours are converted to decimal format (e.g., 7h 30m = 7.5)
The file is ready to import directly into ADP

Important: Review the exported file before importing into ADP. Confirm all drivers appear and hours look correct. Drivers missing an ADP File # will not appear in the export.

SOP 14 — Attendance Report

Standard Operating Procedure

Access the Attendance Report

Click 'Attendance' in the top navigation bar (visible only to admin accounts). This page shows a monthly calendar grid of client attendance submitted by drivers.

Select the Month

Use the month dropdown in the header to choose the reporting period. The grid automatically populates with all attendance records submitted for that month.

Tip: Reporting begins as of April 2026. Prior months will show no data.

Filter by Driver (Optional)

Use the 'All Drivers' dropdown to narrow the view to a specific driver's submissions. This is useful when reviewing one route's attendance in isolation.

Read the Attendance Grid

Each row represents a client. Each column is a business day (Mon–Fri) for the selected month. Cells show:

✅ Green checkmark — client was Present (attended)
❌ Red X — client was Absent (did not attend)
— Gray dash — no record submitted for that client on that day
Hover over any icon to see the driver name or absence note

Review Summary Columns

The rightmost three columns show per-client totals for the month:

Present — total days marked present
Absent — total days marked absent
Rate — attendance percentage (present ÷ total recorded days)

Tip: The rate only counts days where a record was submitted — days with no record (gray dash) are excluded from the percentage.

Review Daily Totals (Footer Row)

The bottom row shows how many clients were present each day vs. how many had records submitted. This helps identify days with low submission compliance.

Export to CSV

Click the 'Export CSV' button to download the full attendance grid as a spreadsheet. The CSV includes all client rows, business day columns, and summary totals.

Tip: Export at the end of each month for your records before the month rolls over.

Understanding the Data Source

Attendance is submitted by drivers through the 'Enter Mileage' form — in the 'Route Stops & Client Attendance' section. Each client stop is saved as a separate attendance record linked to the mileage entry.

Important: If a driver does not add client stops during mileage entry, no attendance record will appear for those clients that day. Follow up with drivers to ensure attendance is logged consistently.

SOP 15 — Inviting Users to the Portal

Standard Operating Procedure

Determine the User's Role

Decide whether the new user should be a regular 'user' (drivers and aides) or an 'admin' (supervisors with full access). Only give admin access to trusted supervisors.

Important: Admin accounts have full access to all data, can edit/delete entries, and manage all drivers. Grant admin access carefully.

Go to User Management

Access the platform's user management through the admin portal. You can invite users via the dashboard settings or by using the built-in invitation system.

Send the Invitation

Enter the user's email address and select their role (user or admin). Send the invitation. The user will receive an email with a secure login link.

Tip: Double-check the email address before sending — an invitation to the wrong address cannot be recalled.

Confirm They Can Log In

Ask the new user to click the invitation link from their email. They should land on the portal and see their name in the top-right corner.

Link to a Driver Profile (for Drivers/Aides)

If the new user is a driver or aide, you must link their email in the driver profile. See SOP 1 (Onboarding) for the full steps. Without this link, they will see 'No Driver Account Found'.

Verify Access Is Correct

Confirm the user can see the pages they should have access to:

Drivers/Aides: Enter Mileage, My Dashboard, Ask Assistant, Submit SIR, View Reports
Admins: All of the above + Admin Dashboard, Route Reports, Platform Monitor, 875 Payment Report