Login Sign-up

Testing in Progress: Try out this web application and let us know what you think! Data stored during this phase won't be retained once we go live. We're open to your suggestions - JUST REACH OUT

Employee Account

You are advised to create an employee account on InstDat when invited by a Manager account holder, with the intention of adding you to their company profile. Without a company profile, registering with an employee account will grant you limited access to your profile page and invitations page. From the invitations page, you can accept or reject company invitations. Once you join a company, you'll gain access to company resources based on your profile type (see access levels). An Employee profile gains access to InstDat's core features below.


Manager Account

When you register with a Manager account, you automatically become the Account Owner, granting you full control over your company's InstDat profile. Deleting your profile will remove the company's profile from InstDat, but you can transfer ownership to another Manager profile. As the Account Owner, you're the only one who can remove other Manager account users from your company. Other Managers can invite new users to join the company profile, but they can only remove Employee profile users. As a manager, you're also responsible for overseeing your company's subscriptions. On your subscription page, you can view your current subscription and the ten most recent subscriptions within the last five years. With a Manager profile, you will have access to these and other exclusive features by clicking on the InstDat logo on your navigation pane.


Core Features

Record a Purchase

When you navigate to the purchase page using the 'New Purchase' button, you will have multiple options to add products to an order, including:

  • Product filter pane
  • Code scanner
  • Quick products pane
You can customize these options in your profile settings page by turning off any features you don't use frequently. To send an electronic receipt to your customers, make sure to enter their information in the correct format: email address followed by their name, separated by a semicolon (e.g., 'john@yahoo.com;John Bowen'). When adding products to an order, please note that the order will expire if not completed within 5 hours. This ensures efficient order processing and inventory management.



Records

The 'Records' dropdown offers a range of options, including:

  • Pending Orders: A feature for tracking orders with pending payments, modifications, or other user-defined reasons. These are available to you for a period of seven days.
  • Inventory: A section where you can view, edit, and add products to your company's profile. You can add products individually using the 'New Product' button or in bulk using the 'Bulk Upload' feature. To maintain an efficient database, product codes should adhere to specific patterns. Notably, codes consisting of one to four alphabetic characters followed by numeric characters are restricted. Examples of restricted code - 'A123', 'ABC1', 'ABCD1234'
  • Purchase Records: A page displaying a table with purchase numbers, dates, and links to detailed order information. Each purchase order page provides:
    • Downloadable receipt formats for thermal printers and professional PDFs.
    • Option to send a professional receipt as an email attachment to a specified address.
    • Option to send purchase order to InstDat Queue - available to premium subscribed accounts.

Figure: Inventory


Figure: Purchased Order

InstDat Queue

The Queue dropdown offers access to key features:

  • Orders Page: A real-time view of orders, allowing you to update their status as needed. When an order is placed or updated, the page reflects the changes instantly, and updates are sent to all company profile members and customers in real-time.
  • Settings Page (Manager Access Only): Customize queue features such as your presence code, product display page and categories to suit your needs. Don't forget to click the "Save" button after making changes. You can also download a product display link to share with customers.
  • Product Display Page: A customer-facing page that showcases your products in an online shopping format. Customers can:
    • View categorized products
    • Add products to a cart
    • Send and track orders in real-time
    • View ongoing orders
This feature-rich queue system streamlines order management and enhances the customer experience.

Figure: Queue Orders Display


Exclusive Features for Manager Profiles

  • Activity Logs: Track important updates and changes made by company profile members,including:
    • Sales records
    • Tax updates
    • Profile changes
    • Product updates
    • Other significant actions and changes

    Figure: Activity Logs


  • Tax Management: Apply tax rates to product categories, which automatically recalculates prices when products are added to orders. Note that:
    • Prices entered during inventory setup exclude tax
    • Tax figures apply to all products within a category
  • Analytics Dashboard: Get insights into your revenue and sales data, with:
    • Interactive filters for data-driven insights - more info here
    • Historical data spanning up to 10 years
    • Overview of key performance metrics

Figure: Analytics Dashboard