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Admin Guide

Audience: Beta-Calco operators & admins (data entry, settings) · Scope: everyday how-tos and self-train walkthroughs, grouped by system · Last reviewed: 2026-07-25

TL;DR — Plain-language, step-by-step help for running Beta-Calco day to day — the website content, the product catalog and configurator, quotes and sales, pricing and BOMs, and the integrations. No developer detail. Pick a system below, then a task.

What this site does (the big picture)​

The Beta-Calco site is one platform wearing three hats, and the admin work follows the same split:

  • A marketing website — the public pages (homepage, products, projects, news, designers, resources).
  • A product configurator — visitors build a luminaire from options (finish, size, optics, driver…) and get a live product code, spec sheet, and photometric downloads.
  • A B2B sales & operations tool — sales agents build quotes; the back office manages pricing, bills of materials (BOMs), and the flow of quotes and orders between the site, Pipedrive (CRM), Infor (ERP), and Google Sheets.

Almost everything an admin manages lives in the ConfigBox backend menu, plus a handful of automated jobs that run on a schedule. The systems below mirror that menu.

New here? Start with these​

  1. Read the big picture above — one platform, three hats.
  2. Work through Getting started — five short articles, about twenty minutes. The whole admin area is a handful of screens repeated everywhere; learn the list screen and the edit screen once and most other tasks will feel familiar.
  3. Open the system you'll work in day to day and skim its Overview page — each one lists its tasks.

You don't need to read the whole guide. Every article is a stand-alone task, written to be looked up in the moment — most people read Getting started once and dip into the rest as work comes up.

The systems​

In reading order — foundations first, then the highest-value day-to-day work. Each system is a section in the sidebar; its Overview page lists every task, and each article title says what the task achieves.

1. Getting started​

The orientation every operator needs first. Log in · find your way around the menu · the shared list & edit screens (search, add, edit, publish/unpublish, re-order) · uploading images & files.

2. Products & configurator​

The core catalog and the option builder customers use. How the catalog & configurator fit together · add, edit or discontinue a product · families · finishes · the browse filters · performance (photometric) data · spec sheets · product downloads & shared files · HTML embeds · how the configurator is built · the Diagnostics exports · the acoustic calculator.

3. Website & content​

The everyday content editors — the quickest wins. Homepage banners · news · projects · designers · careers · Where-to-Buy · brochures, logos & resource downloads · the smaller content lists (icons, diagrams, testimonials, social media, About us). Regions and Branches look like content but are sales machinery — they live under Quotes & sales.

4. Quotes & sales​

The back-office setup behind quoting. Quote Console (managers, tax, terms, overages) · commission tiers · volume discounts · customers & customer positions · what a customer group controls · branches · regions (the flag picker).

5. Sales agent (My Beta Calco)​

The front-line tools an agent uses on the website — not the admin backend. Build and price a quote · manage quotes (revisions, alternatives, download/send) · track orders & shipments · sales tools & profile.

6. Pricing, BOM & ERP​

The specialist back-office tools tied to Infor. Import the price list · the BOM & costing tools · BOM fetch-fail reports · SQL-to-Sheets exports · the automated schedule exports.

7. Pipedrive​

Day-to-day CRM integration. How the two-way sync works (and the golden "don't delete" rules) · cold-quote prompts · the change log and sync-health summary · the connection settings.

8. Quote Follow-Up​

The automated reminders that keep quotes moving. What the follow-up email link does · importing the pipeline stages · the nudge cadence · the tracking sheets.

9. Settings & site ops​

The global knobs and housekeeping — changed rarely, and several hold secrets. The Custom Settings screen (all 25 groups, mapped) · analytics & cookie consent · Live-to-Staging.

Writing or updating these articles? Follow the Admin Guide standard in the developer reference docs (docs/standards/admin-guide.md): task-titled, plain language, no code or internals. Coverage status and open items are tracked in _backlog.md, not here.