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Admin tutorial

Step-by-step walkthroughs of the jobs you do as the platform owner. Each one lists every click and every command, in order. Tap a title to open it. For the full list of what each admin page can do, see the Admin guide.

← Admin panel Admin guide

Tutorials

  1. Make a referral code
  2. Find someone's code
  3. Change or turn off a code
  4. Change someone's role
  5. Approve a partner or a fleet discount
  6. Change prices
  7. See how the business is doing
  8. Review a fleet import
  9. See what a customer sees
  10. Run app testing
  11. Jobs done from your PC
  12. Set up an account for a client
  13. Delete or reset a user
  14. Support staff and tickets
  15. Give someone the GPS map
  16. Connect QuickBooks (optional)
  17. Make people update the app
  18. Fix parts customers flagged
  19. Family codes and one-time perks
  20. A customer emailed a spreadsheet
Codes & people
1. Make a referral codeA partner, mechanic or influencer wants their own code, e.g. SPEEDRACE2.

Before you start: the person needs a Capital Fleet Tracker account. You need the email they signed up with.

  1. Open Referral codes.
  2. Find the Create a referral code form at the top and fill it in:
    BoxWhat to put
    Owner emailTheir account email.
    TypePartner (non-mechanic), Mechanic, Influencer, or Owner.
    Display nameHow the code shows to customers, e.g. Dr. Chimezie Nwoke.
    Revenue shareTheir cut of what their customers pay, as a decimal: 0.30 = 30%.
    Customer discountWhat customers save: 0.10 = 10% off.
    CodeThe exact code, e.g. SPEEDRACE2. Leave blank to have one made up.
    Everything else is optional: free months, free vehicles, free equipment, a customer cap, an expiry date.
  3. Click Create code.
Done when it says Created code SPEEDRACE2 for … and the code appears in the list below. Their signup link is capitalfleettracker.com/signup.html?ref=SPEEDRACE2; anyone who opens it gets that code filled in instead of JEFF.
"No user for ownerEmail" means that email has no account yet: ask them to sign up first. "That code is taken" means the code already exists: see tutorial 2.
2. Find someone's codeYou know the person, not the code.

On the website: open Referral codes, press Ctrl+F (on a phone: the browser's "Find in page") and type part of their name.

From your PC: see docs\admin-pc-steps.html in your cft-website folder.

3. Change or turn off a codeNew terms, a typo, or a code you want to stop.
  1. Open Referral codes and find the code in the list.
  2. To change it: click Edit, change the boxes, click Save changes.
  3. To stop new signups using it but keep its history: click Disable. Enable turns it back on.
  4. To keep it working but hide it from public lists: click Hide.
  5. Delete removes it for good. Prefer Disable.
Customers who already signed up keep the discount they signed up with. Changing a code affects new signups only.
Don't edit NATIONWIDE here: its terms are set by a script. See tutorial 11.
4. Change someone's roleMake someone a mechanic, partner, influencer, owner, or admin.
  1. Open Referral codes and scroll to Assign a role.
  2. Type their account email, pick the role, click Set role.
  3. Tell them to sign out and sign back in. The new role only takes effect after that.

To see everyone and their roles, open Users (search by name or email, filter by role).

Admin gives them everything you have, across every app and the company books. For someone who answers support tickets, use support staff instead: it's granted from your PC with node grant-staff.js in cft-website\admin-scripts, on purpose not a button.
5. Approve a partner or a fleet discountSomeone applied to be a referral partner, or a fleet asked for volume pricing.
  1. Open the Admin panel.
  2. Partner applications: click Approve…. A form opens with their display name, type and code settings; check them, then click Create code & approve. That approves them and creates their code in one go. Or click Decline.
  3. Fleet discount requests: read their fleet size and message, click Approve, type the discount when asked as a decimal (0.15 = 15%; leave it blank to decide later) and click OK. Or click Decline.
Money
6. Change pricesNew price for a tier, an add-on, or another country.
  1. Open Pricing control.
  2. Base prices (USD): change the monthly, quarterly, 6-month or annual price for a tier (car, EV, motorcycle, boat, equipment, GPS).
  3. Add-on services: change any add-on price.
  4. Regions & currencies: + Add region for a new country, with its currency and exchange rate.
  5. Click Save pricing.
7. See how the business is doingRevenue, partner payouts, costs.
  1. Finances: revenue, the four-way split, partner payouts, expenses and profit by month, split by plan and by where customers pay (website, Android, iPhone).
  2. App costs: what each app costs to run.
  3. Investor report: revenue modeled by industry, with downloadable Word reports.
Paid plans started October 1, 2026, so revenue before then is zero.
Customers & apps
8. Review a fleet importA customer uploaded a spreadsheet of their vehicles.
  1. Open Fleet import audit.
  2. Open the import and read the AI summary and every row: ready, warning or error.
  3. Approve to create the vehicles (rows marked error are skipped), or click Reject and type a reason. The customer sees the reason.
9. See what a customer seesBefore a pitch, or to check something as a customer.
  1. Open Demo accounts.
  2. Pick a demo (customer, mechanic, partner, or an industry such as building services). You're signed out of admin and into that demo.
  3. When you're done, sign out and sign back in with your own account.
If the demos look empty or out of date: on the Admin panel, click Set up / reseed demo accounts and keep the tab open for a few minutes. It's safe to run again.
10. Run app testingNew testers signed up, or an app is ready for testing.
  1. Open the Admin panel: under tester signups, click Copy all new emails. Android emails go in the Google Play Console; iPhone emails go in App Store Connect TestFlight.
  2. Back on the panel, click Mark added for each one you added.
  3. Open Testers to see everyone, Grant rewards, read Suggestions & feedback, and start a testing window with Set launch (needs 12+ testers). Notify ready emails that app's testers.
Offers & deploying (on your PC)
11–14. Jobs done from your PCThe NATIONWIDE offer, deploying website or backend changes, and PowerShell errors.

