Debtbase User Guide

• Click the link in your invitation email
• You'll be redirected to the invitation claim page
• Verify your email address is displayed correctly

• Enter a secure password (minimum 8 characters)
• Confirm your password
• Read and accept the terms of service
• Click "Create Account"

• You'll be logged in automatically
• Click your profile icon in the top right
• Select "Settings"
• Fill in your profile information: Full name, Phone number, Bio (optional), Profile photo (optional)
• Click "Save Changes"

• You'll see the main dashboard with key statistics
• Navigation sidebar on the left shows available sections
• Your available sections depend on your assigned role

• Click "Jobs" in the sidebar
• Or press G then J (keyboard shortcut)

• Click the "New Job" button in the top right
• Or press C while on the jobs page

Basic Information:

• Job Reference: Enter client's reference number or leave blank for auto-generation
• Client: Select from dropdown (must exist first)
• Agent: Assign to a field agent
• Job Type: Select service type and location
• Status: Usually "Pending" for new jobs

Dates:

• Assignment Date: When job was assigned (defaults to today)
• Expected Completion: Target completion date (optional)

Instructions:

• Special Instructions: Any specific requirements or warnings
• Client Notes: Information from the client
• Internal Notes: Team communication

• Click "Create Job"
• You'll be redirected to the job details page
• Job reference will be displayed at the top

• Upload vehicle photos (if available)
• Add first attendance record
• Update status as work progresses

• Navigate to Jobs
• Click on the relevant job
• Or search for job reference

• Scroll to the "Attendances" section
• Click "Add Attendance"

• Date & Time: When the visit occurred
• Attendance Type: Select from dropdown (Initial Visit, Follow-up, Final Attempt, Surveillance)
• Attendance Result: What happened (Vehicle Found, Vehicle Recovered, Not Home, Wrong Address, Payment Arranged)
• Notes: Detailed description of the visit

• Click "Add Attendance"
• Attendance will appear in the timeline
• Most recent attendance shown first

• If status changed (e.g., vehicle recovered), click "Edit Job"
• Update Status to "Completed"
• Set Result to "Vehicle Recovered"
• Update completion date
• Click "Save Changes"

• Open the relevant job
• Click the "Files" tab
• Or click "Upload Files" button

• Click "Choose Files" or drag files into upload area
• Select multiple photos at once
• Supported formats: JPG, PNG, PDF

• Vehicle Front, Vehicle Rear, Driver Side, Passenger Side, VIN Plate, Odometer, Damage Closeup

• Describe what's shown in the photo
• Note any damage or special conditions
• Reference attendance or date

• Click "Upload All"
• Progress bar shows upload status
• Files appear in job files list when complete

• Click on a photo to preview
• Verify correct category assignment
• Edit description if needed

• Open the relevant job
• Navigate to "Chattels" section
• Click "Add Chattel"

• Item Description: Detailed description
• Quantity: Number of items
• Estimated Value: Approximate value in dollars
• Condition: New, Used, Damaged, etc.

• Take clear photos of the chattel
• Include any identifying marks
• Show overall condition

• Click "Add Photos"
• Select photos from device
• Photos automatically linked to chattel item

• Click "Save Chattel"
• Item appears in chattels list
• Repeat for additional items

• Click "Print Inventory" (future feature)
• Complete list for legal notification
• Provide to debtor per legal requirements

• All attendances recorded
• Vehicle photos uploaded
• Chattels inventoried
• Client notifications sent
• All dates filled in

• Click "Edit Job"
• Set Status to "Completed"
• Set Result: Vehicle Recovered, Payment Arranged, Unable to Locate, Other resolution
• Enter Completion Date
• Enter delivery destination (if applicable)

• Summary of outcome
• Any issues encountered
• Client satisfaction
• Recommendations for similar jobs

• Check "Ready for Invoice"
• Verify all billable items documented
• Add invoice notes if needed

• Click "Save Changes"
• Job moves to completed jobs list
• Generates final timeline

• Export job details
• Print job summary
• Send to client

• Click "Clients" in sidebar
• Or press G then C

• Click "New Client" button
• Or press C

Basic Details: Client Name, Client Reference, ACL Number

Contact Information: Primary Contact Name, Phone Number, Email Address, Fax Number

Address: Street Address, City, State, ZIP, Country

Billing Address (if different): Check "Different Billing Address" and enter billing address details

Preferences: Invoicing Frequency, Invoice Delivery Method, Payment Terms, Special Instructions

