Only Admins that have the permission to **Manage System Configuration**, will see the System Settings. If they have that permission, they can edit any system setting available.
--- ### Best Practices & Considerations - **Review All Settings**: System settings are granular and cover many aspects of OPSCOM. Regularly review all components to ensure configurations align with your organization's current policies and operational needs. - **Security Settings First**: Prioritize the configuration of **Security** component settings (e.g., password expiry, strength requirements, admin lockouts) to maintain a robust security posture for your admin accounts. - **Email Configuration**: Ensure that all relevant email addresses (Default Notification Email, From Email, Appeal Notification Email, Automated Notification Email) are correctly set up to ensure timely system communications and alerts. - **Time Zone Accuracy**: Correctly setting your **Time zone** and **Time offset** is critical for accurate timestamping of all system events, permits, and violations. - **Impact of Toggles**: Be mindful that many settings are simple on/off toggles. Understand the full impact of enabling or disabling a module (e.g., "Enable Violations Module") or a specific feature before making changes. - **Team Collaboration**: For settings that require OPSCOM Team access to change, communicate your needs clearly to support staff. For other settings, collaborate with your internal teams (IT, finance, enforcement) to ensure changes meet everyone's requirements. - **Testing Changes**: For significant changes, especially those impacting user-side visibility or core workflows, consider testing in a [Preview Space](https://opscom.wiki/books/setup-configuration-for-admins/page/create-or-refresh-a-preview-space), before applying to your live production system. # New Page # Configuring SAML SSO with OPSCOM ### What is Single Sign-On (SSO) **Single Sign-On (SSO)** simplifies user access to OPSCOM by allowing them to authenticate using their existing, managed corporate accounts. This eliminates the need for separate OPSCOM usernames and passwords, enhancing convenience and security. This article details the setup and configuration of SAML-based SSO with OPSCOM, explaining the necessary fields, metadata exchange, and user synchronization. For more general information about SSO and OPSCOM [refer to this wiki article](https://opscom.wiki/books/customization-and-integration/page/single-sign-on-sso-and-operationscommander-what-do-you-need-to-consider). ### Prerequisites and Considerations Implementing SSO with OPSCOM, specifically using SAML (Security Assertion Markup Language), requires coordination between your organization's Identity Provider (IdP) and OPSCOM as the Service Provider (SP).The settings below must be filled out correctly and saved before you will see the Metadata tab to continue.
##### Service Provider Fields (Configured in OPSCOM) These fields define how OPSCOM will interact with your Identity Provider.`` ` ``<``samlp:Response` `xmlns:samlp``=``"urn:oasis:names:tc:SAML:2.0:protocol"` `xmlns:saml``=``"urn:oasis:names:tc:SAML:2.0:assertion"` `ID``=``"_aa1963115aa6490e728c7376f4c8849813bbb..."``>` ` ``...` ` ``<``saml:Assertion` `xmlns:xsi``=``"http://www.w3.org/2001/XMLSchema-instance"` `xmlns:xs``=``"http://www.w3.org/2001/XMLSchema"` `ID``=``"_9efd79bf6425983ee9176f3d33a99d1a9176180..."``>` ` ``...` ` ``<``saml:Subject``>` ` ``<``saml:NameID` `SPNameQualifier``=``"MinionOpsComStaff"` `Format``=``"urn:oasis:names:tc:SAML:2.0:nameid-format:transient"``>_7a426e0be71f14c1f349db00d7d543b6f7dcb52baa` ` ``<``saml:SubjectConfirmation` `Method``=``"urn:oasis:names:tc:SAML:2.0:cm:bearer"``>` ` ``<``saml:SubjectConfirmationData` `NotOnOrAfter``=``"2021-08-24T16:00:41Z"` `Recipient``=``"https://minion-3.dev.parkadmin.com/auth/saml2/MinionOpsComStaff/acs"` `InResponseTo``=``"ONELOGIN_bb8a09203c888cf59af4c621a71cfa8f7559c016"``/>` ` ``` ` ``` ` ``<``saml:Conditions` `NotBefore``=``"2021-08-24T15:55:11Z"` `NotOnOrAfter``=``"2021-08-24T16:00:41Z"``>` ` ``<``saml:AudienceRestriction``>` ` ``<``saml:Audience``>MinionOpsComStaff` ` ``` ` ``` ` ``<``saml:AuthnStatement` `AuthnInstant``=``"2021-08-24T15:34:46Z"` `SessionNotOnOrAfter``=``"2021-08-24T23:34:46Z"` `SessionIndex``=``"_a7a68666092117d24aab8adecf1b0830622855b85..."``>` ` ``<``saml:AuthnContext``>` ` ``<``saml:AuthnContextClassRef``>urn:oasis:names:tc:SAML:2.0:ac:classes:PasswordProtectedTransport` ` ``` ` ``` ` ``<``saml:AttributeStatement``>` ` ``<``saml:Attribute` `Name``=``"uid"` `NameFormat``=``"urn:oasis:names:tc:SAML:2.0:attrname-format:basic"``>` ` ``<``saml:AttributeValue` `xsi:type``=``"xs:string"``>6ddf4027-3397-4e45-8628-0189f60fe91e` ` ``` ` ``<``saml:Attribute` `Name``=``"full name"` `NameFormat``=``"urn:oasis:names:tc:SAML:2.0:attrname-format:basic"``>` ` ``<``saml:AttributeValue` `xsi:type``=``"xs:string"``>Sarah Knowles` ` ``` ` ``<``saml:Attribute` `Name``=``"email"` `NameFormat``=``"urn:oasis:names:tc:SAML:2.0:attrname-format:basic"``>` ` ``<``saml:AttributeValue` `xsi:type``=``"xs:string"``>sknowles@tomahawk.ca` ` ``` ` ``` ` ``` ` ``` |
The exact sample values from our test system may differ from your actual SAML system attributes.
##### Translations Tab The **Translations** tab allows you to customize the text displayed on your login button from the user side. You can create as many different translations as are available in your system (e.g., English and French). This ensures that the SSO login experience is localized for your users. [](https://opscom.wiki/uploads/images/gallery/2024-06/0Bpimage.png) --- ### Best Practices & ConsiderationsCommunication errors in OPSCOM, often manifested as "Communication Error" messages to users, typically occur when essential email "From" or "Reply-to" addresses are not correctly configured in the system settings. This article helps OPSCOM administrators identify and resolve such errors, ensuring that system-generated emails (like password reset confirmations) are sent successfully.
