User Guide

The Dashboard is your central hub where you can see at a glance all the categories you are tracking within Altvanta Business Solutions. It provides a quick overview of your data, alerts, and activity without having to navigate through individual sections.

Accessing the Dashboard

To access the dashboard, click on the "Altvanta" menu on the left sidebar. The dashboard will open as the main page of the plugin.

Category Cards

At the top of the dashboard, you will see various cards representing each category. Clicking the number on any card will take you directly to that category's detail page.

From the detail page, each line item will have the following link functions:

• View — Opens a detailed view of the item.
• Edit — Allows you to modify the item's information.
• Delete — Removes the item from the system.

Most categories have these functions. Some categories may not include all three.

Quick View Tables

Below the category cards, you will find several quick view tables:

1. Recent Activity

Displays the last 5 actions taken within the plugin. This is useful for tracking what has recently been added, edited, or deleted.

2. Asset Categories

Shows how many items exist within each sub-category of assets. This gives you a breakdown of your asset inventory at a glance.

3. Warranty Alerts

If you have set up assets and entered warranty information correctly, this table will display the warranty status for each asset. It will alert you if a warranty is about to expire, has already expired, or has no warranty alerts on file.

4. Maintenance Alerts

Ideal for tracking vehicles being repaired or scheduled for service. This table displays upcoming or overdue maintenance reminders so nothing falls through the cracks.

Quick Action Links

At the very bottom of the dashboard, you will find quick action links for fast access to common tasks within the plugin.

Sub-administrators are users who the owner allows to access the backend of the admin site with certain permissions to add, edit, and delete items within the Altvanta Business Solutions plugin.

Step 1: Create the User

1. After installing the website, go to the WordPress "Users" menu on the left sidebar.
2. Click "Add User".
3. Enter the required information (username, email, password, etc.).
4. IMPORTANT: Set their role to "Subscriber". Do NOT set it to any higher role.
5. Click "Add User".

Step 2: Assign Permissions

1. Go to the Altvanta menu on the left sidebar.
2. Click on "Settings".
3. Click on "User Access".
4. Look for the sub-administrator you just created.
5. Click on each option you want to give them under every category: Assets, Categories, Inventory, Purchasing, Fleet, Employees, User Access.
6. Be careful and make sure the options you pick are the ones you really want them to have. When that new sub-administrator logs in, they will only be able to do what you gave them permissions to do on the Altvanta plugin.

Step 3: Test Before Handing Over Access

Before you give the login credentials to the sub-administrator, double-check everything:

1. Log in using the newly created sub-administrator account.
2. Click on all the Altvanta categories and make sure the permissions are correct.
3. For example, if you unchecked "Add Purchases" from the Purchases category, the new sub-administrator should NOT see the "Add Purchase" button.
4. Do these checks to be on the safe side before sharing the login credentials.

The Assets section allows you to track and manage all physical assets within your organization. Each asset you create in Altvanta Business Solutions will automatically generate a unique QR code for tracking and identification purposes.

Accessing the Assets Page

Click on the "Assets" menu on the left sidebar to open the Assets page. From here, you can view, add, edit, and manage all of your assets.

Adding a New Asset

To add a new asset, click the "+ Add New Asset" button. This will take you to the "Add New Asset" page where you can enter the following information:

• Asset Name * — Required. A descriptive name for the asset.
• Category * — Required. Select the category this asset belongs to.
• Serial Number (optional) — The manufacturer's serial number.
• Asset Photo (optional) — Upload a photo of the asset.
• Warranty Provider (optional) — The name of the warranty provider.
• Warranty Expiration (optional) — The date the warranty expires (mm/dd/yyyy).
• Warranty Notes (optional) — Any additional warranty details.
• Purchase Date (optional) — The date the asset was purchased (mm/dd/yyyy).
• Purchase Price * — Required. The cost of the asset.
• Vendor (optional) — The vendor or supplier.
• Location (optional) — Where the asset is physically located.
• Assigned Employee (optional) — Select the Altvanta employee assigned to this asset.
• Status — Current status of the asset (default: Active).
• Notes (optional) — Any additional notes.

Most fields are optional. Enter as much or as little information as you need.

When finished, click "Save Asset" to save the asset to the database.

Exporting Asset Data

At the top of the Assets page, you will find export options:

• Export to CSV — Downloads the asset list as a CSV file for use in spreadsheets.
• Export to PDF — Downloads the asset list as a formatted PDF document.

