Society Administrator Guide

Types of Administrator Roles

The system supports two levels of administrative access:

• Main Administrator: Has full control over all aspects of the system, including creating and deleting societies.
• Society Administrator: Has administrative control within a specific society but cannot create new societies or access system-wide settings.

Society Administrator Permissions

As a society administrator, you can:

• Approve or reject membership applications
• Review and process loan applications
• Manage society documents
• View and update member account balances
• Send messages to members
• Generate reports for your society
• Configure society settings
• Designate other society administrators

Accessing the Admin Panel

To access your admin panel:

1. Log in to your account.
2. Click on your society name in the dashboard.
3. Click on Admin Panel in the quick actions menu.
4. Alternatively, click on your profile icon and select Society Administration.

Reviewing Join Requests

To review membership applications to your society:

1. Navigate to Admin Panel > Members > Join Requests.
2. Review each application's details, including the applicant's name, contact information, and stated reason for joining.
3. Click Approve to accept an application or Reject to decline it.
4. Optionally, add a note explaining your decision, which will be shared with the applicant.

Managing Existing Members

To manage existing society members:

1. Go to Admin Panel > Members > Member List.
2. Use the search box to find specific members.
3. Click on a member's name to view their full profile, including contact information, contribution history, and loan status.
4. From a member's profile, you can:
   • Update their membership status
   • Reset their password if needed
   • View their financial history
   • Send them a direct message
   • Temporarily suspend their account if necessary

Adding New Members Manually

To add members directly (bypassing the join request process):

1. Navigate to Admin Panel > Members > Add Member.
2. Fill in the new member's details including name, contact information, and initial contribution (if applicable).
3. Set a temporary password for the new member.
4. Click Create Member to add them to your society.

Bulk Member Import

To import multiple members at once:

1. Go to Admin Panel > Members > Bulk Import.
2. Download the CSV template provided.
3. Fill in the template with member information.
4. Upload the completed CSV file.
5. Review the preview of the import data.
6. Click Confirm Import to add all members.

Managing Society Administrators

To assign or remove administrator roles:

1. Go to Admin Panel > Settings > Administrators.
2. Click Add Administrator to promote a member.
3. Select a member from the dropdown list.
4. Assign the appropriate admin permissions.
5. To remove an administrator, click the Remove button next to their name.

Reviewing Loan Applications

To review and process loan applications:

1. Navigate to Admin Panel > Loans > Pending Applications.
2. Click on an application to view its details, including:
   • Loan amount and purpose
   • Applicant's contribution history and current balance
   • Applicant's previous loan history
   • Guarantor information
   • Requested repayment terms
3. Review the applicant's eligibility based on your society's loan policy.
4. Check guarantor approvals (all guarantors must approve before you can process the loan).
5. Click Approve, Reject, or Request More Information.
6. If approving, you can adjust loan terms if necessary and add notes.

Disbursing Loans

After a loan is approved, you need to mark it as disbursed:

1. Go to Admin Panel > Loans > Approved Loans.
2. Select the loan you want to disburse.
3. Click Mark as Disbursed.
4. Enter the disbursement date and reference number (if applicable).
5. Click Confirm Disbursement.

Managing Loan Repayments

To record and track loan repayments:

1. Navigate to Admin Panel > Loans > Active Loans.
2. Select the loan for which you want to record a payment.
3. Click Record Payment.
4. Enter the payment amount, date, and payment method.
5. Add any relevant reference numbers or notes.
6. Click Save Payment.

Handling Overdue Loans

To manage loans that are past their due date:

1. Go to Admin Panel > Loans > Overdue Loans.
2. Review the list of overdue loans sorted by days overdue.
3. Select a loan to see detailed repayment history and borrower information.
4. Take appropriate action:
   • Send a reminder message to the borrower
   • Update the loan status (e.g., to "In Collection")
   • Extend the loan period if appropriate
   • Begin guarantor collection process if necessary

Configuring Loan Products

To set up or modify loan products offered by your society:

1. Navigate to Admin Panel > Settings > Loan Products.
2. Click Add Loan Product or select an existing product to edit.
3. Configure the loan parameters:
   • Name and description
   • Minimum and maximum loan amounts
   • Interest rate and calculation method
   • Repayment terms and frequency
   • Required guarantor percentage
   • Eligibility criteria
4. Click Save Loan Product.