### Identifying a Communication Error Communication errors are usually a symptom of missing or incorrect email configurations within the system settings. A common example of a communication error occurs when a user attempts to submit the **Forgot Password** form on the user-side login page. An error message similar to the following may be displayed: ## [](https://opscom.wiki/uploads/images/gallery/2024-06/preimage.png) This error indicates that the system is attempting to send an email but lacks a defined "From" or "Reply-to" address from which to send it. --- ### Fixing Communication Errors 1. Click **System Configuration,** then **System Settings.** 2. On the **General System Settings** tab, locate the **Reply-to Admin Email Address** field. 3. Enter a valid and active email address into this field. This address will serve as the system's "From" address for various automated communications. 4. **Save** your changes. Once you have updated the email address, this communication issue should be resolved. You can test by re-attempting the action that previously triggered the error (e.g., submitting the **Forgot Password** form). --- ### Best Practices & Considerations - **Crucial Email Fields**: The **Reply-to Admin Email Address** (and other "From Email" settings found in **System Settings**) are critical for all system-generated email communications. Ensure they are always populated with a valid, monitored email address. - **Troubleshooting**: If the issue persists after updating the **Reply-to Admin Email Address**, it may indicate a more complex underlying problem. - **Contact Support**: If the issue is still not resolved after completing these fields, please contact [support@ops-com.com](mailto:support@ops-com.comcom) for further assistance. Provide details of the error message and the steps you have already taken. - **Monitoring System Notifications**: Regularly check the email address configured as the "Default Notification Email" in **System Settings** to catch any internal system alerts about failed communications. # Alarms System Settings ## Setting up Alarms in OPSCOM There are 3 different alarms you can setup in OPSCOM. - [People ](https://opscom.wiki/books/the-opscom-admin-portal/page/people-alarms) - [Vehicle/Plate](https://opscom.wiki/books/the-opscom-admin-portal/page/plate-and-vehicle-alarms) - [Generic](https://opscom.wiki/books/the-opscom-admin-portal/page/generic-alarms/) # Defining User Profile SettingsUser Profile Settings in OPSCOM enable administrators to customize the information collected from users on their profile forms. By controlling the visibility and requirement status of various fields, you can tailor the user experience to your organizational needs, ensure necessary data is captured, and streamline the registration process.
User profile item settings are configured within the **System Settings** area of OPSCOM. 1. Click **System Configuration**, then **System Settings**. 2. On the **Manage System Settings** screen, click **User Profile.** ### Using this Feature On the **User Profile** settings page, items in the list can be set to one of three states, controlling their appearance and requirement on the user-side profile form: - **Hidden**: The field is **not visible** on the user-side profile form. - **Visible**: The field is seen on the user-side form, but entering information in it is **optional**. - **Required**: The field is seen on the user-side form and is **mandatory**. Required fields are indicated by a **red asterisk** (\*).**Note:** The system will not allow the user to save their profile if any required information is missing.
The state selected for each field is highlighted in black, with a checkmark indicating the active selection. [](https://opscom.wiki/uploads/images/gallery/2025-06/F6L2025-06-17-12-55-28.jpg) [View the corresponding profile fields here.](https://opscom.wiki/books/the-opscom-admin-portal/page/user-profile-overview) ##### Customizing Profile Sections - **User Name**: A User Name is essential as it's one of the unique identifiers for system access. While a bare minimum typically includes Username, First Name, and Last Name, any of these items can be toggled on/off based on your needs. -**Note:** One scenario where you might hide Username is if an external source (such as LDAP) is supplying the username.
- **Enabling Username Edits**: By default, the username field is not editable by administrators. To enable this functionality, you must contact**Important:** If any credit card information is entered by the user, it automatically switches all other credit card information fields to "required" for that transaction.
--- ### Best Practices & Considerations - **Balance Data Collection and User Experience**: While it's important to collect necessary data, avoid making too many fields "Required" as this can create friction and deter users from completing their profiles. Prioritize truly essential information. - **Understand System Overrides**: Even if you hide everything possible, the system might still require certain fundamental pieces of information (e.g., core identifiers like Username or Email) and will override your settings to ensure basic functionality. - **Review Hidden Fields Periodically**: Ensure that fields marked "Hidden" truly remain irrelevant to your current processes. Organizational needs can change, making previously hidden data suddenly important. - **Tailor to User Types**: Consider which information is truly necessary for different user types (e.g., students versus employees) and configure accordingly. - **Impact on Mailing/Enforcement**: If you rely on mailing permits or recording specific ID numbers for enforcement, ensure the corresponding profile fields are set to "Required" or at least "Visible." - The **Allow Username Edits** setting can only be toggled by the OPSCOM Support team. If you require the ability to edit usernames, please contact OPSCOM support to request this change. # Account Creation PreferencesOPSCOM allows administrators to configure user account creation preferences, choosing between immediate auto-login or requiring email verification upon registration. Understanding and setting this preference is crucial for managing your user base effectively, balancing user convenience with security and data integrity needs.
Please refer to the [Registering as a User](https://opscom.wiki/books/OPSCOM-user-portal/page/registering-as-a-user) article for the user-side documentation. ### Setup & Configuration Account creation preferences are configured within the **User Profile** settings under **System Settings**. 1. Hover over **System Configuration,** then **System Settings,** and click the **User Profile** tab. 2. Toggle the **Auto Login After Register** setting, which controls the account creation flow. --- ### Using this Feature The **Auto Login After Register** setting has two states, each with distinct implications for user experience and system security: ##### Immediate Login (Auto Login After Register: ON) - **Configuration**: Toggle the **Auto Login After Register** setting to **ON**. - **Behavior**: This method allows users to instantly access their account immediately upon completing registration, without requiring them to verify their email address. - **Reasons to Use**: - **Limited Email Access**: Ideal for scenarios where users might not have immediate access to their email, such as in kiosk setups or for individuals without constant mobile email access. - **Reduced Friction**: Provides a smoother, quicker onboarding experience, especially if your target audience is less tech-savvy or if you aim to minimize any barriers to entry. ##### Email Verification (Auto Login After Register: OFF) - **Configuration**: Toggle the **Auto Login After Register** setting to **OFF**. - **Behavior**: This method requires users to click a unique verification link sent to their registered email address before they can fully access their account. - **Reasons to Use**: - **Verifying Legitimate Users**: This is generally the **preferred method** as it immediately confirms that the registration originates from a real user with a valid email address, significantly reducing bot registrations or fake accounts. - **Account Security and Recovery**: Email verification establishes a reliable communication channel crucial for secure password resets, account recovery procedures, and sending important notifications, thereby enhancing overall account security. - **Maintaining Data Integrity**: By ensuring valid email addresses from the outset, you improve the quality and accuracy of your user data in the system. --- ### Best Practices & Considerations - **Balance Security and Convenience**: Carefully weigh the trade-offs between user convenience (immediate login) and enhanced security/data integrity (email verification) based on your organization's risk tolerance and user base. - **Communication**: Clearly inform users about the account creation process, especially if email verification is required. Provide instructions on checking spam folders for verification emails. - **Email Deliverability**: If using email verification, ensure your system's email sending configurations are robust to guarantee that verification emails are delivered promptly and reliably. - **Target Audience Analysis**: Consider the technical literacy and typical access methods of your target audience when deciding on the preferred setting. - **Compliance**: Some data privacy regulations may implicitly favor email verification as it contributes to better data quality and user consent verification. # Configuring Multi-Factor Authentication on the User Portal**Multi-Factor Authentication (MFA)** adds a crucial second layer of security to user accounts in OPSCOM, significantly enhancing protection against unauthorized access. Currently, the primary method implemented is the use of **one-time passwords (OTPs)** sent via email. This article outlines how administrators can configure MFA at the system level and how users interact with this enhanced security feature on their portal.
### Setup & Configuration Implementing MFA involves administrator-side configuration within System Settings and customizing the associated email template. ##### Admin Side Configuration One-time passwords will not be available on the user portal until enabled within **System Settings**. 1. Hover over **System Configuration** and click **System Settings**. 2. On the **User Profile** tab, click **Enable Multi-Factor Authentication**.If this setting is not available for you to change, please have your primary Admin contact
One-time passwords always expire after **15 minutes**. This cannot be changed.
 --- ### Using this Feature ##### User-Side MFA Management Users can enable and manage their one-time password settings from their security page (formerly the passwords page). [Refer to this wiki article](https://opscom.wiki/books/OPSCOM-user-portal/page/multi-factor-authentication-user-portal) to see the steps involved.The state of the user's one-time password verification is stored in the local storage of their session data. If the local storage is cleared (e.g., clearing browser cache), they will have to enter another one-time password. The MFA verification does not persist across different web browsers or devices, meaning the user will have to enter a new one-time password if they try to log in using another browser or device.
