2 Getting Started — Staff
Accessing the System
Default Login Credentials
| Username | Password | Role | Note |
|---|---|---|---|
| admin | admin123 | Super Admin | ⚠ Change after first login |
| manager1 | pass1234 | Manager | Demo account |
| operator1 | pass1234 | Operator | Demo account |
| viewer1 | pass1234 | Viewer | Demo account |
Navigating the System
The sidebar on the left shows only the sections your role has access to. On mobile, tap ☰ to open the sidebar and ✕ to close it.
- Overview — Dashboard and Live Map (all roles)
- Operations — Clients, Schedule, Fleet, Staff (Operator+)
- Trips & Locations — Trip Log, Analytics, Locations (Operator+)
- Finance — Subscriptions, Payroll, Financial Summary (Manager+)
- Reports — Collection records (Operator+)
- System — Users, Settings (Super Admin only)
3 Access Levels & Permissions
EcoTrack Ghana uses a four-tier role system. Each user is assigned exactly one role which determines what they can see and do.
Role Descriptions
| Role | What They Can Do | Typical User |
|---|---|---|
| Super Admin | Complete system access — all features including user management and system settings. | IT Manager |
| Manager | All operational and financial features. Cannot manage users or change system settings. | Operations Manager |
| Operator | Field operations: clients, fleet, trips, locations, schedule, log collections. No payroll. | Field Supervisor |
| Viewer | Read-only access to Dashboard and Live Map only. Cannot edit anything. | Executive / Auditor |
Permission Matrix
| Feature | Super Admin | Manager | Operator | Viewer |
|---|---|---|---|---|
| Dashboard & Live Map | ✅ | ✅ | ✅ | ✅ |
| View & Edit Clients | ✅ | ✅ | ✅ | — |
| Fleet Management | ✅ | ✅ | ✅ | — |
| Delete Vehicles | ✅ | ✅ | — | — |
| View Staff | ✅ | ✅ | ✅ | — |
| Add / Edit Staff | ✅ | ✅ | — | — |
| Trip Log & Analytics | ✅ | ✅ | ✅ | — |
| Location Management | ✅ | ✅ | ✅ | — |
| Collection Reports | ✅ | ✅ | ✅ | — |
| Subscriptions | ✅ | ✅ | — | — |
| Payroll & Finance | ✅ | ✅ | — | — |
| System Settings | ✅ | — | — | — |
| User Management | ✅ | — | — | — |
4 Dashboard
The Dashboard is the first page after login — a real-time overview of operations, metrics, and today's schedule.
Key Metrics (Stat Cards)
Charts & Tables
- Monthly Collections — bar chart of pickups logged per month for the current year
- Fleet Status — doughnut chart showing vehicle status breakdown
- Recent Pickups — 6 most recent collection records
- Upcoming Pickups — next 5 scheduled collections based on today
Live Map
Click Live Map in the sidebar to see all vehicles plotted on a real-time Leaflet map of Accra. Each vehicle marker shows name, plate, driver, speed, and fuel level in a popup.
5 Operations
Clients
Clients are the households and businesses whose waste EcoTrack collects.
Adding a Client
ET-GH-00001. This is printed on the client's ID card and used to log in to the Customer Portal.Client Plans & Monthly Fees
Schedule
Schedules define when a specific vehicle will collect from a specific client.
Fleet
- Each vehicle has a name, plate, type, capacity (tonnes), fuel type, year, and an assigned driver.
- Statuses: Active, On Route, Maintenance, Inactive.
- GPS coordinates, speed, fuel level, and load percentage represent the last known state.
Staff
Adding Staff
Click Card next to any staff member to open their printable employment ID card.
6 Trips & Locations
Locations
Locations are fixed points in the collection route. Three types are supported:
The system is pre-seeded with 10 Accra locations including Oblogo and Kpone dump sites, and garages at Kotoka, Tema, and Madina.
Trip Log
Every collection run should be logged as a Trip.
Trip Analytics
Go to Trips & Locations → Trip Analytics for monthly bar charts of trip count, total waste tonnage, and distance covered. Use these to monitor efficiency and spot seasonal trends.
7 Finance & Payroll
Subscriptions
- A subscription links a client to a plan and tracks their payment status.
- Status options: Active, Paused, Cancelled, Expired.
- Payment methods: Mobile Money, Bank Transfer, Cash, Cheque.
- Renewal date alerts appear when approaching expiry.
