Training & Documentation

Complete guide to using the Hundreds Kratom platform

Admin Training Overview
Complete guide to managing the platform, approving distributors, and monitoring business operations
1. Admin Dashboard Navigation

Access the admin dashboard at /admin. The dashboard has multiple tabs:

Main Tabs:

  • • Overview - KPIs and quick stats
  • • Lead Pipeline - Distributor applications
  • • Customers - Manage customer accounts
  • • Quotes - Create and manage quotes
  • • Invoices - Billing and payments
  • • Purchase Orders - Order fulfillment

Advanced Tabs:

  • • Inventory - Stock management
  • • Promotions - Discount codes
  • • Products - Catalog management
  • • Sales Inbox - Gmail integration
  • • Blog Management - Content creation
  • • SEO Health - Search optimization
2. Distributor Application Approval Workflow

Step-by-Step Process:

  1. 1Go to Admin Dashboard → Lead Pipeline tab
  2. 2Review application details (company, tier, state, message)
  3. 3Click "Approve" or "Deny" button
  4. 4If approved: System automatically creates customer account, sends welcome email with login credentials, and invites user to portal
  5. 5If denied: System sends polite rejection email with optional reason

Important Notes:

  • • State Eligibility: System automatically checks if kratom is legal in applicant's state
  • • Tier Assignment: Choose appropriate tier (Master Distributor, Distributor, Wholesaler, Cash & Carry, DSD)
  • • Geocoding: Customer address is automatically geocoded for map display (if they opt-in)
  • • Sales Assignment: System auto-assigns sales rep based on email correspondence history
3. Creating and Managing Quotes

Creating a Quote:

  1. 1. Go to Quotes tab → "Create Quote"
  2. 2. Select customer (search by email or company)
  3. 3. Add products with quantities (system enforces MOQ by tier)
  4. 4. System auto-calculates pricing based on customer tier
  5. 5. Optionally apply promo code (validates automatically)
  6. 6. Add shipping cost and notes
  7. 7. Click "Create Quote" - email automatically sent to customer

Quote Management:

  • • Statuses: Draft → Sent → Negotiating → Accepted/Declined/Expired
  • • Auto-Expiry: Quotes expire after 30 days (automated daily check at 8am)
  • • Acceptance: Customer accepts via portal → triggers admin notification
  • • Conversion: Accepted quotes can be converted to Purchase Orders

Server-Side Validation:

System automatically validates: product pricing by tier, minimum order quantities, promo code eligibility (usage limits, expiry, stackability), and discount caps (max 10% manual discount).

4. Order Fulfillment Workflow

Step 1: PO Creation

Customer submits PO from accepted quote → Status:

Pending Review

Step 2: Admin Review

Review order details → Accept/Decline → If accepted, status changes to

Accepted

Step 3: Invoice Generation

Generate invoice → Add shipping cost → Send to customer → Status:

Invoiced

Step 4: Payment

Customer pays via wire/ACH/check → Record payment → Status:

Paid

Step 5: Fulfillment

Update inventory (automatic) → Add tracking → Status:

Shipped

Step 6: Commission

Auto-calculates 10% sales commission → Creates commission record → Status:

Pending

Automated Features:

  • • Inventory Update: Automatically decrements stock when invoice marked paid
  • • Commission Calculation: Auto-creates 10% commission record for assigned sales rep
  • • Overdue Reminders: Daily check at 9am sends payment reminders for overdue invoices (7-day intervals)
  • • Low Stock Alerts: Weekly check (Monday 8am) emails admin if products below threshold
5. Inventory Management

Managing Products:

  • • Go to Admin → Products tab
  • • Set tier pricing for each product (Master Distributor, Distributor, Wholesaler, etc.)
  • • Configure minimum order quantities (MOQ) per tier
  • • Set reorder thresholds for low stock alerts
  • • Track current stock levels (auto-updated on sales)

Batch Management:

Track inventory by batch/lot for compliance:

  • • Add batches with lot numbers, expiration dates, COA URLs
  • • Track boxes received vs. boxes remaining
  • • Monitor batch status (Active, Sold Out, Expired, Recalled)
  • • Expiry Alerts: Weekly check (Wednesday 10am) warns about batches expiring within 60 days

Inventory Logs:

All inventory changes are logged with: change type (restock/sale/adjustment), quantity change, previous/new stock levels, reference ID (invoice), timestamp, and user who made the change.