--- ### Best Practices & Considerations - **Security Enhancement**: MFA significantly reduces the risk of unauthorized access, even if primary login credentials are compromised. It is highly recommended for all users. - **Gradual Rollout (Visible vs. Required)**: When introducing MFA, consider starting with the **Visible** setting to allow users to opt-in voluntarily. Once accustomed, transition to **Required** for all users if your security policy mandates it. - **Clear Communication**: Inform users about the MFA requirement, how to set it up, and how to log in using OTPs. Provide clear instructions and troubleshooting tips. - **Email Deliverability**: Ensure that your system's email settings are correctly configured and that OTP emails are not being blocked by spam filters. Users need to receive these emails promptly to log in. - **Template Customization**: Customize the OTP email template to include your organization's branding and any specific instructions for your users. - **User Training**: Consider providing brief training or a guide for users on how to manage their MFA settings and log in with OTPs. - **OTP Expiry**: Remind users that OTPs are time-sensitive (15 minutes) and that generating a new one invalidates previous ones. # Password and Security SettingsThe Security Settings in OPSCOM provide administrators with critical tools to enforce robust password policies and manage login security for all administrative accounts. Properly configuring these settings is essential for protecting sensitive system data, preventing unauthorized access, and complying with organizational security standards.
Security settings are managed within the **System Settings** area of OPSCOM. 1. Hover over **System Configuration,** and click **System Settings**. 2. Click **Security**. The **Manage System Settings** window will open, displaying all available security configurations. ### Using this Feature The **Security** component within **System Settings** allows administrators to configure various aspects of password management and account lockout policies. ##### Password Security Settings - **Salted Password Hashing**: - **Purpose**: This setting adds an essential layer of security to stored passwords. Hashing is a one-way, irreversible process that converts a user's password into a unique, short hash value. "Salting" introduces a random string into this process, ensuring that even if two users have the same password, their stored hash values will be different. This prevents "lookup" (reverse engineering) of the original password, meaning forgotten passwords must be reset, not retrieved. This significantly limits an administrator's ability to view employee passwords and closes a critical security vulnerability.**Note**: Once **Hash and Salt** is enabled, it **should not be turned off**.
- **Require Password Update**: - **Purpose**: When activated, this setting forces users to change their passwords upon their next login. - **Use Case**: Ideal for ensuring compliance with regular password changes or after a password reset by an administrator. - **Toggle Password Expiry**: - **Purpose**: By default, passwords in OPSCOM do not expire. For enhanced security, it is best practice to mandate regular password changes. This setting enables the use of password expiry. - **Configuration**: Toggle this setting **On**. - **Password Expiry in days**: Enter the number of days after which an administrator's password will expire, aligning with your organization's security policy (e.g., 90 days). - **Enable Password History**: - **Purpose**: When toggled **On**, OPSCOM will remember passwords previously used by an administrator. The system will then prevent the reuse of those passwords for a specified period. - **Configuration**: Set **How long to remember old passwords** (in days) to define the duration for which old passwords are not allowed to be reused. ##### Password Strength Requirements These settings allow you to enforce complexity rules for administrator passwords. - **Minimum Password Length**: Sets the minimum number of characters required for a password. - **Enable password strength requirements**: Toggles on or off the following specific complexity requirements: - **Numerical Characters**: Sets the minimum number of numbers required in the password. - **Lower Case Characters**: Sets the minimum number of lowercase characters required in the password. - **Upper Case Characters**: Sets the minimum number of uppercase characters required in the password. - **Non-Alpha Numeric**: Sets the minimum number of non-alphanumeric (special) characters required in the password (e.g., `!, &, #,` etc.). ##### Admin Account Lockout Settings These settings provide an additional layer of security by locking an administrator out of their account after repeated incorrect password attempts. - **Enable Admin Lockouts**: Toggles on or off the account lockout feature. - **Lockout after X Attempts**: Sets the number of failed login attempts with an incorrect password before the system will lock out the administrator. - **Login attempt timeframe**: Sets the timeframe (in minutes) during which incorrect login attempts are counted. For example, if an administrator fails 3 times within a 5-minute period, their account will be locked out. - **Lock the admin out for X minutes**: Sets the duration (in minutes) that the administrator's account will remain locked. For example, setting it to `120 minutes` would mean the administrator is locked out for 2 hours before another login attempt is permitted. --- ### Best Practices & Considerations - **Robust Security Policy**: Always implement a robust security policy that combines strong password requirements (length, complexity), password expiry, and lockout mechanisms. - **Enable Hashing**: Ensure **Salted Password Hashing** is always enabled for maximum password security. - **Regular Password Expiry**: Enforce regular password expiry (e.g., every 90 days) to mitigate the risk of compromised credentials. - **Meaningful Lockout Settings**: Configure lockout settings to balance security with user convenience. Too aggressive settings can lead to frequent lockouts, while too lenient settings can be a security risk. - **Communication**: Inform administrators about the security policies in place, including password strength requirements, expiry rules, and lockout procedures. This helps them comply and understand why they might be locked out. - **Admins can see, only OPSCOM Team can change**: Several security settings (e.g., **Hash and Salt**, **Require Password Update**, **Toggle Password Expiry**, **Enable Password History**, **Enable password strength requirements**, **Enable Admin Lockouts**) are visible to administrators but can only be changed by the OPSCOM Team. For modifications to these specific settings, contact [OPSCOM Support](mailto:support@ops-com.comcom). # Uploading and Managing FilesThe **Manage Files** section in your OPSCOM Admin site provides a centralized repository for all files used across your OPSCOM instance, primarily images for your user and admin dashboards. This feature allows administrators to easily upload, view, organize, and manipulate these files, ensuring consistent branding and visual content throughout your system.
### Using this Feature The **Manage Files** page offers different ways to view and interact with your uploaded files. 1. To access this, click **System Configuration,** then **Manage Files.** ##### Viewing Files Files can be viewed in two primary modes: - **Grid Mode**: Displays a visual preview (thumbnail) of each image, which is useful for quickly identifying content. - **Table Mode**: Provides a detailed list view, showing file names and other relevant information. ##### Managing Existing Files By right-clicking on an image or file, a contextual menu will appear, giving you several options: - **Download**: Save a copy of the file to your local device. - **Rename**: Change the name of the file. - **Delete**: Permanently remove the file from the system. To crop an image (i.e., resize or adjust its visible dimensions to focus on a specific area), first **View** the image. Then, click the **Cropping icon** to begin selecting the desired area of the image. ##### Adding Files to the Repository To add new files to this repository, click on the **Upload** tool. An **Upload files** interface will appear, prompting you to **Select files,** then **Submit**. The file will then be uploaded to your site's file storage.**Note:** Once an image is uploaded, it cannot be moved to a different folder. To maintain proper organization, ensure that you upload the image directly into the intended destination folder.
