Website Admin Guide
Comprehensive guide for administrators to manage associations, members, invoices, and system settings through the CaliPay web platform.
Admin Access Required: This guide is for association administrators and CaliPay system admins. Contact your association admin if you need access permissions.
Admin Dashboard Overview
Members
Manage association members
Invoices
Generate and track invoices
Reports
Financial and usage reports
Settings
Association configuration
Member Management
Managing Association MembersCore Feature
Add, edit, and manage members of your residential welfare association with comprehensive member profiles.
Adding New Members
- Navigate to Members → Add Member
- Enter personal details (name, phone, email)
- Assign property details (unit, block, floor)
- Set member role and permissions
- Generate invitation code for mobile app
Member Profiles
- View complete member information
- Track payment history and status
- Update contact details and preferences
- Manage multiple properties per member
- Set member-specific billing preferences
⚠️ Important Notes
- Phone numbers must be unique across the association
- Invitation codes expire after 30 days
- Members need admin approval for mobile app access
- Property assignments affect billing and invoice generation
Member Permissions & Roles
Admin
Full system access
Manager
Limited admin access
Member
View and pay invoices
Invoice Management
Creating and Managing InvoicesCore Feature
Generate bulk invoices, track payments, and manage billing cycles for your association.
Bulk Invoice Generation
- Create invoices for all members at once
- Set different amounts based on property type
- Include multiple charge categories
- Schedule automatic recurring invoices
- Apply discounts and late fees
Invoice Tracking
- Real-time payment status updates
- Automated payment confirmations
- Outstanding balance tracking
- Payment history and receipts
- Overdue invoice management
Invoice Categories:
- Monthly Maintenance
- Utility Bills
- Security Charges
- Parking Fees
- Amenity Charges
- Special Assessments
- Late Fees
- One-time Charges
- Advance Payments
Payment Processing
Monitor payment processing, handle failed transactions, and manage payment reconciliation.
Payment Monitoring Dashboard
- Real-time payment status tracking
- Failed payment notifications and retry management
- Payment gateway reconciliation
- Transaction fee analysis
- Refund processing and management
Association Settings
General Configuration
Basic Settings
- Association name and logo
- Contact information and address
- Billing cycles and due dates
- Late fee policies
- Currency and tax settings
Property Structure
- Define property hierarchy (blocks, buildings)
- Set unit types and categories
- Configure parking allocation
- Manage amenity access
- Property-specific billing rates
Notification Settings
Configure automated notifications, reminders, and communication preferences.
Automated Notifications
- Payment due date reminders (customizable timing)
- Payment confirmation notifications
- Overdue payment alerts
- Association announcements
- Maintenance and service notifications
Reports and Analytics
Financial Reports
Generate comprehensive reports for financial analysis and compliance.
Payment Reports
- Monthly collection summaries
- Outstanding balance reports
- Payment method analysis
- Late fee collection tracking
- Member payment history
Usage Analytics
- Mobile app usage statistics
- Payment method preferences
- Member engagement metrics
- Support ticket analysis
- System performance reports
Common Admin Tasks
Daily Tasks
- Monitor Payments: Check payment status and failed transactions
- Member Support: Respond to member queries and issues
- Review Reports: Daily collection and outstanding balance reports
- Approve Members: Review and approve new member registrations
Monthly Tasks
- Generate Invoices: Create monthly maintenance invoices
- Financial Reconciliation: Match payments with bank statements
- Member Communications: Send monthly newsletters and updates
- System Maintenance: Update member information and settings
Best Practices
🔐 Security Best Practices
- Use strong passwords and enable two-factor authentication
- Regularly review member access permissions
- Monitor system access logs for unusual activity
- Keep member data confidential and secure
💰 Financial Management
- Set up automated invoice generation for consistency
- Regular reconciliation with bank statements
- Clear communication of charges and fee structure
- Prompt follow-up on overdue payments
📱 Member Experience
- Provide clear onboarding instructions for mobile app
- Maintain updated contact information
- Respond promptly to member queries and issues
- Regular communication about system updates and maintenance
Support Resources
Development Guide
Technical documentation for developers and system integrators.
View Development Guide →Marketing Features
Learn about promotional features and member engagement tools.
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