Capital Fleet Tracker — Admin Guide
Everything you can do as the platform administrator — the powers behind the admin control panel that run the whole business, in plain English. This is your backstage playbook, separate from the Owner's Guide (which covers running a fleet inside the app). Use the button below to save or print it as a PDF.
Tags:
Admin requires your admin access
Money touches billing / finances
AI AI-assisted
Once one-time setup
Danger irreversible
How your access works. Admin power is a secure permission attached to your login on the server — not a password on a page. Every admin page checks it before showing anything. If you grant admin to someone else (or to yourself on a new account), they must sign out and back in before it takes effect. Admin unlocks user deletion, company finances, and live pricing, so grant it only to people you fully trust.
Hiring someone for support? Don't give them admin. Admin is one key for the
whole portfolio — the same claim opens DMV Connections, Kinda Strange, Sunset,
Dream Team and the company books, on top of everything on this page. There is now a smaller
tier,
staff:true, for people who answer tickets and help testers. It grants the
support job and nothing else. See
Support staff below.
1 · Users & accounts Admin
See and manage every registered account across the whole platform.
View all usersThe full roster of registered accounts — name, email, role, who referred them, and join date.
Search & filterSearch by name or email; filter by role (customer, mechanic, partner, owner, influencer, admin); hide demo accounts to see only real users.
Change anyone's rolePromote or change a user's role right from the list. The change is a secure server claim — the user must sign out and back in for it to apply.
See where your users areAn interactive world map on the main panel counts every account by the country on its profile, with a ranked country breakdown.
Support staff see far less StaffThis roster is yours alone. Staff cannot browse accounts at all — they can only look one up by an exact email, and what comes back is a fixed, narrowed summary rather than the record. Every one of those lookups is logged for you to read. See Support staff.
2 · Roles & staff Admin
Roles are how you hand out powers. A person's role is their access — with one exception, support staff, which is a separate claim and has its own section below.
Assign a role by emailSet any account to Mechanic (shop portal), Partner (referrer portal), Admin (this whole control panel), or Customer (clears any role). Enter the email, pick the role, save.
Roles attach to an existing loginThe person must already have an account for a role to stick. They sign out and back in to receive it.
Grant a fellow adminSet someone to Admin here and they get everything you have — across every product, not just this one. Reserve it for owners and fully-trusted partners.
Support staff is not in this listThe staff tier is granted from the command line, not this page, precisely so it cannot be handed out by a mis-click on a dropdown. See Support staff.
2b · Support staff Staff
The tier below admin, for people hired to answer tickets and help testers. Granted with a script, revoked the same way.
Why it exists. Admin is a master key. Of everything it unlocks, most has nothing to
do with support: the other products in the portfolio, the company books, QuickBooks, live
pricing, and deleting accounts. Before this tier, hiring one support person meant handing
over all of it. Staff gets the support job and stops there.
What staff can doRead and answer every support ticket and set its status; browse the tester list and keep a note on each person; triage tester feedback; and look up a customer's account by email to answer a question about it. That's the whole list.
What staff cannot doCompany finances, QuickBooks, pricing, referral codes, app update gates, GPS, demo accounts, perks, the other products — and nothing destructive at all. They cannot delete a ticket, a tester, feedback, or an account. Deleting stays with you.
Customer lookup is narrowed, and loggedStaff never see a customer's raw record. They get a fixed list of support-relevant fields — plan, subscription, vehicle count, entitlements, contact details — with payment identifiers and billing tokens withheld, and vehicle VINs shortened to the last 6. Every lookup is recorded: who looked, at whom, and when. You can read that log; they cannot, and nobody can edit or delete it.
Where they workThe support console — a separate page showing only what they can act on. They can't reach this admin panel at all.
To grant it, they must have created their account first. It is done from your PC: see docs\admin-pc-steps.html in your cft-website folder.
Like any claim, it lands on their next sign-in — they must sign out and back in.
Granting staff to an existing admin does nothing and takes nothing away; admins already have
everything staff has.