##### Adding Images to a Page (Referencing Uploaded Files) To display an image you've uploaded onto an OPSCOM page (e.g., a page header or a custom content area): 1. Click **Insert** in the text editor toolbar. 2. Select **Image** from the dropdown menu. 3. In the **Insert/edit image** window, click the **search folder icon** next to the source field to open the **Filemanager**. 4. In the Filemanager, locate and **double-click** the image you wish to insert. 5. The image will be added to the page at the location of your cursor. --- ### Best Practices & Considerations - **Organize Files**: If you have many files, consider creating sub-folders within the file manager to keep your assets organized and easy to find. Be sure to upload files directly into the appropriate folder, as uploaded files cannot be moved once added. - **Descriptive File Names**: Use clear and descriptive file names (e.g., `company-logo-header.png` instead of `image1.png`) to simplify identification and referencing. - **Optimize Image Sizes**: Before uploading, optimize large images for web use. Smaller file sizes will improve page load times for both admin and user interfaces. - **Backup Critical Assets**: While OPSCOM manages these files, consider maintaining local backups of critical branding assets (logos, banners) as a best practice. - **Path Accuracy**: When linking images to pages, ensure the URL path is exactly correct, including capitalization, as file paths are often case-sensitive. # Admin Dashboard Setup (Quick Start)The OPSCOM Dashboard is a fully customizable, widget-based analytics dashboard built into the admin portal. Each user can create multiple personal dashboards, arrange widgets freely on a drag-and-drop grid, and configure each widget individually to show exactly the data they need. Dashboards and widgets automatically refresh on a configurable schedule and are fully responsive down to mobile widths.
## Setup & Configuration Configuring dashboard layouts requires specific [administrative permissions](https://opscom.wiki/books/setup-configuration-for-admins/page/manage-roles-and-permissions). Dashboard layouts and widget configuration are now fully documented in our feature guide. For detailed instructions on available widgets, customization, and layout options, see the [**Using the OPSCOM Dashboard & Widgets**](https://opscom.wiki/books/the-opscom-admin-portal/page/using-the-opscom-arc-system-dashboard-widgets) article. # Content & Design # Email Headers and Footers**Email Headers and Footers** in OPSCOM allow administrators to define and manage reusable layout components for system-generated emails. By customizing these elements, you can ensure consistent branding, provide essential contact information, and apply uniform styling across all your automated email communications, creating a professional and cohesive user experience.
### Using this Feature Email Headers & Footers are managed through a dedicated section within **System Configuration**. 1. Hover over **System Configuration,** then **Contents & Design,** and click **Email Headers & Footers**. The **Email Template Layout List** page displays the various sections of your email layouts (e.g., Header, Footer, Style). From here, you can select and edit the individual components that make up your email layouts. [](https://opscom.wiki/uploads/images/gallery/2025-06/ARvimage.png) ##### Editing Email Layout Templates 1. Click **Toggle Templates**. Locate the corresponding **Section** you wish to edit (e.g., "Header" "Footer" or "Style"). 2. Click the **Edit** button for that section. 3. Within the editor, you can: - Add or modify text. - Insert images (e.g., your organization's logo). - Include **inline styles** directly within the HTML to control appearance (e.g., colors, fonts, spacing). 4. Click **Save Changes**. You will see a message that your changes have been saved. 5. You can also archive your template by clicking the **Archive Template** button in the Top Right. 6. Click the **Back** button to edit other sections. --- ### Best Practices & Considerations - **Consistent Branding**: Use email headers and footers to consistently display your organization's logo, branding colors, and contact information across all automated emails. - **Essential Information**: Ensure your footer contains crucial information such as your organization's name, website, and a general contact email or phone number. - **Mobile Responsiveness**: When adding content and styling, consider how your headers and footers will appear on mobile devices. Use responsive design principles or simple layouts for best compatibility. - **Inline Styling**: While the editor allows inline styles, for more complex or sitewide styling changes, coordinating with OPSCOM Support for custom CSS in the "Style" template might be beneficial. - **Testing Changes**: After making any modifications to headers, footers, or styles, always test the email templates that use these layouts. Send a test email to yourself to ensure everything renders correctly in various email clients. - **Global Impact**: Remember that changes made to these layout templates will affect **all** email templates that are configured to use them. # Email Templates**Email Templates** in OPSCOM allow administrators to customize the content and appearance of automated emails sent by the system. By leveraging available shortcodes and a smart editor, you can create dynamic, informative, and engaging messages for various notifications, ensuring clear and consistent communication with users.
### Using this Feature #### **Default Email Templates** To access and manage your default email templates: 1. Hover over **System Configuration,** then **Contents & Design,** and click **Email Templates**. 2. All the default email templates available in the system will be displayed. The **Email Templates** interface allows you to edit existing templates, utilize dynamic shortcodes, and configure various fields to tailor your messages. ##### Editing Default Email Templates 1. Locate the template you wish to edit in the list. 2. Click the **Edit** button next to it. 3. You will be taken to a dedicated editor interface where you can make changes to the email template. [](https://opscom.wiki/uploads/images/gallery/2024-06/79Nimage.png) ##### Creating Templates for Other Languages If you have other languages installed, you can click the **Create** button to create templates for these languages. ##### Email Template Fields - What do they do? When editing an email template, you will configure the following fields: - **Label**: This field is how you will identify your email template within the system's list. - **Type**: This is a non-adjustable value that indicates the specific purpose or trigger for this email template (e.g., "Appeal Submitted," "Password Reset"). - **Language**: This field contains options to select the language for the template, typically supporting options like **French** or **English**. - **Layout**: This allows you to select a pre-defined layout that surrounds your message. Layouts include your email header, footer, and overall styling. You can create or adjust email template layouts under **System Configuration,** then **Contents & Design,** and click **[Email Headers & Footers](https://opscom.wiki/books/setup-configuration-for-admins/page/email-headers-and-footers)**. - **Subject**: This is the text that will appear as the subject line of the email message. - **HTML Content**: Here you will write the main body of the message. This section supports rich text formatting, the insertion of images, and the use of shortcodes to create visually appealing and dynamic emails. - **Text Content**: This section is a simple text editor for the message itself. It does **not** support shortcodes or any formatting. This plain text version is often used as a fallback for email clients that do not render HTML. ##### Using Shortcodes Each email template has a set of **available shortcodes** that you can use to dynamically insert specific information into your message. [](https://opscom.wiki/uploads/images/gallery/2024-06/Uo4image.png) - The shortcode tokens are typically displayed on the **left side** of the template editor. - For example, the email template for "Appeal Submitted by User" might offer shortcodes to automatically include details like `[ticket_appealed_date]` or `[ticket_number]`, allowing you to craft messages without manually knowing these specifics. - You can insert these shortcodes into the **smart editor** on the right side. The system will automatically replace the shortcode with the appropriate information when the email is sent to the desired user. - The smart editor also provides formatting capabilities, allowing you to add images, format text, and arrange your messages much like a word processor. #### **Custom Email Templates** Administrators can create and store frequently used emails that are not tied to specific system triggers. These templates can be used to automatically populate the email body when manually drafting a message to a user. ##### Creating a Custom Template 1. Click the **Create** button. 2. Enter a descriptive **Label**. Custom templates are assigned an internal type code beginning with `custom`. 3. Compose the message using the **HTML Content** and **Text Content** fields. 4. Click **Save**. ##### Using Custom Templates in Compose Email When drafting a manual email to a user via the **Compose Email** page: 1. Use the **Load Template** section to view all available custom templates. 2. Select a template to automatically populate the email contents. 3. The **Compose Email** interface will highlight any required fields that must be completed before you can click the **Send Email** button.**Tip:** Unlike system-defined templates, custom templates include a **Delete** button, allowing you to remove them when they are no longer needed.
