Quick Start Guide for Admins

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An administrator in SynControl acts as the system architect, configurator, and maintainer of operational consistency. Admins create and maintain the system’s metadata, manage user accounts and access levels, configure how properties behave, define automation rules, and ensure every module is set up according to the organization’s operational requirements.

Administrators also maintain technical structures such as vocabularies, templates, permission rules, and workflows to ensure that users across departments (quality, planning, suppliers, compliance, technicians, and product teams) experience a smooth and controlled workflow.

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General Settings

Review General Settings

General Settings define the default operational behavior of the SynControl platform. This includes the time zone, currency, language, and notification preferences. Admins should review these settings at the beginning of the setup process to ensure that they match their organization’s operational standards. Proper configuration helps maintain consistency across all modules and avoids data discrepancies.

For additional details, refer to the General Settings

Understand Admin Responsibilities

Admins oversee the foundational system preparation before users begin working in SynControl. This involves creating and managing user accounts, assigning appropriate permission levels, configuring templates, defining vocabularies, and organizing product data. These actions determine how smoothly the system will operate for all teams. A well-prepared environment ensures that users receive the correct forms, workflows, and data structures required for their role.

Users and Permissions

Creating User Accounts

Each team member requires an individual SynControl account. Admins create new users by entering accurate identification details, ensuring every activity is traceable and linked to the correct person. This process forms the basis for controlled access across the organization.

Assigning Permissions

Permissions determine what each user can see and modify within the system. For example, technicians typically only access their assigned jobs, booking coordinators manage booking-related tasks, and suppliers only see information related to their own company. Admins assign these permission levels according to each user’s responsibilities to maintain system security and operational clarity.

More details on permission management, refer to the document on Permissions

Adjusting User Access

As teams evolve, admins may need to update user roles or deactivate accounts. Keeping user access accurate ensures that only authorized individuals interact with operational data and workflows.

Meta Properties

Purpose of Meta Properties

Meta Properties define the structure of all records across SynControl. They determine which fields appear in modules such as products, factories, suppliers, checkpoints, technical folders, and defects. These configurations establish the foundation for data entry, processing, and reporting.

Verifying Property Structure

Admins should review each property to confirm that fields, groups, and workflow rules correctly match internal processes. A well-defined property structure ensures that users capture accurate information and that reporting remains consistent across the organization.

For more information, refer to the document on Meta Properties

Vocabularies

Role of Vocabularies

Vocabularies provide predefined lists of selectable values throughout the platform. These may include defect categories, booking types, material classifications, and other standardized options used by different departments.

Aligning Vocabularies With Organizational Standards

Admins review and adjust vocabulary items so that terminology reflects their internal naming conventions. Consistent and clear vocabulary definitions significantly improve data accuracy and reporting quality.

For more information, refer to the document on Vocabulary.

Smart Templates

Importance of Smart Templates

Smart Templates define the structure and content of inspections, audits, and other quality workflows. Templates include checkpoints, instructions, fields, conditional logic, and result-collection rules. These templates guide technicians through structured processes in the SynControl mobile application.

Confirming Template Availability

Before teams begin working, admins must ensure templates exist for each relevant workflow or inspection type. Without proper templates, technicians cannot perform guided inspections or record results effectively.

For more information, refer to the document on Smart Templates.

Automation

What Automation Does

Automation rules allow SynControl to perform specific actions automatically. These may include sending notifications, assigning technicians, updating booking statuses, or applying workflow logic behind the scenes.

Creating Useful Automation Rules

Admins configure automation rules to support internal processes and reduce manual workload. Effective automation increases efficiency, minimizes human errors, and ensures consistent workflow progression.

For more information, refer to the document on Automation

Technician Areas

Purpose of Technician Areas

Technician Areas represent geographical or operational zones where technicians work. These areas help the system allocate tasks accurately and maintain visibility across field operations.

Assigning Technicians to Their Areas

Admins assign technicians to the correct areas so that the platform can allocate bookings appropriately. Once configured, assigned tasks appear on the technician’s schedule, ensuring clear visibility and correct workload distribution.

For more information, refer to the document on Technician Areas

Product and Compliance Data

Adding Product Information

Admins enter product information, including specifications, compliance requirements, and technical documentation. This ensures that inspection and audit workflows reference accurate and complete product data.

Preparing Checkpoints and Defect Lists

Checkpoints define inspection steps, while defect lists help categorize and describe issues identified during inspections. When properly configured, these elements support accurate field data collection and enable meaningful reporting.

For more information, refer to the document on Checkpoint

Planning Modules

Confirming Booking Creation

Admins test the end-to-end booking flow to ensure each booking correctly links with products, suppliers, factories, and technicians. Proper linking ensures accurate scheduling and workflow progression.

For more information, refer to the document on booking:

Verifying Calendar and Task Visibility

Admins review the calendar module to confirm that bookings appear as expected. They also check the Todo Tasks module to ensure technicians see their assigned tasks clearly.

Monitoring and Maintenance

Reviewing Dashboards

Dashboards give administrators visibility into bookings, inspections, technician progress, and workflow health. By reviewing dashboard insights regularly, admins can identify delays, data issues, or process deviations early.

Maintaining the System

As organizational processes evolve, admins are responsible for updating templates, vocabularies, permissions, automations, and property structures. Regular maintenance ensures that SynControl continues supporting teams efficiently and accurately.