3 · Referral & partner codes Admin
Create and manage the codes that give partners revenue share and customers a discount. A code and a role are separate things — a code sets the terms, a role sets the portal access.
Create a codeSet the owner's email, type (mechanic / partner / owner / influencer), a public display name, revenue share, and the customer's discount on vehicles — plus optional separate discounts for equipment/inventory and the GPS add-on.
Fine-tune the offerAdd bonus free months, free vehicles, free equipment slots, free driver/staff seats, and extra wear reports per month; make a code stackable with others.
Multi-level referrersRecord who recruited a partner and set an override rate they earn on their recruits' business.
Guard railsCap the number of customers, total discounted vehicles, or discounted vehicles per customer; set an expiration date; auto-generate or type a custom code.
Manage the listEdit any code, enable/disable it, hide/unhide it from public view, or delete it.
4 · Applications & requests Admin
Inbound requests from would-be partners and volume customers land in the main admin panel for your decision.
Referral partner applicationsReview pending applications and approve them in one step — it auto-creates their referral code, assigns the role, and emails them — after you set their display name, type, revenue share, and customer discount. Or decline.
Fleet discount requestsCustomers requesting volume pricing show up with their fleet size and message; approve with a custom discount percentage, or decline.
The "Referral partner applications" and "Fleet discount requests" panels on the
admin panel.
5 · Pricing control Admin Money
Live control of every price the platform charges. Changes take effect for new billing immediately — handle with care.
Base prices (USD)Set monthly, quarterly, 6-month, and annual prices for each tier: standard vehicles, electric, economy (moto/ATV), marine, equipment, and the GPS add-on.
Regions & currenciesAdd countries with their currency, symbol, and USD exchange rate. Choose per region whether to display local currency but charge USD (Auto), or charge custom USD prices for that region (Override). Track a "rates as of" date.
Add-on servicesPrice all 14 add-ons — inventory (which covers equipment and supplies), extra driver seats, extra AI & vehicle-history reports, fleet import/onboarding, branded-app build & hosting, OBD-II hardware (coming soon, not sold), priority support, DOT/compliance pack, extra document storage, and API access — and set the annual discount on recurring add-ons.
6 · Finances & costs Admin Money
The money view — what's coming in, what it costs, and what you can show investors.
Company financesGross revenue, the four-way split (processing, maintenance, Capital Fleet Tracker, partners) and which revenue band it ran at, partner payouts, expenses, and net profit per month; revenue split by billing plan and by payment platform (website/QuickBooks, Android/Play, iOS/App Store); active subscriptions and GPS add-on counts.
App costsEstimated Firebase cost per app (storage, reads, writes, cost share). Optionally connect a BigQuery billing export to see actual costs by service for the last 30 days.
Investor reportRevenue modeled per business type, with a competitive-pricing table and positioning analysis. Download the cost report and per-industry sales pitches as Word documents.
7 · Payments — Stripe, QuickBooks optional Admin Money Once
Customers pay by card through Stripe checkout today. QuickBooks is not in use; the connect button only matters if billing ever moves there.
Connect QuickBooks (optional)Links your QuickBooks Online company. Not needed while billing runs on Stripe; the Intuit app keys must be set up on the backend first.
Check statusConfirm the connection and webhook configuration any time.
The "QuickBooks (optional, not in use)" panel on the
admin panel.
8 · Testers & beta program Admin
Run closed testing across all your app brands and reward the people who help.
Tester signupsSee everyone who signed up for closed testing, with the phone they chose — Android goes in the Play Console, iPhone goes in App Store Connect TestFlight, and the two are not interchangeable. Copy new emails in bulk, mark them "added," or delete entries.
Testers & rewardsFull tester list with name, email, OS, apps, and note; export to CSV; grant a reward with one click. Staff — support staff can read the same list and edit the note from the support console, but not grant rewards: that triggers real compensation and stays a one-click action only you have.
Apps & testing windowsAssign an owner per app, launch a 2-week testing window (once 12+ testers), end it early, notify all of an app's testers by email that testing is ready, and add new testing apps.
Church / food-bank waiverSet how many verified charitable organizations get free access.