--- ### Best Practices & Considerations - **Utilize Shortcodes Fully**: Maximize the use of available shortcodes to make your emails dynamic, personalized, and informative, reducing manual effort and potential errors. - **Consistent Branding**: Use email layouts (**Email Headers & Footers**) to maintain consistent branding (logos, colors, contact info) across all your system-generated emails. - **Clear Subject Lines**: Craft clear and concise subject lines so users can immediately understand the purpose of the email. - **Review Both HTML and Text Content**: Always ensure both the **HTML Content** and **Text Content** sections are populated and convey the message clearly. This provides compatibility for all email clients. - **Test Templates**: After making changes to an email template, send a test email to yourself or a test account to verify that all shortcodes are rendering correctly, formatting is as expected, and the message is clear. - **Language-Specific Templates**: If your system supports multiple languages, ensure you create and maintain separate templates for each language. - **Verify Custom Templates**: When using the **Load Template** feature, remember that custom templates show for all users regardless of the selected language; ensure the correct version is chosen. # Translations ## Where are Translations Supported Currently, translations are only supported on the user side, however, they are managed and set up on the admin side, by admins that have the correct permissions set up to work with languages.1. Translations that are in red, are translations on the adminside which are not yet supported. Since they are not supported you will see them come up in English only until the adminside is supported.
2. Translation that are in **black,** are translations that are on the userside that can currently be changed.
OPSCOM administrators can define global default branding for the User Portal. By configuring the **Default Site Logo** and **Default Site Header**, you can ensure consistent branding and visual presentation across your OPSCOM User environment.
## Setup & Configuration Default images are configured within the **Global** component of the **System Settings**. 1. Hover over **System Configuration,** and click **System Settings**. 2. Click the Global settings tab. Within the **Global Setting** section, you will find two key areas where you can configure images: - **Default Site Logo** - **Default Site Header** ##### Setting the Default Logo 1. Next to the **Default Site Logo** setting, click on **Select Image**. 2. You will be taken to the **Manage Files** section (your file repository). 3. Browse your computer or search for the image you wish to use as your default site logo. 4. Select the desired image. [Follow the **Uploading and Managing Files** guide for best practices regarding file management and organization.](https://opscom.wiki/books/setup-configuration-for-admins/page/uploading-and-managing-files) ##### Setting the Default Header Image 1. Similarly, next to the **Default Site Header** setting, click on **Select Image**. 2. Follow steps 3-4 above. Once the images are selected, their file names or previews will appear in the respective configuration settings fields. Remember to **Save Settings** to apply these selections. ##### Observing the Changes These default images serve as fallbacks and will appear in various places throughout the OPSCOM system if no specific logo or header is set in other areas (such as the **Contents and Designs** section). Common places where these default images are utilized include: - The **User Portal** (e.g., your public-facing permit purchasing site). - The **phone interface** utilized in features like **Real-Time Parking**. - Mobile apps, Text2ParkMe, and QR code interfaces --- ### Best Practices & Considerations - **Branding Consistency**: Use high-quality, appropriately sized images that reflect your organization's branding for both the logo and header. - **Optimization**: Ensure image files are optimized for web use (e.g., compressed, appropriate resolution) to ensure fast loading times on all interfaces. - **Global Impact**: Remember that these are *default* settings. If you have specific headers or logos configured in other sections of the system (like individual email templates or specific public pages), those specific configurations will override these global defaults. - **Accessibility**: Consider the visual accessibility of your chosen images, especially for text overlays or contrast, if applicable to your header design. # Pages and Content Blocks ## Accessing System Messaging To access and manage your **System Messaging** navigate to the gears icon and click on **Content & Designs** -> **Pages and Content Blocks**. [](https://opscom.wiki/uploads/images/gallery/2024-10/2024-10-04-14-34-02.png) ## Creating Pages We also provide a video to visually demonstrate how to use system messaging [https://drive.google.com/file/d/1DU3qorWnAp\_2N9mcNGFYTttNHMeRpXsQ/view](https://drive.google.com/file/d/1DU3qorWnAp_2N9mcNGFYTttNHMeRpXsQ/view) **Pages** display the visual content found throughout your application. You can edit the contents of your page or post a **System Message** by using the Disclaimer Shortcode on the **Page** you want it to show up on. **Shortcodes** also make it convenient to add interactive content to your pages. For more information on **Shortcodes** scroll to the bottom of this page.- To create a **Page** click the **Create Page/Message** button at the top right of the **Manage System Messaging** screen. It doesn't matter what tab you're on when you do this as you will specify the **Page Type** when you go to create the page.
- Once you click this button OPSCOM will take you to a different section where you can set the properties and content of the page. Below is a detailed description of the options available to you when creating new **Pages**.
| Page Attributes | Short Description |
|---|---|
| **Title** | The **Title** of the page you wish to create, which will be the name displayed on the user navigation bar. |
| **Path** | The path after the domain. i.e. **login*****/** → This is the home page* Changing this to **lockers/area/1** will display **login/lockers/area/1** as the URL for that page. |
| **Visibility** | You can toggle the visibility of your pages which will make it so your users can't see the page anymore, but you can still edit it. |
| **Language** | Use this to select between two language options for a specific page. Tomahawk currently supports **English** and **French**. |
| **Layout** | You can select the layout of your page here. Usually, you will have the **Default Layout** selected. |
| **Content** | Your content will be the text on the page you are currently editing. You can also use **Shortcodes** here to display a body of material or feature. For example, a user login form could be displayed on your homepage. |
**Important:** Make sure you select **Page** under the drop-down menu next to **Page Type** and not **Message**. Below we will go into detail on how to create a **Page** field by field. The images below give you a good visual example of what field is being explained, if there is a certain field you are unsure about you can easily find the picture and read from there.
- Start by giving your page a **Title** and specify how you would like the **URL** at the top of your page to be displayed.
- Adjust the visibility of your page by toggling the **Visible** button on/off. The **Page** will still be editable in the **System Messaging** section but it will not be visible to your users who are on your **Page** or **System Message**.
| Toggle On(Visible Page) | Toggled Off(Invisible Page) |
|---|---|
- Toggling the **Page** as invisible will show it under the **Messages** tab like seen in the image below to signify it cannot be seen by your users.
- Select the default **Language** and **Layout** of your page. If you are not sure which template to use you can leave it as the **Default Layout.**
- Provide the content of your page in the editor found under the page settings. This content will be the main content of your **Pages**; you can use **Templates & Design** to edit the other sections of your pages such as the **Header-Content** and **Footer-Content.**
- OPSCOM uses **Shortcodes** to display a section of interactive or static content like a user login, permits, etc.
1. To **Edit** a page, simply click on the **Edit** button next to the page **Title** you want to edit. As seen in the image below we are going to select and edit the **Appeals Message** page.
[](https://opscom.wiki/uploads/images/gallery/2024-06/u9Kimage.png)
2. You can now make any changes to the **Pages** content or attributes that you like.
See **Creating Pages** near the top of the page if you are not sure what a specific field does. From here we can edit the format of the text such as the colour, background color, etc..
[](https://opscom.wiki/uploads/images/gallery/2024-06/Alnimage.png)
3. If you have not made any changes to the page you are **Editing**, you may go back to the **Page List** by clicking **Return to Page List** at the top of the screen. Clicking this button will discard **all** changes recently made.
[](https://opscom.wiki/uploads/images/gallery/2024-06/Q6Cimage.png)
4. Once you have finished editing the page, click **Save Messaging** for your changes to take effect.
[](https://opscom.wiki/uploads/images/gallery/2024-06/xIaimage.png)
**Important:** Users will be brought back to the **Users** page if users do not agree with a **System Message**. Meaning, we use **System Messaging** as a convenient way to offer agreements and disclaimers before users make purchases of permits or lockers.
