1. Overview

Accelevate SPARQ (Energy Blend Intelligence) is the internal operations hub used by Accelevate Solutions staff to manage enterprise accounts, software licenses, hardware orders, invoicing, and the account onboarding (provisioning) workflow.

It is accessed at https://sparq.accelevatesolutions.com.

Core Capabilities

• License Dashboard — Real-time view of every account's license utilization with alerts for accounts approaching or exceeding limits
• Order Management — Create, track, and manage hardware and software orders through the full lifecycle (Draft → Submitted → Sent → Executed), including QuickBooks invoicing for the one-time hardware portion
• Sales Pipeline & Reporting — Opportunities tracked through sales phases, a Pipeline dashboard, referral-partner revenue-share figures (admin-only), and a full cross-account audit trail
• Provisioning Tracker — 11-step onboarding workflow for bringing new enterprise accounts live on the MobilityConnect fleet portal
• Account Management — Full CRUD for accounts (and not-yet-paying opportunities), partners of three types (referral, reseller, strategic), license ledgers, and saved shipping locations
• Contracts — One place for fully executed NDAs, reseller and referral agreements, SOWs, MSAs, DSAs and other signed documents, each linked to an account or partner, with every version kept
• Support Tickets — A shared queue for support requests submitted by accounts through the Customer Portal and by partners through the Partner Portal
• Partner Hub — Product videos, one-pagers, brand assets, and approved messaging for staff and partners, editable by admins
• Platform User Admin — Create and manage Accelevate staff accounts, with an Admin/Staff permission tier for sensitive actions

2. Getting Started & Logging In

Open a browser and navigate to the platform URL. If you are not authenticated (or your session has expired), a login screen appears automatically.

Logging In

1. Enter your email address (e.g. you@accelevatesolutions.com)
2. Enter your password. If you don't have one yet, check your email for the welcome message sent when your account was created.
3. Click Sign In

Your session lasts 8 hours. After expiry, the login screen reappears automatically — you will not lose any in-progress work.

Forgot Your Password?

1. On the login screen, click Forgot password? under the Sign In button.
2. Enter your email and click Send reset link. The screen always shows the same message, whether or not the email has an account.
3. Open the email "Reset your Accelevate SPARQ password" and click Choose a new password.
4. Enter your new password twice (at least 8 characters) and click Set password, then sign in with it.

Your Account Menu & Changing Your Password

Click your name at the bottom of the left navigation rail to open your account menu. It shows your name and email, with two actions: Change password and Sign out.

To change your password, choose Change password, enter your current password, then your new password twice, and click Change Password. The new password must be at least 8 characters and different from the current one. You stay signed in afterwards; use the new password next time you log in.

The Main Layout

After logging in you arrive at either the Licenses dashboard (Accelevate staff), My Account (Customer Portal accounts), or Pipeline (Partner Portal accounts) by default. The interface has three zones:

• Navigation rail — A persistent left-side panel listing every page you have access to, plus your user pill, sign-out, and the light/dark theme toggle at the bottom (which ones you see depend on your account type)
• Sidebar — Context-sensitive filters (visible on the Licenses tab)
• Main content — The active page

The Navigation Rail

Related staff pages are grouped in the rail under a plain section label to keep the list from growing every time a feature ships: Orders (All Orders, Invoices), Accounts (All Accounts, Opportunities, Partners, Contracts), Reporting (Pipeline, Revenue Share — admin-only, Activity), Operations (Provisioning, Devices, Tickets), and Ecosystem (Partner Hub, Demo Library, and this User Guide). Unlike a dropdown, every item is listed and clickable immediately — there's no group to open first. Licenses, New Order, and Users (admin-only) sit outside any group, at the top and bottom of the rail. A Customer Portal or Partner Portal login sees a much shorter, ungrouped rail limited to its own pages — see Customer Portal and Partner Portal.

3. License Dashboard

Click Licenses in the left navigation — it's also where you land right after logging in. This is the primary operations dashboard — a real-time snapshot of every account's license utilization.

Stat Cards

Four cards across the top summarize the fleet-wide license position:

Card	What It Shows
Total Licenses Sold	Sum of all purchased MC + MC-DC licenses across all accounts
Total Assigned	Sum of all currently assigned licenses
At / Near Limit	Count of accounts at 80 %+ utilization (shown in amber when >0)
Renewals This Quarter	Count of accounts whose contracts expire within the next 90 days

Alert Bar

Accounts that hit a utilization threshold or an upcoming renewal deadline show up here as a collapsed one-line summary — a count of open alerts plus a colored chip per category (accounts at the license limit, accounts over 80% usage, accounts renewing soon). When nothing needs attention it simply reads "No accounts need attention."

Click Show all to expand the full list of individual alerts. Dismiss one with its own × button — it will not reappear unless the underlying condition changes. Click Hide to collapse the list back to the summary; your choice is remembered for your next visit.

Sidebar Filters

The left sidebar lets you narrow the account table to a specific cohort:

• At License Limit — accounts at 100 % utilization
• Over 80 % Usage — accounts approaching the limit
• Renewing Soon — contracts expiring within 90 days
• MC / MC-DC — filter by license type
• Standard / Pilot — filter by subscription tier

Account Detail Panel

Click any account row to open the detail slide-in panel on the right. It shows a utilization gauge, the license breakdown (MC vs MC-DC), contract end date, and account manager. Close the panel with × in the top-right corner.

Audit Log

The Audit Log button in the detail panel's Actions section opens a modal showing every tracked change for that account — license-request submissions, provisioning step completions, ticket resolutions, invoice creation, and similar events, newest first. Any staff member can open it. Rows with recorded before/after values get a View link that expands the raw data inline.

4. Order Pipeline

Click All Orders under the Orders group in the left navigation to see all orders across every status.

