STOEP

Training Manual & User Guide

Welcome to STOEP

STOEP is a comprehensive compliance and business management platform designed to help businesses maintain regulatory compliance, manage operations, and track performance metrics.

What You'll Learn: This training manual will guide you through all features, workflows, and best practices for using STOEP effectively.

Platform Overview

STOEP provides two main platforms tailored for different needs:

Desktop Web Dashboard

Full-featured dashboard for comprehensive business management, compliance tracking, and administrative tasks.

Mobile Application

On-the-go access to daily tasks, shelf-watch monitoring, product management, and quick compliance updates.

User Roles

STOEP supports two primary user roles, each with specific permissions and capabilities:

USER ROLE

Business Owners & Staff - Manage daily operations, upload documents, complete compliance tasks, and track business performance.

ADMIN ROLE

Administrators - Oversee all users, approve/reject documents, monitor compliance scores, and manage system-wide settings.

Key Benefits

  • Compliance Management: Track and manage all compliance requirements in one place
  • Document Control: Centralized document storage with approval workflows
  • Real-time Monitoring: Live compliance scores and performance metrics
  • Task Management: Structured daily tasks across 8 operational categories
  • Multi-platform Access: Desktop and mobile access for flexibility
  • Audit Trail: Complete history of all actions and changes

Getting Started

System Requirements

Recommended Browsers: Google Chrome, Safari, Firefox, or Edge (latest versions)

Accessing the Platform

Web Dashboard

  1. Navigate to your STOEP URL (provided by your administrator)
  2. Click "Web Dashboard" on the landing page
  3. Enter your email and password
  4. Click "Login"
URL Format: https://your-stoep-domain.com/dashboard.html

Mobile Application

  1. Navigate to your STOEP URL on your mobile device
  2. Bookmark the page for easy access
  3. Login with your credentials
  4. Use the side menu to navigate between features

Admin Portal

  1. From the landing page, click "Admin Portal"
  2. Login with your admin credentials
  3. Access administrative features and user management
Admin URL: https://your-stoep-domain.com/admin-dashboard.html

First Time Login

1 Check Your Profile - Navigate to Profile section and verify your information is correct
2 Setup Your Shop - Add your business/shop details in the Shops section
3 Upload Documents - Begin uploading required compliance documents
4 Explore Features - Familiarize yourself with all available sections
Important: Change your password after first login by navigating to Profile > Account Settings

User Role Guide

BUSINESS USERS

As a STOEP user, you have access to comprehensive tools for managing your business operations and compliance requirements.

Dashboard Overview

Your dashboard provides a quick snapshot of your business health:

  • Compliance Score: Real-time score based on completed tasks and approved documents
  • Pending Tasks: Number of incomplete daily tasks
  • Document Status: Overview of pending, approved, and rejected documents
  • Quick Actions: Fast access to common tasks

Main Features

1. Shop Management

Add Shop

Create new shop/business entries with full details

Edit Shop Details

Update business information, hours, contact details

Manage Multiple Shops

Handle multiple business locations in one account

2. Product Management

Desktop:

  1. Navigate to Products section
  2. Click "Add Product"
  3. Fill in product details (name, description, category)
  4. Upload product image (optional)
  5. Click "Save Product"

Mobile:

  1. Open side menu and select Products
  2. Tap "Add Product" button
  3. Enter product information
  4. Upload image from camera or gallery
  5. Submit product
Note: Price field is optional. Products can be saved with just name and description.

3. Document Management

Upload and track all compliance documents:

1 Navigate to Documents section
2 Click "Upload Document"
3 Select document type (ID, Tax Certificate, Business License, etc.)
4 Choose file from your device (max 10MB)
5 Add optional description
6 Submit and wait for admin approval

Document Statuses:

  • PENDING Awaiting admin review
  • APPROVED Accepted by administrator (increases compliance score)
  • REJECTED Rejected by administrator (decreases compliance score)

4. Compliance Tasks

Complete daily checklists across 8 operational categories:

Food Safety

8 daily tasks for food handling and safety protocols

Hygiene Standards

8 tasks for cleanliness and sanitation

Inventory Management

8 tasks for stock control and ordering

Customer Service

8 tasks for customer satisfaction

Equipment Maintenance

8 tasks for equipment upkeep

Financial Records

8 tasks for financial tracking

Staff Training

8 tasks for employee development

Legal Compliance

8 tasks for regulatory requirements

5. Daily Tasks Workflow

  1. Navigate to Compliance section
  2. Click "Daily Tasks" card
  3. Select a category (e.g., Food Safety)
  4. Review 8 tasks in the checklist
  5. Click checkbox to mark tasks complete
  6. Click "Add Note" to add observations
  7. Save notes (stored in database)
  8. Complete all categories daily
Pro Tip: Notes are saved per category and persist across sessions. Use them to document important observations or issues.