### System Messages and How they work with Pages| Message Attributes | Description |
|---|---|
| **Title** | The title that will be displayed across the top of the **System Message** when users navigate to that page. |
| **Identifier** | The identifier is used to know which page you want to display the message by using **Shortcodes**. |
| **Visibility** | This section toggles the visibility of your page which will make it so your users may not see the page, but you can still edit it. |
| **Language** | Select between two language options for a specific page. Tomahawk current supports **English** and **French**. |
| **Content** | Content is what will display on the actual page. You may use **Shortcodes** here to view predefined static or interactive content. For example, a user login form could be displayed on your homepage. |
| Toggle On(Visible) | Toggled Off(Invisible) |
|---|---|
| [](https://opscom.wiki/uploads/images/gallery/2024-06/XY6image.png) | [](https://opscom.wiki/uploads/images/gallery/2024-06/L2Himage.png) |
**Warning:** Clicking **Return to Template List** before **Save Messaging** will discard all the changes you just made, meaning that the **System Message** will not get created or your changes will not occur.
[](https://opscom.wiki/uploads/images/gallery/2024-06/Kkyimage.png)1. To **Edit** your **System Messages** click the **Messages** tab under the **Manage System Messaging** page.
2. Select the **Edit** button next to the **System Message** you wish to edit. For this example, we will be editing the **Admin Dashboard.**
[](https://opscom.wiki/uploads/images/gallery/2024-06/elXimage.png)
3. You will now be able to adjust the message your users will see using the **System Messaging** editor. Below are the fields in which you can use to edit the **System Message**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/TZlimage.png)
4. You may use the **Title** field to change the **Title** of the **System Message**.
5. You may use the **Identifier** field to change text used to display a **System Message** to a **Page,** but this will require you to modify all **Disclaimer Shortcodes** using the old unique **Identifier** for the message you are replacing.
6. You may click **Save Messaging** when you are finished making your changes.
| Message Attributes | Description |
|---|---|
| **Title** | The title that will be displayed across the top of the **System Message** when users navigate to that page. |
| **Identifier** | The identifier is used to know which page you want to display the message by using **Shortcodes**. |
| **Visibility** | This section toggles the visibility of your page which will make it so your users may not see the page, but you can still edit it. |
| **Language** | Select between two language options for a specific page. OPSCOM currently supports **English** and **French**. |
| **Content** | Content is what will display on the actual page. You may use **Shortcodes** here to view predefined static or interactive content. For example, a user login form could be displayed on your homepage. |
## Understanding Templates & Design
**Templates & Designs** are the visual functionality of your web page structured around your **Page** content. OPSCOM provides you with default templates which allow you to get started easily without having to know any code.
- Once you are on the landing page for **Templates & Design,** you can view a list of your current templates, or create a new one. **Templates** contain all of the sections found on your **User Portal** except for the **Page** content found in the middle of the page. To adjust this you will have to leave Templates & Design and navigate to **System Messaging**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/p7wimage.png)
- OPSCOM gives you a total of 12 section templates, 6 in English and 6 in French. (Of course, you will have to create the French content yourself as we do not provide a translator).
[](https://opscom.wiki/uploads/images/gallery/2024-06/ZWOimage.png)
1. Clicking on **Toggle Templates** will display all of the sections attached to that template. Templates can be created in English and French.
2. The contents of our pages are split into four separate sections. Header(1)**,** Content Header(2), Content Footer(4), and Footer(5). See **Template Layout** right below this guide to get a better understanding of the OPSCOM layout.
3. To edit a template **Section,** simply click **Edit** next to the section name.
### Template Layout
Below is a visual example of how your **Pages** are split into **Sections** using **Templates**. All of the Content (3) of our Pages are added through the **System Messages** under **Pages**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/gJrimage.png)
1. **Header** - The header of your page, where you can find your header image and user navigation.
2. **Content\_Header** - Another header section for you to place content into, such as alerts or user information. Everything placed here will appear before the Content and Content Footer.
3. **Content** - The content of your pages. Content may not be added from Templates & Design and will require you to navigate to **System Messaging**.
4. **Content\_Footer** - The footer of your Content. Everything placed here will appear after the Content Header and Content. Again, you can use this to display alerts, messages, or additional content to your Template.
5. **Footer** - The footer of your page is where you can find useful information. You can use this area to advertise important information your users might need while using your system.
## Page Layouts and Templates
### Creating Layouts
To create a layout simply click the **Create Layout** button found at the top right of the **Layouts** page.
[](https://opscom.wiki/uploads/images/gallery/2024-06/mvtimage.png)
You will be presented with the **Add Layout** system message.
[](https://opscom.wiki/uploads/images/gallery/2024-06/ebMimage.png)
1. Provide the name of your layout. In this example, we are going to create our own Summer Layout to be used, instead of the default layout.
2. Click **Save Changes** when you are happy with the name of your layout. Once the **Layout** has been created, you can see it under the Layouts list.
3. If you wish to cancel the creation of your layout simply click **Close**.
4. You can see that our **Summer Layout** was added to the end of our Layouts List with no sections yet.
5. You can choose whether or not your template is the **Default** template at any time by clicking the **Non-Default** drop-down and selecting **Default**.
6. Anytime you add sections to your Templates it will display how many are attached next to **Toggle Templates**. As you can see, we don't have any **Sections** created yet so there are no numbers to be displayed, otherwise, clicking on **Toggle Templates** would show you a list of all the templates currently attached to that **Layout**.
[](https://opscom.wiki/uploads/images/gallery/2024-06/lNwimage.png)
7. You can edit the layout name by clicking on the **Edit** button next to archive.
8. If you would like to archive a layout that you are no longer using, you can click the **Archive** button next to edit.
### Creating Templates
Now that you have a better understanding of how **Templates** work with **Layouts** we can start creating our own.
[](https://opscom.wiki/uploads/images/gallery/2024-06/o02image.png)
1. Click on Toggle Templates.
2. Clicking this will display the available Templates attached to the **Summer Layout**.
3. You can now **Create** a variety of templates for your page, including bilingual support.
4. If you are non-technical, it is advised not to change the code for **Scripts, Styles, Header,** and **Footer Templates**. You can use the default Style, Script, Header, and Footer Templates from All Default Templates. These can still be edited according to your company and their style guides. See **Edit the Page Style** and **Edit the Page Behaviour** below for more information.
## Edit the Page Style (CSS)
Important
This guide is used if you intend to adjust the **Templates** provided to you by OPSCOM. If you choose to rewrite your own Templates you can choose to ignore this.
