Admin Guide
As a Tenant Admin, you have full access to all modules and system settings. This guide covers the setup and maintenance tasks that fall to the administrator role.
Initial setup checklist
After your tenant is provisioned, complete these steps before your team starts using the system:
- Set your company name, logo, and branding in Settings → Company
- Configure VAT rate and currency in Settings → Company → Regional & Tax
- Add your TIN, VAT number, and address in Settings → Invoicing & Tax → Company Identity
- Set up invoice prefix and number sequence in Settings → Numbering
- Add your bank details in Settings → Invoicing & Tax → Settlement Instructions (printed on invoices)
- Add your stores, branches, or properties in Settings → Company (if you use Point of Sale, Hotel Management, or Student Hostel)
- Create user accounts for your team
- Review and adjust role permissions
- Add your customers
- Add your vendors (fuel, maintenance, border agents)
- Define your standard routes
- Register your fleet (vehicles and drivers)
User management
Go to Settings → Users & Access → Team Directory to manage all user accounts. The directory groups people by role and can be searched by name, email, or phone.
To add a user:
- Click + Add New User
- Enter their full name, email, and phone number (format
255XXXXXXXXX— used for SMS approval alerts) - Set an Initial Password of at least 6 characters (required whenever you enter an email)
- Choose a role and click Link Security Profile — the user can log in immediately
Click Edit on a user to change their details, reset their password, set their Department (used for Head of Department requisition approval), assign them to a store or property, or give them Additional Permissions on top of their role. Revoke Access removes a user.
Roles available by default:
- Tenant Admin
- Operations Staff
- Accountant
- Driver
- Read-only User
- Marketing — only shown if your tenant has Field Activity/Sales Playbook enabled (an internal, flag-gated feature; see your service provider if this doesn't apply to you)
- POS Manager / POS Cashier — only shown if your tenant has Point of Sale → enabled
- Front Desk / Housekeeping — only shown if your tenant has Hotel Management → room management enabled
- HR Officer — only shown if your tenant has HR & Payroll → enabled
- Hostel Manager — only shown if your tenant has Student Hostel → enabled
The other cards on Users & Access are Roles & Permission Matrix, Departments, Approval Authority (who can approve each requisition stage), and Live Sessions (who is signed in right now, on which device, with the option to end a session).
One user per browser
Only one person can be signed in per browser. If a second person signs in on the same computer and browser — for example a manager on a cashier's till — the first person is signed out of every open tab in that browser and sees a message saying who signed in. Signing out in one tab signs out all tabs. A different browser on the same computer counts as a separate device.
"This data changed elsewhere"
If two people (or two tabs) edit at the same time, the app won't let an older copy overwrite a newer change. Instead a red banner appears: "This data changed elsewhere (another tab or device) — your last change here was not saved." Click Reload Now to load the latest data, then make your change again.
Role permissions
Each role has a defined set of permissions. Admins can adjust permissions per role from the Roles & Permission Matrix inside Settings → Users & Access. Changes take effect immediately for all users in that role.
See Permissions Reference → for the full list.
Billing & subscription
Open Subscription & Billing from your user menu (your name, top right) to view your subscription status, SMS credits, and payment history.
eSecured ERP is sold as fixed packages in Tanzanian Shillings (TZS):
| Package | Monthly Price | Users |
|---|---|---|
| Accounting | TZS 100,000 | 5 |
| Point of Sale | TZS 50,000 | 3 |
| Transport & Clearing Combined | TZS 100,000 | 5 |
| Full Suite — Premium | TZS 200,000 | 10 |
Payment is via mobile money — M-Pesa, Tigo Pesa, Airtel Money, or Halotel. No bank card required.
Reminder emails come from [email protected] to your account's registered admin email 30, 14, 7, 3, and 1 day(s) before your subscription expires, and on the expiry day. Renew before the expiry date: once it passes, nobody can sign in — including to the Billing page — until payment is received, and 3 days later the account is suspended. See the Billing Guide → for how to pay once you're locked out.
See the Billing Guide → for step-by-step payment instructions, SMS credits, and the full subscription lifecycle.
Module management
eSecured decides which modules your company is licensed for. To add a module, contact your service provider at esecuredhost.com.
Open Platform Modules from your user menu (top right) to see every module and whether it's Active, Off, or Not Licensed. If you hold the Manage Modules permission (Tenant Admin by default), you can switch a module you're already licensed for on or off yourself — for example, hide Clearing during months you don't use it — and switch it back on later. You can't turn on a module you aren't licensed for; use Request → for those.
Active modules appear as navigation items. If a module is not visible, it is either switched off, not licensed, or still needs to be enabled for your company by eSecured.
Early Access features
Settings → System → Early Access Features lists optional features your company can turn on or off itself, such as Internal Supplies (Internal Supplies →), Sales Order Fulfillment, and Custom Document Template. eSecured can also unlock extra features for your company, and those then appear in the same list. WhatsApp sharing has its own switch under Settings → Integrations instead (see below).
Notification bell
The bell icon in the top navigation bar shows a badge count of items that need your attention. Click it to open the notification panel.