6. Profile Management

  • Update personal information (name, phone, email)
  • Change password
  • Update business details
  • View account activity

7. Support & Bug Reporting

Desktop:

  1. Navigate to Support section
  2. Click "Report Bug"
  3. Fill in bug details (title, description)
  4. Select category (Bug/Feature Request)
  5. Choose priority (Low/Medium/High)
  6. Submit report

Mobile:

  1. Open bug tracker modal from dashboard
  2. Fill in ticket information
  3. Submit to support team
All bug reports are saved to the database and reviewed by administrators.

Admin Role Guide

ADMINISTRATORS

As a STOEP administrator, you have full oversight of all users, documents, and system-wide compliance metrics.

Admin Dashboard

Your admin portal provides comprehensive system monitoring:

  • User Management: View and manage all user accounts
  • Document Approval Queue: Review pending document submissions
  • System Metrics: Overall compliance scores and statistics
  • Product & Shop Oversight: Monitor all business entries

Core Responsibilities

1. User Management

View All Users

See complete list of registered users with their compliance scores and activity status.

Monitor User Activity

Track user logins, document uploads, and task completion rates.

Manage Permissions

Control user access levels and feature availability.

2. Document Approval Workflow

This is the most critical admin function affecting user compliance scores:

  1. Login to Admin Portal
  2. Navigate to Documents section
  3. Find pending documents (yellow "Pending" badge)
  4. Click "View" to review document
  5. Verify document authenticity and validity
  6. Choose action:
    • Approve: Click green "Approve" button
    • Reject: Click red "Reject" button and add reason
  7. Confirm action
Compliance Score Impact (Yo-Yo Effect):
• Approving a document INCREASES user's compliance score
• Rejecting a document DECREASES user's compliance score
• These changes are immediate and reflected in user dashboards

3. Compliance Monitoring

Track system-wide compliance metrics:

  • Overall compliance score averages
  • Users with low compliance scores (requiring attention)
  • Document approval/rejection rates
  • Task completion statistics

4. Product & Shop Oversight

View All Products

See complete product inventory across all users

Monitor Shops

Review all registered business locations

Review Support Tickets

Access all bug reports and support requests

5. Data Management

All data is stored in MongoDB with the following collections:

users - User accounts and profiles products - Product inventory shops - Business locations documents - Uploaded compliance documents complianceTasks - User compliance task status checklistTemplates - Daily task templates (8 per category) dailyChecklistNotes - User notes for each category support_tickets - Bug reports and support requests

Best Practices

Document Review Guidelines:
• Review documents within 24 hours of submission
• Provide clear rejection reasons when applicable
• Verify document expiry dates for time-sensitive documents
• Maintain consistent approval criteria across all users

Admin Actions Log

All admin actions are logged for audit purposes:

  • Document approvals/rejections with timestamps
  • User account modifications
  • System configuration changes

Common Workflows

Workflow 1: Daily Task Completion

Objective: Complete daily checklists for all categories

1 Login to dashboard (desktop or mobile)
2 Navigate to Compliance → Daily Tasks
3 Select first category (Food Safety)
4 Complete all 8 tasks by checking boxes
5 Click "Add Note" if you have observations
6 Save notes and return to category list
7 Repeat for remaining 7 categories
Expected Result: All tasks completed, progress saved, notes stored in database

Workflow 2: Document Upload to Approval

User Side:

  1. Navigate to Documents section
  2. Click "Upload Document"
  3. Select document type
  4. Choose file (max 10MB)
  5. Submit document
  6. Status shows "Pending"

Admin Side:

  1. Login to Admin Portal
  2. Check Documents section for pending items
  3. Review uploaded document
  4. Approve or reject with reason

Back to User:

  1. Refresh dashboard
  2. See updated document status
  3. View updated compliance score
Compliance Score Changes:
Approval = Score ↑ | Rejection = Score ↓

Workflow 3: Product Management

1 Add Product: Navigate to Products → Add Product → Fill details → Save
2 Edit Product: Find product in list → Click Edit → Update info → Save
3 View Products: All products displayed in grid/list view

Workflow 4: Bug Reporting

  1. Encounter an issue while using STOEP
  2. Navigate to Support section (or open bug tracker modal)
  3. Click "Report Bug"
  4. Fill in:
    • Bug title (concise description)
    • Detailed description of issue
    • Category (Bug or Feature Request)
    • Priority (Low/Medium/High)
  5. Submit report
  6. Receive confirmation message
  7. Admin reviews ticket and responds

Workflow 5: Shop Setup

1 Navigate to Shops section
2 Click "Add Shop"
3 Fill in shop details (name, address, contact, hours)
4 Submit shop information
5 Shop appears in shop list