Order Statuses

Status	Meaning	Available Actions
DRAFT	Saved locally, not submitted	Load into form, Delete
SUBMITTED	Submitted to Accelevate for review	Send to DocuSign, Mark Executed, Revert to Draft, Cancel
SENT	DocuSign envelope sent to account	Cancel
EXECUTED	Signed; provisioning job auto-created	View only
CANCELLED	Soft-cancelled (record retained)	View only

Order Detail Panel

Click any order row to open the detail panel. It shows the full line-item breakdown, pricing summary, and (for sent/executed orders) DocuSign envelope status. Actions in the footer vary by order status, but an Email PDF button is always present regardless of status — including executed and cancelled orders — so you can resend a copy of the order summary at any time.

Manually Marking an Order Executed

Normally an order advances from Sent to Executed automatically, either via the DocuSign webhook or the platform's hourly fallback poll. If a contract is executed outside DocuSign (e.g. a manually countersigned copy), staff aren't stuck waiting — a Mark Executed button appears on both Submitted and Sent orders (added 2026-08-13 for Submitted — previously only Sent orders had it), both as a row action in the Order Pipeline list and as the primary button in the Order Detail panel footer (Mark as Executed).

Reverting a Submitted Order to Draft

Caught a mistake right after submitting? A Revert to Draft button is available on any order still in Submitted status — as a row action in the Order Pipeline list, and in the Order Detail panel footer. Confirming sends the order back to Draft and immediately opens it in the New Order form, ready to edit.

QuickBooks Invoicing

A green QuickBooks pill in the top-right corner (next to your user pill, visible to admins only) shows the platform's connection to the company's QuickBooks Online account. Once an order reaches Executed, its detail panel gains a QuickBooks Invoice section. Only the one-time hardware portion of the order — full-payment hardware and full-payment Additional Products — is invoiced; financed hardware and monthly software subscriptions are recurring charges with no single "due today" amount, so they're left out entirely rather than shown as a misleading $0 or full-term line.

Click Create QuickBooks Invoice to preview the line items and total, then Create Invoice to send it to QuickBooks for real. The card afterward shows a status badge — CREATED, SENT, PAID, PARTIAL, or ERROR — along with the QuickBooks invoice number, total, and balance due.

Payment status refreshes automatically once an hour in the background, or click ↻ Refresh Status to check immediately. A failed creation shows the error and a Retry button in its place.

Invoices Tab

Click Invoices under the Orders group in the left navigation for a cross-account, searchable view of every QuickBooks invoice created (or, for invoices that existed in QuickBooks before this integration, linked) to a SPARQ order — search by order number or account name, filter by status, and sort by creation date. Clicking a row opens that order's detail panel directly.

5. Creating a New Order

Click New Order in the left navigation (or the button on the Licenses page). The form walks through three areas: Customer & Address, Hardware, and Software.

Step 1: Account Information

Start typing in the Company field. A dropdown appears with matching existing accounts. Select one to link the order, or finish typing a new name to auto-create a new account record (as an opportunity — see Accounts) when the order is submitted. This section also sets the account's Subscription Type (Standard / Pilot) and Onboarding Type (Greenfield / Geotab API) — selecting an existing account pre-fills both from their saved record.

Internal Notes

A free-text Notes field at the end of this section is for staff eyes only — it never appears on the emailed PDF summary, the DocuSign contract documents, or anywhere in the Customer Portal. Use it for context that shouldn't reach the account (e.g. "verify pricing before sending").

Locked Fields

Once you select an existing company from the dropdown, the Company field and the Subscription/Onboarding selects lock (read-only) to prevent accidentally editing a saved account's core details from an order. Click the × button next to the field to unlock it and search for a different company. The same lock/unlock behavior applies to the address fields once a saved Ship to location is selected below — editing a locked field's values only affects this order, never the saved account or location record.

Step 2: Ship-To Address

After selecting a company with saved locations, a Ship to dropdown appears. Choosing a saved location auto-fills all address and contact fields (which remain editable for one-off changes). Select New address… to enter a fresh address without saving it.

Step 3: Hardware & Software

Enter quantities for each hardware line item and software license type. Totals calculate automatically. Hardware finance plans show both the monthly payment and the 3-year total.

Item	Default Price	Type
GO9 Device (Full Payment)	$99.99	One-time
GO9 Finance Plan (3-Year)	$5.00/mo	Monthly × 36
XT-25 Device — Xirgo (Full Payment)	$99.99	One-time
XT-25 Finance Plan (3-Year)	$5.00/mo	Monthly × 36
KP2 Camera (Full Payment)	$374.99	One-time
KP2 Finance Plan (3-Year)	$12.50/mo	Monthly × 36
CP4 Camera (Full Payment)	$374.99	One-time
CP4 Finance Plan (3-Year)	$12.50/mo	Monthly × 36
Lytx Camera (Full Payment)	$399.99	One-time
Lytx Finance Plan (3-Year)	$13.50/mo	Monthly × 36
GoFocus Camera (Full Payment)	$349.99	One-time
GoFocus Finance Plan (3-Year)	$11.50/mo	Monthly × 36
Key Fob/Tag (Full Payment)	$19.99	One-time
Key Fob Finance Plan (3-Year)	$0.75/mo	Monthly × 36
MC License	$19.99/device/mo	Monthly
MC-DC License	$29.99/device/mo	Monthly

Editing Prices Per Order

Every hardware and software unit price on the form — all 7 hardware types (both full-payment and finance amounts) and both MC/MC-DC monthly rates — is an editable field, not fixed text. Each price box is pre-filled with the catalog default shown in the table above, but changing it only affects this order; the global catalog default is never touched. Totals recalculate live as you type, and the field reformats to two decimal places when you tab or click away.