These steps use PowerShell on your computer, so they are kept off the website. Open docs\admin-pc-steps.html in your cft-website folder, or ask Claude for the exact steps.

More admin jobs
15. Set up an account for a clientYou're sitting with a customer, or setting them up for them.
  1. Open Set up a client.
  2. The client: their email (this becomes their sign-in), and optionally their name, business name and miles or kilometers.
  3. How they get in: choose They set their own password (we email them a link; the safer choice), or I'll set a password and give it to them (at least 6 characters, shown to you once; tell them to change it).
  4. Their vehicles (optional): make, model, year, current odometer and a nickname. Add another vehicle for more.
  5. Cars, pickups, SUVs and vans only. Before you create the account, tick the box that says Every vehicle here is a car, truck, SUV or van.
  6. Click Create the account.
Vehicles added here have their parts marked as already confirmed by you. Only use it when you're actually going over the vehicles with the client.
Motorcycles, ATVs, boats, trailers and machines don't go on this form: each would get a car's parts list, and its hours would be saved as miles. Create the account without them. The customer adds them on their dashboard, which knows vehicle types: + Add vehicle or + Add equipment for one at a time, or Inventory > Import a list (CSV or Airtable) for a whole list.
16. Delete or reset a userSomeone asks to be removed, or wants to start over.
  1. Open the Admin panel and scroll to Delete or reset a user.
  2. Type their email and pick the Action: Reset data (keep login) wipes their vehicles, parts, service history, reports and shares but they can still sign in; Delete account (remove login too) removes everything, sign-in included.
  3. Type the email again to confirm, then click Permanently delete.
This cannot be undone. You can't delete your own account here.
17. Support staff and ticketsSomeone helps you answer customers.
  1. They need a Capital Fleet Tracker account first.
  2. Make them support staff from your PC (it is deliberately not a button): see docs\admin-pc-steps.html in your cft-website folder.
  3. They sign out and back in, then work from the Support console: open a ticket, Send reply, Set status (Open, In progress, Resolved), and Customer lookup by email.
Staff can't see finances, pricing, referral codes or other apps, and every customer lookup is logged. Don't make support people Admin.
18. Give someone the GPS mapA partner or tester needs to see all GPS data.
  1. Open the Admin panel, section GPS access (test GPS data).
  2. Type their email and click Grant GPS access (or Revoke GPS access). They sign out and back in.
  3. Open GPS map & data shows live positions, distance per vehicle, and recorded trips.
Customers don't need this: a vehicle with the GPS add-on shows on its owner's map automatically.
19. Connect QuickBooks (optional)Not needed today: customers pay through Stripe. Only if billing moves to QuickBooks.
  1. Open the Admin panel, section QuickBooks (optional, not in use).
  2. Click Connect QuickBooks, approve in the QuickBooks tab that opens, then come back.
  3. Click Check connection status to confirm.
The Intuit app credentials must be set up on the backend first; if Connect fails, that's the first thing to check.
20. Make people update the appA new app version is out, or an old one must stop working.
  1. Open App updates. Each app (CFT, Statewide, Nationwide) has its own box.
  2. Latest build (nudge below): anyone older gets a gentle "update available" prompt.
  3. Min build (block below): anyone older is blocked until they update. Use it only for a must-have fix.
  4. Optional: a Message for the update screen, and the store links.
  5. Click Save for that app.
Never set Min build higher than Latest build: that blocks everyone, including people on the newest version. The page warns you before saving.
21. Fix parts customers flaggedA customer said a part doesn't fit, or logged a part we don't track.
  1. Open the Admin panel, section Flagged parts (review log), and click Refresh.
  2. Unmatched: a customer logged service for a part not on their list. Doesn't fit: a tracked part makes no sense for that vehicle or machine.
  3. Tell Claude what to change in the parts lists, then mark the flag handled. Delete an entry only on request.

To look up what we track for any vehicle, open Vehicle catalog.

22. Family codes and one-time perksThe buttons under "Perks & one-time setup".
  • Create family codes: HERNANDEZ and DUBON. 1 free vehicle per account, free for life, up to 100 accounts per code, no revenue share.
  • Grant founding-tester perk: 2 free vehicle subscriptions through 2028 for every account created on or before launch day. Already-granted accounts are skipped.
  • Configure NATIONWIDE offer: writes the same terms as tutorial 11. Prefer the script in tutorial 11, which also shows you before/after and sets you as the partner.
All three are safe to press again: they don't reset anyone's counters or grants.
23. A customer emailed a spreadsheetFrom the "Help with a spreadsheet" page, or any email with a fleet list attached.
  1. Check whether they already have an account: search their email on All users.
  2. They have an account: don't create one and don't try to add the vehicles yourself. Nothing on the admin side can add vehicles to an existing account, and Set up a client refuses an email that already has one.
  3. Fix the file so it imports cleanly: one row per vehicle with a make, a model and the mileage (or hours for a machine), plus nickname, year, VIN, serial number, type and units where you have them. Save it as CSV.
  4. Reply with the fixed file and the steps: Dashboard, Inventory tab, Import a list (CSV or Airtable), upload the file, check the preview, tick the box, Import. Running the same file again doesn't add a vehicle twice (rows are matched by nickname).
  5. They have no account yet and want us to set it up: use Set up a client (tutorial 15), going over the vehicles with them.
The customer's own guide to the same steps is fleet-import.html; it is fine to send them the link.