6. Email & Communication Tools

Sales Gmail Integration

Sync sales rep Gmail accounts:

  • • Auto-sync every 15 minutes
  • • Links emails to leads by email matching
  • • Tracks sent/received in Sales Inbox tab
  • • Used for sales rep assignment automation

Automated Emails

  • • Welcome emails (new customers)
  • • Quote delivery emails
  • • PO confirmation emails
  • • Invoice payment reminders
  • • Win-back campaigns (30-90 day inactive)
  • • Abandoned browser recovery (48h + 24h)
  • • News alerts (regulatory updates)

Email Composer

Send manual emails to customers/leads from admin dashboard. All emails logged in ResendEmailLog for compliance tracking.

7. Analytics & Reporting

Sales Analytics

  • • Lead conversion rates
  • • Quote acceptance rates
  • • Average order value
  • • Customer lifetime value
  • • Sales rep performance

Inventory Analytics

  • • Stock levels by product
  • • Low stock alerts
  • • Batch expiry tracking
  • • Inventory turnover
  • • Reorder recommendations

Marketing Analytics

  • • Site visitor tracking
  • • Blog post views
  • • Email open rates (future)
  • • Abandoned cart recovery
  • • Lead source attribution
Automated Features (All Users)
Platform automations that run in the background

Daily (8am)

Quote expiry check - marks quotes past expiry date as "Expired"

Daily (9am)

Invoice overdue processing - marks overdue invoices + sends payment reminders

Daily (11am-1pm)

Abandoned cart recovery emails + first order reminders

Every 15 min

Gmail sync for sales reps - pulls recent emails

Monday (8am)

Low stock alert - emails admin if products below threshold

Tuesday (9am)

Lead follow-up check - alerts if leads uncontacted 7+ days

Wednesday (10am)

Batch expiry warning - alerts about batches expiring within 60 days

Thursday (10am)

Win-back campaign - emails 15% discount to inactive customers (30-90 days)

On Invoice Paid

Auto-decrements inventory + calculates sales commission (10%)

On Quote Created

Automatically emails quote to customer

On Quote Accepted

Notifies admin via email + logs to Sales Inbox

On Lead Created

Notifies admin in Sales Inbox + sends welcome email (if Instantly reply)

Security & Compliance
Important security features and compliance information

Data Protection

  • • Row-level security (RLS) - users only see their own data
  • • Geographic coordinates rounded for privacy (~10km precision)
  • • Email addresses protected by RLS
  • • No passwords stored in database

Input Validation

  • • Server-side email validation
  • • Phone number format validation
  • • Company name sanitization (XSS prevention)
  • • State code validation
  • • Promo code validation (expiry, usage limits)

Age Verification

  • • All users must verify 21+ age
  • • Age verification timestamp recorded
  • • Required before portal access
  • • Compliant with kratom regulations

State Compliance

  • • Automatic state eligibility check
  • • Blocks applications from banned states
  • • Real-time KratomStateStatus tracking
  • • Daily regulatory news sync

Compliance Features:

  • • All emails logged for compliance (ResendEmailLog)
  • • Inventory batch tracking with lot numbers and COA URLs
  • • Complete audit trail of all transactions
  • • AKA GMP compliant documentation
  • • Certificate of Analysis accessible via Lab Reports page
Support & Resources
Getting help and additional resources

Contact Support

  • • Email: sales@onlyhundreds.com
  • • Admin: admin@onlyhundreds.com
  • • Response time: 24-48 hours

Documentation

  • • Security audit report
  • • Load test results
  • • Growth layer documentation
  • • Automation guide

Additional Resources

  • • Kratom Education page
  • • Lab Reports (COAs)
  • • Regulatory News
  • • Blog articles