Annual vs. Monthly Billing

Two independent Monthly / Annual pill toggles — one above the hardware tables, one above the software tables — control the billing cadence for hardware finance plans and software subscriptions separately. A single order can have one on Annual and the other on Monthly. Switching to Annual swaps the visible price field for each affected line to a 3-year finance plan's 3 annual installments (instead of 36 monthly payments) or a software license's per-device annual rate; the hidden field's value is preserved if you switch back. Full Payment hardware has no cadence concept and is unaffected either way.

Adding Any Catalog Product (MyAdmin or Xirgo)

The hardware tables above cover the 7 fixed types only. For anything else, click + Add Product under "Additional Products" to search a full product catalog — the same catalog browser used to resolve hardware-order line items, see Provisioning.

Picking a product opens a configuration step: quantity, Full Payment (one-time) or Finance (monthly, with a term in months) purchase type, and a unit price field. If a price was previously saved and remembered for this product, it's pre-filled; otherwise the field starts blank, with MyAdmin's own catalog price shown only as a hint below it.

Check Remember this price to save it as the default unit price (and finance terms, if applicable) for every future order of the same product.

Confirmed items land in the Additional Products table below the fixed hardware tables, flow into the order totals the same way the hardcoded hardware types do, and appear in the saved order's Order Detail "Line Items" section and the emailed PDF summary.

MyAdmin or Xirgo

A small MyAdmin / Xirgo toggle at the top of the catalog browser (this "Add Product" entry point only — the hardware-order "Change product…" picker stays MyAdmin-only) switches which catalog you're searching. Xirgo is a second hardware vendor with no live sync — its catalog is staff-curated via CSV import, so results depend on what's been imported. A Xirgo item added to the order is tagged with a purple XIRGO badge everywhere it appears (the Additional Products table, the Order Detail panel, and the emailed PDF), and — because there's no vendor API to place a real order against — it has no "our resale price" lookup or "Remember this price" step; the catalog price is simply what's charged.

Hardware Promo Code

A free-text Hardware Promo Code field sits at the end of the hardware section, right after Additional Products. Anything entered here is optional, prints on the emailed PDF summary and the Order Detail panel's Line Items section, and — when a real MyAdmin hardware order is placed for this order — is forwarded to Geotab as the order's promo/reference code.

Emailing a PDF Summary

Click Email PDF on the order form to send a branded PDF summary of whatever is currently filled in — no save required first. Enter the recipient's email (pre-filled from the Contact Email field if present, but editable) and click Send. The same action is available from the Order Detail panel for any saved order, regardless of status (including executed or cancelled orders) — see Order Pipeline.

Saving Drafts

Click 📂 Saved Drafts to open the drafts panel. Any previously saved draft can be loaded back into the form, or deleted. Click Save Draft at the bottom of the order form to store your current work.

Submitting an Order

1. Complete all required fields (company name is mandatory)
2. Click Submit Order — the order moves to Submitted status
3. Once Accelevate sends the DocuSign envelope, status advances to Sent
4. When the account signs, a DocuSign webhook fires and status auto-advances to Executed, automatically creating a provisioning job (or mark it executed manually — see Order Pipeline)

6. Provisioning

Click Provisioning under the Operations group in the left navigation. This tab tracks onboarding for every executed order.

Provisioning Jobs List

Each row represents one account onboarding engagement. The status column shows overall progress. Use the status filter to focus on Pending, In Progress, or Completed jobs.

The Stepper

Click any job row to expand the step-by-step progress tracker. Steps must be completed (or, for step 2, skipped — see below) in order — each step unlocks only after the previous one is resolved.

#	Step
1	Order Executed (DocuSign complete)
2	Create GeoTab Database (Greenfield) or Configure GeoTab Service Account (Geotab API) — see below
3	Create Fleet Enterprise — see below
4	Op Centers provisioned
5	Business hierarchy configured
6	Users provisioned
7	Assets provisioned
8	Devices provisioned & assigned to assets
9	Licenses assigned to devices
10	Enterprise admin walkthrough completed
11	Provisioning closed — enterprise is live

Linking to GeoTab (Step 2)

Every job pauses at step 2 until its GeoTab database is linked. Which action you see depends on the account's onboarding type — both validate the entered credentials directly against MyGeotab first, then link a real GeoTab data source via the Accelevate fleet platform. Neither has a separate Mark Complete button — submitting the form is what completes the step.

Configure GeoTab Service Account (Geotab API)

For a Geotab API account, enter the service-account username, password, and database name for the customer's existing MyGeotab database. Once validated, the platform links that database via the Accelevate fleet platform.

Create GeoTab Database (Greenfield)

For a Greenfield account, staff create the new GeoTab database themselves outside this platform first. This form doesn't create it — it validates the new database's credentials and links it via the Accelevate fleet platform, the same way the Geotab API path links an existing one.

Skipping This Step

Both forms above have a Skip button next to the primary action, for when linking is handled manually or doesn't apply. You can optionally record a reason. A skipped step is marked accordingly (shown with an en-dash instead of a checkmark, and the reason in its timeline entry) — see Skipped Steps Still Count.

Creating the Fleet Enterprise (Step 3)

Step 3 runs right after step 2, for both onboarding types, and cannot be skipped. Unlike step 2, staff enter only a Time Zone — name, address, and contact are pulled automatically from the account record, never re-entered by hand. Submitting creates the account's real Enterprise on the Accelevate fleet platform; if step 2 actually linked a GeoTab data source (it may not have, if it was skipped), that data source is attached to the new enterprise automatically.

Placing a Hardware Order (Step 8)

Step 8 ("Devices provisioned & assigned") has its own Place Hardware Order button, which submits a real order to Geotab MyAdmin for every hardware line item on the order. It's independent of marking the step itself complete, and is visible as soon as the job exists — you don't need to wait until step 8 is active to place the order early.