**Content**
`/* Style properties of our page body, this affects the entire page. */` `body {` ` ``background``: ``black` `url``(/uploads/FILES/OC_TOMA/parking-deck.jpg) ``center` `center``;` ` ``background-``size``: cover;` ` ``background-attachment``: ``fixed``;` ` ``color``: ``#FFF``;` `}` `/* This changes the color property of --Find where these classes are used ` `.card, .modal, .list-group-item {` ` ``color``: ``#333``;` `}` |
**Slide Show**
`/* Below are all of the styles for our header slideshow at the top of each page. */` `/*--------------WORD BANK---------------` ` ``* ELEMENTS: Elements are the tags with '<>' around them such as and ` ``* We access them here by giving them a Class name or ID. ` ` ``* PROPERTIES: Properties are used to define certain styles to a class or ID.` ` ``* CLASS: Generally used to assign a style to a group of HTML elements but can be used on single elements as well.` ` ``* They are assigned within HTML elements like this: where MyClass would be your class name.` ` ``* ID's: Generally used to assign styles to a single element but can be used on multiple elements as well.` ` ``*` ` ``*--------------CLASSES-----------------` ` ``*` ` ``* To learn more about the CSS Position Property see: https://www.w3schools.com/cssref/pr_class_position.asp` ` ``* For more information on CSS Syntax and Selectors see: https://www.w3schools.com/css/css_syntax.asp` ` ``* It is not recommended to adjust with the position of elements unless you are sure about the changes being made. This can dramatically change how content is positioned. ` ` ``*/` `/* Class Names and Elements` ` ``* [.slideshow-header]: Container that contains our slides and overlay.` ` ``*` ` ``* Properties` ` ``* @position: Adjust the position of the slideshow-header. For more information see: https://www.w3schools.com/css/css_positioning.asp` ` ``*/` `.slideshow-header {` ` ``position``:``relative``;` `}` `/* Class Names and Elements ` ` ``* [.slideshow-header]: Container that contains our slides and overlay.` ` ``* [.slides]: Controls the style properties of the individual slides.` ` ``* ` ` ``* Properties ` ` ``* @z-index: Adjust the stack placement of the [.slideshow-header] and [.slides] along the Z axis.` ` ``* @position: Define the position of the page. ` ` ``* @top:Change in the position from the top of an element.` ` ``* @left: Change in the position from the left of an element.` ` ``* @right: Change in the position from the right of an element.` ` ``* @bottom: Change in the position from the bottom of an element.` ` ``* @display: Adjusts how the content is displayed on the page. See: https://developer.mozilla.org/en-US/docs/Web/CSS/display and https://www.w3schools.com/css/css_display_visibility.asp` ` ``* @align-items: Aligns the child elements of this PARENT element to be centered. For a visual example see: https://developer.mozilla.org/en-US/docs/Web/CSS/align-items` ` ``* @justify-content: Defines how the space disturbed around the child elements. For a visual example see: https://developer.mozilla.org/en-US/docs/Web/CSS/justify-content` ` ``*` ` ``* These are the style properties and values of the slideshow header and its individual slides.` ` ``*/` `.slideshow-header .slides {` ` ``z-index``: ``0``;` ` ``position``:``absolute``;` ` ``top``:``0px``;` ` ``left``:``0px``;` ` ``right``:``0px``;` ` ``bottom``:``0px``;` ` ``display``:flex;` ` ``align-items: ``center``;` ` ``justify-``content``: ``center``;` `}` `/* Class Names and Elements` ` ``* [.slideshow-header]: A container that contains our slides and overlay.` ` ``* [.overlay]:` ` ``*` ` ``* Properties` ` ``* @z-index: Used to layer elements. Elements with a higher z-index number will appear before elements that are lower.` ` ``* @position: Set the position property for the element. We recommend you do not adjust this property unless you have knowledge on how the changes will affect your page.` ` ``*` ` ``* These are the styles for the overlay, as well as additional properties for the slideshow-header.` ` ``*/` `.slideshow-header .overlay {` ` ``z-index``: ``1``;` ` ``position``:``relative``;` `}` `/*--------------ID'S---------------*/` `/* ID Names and Elements` ` ``* [#slideshow-header] is the container used to contain the images you have chosen for your header` ` ``*` ` ``* Properties` ` ``* @overflow:` ` ``* @opacity:` ` ``* @box-shadow: Create a box shadow for this element.` ` ``* EX: box-shadow: a, b, c, d(e, f, g, h); ` ` ``*/` `#slideshow-header {` ` ``overflow``: https://developer.mozilla.org/en-US/docs/Web/SVG/Attribute/overflow` ` ``box-shadow: https://developer.mozilla.org/en-US/docs/Web/CSS/box-shadow` `}` ` ` `/* ID Names and Elements` ` ``* [#slideshow-header] is the container used to contain the images you have chosen for your header` ` ``*` ` ``* Properties` ` ``* @width: 100% width will take of 100% of that element.` ` ``* @position:` ` ``*/` `#slideshow-header > div {` ` ``width``:``100%``;` ` ``position``: ``absolute``;` `}` ` ` `/* ID Names and Elements` ` ``* [#slideshow-header]: is the container used to contain the images you have chosen for your header.` ` ``* [div]: Refers to our HTML elements. ` ` ``* [img]: Refers to our images in the slideshow. ` ` ``* ` ` ``* Properties` ` ``* @width: Defines the width of the images, divs and slideshow-header. A value of 100% will display the image across the entire page. ` ` ``*/` `#slideshow-header div img {` ` ``width``: ``100%``;` `}` |
| **Example Shortcode** | **Description** |
| \[values show=violation.Ticket\] | Returns the violation ticket number. |
| \[values show=violation.user\_info.username\] | Returns the username of the user the violation belongs to. |
| \[values show=violation.writer.DisplayName\] | Returns the display name of the admin who assigned the violation to the user. |
| \[values show=violation.vehicle.Plate\] | Returns the plate of the vehicle the violation was assigned to, if applicable. |
| \[values show=violation.vehicle.province.ProvName\] | Returns the province or state of the vehicle plate. |
| \[values show=violation.vehicle.colour.ColourName\] | Returns the colour of the vehicle. |
| \[values show=violation.vehicle.plate\_type.TypeName\] | Returns the plate type of the vehicle. |
| \[values show=violation.vehicle.vehicle\_type.TypeName\] | Returns the type of the vehicle. |
| \[values show=violation.vehicle.make.MakeName\] | Returns the make of the vehicle. |
| \[values show=violation.location.LocationName\] | Returns the name of the location the infraction happened. |
| \[values show=violation.details.0.Ticket\] | Returns the violation ticket number. Alternate value location. |
| \[values show=violation.details.0.type.ViolationDescr\] | Returns the violation type description. |
| **Shortcode** | **Description** |
| \[user show="firstname"\] | The first name of the user account receiving the email or messaging. |
| \[user show="lastname"\] | The last name of the user account receiving the email or messaging. |
| \[user show="email"\] | The email address of the user account receiving the email or messaging. |
| \[user show="username"\] | The username of the user account receiving the email or messaging. |
| \[user show="salutation"\] | The salutation of the user account receiving the email or messaging. |
**User Types** in OPSCOM categorize your system users (e.g., Student, Staff, Public) and control various aspects of their interaction with the system, including access to specific lots, available payment options, and the fields visible on their profile. Configuring user types allows administrators to tailor the OPSCOM experience to different user groups, ensuring appropriate permissions and functionalities.
### Setup & Configuration User Type configurations are managed through the **User Type Administration** tool.This will open the **User Type Administration** page, displaying a list of your existing User Types.
##### Creating a New User Type
New user types must be assigned to one of these categories. These are hardcoded and cannot be changed.
[](https://opscom.wiki/uploads/images/gallery/2025-06/2025-06-17-15-08-20.jpg)
Once saved, your new user type (e.g., **Public Parker**) will appear in the list.
You can also create user types to allow you to categorize your archived users. [Refer to this wiki article](https://opscom.wiki/books/the-opscom-admin-portal/page/archiving-or-disabling-a-user) to learn about managing archived users by user type.
### Using this Feature
##### Applying a User Type to a User
A **User Type** can be assigned to a user when their account is created or changed at any time later.
##### Searching by User Type
User Types can be used as criteria in various search tools within OPSCOM. You can use the User Search tool or you can click the **\# of Users** button beside the lot to automatically perform a search for this user type.
##### Searching for Payment Types Assigned by User Type
You can click the **\# of Payment Types** button to immediately see a list of all payment types associated to each user type.
##### Configuring Access to Lots with User Types
User Types play a critical role in controlling access to parking lots.