To include QR codes in the PDF export, check the "Include QR Codes" checkbox before exporting.

Searching Assets

At the top of the Assets page, there is a search feature that allows you to quickly find any asset by name, serial number, or other details.

QR Codes

Every asset created in Altvanta automatically generates a unique QR code for easy tracking and identification.

Viewing a QR Code

To view an asset's QR code, click the "View" link on any asset in the asset list. This will take you to that asset's detail page, where the QR code is displayed.

Printing a QR Label

The asset detail page includes a button to print the QR label. This allows you to print a physical QR code label and attach it to the corresponding asset for real-world tracking.

Scanning a QR Code

Scanning a QR code with a phone camera will take you directly to that asset's detail page.

The Inventory section allows you to track and manage all inventory items within your organization. Each inventory item you create in Altvanta Business Solutions will automatically generate a unique QR code for tracking and identification purposes.

Accessing the Inventory Page

Click on the "Inventory" menu on the left sidebar to open the Inventory page. From here, you can view, add, edit, and manage all of your inventory items.

Adding a New Inventory Item

To add a new inventory item, click the "+ Add Inventory Item" button.

• Item Name * — Required. A descriptive name for the inventory item.
• Category * — Required. Select the category this item belongs to.
• SKU (optional) — Stock Keeping Unit number for internal tracking.
• Barcode (optional) — The product barcode number.
• Inventory Photo (optional) — Upload a photo of the item.
• Quantity * — Required. The current quantity in stock.
• Minimum Stock Level (optional) — The minimum quantity before a restock alert triggers (default: 0).
• Unit Cost (optional) — The cost per unit of this item (default: 0).
• Vendor (optional) — The vendor or supplier.
• Location (optional) — Where the item is physically stored.
• Assigned Employee (optional) — Select the Altvanta employee assigned to this item.
• Status — Current status of the item (default: Active).
• Notes (optional) — Any additional notes.

When finished, click "Save Inventory Item" to save the item to the database.

Exporting Inventory Data

• Export to CSV — Downloads the inventory list as a CSV file for use in spreadsheets.
• Export to PDF — Downloads the inventory list as a formatted PDF document.

To include QR codes in the PDF export, check the "Include QR Codes" checkbox before exporting.

Searching Inventory

At the top of the Inventory page, there is a search feature that allows you to quickly find any inventory item by name, SKU, barcode, or other details.

QR Codes

Every inventory item created in Altvanta automatically generates a unique QR code for easy tracking and identification.

• Viewing a QR Code — Click the "View" link on any inventory item to see its QR code on the detail page.
• Printing a QR Label — The inventory detail page includes a button to print the QR label.
• Scanning a QR Code — Scanning a QR code with a phone camera will take you directly to that inventory item's detail page.

The Purchases section allows you to create and manage purchase orders for items being acquired by your organization. Each purchase order tracks vendor information, payment and shipping details, and the individual items being purchased.

Accessing the Purchases Page

Click on the "Purchases" menu on the left sidebar to open the Purchases page. From here, you can view, add, edit, and manage all of your purchase orders.

Adding a New Purchase Order

To create a new purchase order, click the "+ Add Purchase Order" button. This will take you to the "Add Purchase Order" page, which is divided into three sections:

Purchase Information

• Vendor Name — The name of the vendor or supplier.
• Vendor Email — The vendor's email address.
• Vendor Phone — The vendor's phone number.
• Order Date — The date the order was placed.
• Expected Delivery — The expected delivery date.
• Status — Select the current status of the purchase order.

Payment & Shipping Information

• Payment Status — Select the payment status (e.g., Pending, Paid).
• Payment Method — Select the payment method used.
• Shipping Cost — The shipping cost for this order (default: 0).
• Tax — The tax amount for this order (default: 0).
• Notes — Any additional notes for this purchase order.

Purchase Items

Add the items included in this purchase order by filling out the following for each item:

• Item Name — A descriptive name for the item.
• Category — Select the category this item belongs to.
• SKU — Stock Keeping Unit number (optional).
• Type — Select the item type from the dropdown.
• Quantity — The number of units being purchased.
• Unit Cost — The cost per unit.

To add as many items as you need, click "+ Add Item" at the bottom of the items list. A new row will appear for each additional item. To remove an item, click "Remove" next to that item.