• Master service agreement
• Rate sheet
• Special handling procedures
• Insurance certificates

• Click "Create Client"
• Client appears in clients list
• Can now be selected when creating jobs

• Navigate to Clients
• Search for client name or reference
• Click on client to view details

• Click "Edit Client" button
• Or press E

• Update any fields that changed
• Add notes about why information changed
• Update "Last Verified" date

• Click "Save Changes"
• Changes logged in audit trail
• Client record updated

• Navigate to Clients
• Click on the client

• Scroll to "Jobs" section
• See all jobs for this client
• Sorted by most recent first

• Filter by Status (Active, Completed, On Hold)
• Filter by Date Range
• Search by job reference

• Click any job to see full details
• Use back button to return to client

• Click "Export Client Jobs"
• Select date range
• Choose format (CSV, Excel)
• Download report

• Click "Agents" in sidebar
• Or press G then A

• Click "New Agent" button

Personal Details: Full Name, Agent Reference/ID, Phone Number, Email Address, Physical Address

Employment: Employment Status, Start Date, Employment Type

Emergency Contact: Emergency Contact Name, Phone, Relationship

• License Type, License Number, Issuing State/Authority, Issue Date, Expiration Date, Upload license copy

• Professional license, Insurance certificate, Background check, Training certifications, Signed agreement

• Click "Create Agent"
• Agent available for job assignment

• Navigate to Agents
• Look for expiration warnings (red badges)

• Click on agent with expiring license
• View license expiration date
• Note renewal requirements

• Send renewal reminder to agent
• Set follow-up date
• Add note to agent record

• When new license received, click "Edit Agent"
• Update license information
• Upload new license copy
• Remove expiration warning

• Click "Reports" → "Agent Licenses"
• Filter by expiration date
• Export list of upcoming expirations
• Plan proactive renewals

• Navigate to Agents
• Check current assignments
• View geographic coverage

• Go to Jobs → New Job (or edit existing)
• In "Agent" field, select appropriate agent
• Consider: Agent location vs job location, Agent availability, Agent specialties, Current workload

• System sends automatic notification (future)
• Or manually notify agent via phone/email
• Provide job reference and details

• Check agent's active jobs
• Review attendance records
• Follow up on overdue assignments

• Click "Files" in sidebar
• Click "Upload Files" button
• Or press G then F

• Click "Choose Files" or drag files
• Select multiple files at once
• Can select up to 20 files simultaneously

• For each file: Select Category, Choose Entity Type, Select specific entity, Add description

• If all files same category: Set category once, Apply to all files
• If all for same entity: Set entity once, Apply to all files

• Review file list
• Click "Upload All"
• Monitor progress
• Wait for confirmation

• Check file browser
• Verify correct categorization
• Verify correct entity linking

• Click "Files" in sidebar

• Enter filename or partial name
• Or search by description
• Results update as you type

• Filter by Category, Entity Type, Upload Date, Uploaded By

• Combine multiple filters
• Sort by date, name, or size
• Use advanced search (future)

• Click on file to preview
• Click "Download" to save locally
• Click "View Details" for metadata

• Navigate to Files
• Filter by "Uncategorized" or "General Documents"
• Review list of files needing categorization

• Click on file, Click "Edit Details", Select appropriate category, Add description if missing, Save changes

• Select multiple files (checkbox)
• Click "Bulk Actions"
• Choose "Set Category"
• Select category, Apply to all selected

• Browse by category
• Check each category has appropriate files
• Review entity links
• Ensure no orphaned files

• Click "Security" in sidebar
• Select "Access Control List" tab

• Click "Add to Blacklist"
• Enter IP address or CIDR range
• Add reason: "Suspicious activity detected"
• Set expiration (optional)
• Click "Add to Blacklist"

• Click "Admin Whitelist" tab
• Click "Add IP"
• Enter IP address or CIDR range
• Add description: "Office network"
• Click "Add to Whitelist"

• Toggle "Enforce Admin Whitelist"
• Warning: Admin panel only accessible from whitelisted IPs
• Ensure your current IP is whitelisted first!

