Business Admin / Owner#

You are the admin of a workspace — normally the business owner. You hold every permission in your workspace: nobody can see or change more than you, and a few things only you can do (Billing, admin-only settings, granting admin to others).

Who this is for#

Owners and workspace admins of a single Business. If you manage the whole platform, you belong in Super Admin instead.

Your daily routine (10 minutes)#

1. Home dashboard — sign in at /admin/login and glance at the top:
   • today's greeting summary and the live lead feed — leads arriving right now;
   • needs-attention widgets — missed follow-ups, unanswered conversations, unassigned leads.
2. Leads — /admin/leads. Filter to unassigned or the first pipeline stage; make sure nothing is rotting at the top.
3. Follow-ups — anything overdue today should be reassigned or rescheduled before lunch.
4. WhatsApp → Inbox — /admin/conversations. Check unanswered threads; you can reply inside the 24-hour window or send a template when it has closed.
5. Done — your team (and the mobile app) handle the calls.

Expected result: you always know your lead count, your overdue follow-ups and your unanswered chats without asking anyone.

Your weekly routine (30 minutes)#

1. Reports (sidebar group) — review at least:
   • Lead volume — did you get more or fewer leads this week?
   • Source performance — which Page/form campaigns actually produce leads;
   • Agent performance and Response time — who is fast, who leaves leads waiting;
   • Funnel / bottleneck — the stage where deals stall.
2. Ads → Overview — /admin/ads-dashboard — a quick read on spend vs leads (the full ads operation is run by the Zodiac Tech team via the agency panel).
3. Team Members — confirm everyone who needs access has it, and nobody who left still does.
4. Billing — see the section below.

Managing the team#

Team Members (day-to-day)#

Sidebar → Team → Team Members (/admin/users).

• Invite a teammate: create member → they receive an invitation; roles available are member, manager and admin.
• Change a role: a manager can move members between manager/member; only an admin can grant or revoke the admin role, and nobody but an admin can edit or delete an admin (this is account-takeover protection — it is not configurable).
• Suspend someone who left rather than deleting them — history stays intact.

Settings → Team#

The Team settings section holds the invitation list and membership controls. If you only want to add one agent, Team Members is faster.

WhatsApp oversight#

• Inbox (/admin/conversations) — the shared team inbox; all agents can view and send.
• Templates — manage your approved message templates; template status is authoritative from Meta, so a template shows what Meta says, not what the CRM wishes.
• Automation — message automations that fire on lead events. Managers can manage templates; the WhatsApp connection itself (WABA, phone number, token) is admin-only — it lives in Settings → Communication → WhatsApp connection.
• Customers can opt out with a STOP keyword; opted-out leads must not be messaged. The CRM tracks this on the lead — respect it.

Reports worth a recurring calendar entry#

You can also schedule reports so they are emailed automatically (Reports → Scheduled reports). Full detail: Reports.

Billing — the owner's console (admin-only)#

Billing is deliberately restricted to the owner/admin — not even managers can open it.

1. Sidebar → Billing → Overview — /admin/billing. Status, next due date and your agreement.
2. Agreement (/admin/billing/agreement) — the commercial agreement for this workspace and its entitlements.
3. Invoices (/admin/billing/invoices) and Payments (/admin/billing/payments) — every renewal invoice and payment attempt, downloadable.
4. Billing details form — set business name, VAT/GST number, billing address and billing email once; every receipt PDF uses them.
5. Cancel subscription (/admin/billing/cancel) — read the effect before confirming; a cancellation change request is honest and does not pretend to be instant.

Settings only you should touch#

Settings → (sections): General, Leads & Sales, Communication, Connections, Appointments, Automation, Billing, Security, AI, Advanced.

Admin-only (credentials and connections — managers cannot open these): Email/SMTP, WhatsApp connection, Security, API keys, Storage, AI keys, Messaging, Queue/Realtime, Mobile login, Domain. Manager-tier sections (managers can also open): General, Branding, Business hours, Team.

1. Set General (currency, locale, tax rate) once — changing it later affects reporting.
2. Business hours drive response-time expectations and automations.
3. API keys — only create one if an integration genuinely needs it, and note what it is for.

What to avoid#

• Sharing your owner login. Use Team invites — the audit trail and session controls depend on everyone having their own account.
• Deleting leads with history to "clean up". Deleting destroys timeline, calls and WhatsApp history; use a lost reason or a view filter instead.
• Switching the WhatsApp connection or Meta app during an active campaign week. Pause first, change second, test third.
• Ignoring the restriction banner. It escalates to full suspension.
• Using the GDPR deletion flow casually. Scheduling deletion for a workspace starts a 30-day cool-off and then erases data — see Data retention & privacy (GDPR).

Technical details#

• Owner = Spatie role admin + user_tenants pivot role admin; the pivot is the fail-closed fallback when roles drifted.
• Billing portal gate: super admin OR tenants.owner_id OR Spatie admin; commercial tables are commercial_* + billing_invoices (App\Filament\Pages\Billing\BillingPortal).
• The dashboard widgets read Leads, FollowUps, Conversations scoped to your tenant_id.

Related guides#

• Sales Manager · Sales Agent
• Billing overview · Client billing portal
• WhatsApp inbox · Message templates
• Add team members