Managing Member Contributions

To record and track member contributions:

1. Navigate to Admin Panel > Finance > Record Contribution.
2. Select the member making the contribution.
3. Enter the contribution amount, date, and payment method.
4. Add any relevant reference numbers or notes.
5. Click Record Contribution.

Updating Account Balances

To update a member's account balance:

1. Go to Admin Panel > Members > Member List.
2. Find and select the member whose balance you want to update.
3. Click Update Balance.
4. Enter the new balance or adjustment amount.
5. Provide a reason for the adjustment.
6. Click Save Changes.

Processing Withdrawals

To process a member's withdrawal request:

1. Navigate to Admin Panel > Finance > Withdrawal Requests.
2. Select the withdrawal request to review.
3. Verify that the member has sufficient funds available.
4. Click Approve or Reject based on your assessment.
5. If approved, mark the withdrawal as processed once funds have been disbursed.

Managing Society Funds

To manage overall society finances:

1. Go to Admin Panel > Finance > Society Balance.
2. Review the current society balance, total contributions, loans disbursed, and other financial metrics.
3. Use the Record Transaction button to log expenses, income, or transfers.
4. Enter transaction details including amount, category, and description.
5. Attach any supporting documentation if needed.
6. Click Save Transaction.

Generating Financial Reports

To create financial reports for your society:

1. Navigate to Admin Panel > Reports > Financial Reports.
2. Select the type of report you want to generate:
   • Balance Sheet
   • Income Statement
   • Cash Flow Statement
   • Member Contribution Summary
   • Loan Portfolio Report
3. Specify the date range for the report.
4. Click Generate Report.
5. View the report online or export it to PDF or Excel format.

Understanding Document Types

The system supports various document types for your society:

• Rules: Governing rules of the society
• Bylaws: Official bylaws and regulations
• Offerings: Information about financial products and services
• Policy: Official society policies
• Minutes: Records of meetings
• Financial: Financial statements and reports
• Other: Any other document types

Uploading Documents

To upload documents to your society:

1. Navigate to Admin Panel > Documents > Upload Document.
2. Click Select File and choose the PDF document to upload (maximum size: 2MB).
3. Enter a title and description for the document.
4. Select the document type from the dropdown menu.
5. Choose the visibility setting:
   • Public: Visible to all society members
   • Admin Only: Visible only to society administrators
6. Click Upload Document.

Managing Existing Documents

To manage documents you've already uploaded:

1. Go to Admin Panel > Documents > Document Library.
2. Use the filters to sort documents by type or visibility.
3. For each document, you can:
   • View the document by clicking its title
   • Edit document details by clicking the Edit button
   • Change visibility settings
   • Delete the document if it's no longer needed
   • Download the document to your device

Creating Document Categories

While the system provides default document types, you can organize documents further:

1. Navigate to Admin Panel > Documents > Categories.
2. Click Add Category.
3. Enter a name and description for the new category.
4. Click Create Category.
5. You can now assign this category when uploading or editing documents.

Sending Individual Messages

To send a message to an individual member:

1. Navigate to Admin Panel > Communications > Compose Message.
2. Select a member from the recipient dropdown.
3. Enter a subject for your message.
4. Type your message in the body field.
5. Click Send Message.

Sending Group Messages

To send a message to multiple members:

1. Go to Admin Panel > Communications > Broadcast Message.
2. Select your target audience:
   • All society members
   • Only active members
   • Members with loans
   • Custom selection (allows you to pick individual members)
3. Enter a subject and message body.
4. Click Send Broadcast.

Creating Announcements

To post an announcement on the society's homepage:

1. Navigate to Admin Panel > Communications > Announcements.
2. Click Create Announcement.
3. Enter a title and content for your announcement.
4. Set a display period (start and end dates).
5. Choose an importance level (normal, important, urgent).
6. Click Publish Announcement.