What triggers a notification:
| Alert type | Trigger |
|---|---|
| Fleet document expiry | A vehicle document is within its reminder window of expiring — 30 days by default, or whatever you set on that document (Insurance, Road License, LATRA, COMESA, SUMATRA, Other) |
| Clearing pending documents | A clearing declaration has outstanding documents not yet uploaded |
| Expense approval queue | Expenses submitted by staff are waiting for approval |
| Purchase invoice approval | Vendor bills in Draft status awaiting review |
| Requisition approval queue | Requisitions at Submitted, HoD Approved, Finance Approved, or GM Approved are waiting on your approval step |
| Sales invoice approval | Invoices submitted for approval are waiting — only when Invoice Approval is turned on in Settings → Invoicing & Tax and you can approve invoices |
| TRA portal void | A fiscalized POS sale was voided and still needs to be voided by hand on the TRA portal — shown to users who can void posted sales |
| High storage usage | Your last-calculated file storage usage has reached 90% of your allocation — see Storage usage below. Only shown if you've turned this on in Settings → Notifications → System Alerts |
Click any notification to navigate directly to the relevant record. The badge count updates automatically as items are resolved.
The three approval-queue alerts above (Expense/Purchase Invoice/Requisition) can also notify by real email and SMS the moment something needs approval, not just the bell — configure this once for all three in Settings → Notifications → Approval Queue Notifications: pick which roles should be told, and turn on Email and/or SMS. There's also an optional "Notify via WhatsApp" button that appears next to each bell item — it opens WhatsApp with the message ready to send, but you still send it yourself; there's no automatic WhatsApp send.
Storage usage
Settings → System → Storage Usage shows how much file storage your organization is using — receipts, photos, clearing documents, and other uploaded attachments, not a count of your records themselves. It isn't calculated automatically; click Recalculate Storage Usage to see your current figure against your allocation.
If usage reaches 90% of your allocation, a "Storage usage is at X%" alert appears in the notification bell — but only if you've turned this on in Settings → Notifications → System Alerts ("High Data Storage Usage"), and only as of the last time you (or your service provider) clicked Recalculate. Need more storage? Contact your service provider at esecuredhost.com.
SMS and WhatsApp
SMS (Settings → Integrations → SMS): turn on the Master Switch to let the system send SMS alerts. There's no gateway account to set up — messages are sent through eSecured's SMS service and use your SMS credits. The panel shows how many credits you have left, with a Manage / Recharge → link to the Billing page (Billing Guide → SMS Credits). When credits run out, SMS alerts stop until you recharge. The optional Sender ID sets who the message appears to come from; leave it blank to use the default, eSecuredERP. Any other Sender ID must be approved in advance, and messages sent under an unapproved one fail. Phone numbers must be in the format 255XXXXXXXXX.
WhatsApp sharing (Settings → Integrations → WhatsApp Sharing, also reachable from Settings → Point of Sale): one switch that adds a Share via WhatsApp button to invoices, quotations, and POS receipts. WhatsApp opens with the message ready; you still press send yourself.
Settings reference
Settings has these tabs: Company, Invoicing & Tax, Numbering, Users & Access, Integrations, Notifications, Point of Sale (Point of Sale tenants only), and System. Each tab is a grid of cards; click a card to open its panel, and use the Save button at the bottom of that panel.
| Setting | Location | Purpose |
|---|---|---|
| Company name & logo | Settings → Company → Company Branding | Appears on invoices and reports |
| VAT rate | Settings → Company → Regional & Tax | Standard and reduced VAT rates, and whether your prices include VAT |
| Stores, branches & properties | Settings → Company | Add, edit, and set defaults for your POS stores, hotel properties, and hostel properties. The card is called Stores, Properties, or Branches & Properties depending on your modules |
| Driver allowances | Settings → Company | Logistics only — lets staff issue posho, transport, and accommodation allowances to drivers from a job |
| Invoice approval | Settings → Invoicing & Tax | Require an approver to sign off a sales invoice before it's sent and posted |
| Expense & item categories | Settings → Invoicing & Tax | The category lists used across Expenses, Items, and Posting Setup |
| Invoice prefix | Settings → Numbering | e.g. INV- → INV-001 |
| Job number prefix | Settings → Numbering | e.g. TZL- → TZL-101 |
| POS sale / transfer numbering | Settings → Numbering | e.g. POS- → POS-00001 — see Point of Sale → |
| Email connection | Settings → Integrations | SMTP host, sender address, and fleet/vehicle-document compliance alert emails. Approval alerts (Expense/Purchase Invoice/Requisition) are configured separately — see Notifications below |
| SMS | Settings → Integrations | Turns SMS on for your tenant, shows your SMS credit balance, sets the optional Sender ID, and configures fleet compliance alerts — see SMS and WhatsApp above. Approval alerts are configured separately — see Notifications below |
| WhatsApp sharing | Settings → Integrations | Adds Share via WhatsApp to invoices, quotations, and POS receipts |
| Live sessions | Settings → Users & Access | See who is signed in and end a session |
| Early Access features | Settings → System | Optional features your company can switch on itself |
| Data Import | Settings → System | Bulk-load records from Excel — see Data Import → |
| Backups | Settings → System → Data Fortress & Backup | See Backup & Restore → |
| Approval Queue Notifications | Settings → Notifications | Who gets emailed/texted the moment an Expense, Requisition, or Purchase Invoice needs approval — one shared setting for all three, not configured per document type |
| Storage usage | Settings → System | See how much file storage (receipts, photos, documents) your organization is using against its allocation, and recalculate it on demand |
| TRA VFD fiscalization | Settings → Integrations | Opt-in, beta — see TRA VFD/EFD Fiscalization. Only shown once eSecured has enabled it for your tenant. |