Platform admin

Who can open it

Access is not a role inside a company. It is given to login emails in the server setting PLATFORM_ADMIN_EMAILS (several emails separated by commas), which the operator sets when SiteCash is installed (see the deployment guide, "First platform admin").

1. Sign up on SiteCash with your own email. This also creates a company for you, for example "SiteCash HQ".
2. Ask whoever runs the server to add that email to PLATFORM_ADMIN_EMAILS and restart SiteCash.
3. Log in again. The menu now shows Platform admin at the bottom.

The console has a dark top bar with Overview, Companies, Plans and Billing events. Back to my company returns you to your normal SiteCash screens. Anyone whose email is not on the list gets a "page not found" screen at this address.

Overview

The first page gives the health of the business at a glance. All times are India time.

Company states

The console sums up each company's subscription in one word. It follows the same rules that decide what the builder sees.

Companies list and search

Open Companies. The newest companies are at the top.

1. Type part of a company name or an owner's email in Company name or owner email.
2. Optionally pick a state (All states, Trial, Active, Payment due, Cancelled, Expired, Suspended, Not started).
3. Click Show. Clear removes the search.

The list shows at most 500 companies; search or filter to narrow it.

One company

Click a company to see everything about its account. The state badge is at the top right. Action boxes are on the right (below on a phone).

• Subscription: plan (and code), status, billing cycle, trial end, paid until (each with "in 12 days" or "3 days ago"), cancel at period end, the Razorpay subscription number, any pending checkout (a payment window opened but not yet confirmed) and when it last changed. The line What the company sees shows the exact message on the builder's screen, or "No banner, full access."
• Usage: active sites, users and entries against the plan's limits ("over the limit" in red), and which plan features are on (✓) or off (✗).
• Company: email, phone, GSTIN, address and company id, as the builder entered them in Company Settings.
• People: every user with role and since when.
• Payments: online and offline payments with reference, invoice link and note.
• Subscription history: every change made here, and the builder's own payments and cancellations, with date and who did it.

After each action you return to this page with a green message, for example "Trial extended." or "Nothing changed." if the values were the same.

Extend trial

When to use: a builder needs more time to decide, was travelling, or you promised a longer trial.

1. In Extend trial, type the Days to add (1 to 365; the box starts at 7).
2. Click Extend trial.

Effect: the days are added to the current trial end, or to today if the trial has already ended. The status becomes Trialing, so an expired trial company can add entries again at once.

Record offline payment

When to use: the builder paid by bank transfer, NEFT, cheque or UPI outside Razorpay, or online payment is not switched on yet.

1. Check that the money has arrived in your bank.
2. In Record offline payment, choose the Plan and Billing cycle they paid for.
3. Check Amount received (₹). It starts at the plan price including GST; change it if they paid a different amount.
4. Check Paid until. It starts at one month or one year from today and must be after today. The plan works until the end of that day (India time).
5. In Note, type the NEFT UTR, cheque number or your invoice number.
6. Click Record payment and confirm, for example "Record ₹2,949.00 received from Sunrise Developers Pvt Ltd and activate Growth (monthly) until 27 Oct 2026?"

Effect: the company becomes Active on that plan until the paid-until date, the trial and any "won't renew" flag are cleared, and the payment is added to their Payment history as "Paid offline". Their Plan & Billing page shows "Paid offline (no auto-renewal)". It does not renew by itself: record the next payment before the date.

Change subscription manually

When to use: to correct a mistake, to give a company a free or special arrangement, to end a trial early, or to fix a subscription after a Razorpay problem.

Click Save changes and confirm "Change the subscription of … by hand? Their access follows the new values immediately."

• A new date counts to the end of that day, India time.
• Active keeps working 3 days past paid-until; Past due keeps working 7 days past paid-until; Cancelled stops on the paid-until date.
• Expired makes the company view-only at once.

Suspend and unsuspend

When to use: an unpaid invoice, misuse, or a request from the company's owner to freeze the account.

1. In Suspend, type a Reason (3 to 300 characters), for example "Invoice SC-0012 unpaid since 1 Sep". The company's users see it.
2. Click Suspend company and confirm.

Effect: the company becomes view-only whatever its plan says. Its users can still log in, view, print and export, but cannot add or change anything. The red bar reads "This account is suspended: <reason>. Please contact SiteCash support." A suspended company also cannot pay online, so settle payment offline and record it.

To undo it, the box (now titled Suspension) shows the reason and an Unsuspend button. After you confirm, they can add and change data again, if their plan allows.

Admin notes

A private notepad for this company (up to 5,000 characters): phone calls, promised discounts, invoice numbers, who to contact. Type and click Save notes. Only platform admins see these notes; the builder never does. The Subscription history records only that the notes were edited, not what they say.

Plans editor

Open Plans. Plans apply to all companies. The heading reminds you that prices are in rupees before GST, customers pay 18% GST on top, and new sign-ups get a free trial of the Growth plan.

Each plan card shows its name, code, Active or Inactive, Free-trial plan for Growth, how many companies are on it, and its Razorpay plan numbers ("not created yet" until the first checkout).

Click Save plan. You see "Saved the Growth plan."

Changing a price

Razorpay plans cannot be edited, so when you change a price SiteCash forgets the matching Razorpay plan and creates a new one at the next checkout. The form warns you before saving, and the message after saving says so. New checkouts pay the new price. Companies already subscribed through Razorpay keep paying the old price until they change plan.

Adding and deleting plans

Click Add plan at the bottom, give a Code (lowercase letters, digits and dashes, for example pro-plus; it cannot be changed later), fill in the fields and click Add plan.

Delete plan appears only on plans that no company uses, and never on the free-trial plan. It is for plans added by mistake. If a company has ever paid for the plan, SiteCash refuses: "Companies use (or have paid for) this plan. Untick Active to stop offering it instead."

Billing events

Billing events lists the notifications Razorpay sends to SiteCash (the last 200, newest first): a subscription was activated or charged, a renewal failed (pending), stopped (halted), was cancelled or completed. Each notification is applied once. If applying it failed, Razorpay sends it again later and SiteCash then applies it automatically.

• Each row shows when it arrived, the event name (for example subscription.charged), the company and a badge: Processed, Error (with the error text) or Not processed.
• Click a row to see the event number and the full message from Razorpay.
• Errors only shows just the failed ones; All events shows everything.

A row with "No company" is a notification SiteCash could not match to a company, for example a subscription created outside SiteCash in the Razorpay dashboard.

Troubleshooting

• You see "page not found" at the platform admin address. Your login email is not in PLATFORM_ADMIN_EMAILS, or SiteCash was not restarted after it was added. Check the spelling and log in again.
• A builder paid online but is still on trial or view-only. Look at the company's Pending checkout and at Billing events. If there is no subscription.activated or subscription.charged event, check the webhook in the Razorpay dashboard. Meanwhile, use Change subscription manually to set Active with the right paid-until date.
• "The paid-until date must be after today." Offline payments must end in the future. For a past correction, use Change subscription manually.
• "A trial needs a trial end date." / "Payment due and Cancelled need a paid-until date…" Fill in the date for the status you chose.
• "Give a reason. The company's users see it." A suspension needs a reason of at least 3 characters.
• "This is the free-trial plan for new sign-ups, so it cannot be deleted." Untick Active instead if you want to stop selling it.
• Builders see "Online payment is not enabled yet…". The Razorpay keys are not set on the server. Until they are, record offline payments for them.
• Many errors in Billing events, or errors that stay after Razorpay's retries. Copy one error message and the event number, and send them to the person who maintains the SiteCash server. Fix the affected companies with Change subscription manually in the meantime.