Message Templates

To create and use message templates for common communications:

1. Go to Admin Panel > Communications > Templates.
2. Click Create Template.
3. Enter a template name, subject, and message body.
4. You can use placeholders like that will be replaced with actual values when sent.
5. Save your template.
6. When composing a new message, you can select this template from the dropdown menu.

Message History and Analytics

To view messaging history and statistics:

1. Navigate to Admin Panel > Communications > Message History.
2. View metrics such as:
   • Total messages sent
   • Read rates
   • Response rates
   • Most active conversations
3. Filter by date range, message type, or recipient.
4. Export message history to CSV if needed.

Available Reports

The system offers various reports for society administrators:

• Member Reports: Membership statistics, growth trends, and demographics
• Financial Reports: Balance sheets, income statements, cash flow analyses
• Loan Reports: Active loans, repayment performance, delinquency rates
• Contribution Reports: Contribution trends, individual performance
• Activity Reports: System usage, login patterns, feature engagement

Generating Reports

To generate a standard report:

1. Navigate to Admin Panel > Reports.
2. Select the report category and specific report type.
3. Set parameters such as date range and filtering criteria.
4. Click Generate Report.
5. View the report online or export it in your preferred format (PDF, Excel, CSV).

Creating Custom Reports

To create a custom report with specific metrics:

1. Go to Admin Panel > Reports > Custom Reports.
2. Click Create Custom Report.
3. Select the data sources and fields you want to include.
4. Configure sorting, grouping, and filtering options.
5. Set up any calculations or aggregations.
6. Name and save your custom report for future use.

Scheduled Reports

To set up automatic report generation and distribution:

1. Navigate to Admin Panel > Reports > Scheduled Reports.
2. Click Create Schedule.
3. Select the report type to schedule.
4. Set the frequency (daily, weekly, monthly, quarterly).
5. Choose delivery options (email, system notification, or both).
6. Specify recipients for the report.
7. Click Save Schedule.

Analytics Dashboard

To access real-time analytics for your society:

1. Go to Admin Panel > Analytics.
2. View visualizations of key metrics:
   • Membership growth
   • Financial performance
   • Loan portfolio health
   • Contribution patterns
3. Use the filters to adjust the time period and focus areas.
4. Hover over graphs for detailed information.
5. Click Download to save charts for presentations.

Society Profile Settings

To update your society's profile information:

1. Navigate to Admin Panel > Settings > Society Profile.
2. Update the following information as needed:
   • Society name and description
   • Contact email and phone number
   • Physical address and location
   • Establishment date
   • Website (if applicable)
   • Society logo (if applicable)
3. Click Save Changes.

Contribution Settings

To configure contribution requirements and policies:

1. Go to Admin Panel > Settings > Contribution Rules.
2. Configure the following settings:
   • Minimum contribution amount
   • Contribution frequency (weekly, monthly, quarterly)
   • Late contribution penalties (if any)
   • Contribution benefits and interest rates
3. Click Save Configuration.

Loan Policy Settings

To configure loan policies for your society:

1. Navigate to Admin Panel > Settings > Loan Policies.
2. Configure the following settings:
   • Maximum loan amount (either fixed or as multiplier of savings)
   • Interest rates for different loan types
   • Minimum membership duration for loan eligibility
   • Required guarantor policies
   • Repayment terms and grace periods
   • Late payment penalties
3. Click Save Policies.

Security Settings

To manage security settings for your society:

1. Go to Admin Panel > Settings > Security.
2. Configure the following options:
   • Password policy requirements for members
   • Two-factor authentication requirements
   • Session timeout settings
   • IP access restrictions (if needed)
   • Audit log retention period
3. Click Save Security Settings.

Notification Settings

To configure automated notifications for your society:

1. Navigate to Admin Panel > Settings > Notifications.
2. For each notification type (loan approvals, contribution reminders, etc.), you can:
   • Enable or disable the notification
   • Choose delivery methods (in-app, email, both)
   • Customize notification message templates
   • Set timing for scheduled notifications
3. Click Save Notification Settings.