Workflow 6: Profile Update

  1. Navigate to Profile section
  2. Review current information
  3. Click "Edit Profile"
  4. Update:
    • Full name
    • Phone number
    • Business name
    • Email (if allowed)
  5. Save changes
  6. Verify updates persist after page reload

Feature Reference

Platform Features

Authentication

JWT tokens + session management with bcrypt password hashing

Real-time Compliance Scoring

Live score updates based on document approvals and task completion

Document Management

Upload, track, and manage compliance documents with approval workflow

Daily Task System

8 categories with 8 tasks each (64 total daily tasks)

Notes & Annotations

Add notes to daily task categories, persisted in MongoDB

Multi-Shop Support

Manage multiple business locations from one account

Product Inventory

Track products with images, descriptions, and categories

Bug Tracking

Report issues and feature requests directly from the platform

Mobile Responsive

Dedicated mobile app with touch-optimized interface

User Management

Admin control over all user accounts and permissions

MongoDB Backend

Robust database with 8+ collections for data persistence

Auto-sync

Data automatically syncs across desktop and mobile

Technical Specifications

Backend: - Node.js + Express.js - PM2 Process Management - MongoDB Database - RESTful API Architecture Frontend Desktop: - Vanilla JavaScript - CSS3 with Custom Properties - Cache Busting System Frontend Mobile: - React 18 - TypeScript - Styled Components - Redux Toolkit - Vite Build System Security: - JWT Authentication - bcrypt Password Hashing - CORS Protection - File Upload Validation

Data Collections

Collection Purpose
users User accounts and profiles
products Product inventory
shops Business locations
documents Uploaded compliance documents
complianceTasks User task completion status
checklistTemplates Daily task templates (8 per category)
dailyChecklistNotes User notes for task categories
support_tickets Bug reports and support requests

File Limits & Restrictions

  • Document Uploads: Maximum 10MB per file
  • Image Uploads: JPG, PNG, GIF formats supported
  • Supported Browsers: Chrome, Safari, Firefox, Edge (latest versions)
  • Session Timeout: 24 hours of inactivity

Troubleshooting Guide

Common Issues & Solutions

Login Issues

Problem: "Invalid credentials" error
Solution:
  1. Verify email and password are correct
  2. Check for caps lock
  3. Clear browser cache and cookies
  4. Try password reset if available
  5. Contact administrator if issue persists

Document Upload Failures

Problem: Document won't upload
Solution:
  1. Check file size (must be under 10MB)
  2. Verify file format is supported
  3. Ensure stable internet connection
  4. Try different browser
  5. Compress large files before uploading

Compliance Score Not Updating

Problem: Score doesn't reflect recent changes
Solution:
  1. Hard refresh page (Ctrl+Shift+R or Cmd+Shift+R)
  2. Log out and log back in
  3. Clear browser cache
  4. Wait for admin to approve/reject pending documents
  5. Check that tasks were saved (look for confirmation)

Mobile Menu Not Showing All Items

Problem: Can't see logout button or menu items cut off
Solution:
  1. Menu is scrollable - swipe up to see more items
  2. All items should be visible with current design
  3. If issue persists, clear app cache
  4. Try landscape orientation

Task Progress Not Saving

Problem: Checked tasks revert to unchecked
Solution:
  1. Ensure internet connection is active when checking tasks
  2. Wait for save confirmation before leaving page
  3. Don't close browser immediately after checking tasks
  4. Clear browser cache if problem continues

Notes Not Appearing

Problem: Previously saved notes don't load
Solution:
  1. Refresh the page
  2. Re-select the category
  3. Check that you're logged in as the correct user
  4. Notes are category-specific - ensure correct category selected

Performance Issues

Slow Loading

  • Clear browser cache and cookies
  • Close unnecessary browser tabs
  • Check internet connection speed
  • Disable browser extensions temporarily
  • Try incognito/private browsing mode

Mobile App Sluggish

  • Close other apps running in background
  • Clear mobile browser cache
  • Restart mobile device
  • Ensure sufficient device storage

Browser Compatibility

Recommended Browsers:
• Chrome (version 90+)
• Safari (version 14+)
• Firefox (version 88+)
• Edge (version 90+)
✗ Internet Explorer (not supported)

Getting Help

For Technical Support:
  1. Navigate to Support section in dashboard
  2. Click "Report Bug" or "Contact Support"
  3. Provide detailed description of issue
  4. Include screenshots if possible
  5. Note the time and date issue occurred
Before Contacting Support:
• Try clearing cache and cookies
• Test in different browser
• Check internet connection
• Note any error messages displayed

System Status Checks

If experiencing widespread issues, administrators can check:

# Check PM2 process status pm2 status # View application logs pm2 logs stoep-uat --lines 50 # Restart application pm2 restart stoep-uat # Check MongoDB connection mongosh stoep --eval "db.stats()"
STOEP

Compliance & Business Management Platform

Training Manual v1.3 - October 2025