Confirming Product Matches

Clicking Place Hardware Order opens a confirmation modal with one row per hardware type on the order. Each row shows the MyAdmin product code the platform resolved, and a badge explaining how it got there:

Badge	Meaning
SAVED DEFAULT	A staff member previously confirmed this exact product for this hardware type + ship-to country, and it was saved as the default
AUTO-MATCHED	Exactly one product in the local catalog matched this hardware type — used automatically
SELECTED	You just picked this product yourself via the catalog browser for this order
NEEDS REVIEW	Multiple products matched (or none did) — a product must be chosen manually before the order can be placed

Place Order stays disabled until every row has a product selected.

Choosing a Different Product

Click Change… (or Choose… for an unresolved row) to open the catalog browser — a searchable, paginated view of the platform's local cache of MyAdmin's product catalog (refreshed automatically once a day, or on demand). Search by name or code, narrow by category, and click a row to select it for that line item.

Check Remember for {country} before placing the order to pin your choice as that ship-to country's default going forward — future orders shipping to the same country will auto-resolve to it as a SAVED DEFAULT instead of showing NEEDS REVIEW again.

Order Status

Once placed, the step 8 card shows the live status (Placed, Shipped, or Failed) along with the MyAdmin order number, purchase order number, and tracking number once available. Click ↻ Refresh Status to re-poll MyAdmin. A failed order shows the error message and a Retry button in place of the status card. The platform also auto-refreshes any order that hasn't shipped yet once an hour in the background — a manual refresh is never required to keep the status current.

Shipment & Tracking Detail

Once MyAdmin reports progress, the card also shows the estimated completion date, a per-line-item status (e.g. "GO9 Device × 5 — Shipped"), and a clickable tracking link for each shipment.

Importing Devices

Once the hardware order reaches Shipped, an Import Devices… button appears on the card. It opens a modal listing every serial number MyAdmin reports for the order's purchase order — check the ones to bring in (already-imported serials are pre-unchecked and marked IMPORTED) and click Import Selected. Re-running the import later is safe — it's idempotent by serial number, so previously imported devices are never duplicated.

Each row has a raw toggle exposing the exact MyAdmin payload behind it, for the same reason as the Devices tab's raw-JSON toggle — see Devices.

7. Accounts

Click All Accounts under the Accounts group in the left navigation. This tab is the master list of everyone you do business with: end customers (paying and not-yet-paying alike) and partners, in one table sorted by name.

Account Table

The Kind column shows whether a row is an End customer or a Partner (with its type, e.g. "Partner · Referral"). For end customers the table also shows the MC/MC-DC license types, subscription, account manager, the Partner that referred them, contract end date, license utilization, and a Fleet Users count; partner rows show "—" in those columns. A company that is both a customer and a partner appears as two rows.

Use the search box to filter by name, the Kind dropdown to show only end customers or only partners, or the subscription dropdown (Standard / Pilot — this hides partner rows). A small Opportunity badge appears next to the name of any end customer that hasn't been marked as paying yet — see Opportunities vs. Accounts below. Clicking an end customer opens its detail panel; clicking a partner opens its Edit Partner form (see Partners).

Opportunities vs. Accounts

Opportunities, under the same Accounts group, is not a separate record type — it's the same account record, filtered to accounts that haven't become paying customers yet. (Until 2026-09-29 these were called "Leads"; only the name changed.) All Accounts is the full list (every account, opportunities included, marked by the Opportunity badge); Opportunities shows just that subset. Everything else — orders, provisioning, license ledger, devices, portal access — works the same on an opportunity as on a paying account.

The Opportunities tab shows a smaller set of columns than All Accounts — Name, Phase, Tier, Account Manager, Partner (who referred it, if anyone), and Comment — leaving out Subscription, Contract End, Utilization, and Fleet Users, which don't mean much before an account converts. Use the tier and phase dropdowns to narrow the list.

Opportunity Phases

Every opportunity sits in one sales phase. The phases, in order:

Phase	Meaning
Qualified - MQL	Marketing-qualified — the starting phase for every new opportunity
Qualified - SQL	Sales-qualified — confirmed as a real prospect
Discovery + Demo	In discovery calls and product demos
Pilot	Running a pilot
Negotiation	Working out pricing and terms
Closed - Won	Converted to a paying account (set by Promote to Account)
Closed - Lost	Did not convert

The Phase column shows each opportunity's phase and how many days it has been there. The row of chips above the table shows a count per phase — click one to show only that phase, or click All to clear it. The phase dropdown next to the tier filter does the same thing and stays in sync with the chips; it also has an Open phases option that hides Closed - Lost.

Changing an opportunity's phase

Click the phase in an opportunity's row (or Change… next to Opportunity Phase in its detail panel), pick the new phase, add an optional note, and click Save. Every change is timestamped and written to the account's Audit Log, and shows up on the Pipeline dashboard's Recent movement list.

Opportunity Tier & Comment

Both fields are optional plain notes to help prioritize the list. Set them from the + Add Opportunity form, or from Edit Details on an existing opportunity; the Edit form only shows these two fields while the record is still an opportunity. Opportunity Tier is Tier 1 or Tier 2 (or left unset); Comment is free text, shown shortened in the table with the full text on hover.

Promoting an Opportunity to an Account

Click Promote on a row in the Opportunities tab (or choose Closed - Won as its phase) to convert it to a paying account. The form asks for a Subscription Type and an Onboarding Type, since both matter before the account places real orders and goes through provisioning. Promoting also sets the phase to Closed - Won.