Payroll Workflow
Ghana Tax Calculations
| Deduction | Rate | Notes |
|---|---|---|
| SSNIT (Employee) | 5.5% of gross | Deducted from employee net pay |
| SSNIT (Employer) | 13% of gross | Paid by employer on top of gross |
| Income Tax (PAYE) | 0% – 30% | GRA tiered bands — calculated automatically |
Printable payslips are available at Payroll → [Run] → Payslip for each employee.
8 Collection Reports
Collection Records log every waste pickup — client, vehicle, driver, weight, and status.
Logging a Collection
Filtering Reports
The Reports page supports filtering by date range, waste type, vehicle, and status. Use the filter bar at the top of the table to narrow records.
9 User Management
Creating a User
Editing & Deactivating
Click Edit next to any user to update their details, role, or password. Leave the password blank to keep the current one. Untick Account Active to prevent a user from logging in without deleting their account.
Deleting a User
Click the red ✕ button next to a user and confirm. You cannot delete your own account.
10 System Settings
Accessible only to Super Admins via System → Settings.
11 Customer Portal Overview
The Customer Portal is a mobile-friendly self-service area where clients can track their vehicle and manage their account — no staff login required.
Access it at /portal/login/ or via the Customer Portal button on the homepage.
What Customers Can Do
12 Customer Sign In
What You Need
Login Steps
ET-GH-00001). The box formats it automatically as you type.13 Customer Dashboard
Next Pickup Card
The large green card at the top shows your next scheduled collection:
- The date — Today, Tomorrow, or a specific date
- The pickup time (e.g. 08:00)
- The assigned truck name and driver
- Days of the week you are scheduled — highlighted in gold
If collection is today, a yellow alert banner appears: "Please have your waste ready by [time]" with a Track Now → button.
Stats Row
Collection History
Scroll down to see the last 20 pickups. Each row shows the date, weight (kg), driver name, and a status badge:
- ✓ Done — collection was completed
- ✗ Missed — the truck did not collect
- Pending — scheduled but not yet completed
14 Live Vehicle Tracker
The tracker page shows your assigned truck on a live map, updated every 30 seconds.
Opening the Tracker
Tap the Track tab in the bottom navigation bar, or tap Live Track → from the dashboard hero card.
Reading the Map
| Marker | Meaning |
|---|---|
| ⭐ Gold star | Your home / collection address |
| 🚛 Pulsing green ring | Your assigned truck — currently tracked and active |
| 🚛 Grey truck | Other fleet vehicles (not assigned to you) |
| 🚛 Red truck | Vehicle in maintenance — not currently collecting |
Your Truck Info Card
Below the map a card shows driver name, status, speed (km/h), fuel level (with colour bar), and load percentage. Tap Centre Map on Truck to fly the view to your vehicle.
Live Update Status
The LIVE badge in the top-right shows the time of the last successful data refresh. If the dot stops pulsing, check your internet connection — the tracker needs an active connection to update.
15 Troubleshooting
Common Staff Issues
| Problem | Solution |
|---|---|
| Cannot log in | Check username and password. Ensure Caps Lock is off. Contact your Super Admin to reset. |
| Access denied on a page | Your role does not have permission. Contact your admin to check your access level. |
| Sidebar is missing | On mobile, tap ☰ in the top-left. On desktop, the browser window may be too narrow. |
| Payroll missing staff | Ensure staff have Status: Active. Inactive staff are excluded from payroll runs. |
| Map not loading | Check internet connection. The map uses OpenStreetMap tiles and needs internet access. |
| Cannot delete a record | Deletion requires Manager+ for most records, Super Admin for settings and users. |
Common Customer Issues
| Problem | Solution |
|---|---|
| Forgot Member ID / PIN | Call +233 30 200 3400 or visit the EcoTrack office. |
| No vehicle on the map | Your schedule may not have a vehicle assigned. Contact EcoTrack to confirm. |
| Wrong next pickup date | Dates are calculated from your weekly schedule. Contact EcoTrack if it has changed. |
| "Account not active" error | Your membership may be paused. Contact EcoTrack to reactivate. |
| Tracker says LIVE but nothing moves | GPS updates when operations staff log location data. On non-collection days, vehicles may be stationary. |
16 Quick Reference
Key URL Paths
| URL | Page |
|---|---|
| / | Landing / Home page |
| /login/ | Staff login |
| /dashboard/ | Staff dashboard (login required) |
| /map/ | Live fleet map (login required) |
| /portal/login/ | Customer portal login |
| /portal/dashboard/ | Customer personal dashboard |
| /portal/tracker/ | Live vehicle tracker for customers |
| /users/ | User management (Super Admin) |
| /settings/ | System settings (Super Admin) |
| /admin/ | Django admin panel (Super Admin) |