Suggestions & feedbackRead all tester feedback (bug / feature / other), filterable by app. Staff — support staff can also read this and mark items handled, from the support console. Deleting feedback stays here with you.
What stays admin-onlyLaunching or ending a testing window, assigning app owners, adding apps, the charitable waiver, granting rewards, and deleting tester records. This Testers page itself is not reachable by support staff at all — they see the read-and-note view on their own console.
App selections stay with you for a reasonWhich apps a tester picked is counted against each app's cap by a transaction. Editing that record by hand can put the count out of step with reality, so staff can look but not change it.
The
Testers page (and the tester signups panel on the admin panel). Feedback triage is mirrored for staff on the
support console.
9 · Fleet import audit Admin AI
Approve the bulk fleet spreadsheets customers upload before any vehicles are created.
Review queueSee all submitted import spreadsheets, filtered by status — in review, applied, or rejected.
Inspect a submissionRead the AI's summary and data-quality notes, the column mapping, and every row with its status (ready / warning / error), vehicle, mileage, VIN, and any flagged issues.
Approve or rejectApprove to create vehicles for all non-error rows, or reject with an optional reason the customer will see.
10 · App update gates Admin
Force or nudge app updates per brand — how you push everyone onto a new build.
Per-app version controlFor each app (CFT, Statewide, Nationwide): set a minimum build (blocks anyone older), a latest build (nudges anyone older), the Android and iOS store URLs, and an optional custom message on the update screen.
11 · GPS access & tracking Admin
The GPS role is separate from any staff role — it grants a fleet-wide view of live vehicle data.
Grant / revoke GPS accessGive an account the gps role so it can open the GPS map and see every reporting vehicle, or revoke it. Customers don't need this — their own vehicles' map appears automatically with the GPS add-on.
Live map & historyView live positions, vehicles online, total distance per day, and last-fix time; pick a date for historical data; see per-vehicle and hourly distance; replay recorded trips as a track on the map.
12 · Demo accounts Admin
View-only demo accounts for sales, screenshots, and testing — one core set plus ~39 industry examples.
Set up / reseed demosRebuild all demo accounts (customer, mechanic, partner, and every industry demo) with fresh vehicles and a parts library. Safe to re-run. The demo buttons sign in for you.
One-click demo sign-inInstantly sign out of admin and into any demo to see exactly what that customer type sees; sign back in as admin when done.
13 · Perks & one-time setup Admin Once
Run-once actions that write promotional config. Idempotent — safe to re-run; existing grants are preserved.
Configure the NATIONWIDE offerSets up the launch promotion (free accounts with free vehicles plus free equipment, free for 10 years).
Grant founding-tester perkGives launch-day accounts their free subscriptions through 2028.
14 · Flagged parts review Admin
A quality-control log of parts customers flagged as not matching or not fitting their vehicle.
Review the flag logSee every "unmatched" or "doesn't fit" report so you can fix the parts catalog.
Resolve or deleteMark a flag handled once addressed, or delete the entry.
15 · Overview, export & catalog Admin
Bird's-eye views and data you can pull out of the system.
Admin overview & exportAll codes, users, partner applications, fleet discount requests, and tester signups on one page — each downloadable as CSV, everything as one JSON file, or print the whole thing to PDF.
Vehicle catalogEvery asset across all accounts: totals, real vs. demo counts, distinct makes and types, top-makes and by-type breakdowns; search and sort, filter to real-only or demos-only.
Site directoryA complete map of every page on the website, grouped by area, with links to open each for testing.
16 · Danger zone Danger
Irreversible actions. There is no undo — read twice, act once.
Reset a user's dataWipes a user's vehicles, parts, service history, reports, and shares but keeps their login. You must retype their email to confirm.
Delete an accountRemoves everything above and their login entirely. You cannot delete your own account here.
Revoke adminTo pull admin from an account, clear its role to "Customer" (or run the server-side revoke). Do this the moment someone no longer needs it.
Capital Fleet Tracker — Admin Guide. A living reference; reprint anytime as the panel grows.