Account Detail Panel

Click any account row to open the detail panel. It shows:

• Account Details — subscription, onboarding type, AM, referral partner, contract date, fleet user counts
• Portal Access — this account's Customer Portal login accounts
• Contracts — this account's signed contracts, with + Upload Contract (see Contracts)
• License Ledger — purchased vs. assigned counts for MC and MC-DC, with utilization gauge
• Locations — preview of saved shipping addresses
• Linked Orders — all orders for this account
• Provisioning Job — current onboarding status (if applicable)
• Hardware Orders — MyAdmin order status for every hardware order placed for this account
• Devices — every device imported for this account
• Pilot Outcome — for pilot accounts, whether the pilot converted (see below)
• Opportunity Phase — the current phase and since when, with a Change… button while it's still an opportunity

Editing Account Details

Click Edit Details in the detail panel to update the account name, subscription tier, onboarding type, account manager, referral partner, contract end date, and location. The modal also captures the account's own street address and primary contact (name, email, phone) — distinct from the ship-to addresses under Manage Locations below, which can differ per shipment and per order.

A searchable Referral Partner field (right after Account Manager) records which partner, if any, brought in this account. It lists every active partner of any type, shown as "Name · Type" — see Partners.

Pilot Outcome

Any account that is (or was) on a Pilot subscription gets a Pilot Outcome row in the detail panel, with a Set Pilot Outcome… button. Recording an outcome requires choosing one of two options:

Outcome	Effect
Converted	Automatically changes the subscription to Standard and emails the account manager. Notes are optional.
Not Converted	Records the outcome only — the subscription stays Pilot. Notes are required, so there's always a reason on file.

Fleet Demo Accounts

Some accounts also have a demo account on the separate demo.accelevatesolutions.com portal, used for sales demos. This is tracked locally only — it is never synced to Geotab MyAdmin. In the Edit Details modal, check Has fleet portal demo account and optionally record a reference (e.g. the demo account name or ID) in the field below it.

Accounts with this flag set show a purple Fleet Demo badge next to their name in the Accounts table (hover it to see the reference). Use the Has fleet demo / No fleet demo filter dropdown above the table to narrow the list to one group or the other.

Fleet User Sync

Accounts with a Fleet ID set (a backend-only field staff currently set directly in the database — there's no UI for it yet) have their user counts pulled from the separate MobilityConnect fleet platform (fleet.accelevatesolutions.com). The Accounts table's Fleet Users column shows the total user count, plus a hoverable ✨ N AI badge listing which of those users have an active AI subscription (hover it to see names/emails). The detail panel shows the same two numbers as Fleet User Count and AI Subscription Users rows, along with when they were last synced.

Counts refresh automatically once a day. Click Sync with Fleet Now in the detail panel to refresh a single account immediately — the button is disabled (with a tooltip explaining why) for any account with no Fleet ID set.

Editing the License Ledger

Click Edit Ledger to manually adjust purchased and assigned counts. Use this when contract amendments change the licensed quantities outside of the normal order flow.

Managing Locations

Click Manage Locations to view, add, edit, or delete saved shipping addresses for the account. Each location stores a label (e.g. "Main Depot"), full address, and a primary contact. One location can be marked as the default — it will be pre-selected in new orders.

Hardware Orders & Devices

Below Provisioning, the panel lists every MyAdmin hardware order placed for this account (with its live status) and every device imported from those orders. This is a per-account view of the same underlying data as the top-level Devices tab.

Portal Access

Enterprise accounts can log into their own read-only Customer Portal — see Customer Portal for the full account-side experience. Staff bootstrap the first account for an account here; after that, an customer_admin (shown as "Account Admin" in the portal, see below) self-serves the rest (adding teammates, resetting passwords, deactivating accounts) from their own Team page — staff involvement isn't needed again.

Click + Add Portal User, enter the person's name, email, and role (Account Admin or Account User), and click Create Account. A welcome email with a generated password is sent automatically — there's no password field to fill in here.

Adding a New Account

Click + Add End Customer at the top of the All Accounts page to create a new paying account. The form captures the account name, subscription tier, initial license counts, account manager, referral partner, contract end date, and primary location. The + Add Partner button next to it opens the same form as on the Partners page.

8. Partners

Click Partners under the Accounts group in the left navigation. This tab (added 2026-08-12 as "Referral Partners", relabeled 2026-09-10 once it grew a Type field) is staff-only CRUD for outside parties affiliated with Accelevate — it is never exposed to the Customer Portal, though each partner can now have its own Partner Portal logins (see below). Structurally it's a smaller, flatter version of the Accounts tab (no side detail panel; a row click opens Edit directly).

Partner Types

Every partner is one of three types, shown as a Type column on the table with a matching filter dropdown:

Type	Meaning
Referral	Refers accounts to Accelevate — the only type that ever carries a Revenue Share %
Reseller	Resells the platform directly
Strategic	A strategic business partnership

Partner Table

Each row shows the partner's name, type, contact, location, how many accounts currently reference them (Linked Accounts), their Rev Share percentage (Referral partners only), an Active/Inactive status, and their DocuSign Agreement status. Search by name, or filter by type and active/inactive status.

Adding & Editing a Partner

Click + Add Partner to create one — name, a Type select (Referral / Reseller / Strategic), an Active checkbox (unchecking hides a retired partner from the Referral Partner combo box on Account modals without deleting it), address, and contact details, the same field set used throughout this platform for a physical location + primary contact. Clicking any row opens the same field set in an Edit modal, which additionally shows the read-only Linked Accounts list — every account currently pointing at this partner.

