# Staff Filtering Guide - What You Can See ## Quick Reference This guide explains what data each staff member can see in the system based on their role. --- ## 👑 Admin / Superuser ### What You See: - **ALL** clients across **ALL** branches - **ALL** loans across **ALL** branches - **ALL** transactions and reports ### Branch Selector: - You can use the branch selector to filter data by specific branch - This is **optional** - you can view all branches at once ### Example: - Total clients: 68 (all branches) - Select "Nairobi Branch": Shows only Nairobi clients - Select "Main Branch": Shows only Main Branch clients --- ## 👨‍💼 Loan Officer / Team Leader ### What You See: - **ONLY** clients assigned to your portfolio - **ONLY** loans for your assigned clients - **ONLY** repayments from your clients - **ONLY** applications from your clients ### Branch Selector: - You can further filter your portfolio by branch - You will **never** see clients from other loan officers ### Example: If you have 15 clients assigned to you: - Dashboard shows: 15 clients, their loans, and repayments - Another loan officer's 20 clients: **NOT VISIBLE** to you - Branch filter: Shows only your clients in that branch ### Portfolio Assignment: Your clients are assigned to you by an admin. To see a client: 1. Client must be assigned to you as portfolio manager 2. Client must be active in the system --- ## 📋 Secretary ### What You See: - **ONLY** data from your assigned branch - **ALL** clients in your branch (regardless of portfolio manager) - **ALL** loans in your branch - **ALL** transactions in your branch ### Branch Selector: - Automatically set to your branch - You cannot view other branches ### Example: If you're assigned to "Mombasa Branch": - You see all Mombasa clients (30 clients) - You see all Mombasa loans - You **cannot** see Nairobi or Main Branch data --- ## 🔍 Auditor ### What You See: - **ONLY** data from your assigned branch - **ALL** clients in your branch - **ALL** loans and transactions in your branch - **ALL** reports for your branch ### Branch Selector: - Automatically set to your branch - You cannot view other branches ### Example: If you're assigned to "Nairobi Branch": - You see all Nairobi data for auditing - You **cannot** see other branches - All reports show only Nairobi data --- ## 📊 Dashboard Sections - What's Filtered ### Portfolio Overview - **Active Loans**: Only loans you can see - **Portfolio Value**: Total value of your visible loans - **Outstanding**: Outstanding amount from your visible loans - **Collection Rate**: Based on your visible data ### Loans Due Today - Shows only loans from your branch/portfolio that are due today ### Delinquent Loans - Shows only overdue loans you have access to - Categorized by: 1-30 days, 31-60 days, 60+ days ### Processing Fees - Shows processing fees from loans you can see - Current month data only ### Interest Income - Shows interest from loans you can see - Current month data only ### Registration Fees - Shows registration fees from clients you can see - Current month data only ### Customer Requests - Shows requests from clients you can see - Pending, In Progress, Resolved ### Completed Loans - Shows completed loans you have access to - This month and all-time totals ### Client Growth - Shows client growth for your visible clients - Weekly, monthly, yearly breakdown --- ## 🔄 How Branch Filtering Works ### For Admins: ``` All Data → [Select Branch] → Branch Data ``` ### For Loan Officers: ``` Your Portfolio → [Select Branch] → Your Portfolio in That Branch ``` ### For Secretaries/Auditors: ``` Your Branch Data (Fixed) ``` --- ## ❓ Common Questions ### Q: Why can't I see a specific client? **A:** Check: 1. **Loan Officer**: Is the client assigned to your portfolio? 2. **Secretary/Auditor**: Is the client in your branch? 3. **All**: Is the client active in the system? ### Q: Why do my numbers differ from my colleague's? **A:** Each staff member sees different data based on their role: - Loan officers see only their portfolio - Secretaries see only their branch - Admins see everything ### Q: Can I see clients from other branches? **A:** - **Admin**: Yes, use the branch selector - **Loan Officer**: Only if they're in your portfolio - **Secretary/Auditor**: No, only your branch ### Q: How do I know which branch I'm viewing? **A:** Look at the top of the page: ``` Current Branch: [Branch Name] 🔍 Zoom ``` ### Q: Can I change my branch? **A:** - **Admin**: Yes, use the branch selector dropdown - **Loan Officer**: Yes, to filter your portfolio - **Secretary/Auditor**: No, you're locked to your branch --- ## 🎯 Best Practices ### For Loan Officers: 1. Regularly review your portfolio dashboard 2. Focus on your assigned clients 3. Use branch filter to organize your work by location 4. Contact admin if you need clients reassigned ### For Secretaries: 1. Monitor all branch activities 2. Ensure data accuracy for your branch 3. Report any discrepancies to branch manager 4. Keep branch records up to date ### For Auditors: 1. Review all branch transactions regularly 2. Generate reports for your branch 3. Verify data integrity 4. Report issues to management ### For Admins: 1. Use branch filter to focus on specific branches 2. Monitor overall system performance 3. Ensure proper client assignments 4. Review cross-branch analytics --- ## 🛠️ Troubleshooting ### Issue: I see no data **Check:** 1. Do you have clients assigned? (Loan Officers) 2. Is your branch set correctly? (Secretaries/Auditors) 3. Are there any active clients/loans in your scope? 4. Contact your system administrator ### Issue: Numbers seem wrong **Check:** 1. Are you viewing the correct branch? 2. Is the date range correct? 3. Are filters applied correctly? 4. Refresh the page and try again ### Issue: Can't access a report **Check:** 1. Do you have permission for that report? 2. Is there data available for your scope? 3. Try a different date range 4. Contact your administrator --- ## 📞 Support If you have questions about what you can see: 1. Check this guide first 2. Verify your role and branch assignment 3. Contact your branch manager 4. Contact system administrator --- ## 🔐 Security Note The filtering system ensures: - Data privacy between branches - Portfolio confidentiality - Proper access control - Audit trail compliance **Never share your login credentials** - each staff member should have their own account with appropriate access levels.