Adding Items to Inventory

There are two ways to add purchase items to your inventory:

Method 1: Automatic (All Items)

Check the box at the bottom that says: "Automatically add or update inventory items with type 'Inventory' when this purchase is saved." When this box is checked, ALL items in this purchase order will be automatically added or updated in your Inventory.

Method 2: Individual Selection

Leave the automatic checkbox unchecked. Instead, for each item you want to add to inventory, select "Inventory" from the "Type" dropdown list for that item only. Items set to any other option in the "Type" dropdown will NOT be added to your inventory list.

The Fleet section allows you to track and manage all vehicles within your organization. You can enter as much or as little information as you want to track for each vehicle.

Accessing the Fleet Page

Click on the "Fleet" menu on the left sidebar to open the Fleet page. From here, you can view, add, edit, and manage all of your vehicles.

Adding a New Vehicle

To add a new vehicle, click the "+ Add Vehicle" button.

• Vehicle Name * — Required. A descriptive name for the vehicle.
• Make * — Required. The manufacturer of the vehicle.
• Model * — Required. The model of the vehicle.
• Year * — Required. Select the year of the vehicle.
• VIN (optional) — Vehicle Identification Number.
• License Plate (optional) — The license plate number.
• Mileage (optional) — The current mileage of the vehicle.
• Assigned Employee (optional) — Select the employee assigned to this vehicle.
• Purchase Date (optional) — The date the vehicle was purchased.
• Purchase Price (optional) — The cost of the vehicle.
• Status — Current status of the vehicle (default: Active).
• Insurance Provider (optional) — The name of the insurance provider.
• Insurance Policy (optional) — The insurance policy number.
• Insurance Expiration (optional) — The date the insurance expires (mm/dd/yyyy).
• Registration Number (optional) — The vehicle registration number.
• Registration Expiration (optional) — The date the registration expires (mm/dd/yyyy).
• Notes (optional) — Any additional notes.

When finished, click "Save Vehicle" to save the vehicle to the database.

Assigning an Employee to a Vehicle

To assign an employee to a vehicle, the employee must already exist in the Altvanta database. If you have not added an employee yet, you can assign one later by clicking the "Edit" link for that vehicle and selecting the employee from the "Assigned Employee" dropdown.

Exporting Fleet Data

• Export to CSV — Downloads the fleet list as a CSV file for use in spreadsheets.
• Export to PDF — Downloads the fleet list as a formatted PDF document.

Searching Fleet

At the top of the Fleet page, there is a search feature that allows you to quickly find any vehicle by name, make, model, VIN, or other details.

The Employees section allows you to maintain a list of employees within your organization. Employee records are used to assign assets, inventory items, and fleet vehicles to specific individuals.

Accessing the Employees Page

Click on the "Employees" menu on the left sidebar to open the Employees page. From here, you can view, add, edit, and manage all of your employee records.

Adding a New Employee

To add a new employee, click the "+ Add New Employee" button.

• Employee Number * — Required. A unique number to identify the employee.
• First Name * — Required. The employee's first name.
• Last Name * — Required. The employee's last name.
• Job Title (optional) — The employee's job title.
• Department (optional) — The department the employee belongs to.
• Email (optional) — The employee's email address.
• Phone (optional) — The employee's phone number.
• Hire Date (optional) — The date the employee was hired (mm/dd/yyyy).
• Status — Current status of the employee (default: Active).
• Notes (optional) — Any additional notes.

When finished, click "Save Employee" to save the employee to the database.

What Can an Employee Be Assigned To?

Once an employee is in the system, they can be assigned to:

• Assets — Assign a tracked asset (e.g., laptop, equipment) to an employee.
• Inventory — Assign an inventory item to an employee.
• Fleet Vehicles — Assign a vehicle to an employee.

To make an assignment, go to the Assets, Inventory, or Fleet section and select the employee from the "Assigned Employee" dropdown when adding or editing an item.

Searching Employees

At the top of the Employees page, there is a search feature that allows you to quickly find any employee by first name, last name, or both.

The Maintenance section allows you to track and manage maintenance activities for your assets, inventory items, and fleet vehicles. You can schedule repairs, log service history, and monitor priority levels at a glance.

Accessing the Maintenance Page

Click on the "Maintenance" menu on the left sidebar to open the Maintenance page. From here, you can view, add, edit, and manage all maintenance records.

Adding a New Maintenance Record

To add a new maintenance record, click the "+ Add Maintenance Record" button.