Referral Agreement (DocuSign)

Each partner has its own DocuSign agreement lifecycle, separate from an order's own DocuSign flow, and available regardless of partner type. Click Send to DocuSign (row action or inside the Edit modal) to render and send a real Referral Agreement document to the partner's contact email. The Agreement badge tracks progress:

Badge	Meaning
Not Sent	No agreement has been sent yet — the Send to DocuSign action is available
Sent	Envelope sent, awaiting the partner's signature
Signed	Completed — the platform picks this up via the DocuSign webhook, with an hourly poll as a fallback

Partner Portal Access

Every partner, of any type, can have its own Partner Portal logins — see Partner Portal for what a partner sees once logged in. Staff bootstrap the first one from the Portal Access section at the bottom of the Edit Partner modal, the same way the first Customer Portal login for an account is bootstrapped (see Accounts). Click + Add Portal User, enter a name, email, and role, and the new account is emailed its password automatically.

Role	Can Do
Partner Admin	Everything a Partner User can, plus manage other portal accounts for the same partner (Team page)
Partner User	Read/submit access only — no Team management

After the first account exists, a Partner Admin self-serves further team management from inside the Partner Portal itself — staff don't need to create every login by hand.

Partner Contracts

The Edit Partner modal ends with a Contracts section listing the partner's signed agreements, each with a Download link. + Upload Contract opens the upload form with this partner already filled in, on top of the Edit Partner modal — the modal stays open behind it. See Contracts.

9. Contracts

Click Contracts under the Accounts group in the left navigation. This is where fully executed agreements are stored — every signed contract, for every end customer and partner, in one list. Contracts are staff-only; customers and partners never see them in their portals.

Contract Types

Type	Typical use
NDA	Non-disclosure agreement
Reseller Agreement	Agreement with a reseller partner
Referral Agreement	Agreement with a referral partner
Statement of Work (SOW)	Scope for a specific project
Master Service Agreement (MSA)	Overall terms with an account
Data Service Agreement (DSA)	Data-handling terms
Miscellaneous	Any other signed document

The Contracts List

Each row shows the contract's type, title, the end customer or partner it belongs to (click the name to jump there), the latest version, who uploaded it and when, and the comment. Search by title, file name, account or partner name; filter by type or by End customers / Partners; and sort by most recently updated or oldest first. Download opens the latest file in a new tab.

Uploading a Contract

1. Click + Upload Contract.
2. Choose the file — PDF, Word, PNG or JPG, up to 25 MB.
3. Pick the Type.
4. Under Linked to, choose End customer or Partner, type part of the name to narrow the list, and select one. Every contract belongs to exactly one account or one partner.
5. Optionally add a Title (if you leave it blank, the file name is used) and a Comment.
6. Click Upload.

The platform records who uploaded the file and when. You can also upload from an account's detail panel or a partner's Edit form — there the account or partner is already filled in.

Contract Details & Versions

Click a row to open its details. Here you can change the type, title, comment, or the account or partner it's linked to, then click Save Changes.

A contract keeps every file ever uploaded to it. When a contract is renewed, amended, or you receive a corrected copy, don't upload a new contract — use Upload New Version at the bottom of the details, with an optional note such as "Amendment 1". The new file becomes the latest version, and every earlier version stays in the Versions list with its own download link, uploader and date.

Deleting (admin-only)

Only an Admin can delete. Delete Contract removes the contract and all its versions; the Delete button on a single version removes just that file (for example, a wrong upload). A contract's only remaining version can't be deleted on its own — delete the whole contract instead. Deleting can't be undone.

10. Pipeline Dashboard

Click Pipeline under the Reporting group. It summarizes where every opportunity sits in the sales process, using the phases described in Opportunity Phases. Accounts that were promoted from an opportunity count as Closed - Won.

Summary Tiles

Tile	Shows
Open pipeline	Opportunities not yet closed (won or lost)
Closed - Won	Opportunities promoted to paying accounts
Closed - Lost	Opportunities that didn't convert
Win rate	Won ÷ (won + lost)
Moved (30d)	Opportunities that changed phase in the last 30 days
Stale	Open opportunities that have sat in the same phase for 30+ days — highlighted when above zero

Funnel & Outcomes

The Funnel shows how many open opportunities are in each phase, with each phase's share of the open total. Click a bar to jump to the Opportunities tab filtered to that phase. Below it, Outcomes compares won against lost; Closed - Lost is drawn with a striped fill and a ✕ so it's distinguishable without relying on color. Click the lost segment to see those opportunities.

By Opportunity Tier & Recent Movement

By opportunity tier shows one bar per tier (Tier 1, Tier 2, and untiered), split by phase. Recent movement lists the latest phase changes — which opportunity moved, from which phase to which, who moved it, and when. Click an opportunity's name to open it on the All Accounts tab.

11. Revenue Share

Click Revenue Share under the Reporting group in the left navigation — admin-only (see Admin vs. Staff Roles), same gate as the Revenue Share % field on the Partners tab itself. It shows attributed revenue per Referral-type partner, and the share owed on it — Reseller and Strategic partners never carry a percentage (see Partners), so they never appear in this table.

Columns: Partner, Rev Share %, Accounts (linked), Executed Orders, One-time, Monthly, Annual, and the corresponding Share (one-time/monthly/annual) — the dollar figures multiplied by the partner's percentage. Check Include inactive to also see partners you've deactivated but not deleted.

12. Devices

Click Devices under the Operations group in the left navigation to browse every device imported across all accounts — live MyAdmin hardware orders and any historical legacy backfill, in one searchable table. This is distinct from the per-account Devices section in the Accounts tab detail panel, which scopes the same data to one account.

Searching & Filtering

Control	What It Does
Search box	Matches on serial number or account name (substring)
Device type filter	Narrows to one device type (GO9, KP2 Camera, etc.)
Sort	Newest or oldest imported first
Prev / Next	Paginates through results server-side — the whole device list is never loaded into the browser at once

Viewing Raw Import Data

Field parsing off MyAdmin's device-entry API (and off legacy import files) is best-effort — click Raw JSON on any row to see the exact source payload behind that device, useful for sanity-checking a blank or unexpected field.