• Verify blacklisted IPs cannot access
• Verify whitelisted IPs can access admin
• Document changes in audit log

• Navigate to Security → Sessions
• See all logged-in users
• Filter by activity window

• Review user list, Check IP addresses, Look for suspicious patterns

• Click on user in session list
• Click "Kill Session"
• Confirm action
• Enter reason: "Account compromise suspected"
• User immediately logged out

• Click "Kill All Sessions"
• Confirm action (requires re-confirmation)
• Enter reason: "Security incident"
• All users logged out immediately
• Only super admins can log back in

• Navigate to Security → Login Log
• Review who was logged out
• Check for re-login attempts
• Monitor for continued suspicious activity

• Navigate to Security → Audit Log

• Select start date, Select end date, Click "Apply Filter"

• Select user from dropdown
• See all actions by that user

• Select action type: Role Created/Updated/Deleted, Permission Granted/Revoked, User Role Assigned/Revoked, IP Added/Removed, Session Terminated, Configuration Changed

• Click on any audit entry
• See full details: Who performed action, What changed, When it occurred, Why, IP address and device

• Click "Export"
• Select date range
• Choose format (CSV, Excel, PDF)
• Save for compliance records

• Click "User Management" in sidebar
• Select "Invitations" tab

• Click "Invite User"
• Enter email address
• Verify email is correct

• Select role from dropdown: Super Admin, Admin, Supervisor, Agent, Viewer, Client Manager

• Default: 30 days
• Adjust if needed
• Leave blank for no expiration

• Why user is being invited, Department or team, Start date

• Click "Send Invitation"
• Invitation email sent immediately
• Invitation appears in "Pending" list

• Check "Pending Invitations" list
• See when invitation was sent, if claimed
• Resend if needed
• Cancel if user no longer joining

• Click "User Management"
• Select "User Roles" tab

• Search for user by name or email
• Click on user to view details

• See all roles currently assigned
• Review effective permissions

• Click "Assign Role"
• Select role from dropdown
• Add scope (optional, JSON format)
• Add reason: "Promotion to supervisor"
• Click "Assign"

• Find role in user's role list
• Click "Remove"
• Confirm action
• Add reason: "Role no longer needed"

• Check user's effective permissions
• Test user can access expected features
• Review audit log entry

• Select "Permission Overrides" tab

• Search for user
• Click to view current overrides

• Click "Grant Permission"
• Select permission from list
• Add reason: "Temporary access for project"
• Set expiration (optional)
• Click "Grant"

• Click "Deny Permission"
• Select permission from list
• Add reason: "Restrict deletion capability"
• Click "Deny"

• See list of all overrides for user
• Green = Granted override, Red = Denied override
• Review expiration dates

• Click "Remove" next to override
• Confirm action
• Add reason
• User reverts to role-based permissions

• Click "Dashboard" in sidebar
• Or press G then D

• Click "Reports" → "Job Report"

• Date Range: This Week, This Month, Last Month, Custom Range
• Filters: Status, Result, Client, Agent

• Click "Preview"
• Review data in table format
• Verify filters applied correctly

• Click "Customize Columns"
• Select which fields to include
• Reorder columns by dragging

• Click "Export"
• Choose format: CSV, Excel, PDF
• Download begins automatically

• Click "Save Template"
• Name template: "Monthly Client Report"
• Use template for future reports

• Log in to Debtbase
• Dashboard loads automatically
• Or click "Dashboard" in sidebar

• Total Jobs, Active Jobs, Completed This Month, Total Clients, Active Agents, Files Uploaded, Storage Used

• Recent job updates, Recent file uploads, Recent user actions
• Click any item to view details

• Job completion rate graph, Jobs by status pie chart, Activity over time line graph
• Compare to previous periods

• Create new job, Upload files, Search jobs
• All accessible from dashboard

• Click profile icon (top right)
• Select "Settings"
• Or press G then S

• Full Name, Phone Number, Bio/Description
• Click "Save Changes"

• Click "Upload Photo"
• Select image file (JPG, PNG)
• Crop if needed, Click "Save"
• Photo appears in header

• Enter new email, Confirm new email
• Verification email sent
• Click link in email to confirm
• Email updated after confirmation

• Click profile icon → Settings
• Select "Security" tab

• Enter current password
• Enter new password
• Confirm new password
• Password requirements: Minimum 8 characters, At least one uppercase letter, At least one number, At least one special character

• Click "Change Password"
• You'll be logged out
• Log in with new password

• Save new password in your password manager
• Verify you can log in

• Click sun/moon icon in header
• Theme switches immediately
• Preference saved automatically

• Navigate to Settings → Appearance
• Select theme: Light Mode, Dark Mode, Auto (follows system preference)
• Click "Save"

• Check all pages render correctly
• Report any display issues to admin