• Item Type * — Required. Select the type of item requiring maintenance: Asset, Inventory, or Fleet.
• Select Item * — Required. After selecting the Item Type above, this dropdown will populate with all items of that type.
• Description (optional) — A description of the maintenance work needed or performed.
• Assigned To (optional) — Select the employee assigned to handle this maintenance.
• Scheduled Date (optional) — The date maintenance is scheduled (mm/dd/yyyy).
• Completed Date (optional) — The date maintenance was completed (mm/dd/yyyy).
• Cost (optional) — The cost of the maintenance (default: 0).
• Vendor (optional) — The vendor or service provider performing the maintenance.
• Priority * — Required. The priority level: Low, Medium, or High.
• Status — Current status of the maintenance record (default: Open).
• Notes (optional) — Any additional notes.

When finished, click "Save Maintenance Record" to save the record to the database.

How the Item Type and Select Item Work

The first dropdown is "Item Type", where you choose from Asset, Inventory, or Fleet. Once you select an Item Type, the second dropdown ("Select Item") will automatically populate with all items of that type. For example:

1. Select "Fleet" as the Item Type.
2. The Select Item dropdown will now show all fleet vehicles.
3. Choose the specific vehicle that needs maintenance.

Priority Levels and Color Coding

Each priority level displays a colored circle for quick visual identification:

• Low — Green circle
• Medium — Yellow circle
• High — Red circle

The red circle indicates the highest priority and is the most urgent. This color coding is visible from the dashboard, allowing you to quickly identify maintenance items that need immediate attention.

The "Needs Repair or Service" card on the dashboard displays the total number of items that currently require repair or service. This provides a quick at-a-glance view of outstanding maintenance tasks.

Accessing the Needs Repair or Service Page

Click on the number displayed on the "Needs Repair or Service" card on the dashboard. This will take you to a detailed list of all items requiring repair or service.

The Repair or Service List

The list displays each item individually with the following information: Item name, Item type (Asset, Inventory, or Fleet), Priority level (displayed as a colored circle), and Status.

Priority Color Coding

• Low — Green circle
• Medium — Yellow circle
• High — Red circle

This color coding allows you to quickly identify which items need the most urgent attention.

Action Links

On the right side of each item, you will see action links:

• For Asset and Inventory items: "View" — Opens the detail page for that item.
• For Fleet items: "View Vehicles" — Opens the vehicle detail page with general information about that vehicle. "View Repairs" — Opens the repairs page so you can see what repairs or service are scheduled for that specific vehicle.

The Dashboard Cards setting allows you to choose which cards are displayed on the dashboard. This lets you customize the dashboard to show only the information that is most relevant to you.

Accessing the Dashboard Cards Settings

1. Click on the "Settings" menu on the left sidebar.
2. Click on "Dashboard Cards".

On the next page, you will see a list of all available dashboard cards with a checkbox next to each one.

Customizing Your Dashboard

Simply check or uncheck the cards that you want to see on the dashboard:

• Checked — The card will be displayed on the dashboard.
• Unchecked — The card will be hidden from the dashboard.

Click "Save" when finished to apply your changes.

Categories are used throughout the Altvanta plugin to organize and classify your assets, inventory items, and other records. The categories you create here will appear in the dropdown lists across the entire plugin when adding or editing items.

Accessing the Categories Page

1. Click on the "Settings" menu on the left sidebar.
2. Click on "Categories".

From this page, you can add, edit, and delete categories.

Adding a New Category

To add a new category, click the "+ Add Category" button. Enter the category name and click "Save". The new category will now appear in the dropdown lists across the plugin.

Editing a Category

To edit an existing category, click the "Edit" link next to the category you want to modify. Make your changes and click "Save".

Deleting a Category

To delete a category, click the "Delete" link next to the category you want to remove. Confirm the deletion when prompted.

The Settings area allows you to configure various aspects of the Altvanta Business Solutions plugin. Access settings by clicking on the "Settings" menu on the left sidebar.

User Access

Manage permissions for sub-administrators. Control which categories and actions each user can access within the plugin. See the "Setting Up Sub-Administrators" section for detailed instructions.

Categories

Add, edit, or delete categories that appear in dropdown lists across the plugin. See the "Editing Categories" section for detailed instructions.

Dashboard Cards

Choose which cards are displayed on the dashboard. Check or uncheck cards to show or hide them. See the "Dashboard Cards" section for detailed instructions.