Jumping to an Account

Clicking anywhere on a device row (other than the Raw JSON button) switches to the Accounts tab and opens that device's account detail panel directly — no need to search for the account manually afterward.

13. Tickets

Click Tickets under the Operations group in the left navigation (added 2026-07-31, gained partner tickets 2026-09-11). This tab is a cross-account, cross-partner queue merging support tickets submitted by any account through the Customer Portal and any partner through the Partner Portal — see Customer Portal and Partner Portal for the two submission sides.

Ticket Queue

Each row shows the subject, the submitting account or partner, category (Billing / Technical / Devices / Other), priority (Low / Normal / High), status, who submitted it, and the date. A partner-sourced row shows a small PARTNER badge next to the partner's name so the two sources stay distinguishable at a glance. Search by subject, account, or partner name; filter by status, category, priority, and Source (All sources / Accounts / Partners); sort newest or oldest first.

Clicking an account-sourced row jumps to that account's detail panel, the same way a Devices tab row jumps to its account. Clicking a partner-sourced row instead opens that partner's Edit modal on the Partners tab — partners have no side detail panel of their own to jump to.

Resolving a Ticket

Click Mark Resolved directly on a row to close out a ticket, or Reopen on an already-resolved one — both act immediately, no confirmation dialog, and both work identically regardless of source. There's no reply/comment thread on a ticket; this is intake plus a minimal open/resolved status, deliberately scoped that way for now. Submitting an account ticket emails the account's account manager; submitting a partner ticket emails the general alerts inbox, since a partner has no account-manager equivalent — so the conversation itself happens outside the platform either way.

14. Activity

Click Activity under the Reporting group in the left navigation. This is the cross-account, unscoped read side of the same audit log each account's own Audit Log modal already exposes one account at a time — every tracked change across every account, newest first, in one feed.

Columns: When, Account, Type, Action, Actor, Detail. Use the entity-type filter to narrow to a specific kind of record (orders, provisioning steps, tickets, license requests, invoices, and so on), and page through results with the pagination controls at the bottom.

15. Platform Users

Click Users in the left navigation to manage Accelevate staff accounts. This standalone item (not nested under any group) only appears for Admin staff — see Admin vs. Staff Roles below.

User Table

Each row shows the user's name, email, Role (Admin or Staff), active/inactive status, and when the account was created. Use the search box or status filter to find specific users.

Adding a New User

Click + Add User to create a new Accelevate staff account. Provide the full name, email address, role (Staff or Admin), and initial password. The user can change it after their first login from their own account menu (see Changing Your Password); an admin can also set a new one at any time with Reset Password.

User Actions

Action	What It Does
Edit	Update the user's name, email address, or role
Reset Password	Set a new password for the user (useful if they are locked out)
Deactivate / Activate	Toggle the account active status; deactivated users cannot log in
Delete	Soft-delete the user (see below)

Deleting a User

Delete (admin-only) is a soft delete — the account is blocked from logging in immediately, but the underlying record is kept, not removed, so past orders, provisioning steps, and other history stay correctly attributed to that person. A deleted user shows up only under the Deleted status filter, with no action buttons.

Admin vs. Staff Roles

Every Accelevate staff account (added 2026-08-18) is one of two roles. Staff is the default and covers every routine, day-to-day action — orders, provisioning, hardware-order placement, DocuSign sending, account/referral-partner CRUD, support tickets, and refreshing an existing QuickBooks invoice's status. Admin additionally unlocks:

• User management — creating/editing users, resetting passwords, activating/deactivating (this whole section)
• Connecting QuickBooks and creating invoices — see Order Pipeline
• Destructive deletes — deleting an account, a referral partner, or a platform user
• Seeing and setting a referral partner's Revenue Share % — see Referral Partners

16. Partner Hub

Click Partner Hub under the Ecosystem group. It's the sales-enablement library for staff and partners: product videos, one-pagers, brand assets, and approved messaging. Partner Portal users see the same page from their own navigation (see Partner Portal). Customer Portal users don't have access.

The page is organized into these sections, top to bottom:

• Hero — the main product video, with a link to download the one-pager
• Watch by Chapter — short clips, each opening on its own
• Geotab Marketplace — the marketplace listing and webinar recording
• What You're Selling — one card per audience, each with its one-pager
• Collateral — downloadable one-pager PDFs
• Brand — logo files grouped by brand, with a download-all zip per group
• Messaging — the positioning statement, short/medium/long descriptions with a copy button, and naming rules
• Where to Go Next — links to SPARQ, the user guide, the Demo Library, and the team

Editing Partner Hub Content (admin-only)

Admins see ✎ Edit and ✎ Manage buttons on each section. Edit on the hero opens the main content form (headline, intro, hero video and poster, marketplace quote and links, positioning, naming rules, footer). Manage on Chapters, What You're Selling, Collateral, Messaging, and Brand opens a list where you can add, edit, or delete entries, upload their files, and set their display order with the Order number. Changes show up for staff and partners as soon as you save. Other staff and partners don't see these buttons.

17. Customer Portal

The Customer Portal is a real, separate login for enterprise accounts — not a preview mode or a toggle inside the staff app. A portal account (customer_user table) is scoped to exactly one account and comes in two roles — shown in the portal UI as Account Admin and Account User (renamed from "Customer Admin"/"Customer User" on 2026-08-12; the underlying role values are unchanged):

• Account Admin — everything below, plus can manage other portal accounts for the same account (the Team page)
• Account User — everything below except Team

Portal accounts log in through the exact same screen as staff — see Getting Started. The platform detects the account type at login and shows the matching navigation automatically: My Account, Devices, Orders, Tickets, and (Account Admin only) Team. Portal users change their own password from the same account menu staff use (see Changing Your Password). Nothing internal — pricing, other accounts, the order form, provisioning — is ever visible.

My Account

A read-only summary of the account's own record: name, subscription tier, address, primary contact, contract end date, and the same purchased/assigned license ledger and utilization gauge staff see on the Accounts tab detail panel — scoped to just this one account.

Requesting More Licenses

Click Request More Licenses to submit a request for additional MC or MC-DC licenses — license type, quantity, an optional desired start date, and notes. Submitting emails the account's account manager directly and is recorded for the account's history; there's no separate approval step in the platform yet, so a request is a signal to the account manager, not an automatic ledger change.

Devices

Every device imported for this account — the same data staff see in the Accounts tab's Devices section, without the Raw JSON toggle.

Orders

A flat, read-only list of the account's own orders with status and value — no drill-down, no actions. For anything beyond viewing status, the account's account manager is the point of contact.

Tickets

Any portal role can submit and view support tickets here (added 2026-07-31) — this is a shared, company-wide view, not scoped to just what you personally submitted, so an Account User can see a ticket an Account Admin filed and vice versa. Click + New Ticket, fill in a subject, category (Billing / Technical / Devices / Other), priority, and description, and submit — it emails the account's account manager the same way Request More Licenses does.

There's no reply thread — staff resolve or reopen a ticket from their own Tickets tab (see Tickets), and its status updates here automatically.

Team (Account Admin only)

Account Admins manage every portal account for their own organization here — the same actions staff have on the Users tab, scoped to just this account:

Action	What It Does
+ Add Team Member	Create another portal account (Account Admin or Account User) for this same account
Edit	Update a teammate's name or email address
Reset PW	Set a new password for a teammate (useful if they're locked out)
Deactivate / Activate	Toggle a teammate's active status; deactivated accounts cannot log in

18. Partner Portal

The Partner Portal (added 2026-09-10, gained Tickets 2026-09-11) is a third real, separate login type alongside staff and the Customer Portal — not a preview mode or a toggle. A portal account (partner_user table) is scoped to exactly one partner and works identically regardless of that partner's type (Referral, Reseller, or Strategic — see Partners). It comes in two roles:

• Partner Admin — everything below, plus can manage other portal accounts for the same partner (the Team page)
• Partner User — everything below except Team

Partner accounts log in through the exact same screen as staff and Customer Portal accounts — see Getting Started. The platform detects the account type at login and shows the matching navigation automatically: Pipeline, an Accounts group (Accounts, Opportunities), a Support group (Tickets and, Partner Admin only, Team), and an Ecosystem group with Partner Hub, Demo Library, and the partner User Guide. A partner only ever sees the accounts linked to it (the Partner field on an account); nothing else internal — other partners' accounts, pricing, the order form, provisioning — is ever visible.

Pipeline, Accounts and Opportunities

Partners land on Pipeline: the same dashboard as the staff Pipeline, but counting only the accounts linked to that partner, with a welcome line naming the user and the partner. Two things are left out on purpose: the breakdown by account manager, and who moved each deal in Recent movement.

Accounts lists every account linked to the partner, opportunities included (with an Opportunity badge): name, location, license types, subscription, account manager and contract end. Opportunities shows just the opportunities with their phase, days in phase and tier.

Partner Hub

Partners open Partner Hub from the Ecosystem group in their navigation. It's the same page staff see (see Partner Hub), without the ✎ Edit and ✎ Manage buttons. The partner welcome email points new partner users here.

Tickets

Any partner role can submit and view support tickets here — a shared, partner-wide view, not scoped to just what you personally submitted, mirroring the Customer Portal's own Tickets page exactly. Click + New Ticket, fill in a subject, category (Billing / Technical / Devices / Other), priority, and description, and submit.

Since a partner has no account-manager equivalent, submitting emails the general alerts inbox instead of a named person. Staff see the ticket in their own cross-account/cross-partner queue — see Tickets — tagged with a PARTNER badge, and resolve or reopen it from there; its status updates here automatically. There's no reply thread here either.

Team (Partner Admin only)

Partner Admins manage every portal account for their own organization here — a direct mirror of the Customer Portal's own Team page and the staff Users tab, scoped to just this partner:

Action	What It Does
+ Add Team Member	Create another portal account (Partner Admin or Partner User) for this same partner
Edit	Update a teammate's name or email address
Reset PW	Set a new password for a teammate (useful if they're locked out)
Deactivate / Activate	Toggle a teammate's active status; deactivated accounts cannot log in

19. Tips & Non-Obvious Behavior

Light / Dark Theme

Signed Contracts Block Deletes

Company Auto-Create on Orders

Country / State Cascade

Saved Locations Auto-Fill

Locked Fields Are Per-Order

Pilot Subscriptions Skip Hardware Pricing

Provisioning Step Enforcement

Skipped Steps Still Count

Order Delete vs. Cancel

Geotab MyAdmin Sync

Automated Alerts

Hardware Product Matches Are Never a Blind Guess

Mark as Executed Is a Manual Escape Hatch

JWT Session & Token Expiry

Devices Tab vs. Per-Account Devices

Add Product Pricing Is Remembered Per Product

Customer Portal Accounts Are a Separate Login, Not a View

Hardware & Software Prices Are Editable Per Order

Xirgo Items Never Reach Geotab MyAdmin

Fleet User Counts Refresh Daily, or On Demand

Detail Panels Close on Outside Click

QuickBooks Status Is Best-Effort, Not Instant

New Staff Accounts Default to Least Privilege

Opportunities and Accounts Are One Table, Not Two Entities

Stale Opportunities

Referral Partner Revenue Share Is Admin-Only, End to End

Revert to Draft Is Submitted-Only

Partners Only See Linked Accounts

"A New Version of SPARQ Is Available"

Changing Your Own Password