##### User-Side Lot Visibility
When a user logs into the system (e.g., as "Joseph Callaghan" who is a student), and attempts to purchase a permit:
##### Deleting or Archiving a User Type
### Best Practices & Considerations
# Limiting Active Vehicles
OPSCOM allows administrators to control the number of active vehicles a user can have associated with their profile. This feature, configured through **User Types**, helps manage parking inventory, prevent abuse, and ensures that users maintain a reasonable number of active vehicles in the system. This article explains how to set these limits and how they impact the user experience.
### Setup & Configuration Limiting active vehicles is controlled through the settings of individual **User Types**. For detailed information on working with user types, [refer to this wiki article](https://opscom.wiki/books/setup-configuration-for-admins/page/user-types). 1. Hover over **System Configuration,** then **Users,** and click **Types**. You'll be redirected to the **User Type Administration** page. ##### Editing Active Vehicle Limits for a User Type 1. Locate the **user type** you wish to edit from the list (e.g., **Full Time Student**) and click **Edit**. 2. Locate the **Extra Active Vehicles** field. This number represents how many ***additional*** active vehicles a user of this type may have on their profile, beyond the first required active vehicle. - For example, if you set this number to `1`, the user may have a maximum of `2` active vehicles (their one required active vehicle + one additional). 3. Enter the desired number to reflect the maximum additional active vehicles allowed. 4. Click **Update User Type** to apply your new limit. --- ### Using this Feature Once the active vehicle limit is set for a user type, it directly affects how users interact with their vehicle information on the user portal. ##### What Users See on the User Portal 1. A user logs into their portal and clicks the **Vehicle** tab to access their vehicle information section. 2. This tab displays any vehicles currently associated with their profile (e.g., a "beige Acura" with plate "ABC316"). 3. The user attempts to add a new vehicle by clicking **Add New Vehicle**, fills out the information, and clicks **Save Changes**. A pop-up message will confirm the vehicle was successfully added, and it will appear on their **Vehicles** tab. ##### Exceeding the Active Vehicle Limit If a user tries to add a vehicle that would exceed the configured limit (e.g., attempting to add a third vehicle when the limit is set to a maximum of 2 active vehicles): 1. The user enters the vehicle information and clicks **Save Changes**. 2. They will still receive a pop-up message indicating the vehicle was successfully added. 3. However, the newly added vehicle will appear on the **Vehicles** page in an **Inactive** state. 4. If the user attempts to make this third vehicle active by toggling its state, they will receive a pop-up message indicating that the vehicle cannot be made active due to the limit set for their user type. ##### Minimum Active Vehicle Requirement Conversely, if a user attempts to make *all* vehicles on their profile inactive, a pop-up will appear indicating that the user must always have at least **one active vehicle** associated with their profile. --- ### Best Practices & Considerations - **Understanding the "Additional" Limit**: Remember that the `Active Vehicles` number you set represents *additional* vehicles beyond the *one required active vehicle*. A setting of `0` means a user can have a maximum of one active vehicle. A setting of `1` means a user can have a maximum of two active vehicles, and so on. - **Existing Vehicles are Grandfathered**: - **Important Note**: If you reduce the number of allowed active vehicles for a user type, users who *currently* have more active vehicles than the newly reduced setting will **not** be immediately affected. They are "grandfathered in" with their current active vehicles. - The new, stricter rule will only come into effect when the user attempts to **add new vehicles** or reactivate previously inactive vehicles in the future. - **Existing Vehicles Already in System**: If the vehicle being added is already present in the system but not currently associated with the user's profile, the user will be prompted to add this existing vehicle. The same active vehicle rules described here will still apply to this process. - **Clarity for Users**: While the system provides pop-up messages, it can be helpful to inform users about active vehicle limits in your FAQs or permit purchasing guidelines to manage expectations.**User Departments** allow administrators to categorize users based on their departmental affiliation within an organization. This feature enhances user management by enabling better organization, reporting, and potentially targeted communications or access controls, ensuring that user data is structured and easily manageable.
## Using this Feature 1. Hover over **System Administration,** then **Users,** and click **Manage User Departments**. The **Manage User Departments** page will display. This page provides a simple interface to add, edit, and delete user departments. ##### Adding User Departments 1. Click **Add User Department** and enter the desired **Department Name.** 2. Click **Save Changes**. ##### Editing User Departments 1. Locate the user department you wish to modify in the list. 2. Click the **Edit** button next to the department. 3. Update the existing name of that department. 4. Click **Save Changes**. ##### Deleting User DepartmentsIn order to delete a user department, it must not currently be in use by any user in the system. Administrators must first ensure that no users are assigned to this department before it can be removed.
1. Locate the department you wish to remove from the list. 2. Click the **Delete** button next to the department and click **Confirm**. --- ### Best Practices & Considerations - **Reflect Organizational Structure**: Create user departments that accurately reflect the departments or divisions within your organization. This helps with reporting and user organization. - **Consistency in Naming**: Use clear, consistent, and recognizable names for your departments to avoid confusion. - **Data Integrity**: Always ensure that no users are assigned to a department before attempting to delete it. Reassigning users to another department (or to "None" if applicable) is a necessary step to maintain data integrity. - **User Profile Integration**: Remember that these departments are selected when creating or editing a user's profile, providing a key piece of information for user categorization. - **Reporting**: Categorizing users by department can be highly valuable for generating targeted reports or analyzing trends across different parts of your organization. --- ### Related Video # Locker User Types**Locker User Types** allow administrators to categorize users specifically for the purpose of locker management. This enables flexible control over who can access and utilize certain locker areas or types, enhancing organizational efficiency and tailored access to locker resources.
### Setup & Configuration Locker User Types must be created within OPSCOM before they can be assigned. This is done via the **Manage Locker User Types** screen. 1. Hover over **System Configuration,** then **Users,** and click **Locker User Types**. The **Manage Locker User Types** screen appears, listing any existing Locker User Types. This list typically includes the **Name** of the locker user type, and the Number of user records associated to that type.If you do not see the settings mentioned above, please contact
Locker User Types are not editable or viewable on the User Side portal. They must be assigned by administrators only.
##### Assigning Locker User Types to Locker Areas Once Locker User Types are created and assigned to users, they must also be associated with **Locker Building Areas** to control user access to specific lockers. [Refer to this wiki article](https://opscom.wiki/books/the-opscom-admin-portal/page/allocate-lockers) for information about assigning Locker Types to Building areas. --- ### Best Practices & Considerations - **Logical Categorization**: Create Locker User Types that align with your organization's locker access policies (e.g., "Student Dorm," "Staff Locker," "Gym Member," "Public Day Use"). - **Deletion Policy**: A Locker User Type can **only be deleted if no users are currently assigned to it**. Once a user has been assigned to a Locker User Type, that user type will no longer display the delete button. You must reassign all users from a Locker User Type before it can be deleted. - **Clear Naming**: Use clear and concise names for both the full Name and Short Name to avoid confusion. - **Coordinate with Locker Areas**: Remember that simply assigning a Locker User Type to a user profile is not enough. You must also link the Locker User Type to the relevant **Locker Building Areas** to define actual access permissions. - **Admin-Only Assignment**: Since Locker User Types are not visible or editable by users, ensure your administrative staff are properly trained on how to assign and manage them. # Login Sources (SSO)**Login Sources** define the various methods by which users can sign into the system. This feature provides administrators with flexible control over user authentication, allowing for standard OPSCOM logins or integration with external identity providers like SAML or LDAP, enhancing convenience and security for diverse user populations.
### Setup & Configuration Login sources are managed under the **System Configuration** menu, within the **Users** section. 1. Hover over **System Configuration,** **Users,** and click **Login Sources**. ##### Default Login Source - **OPSCOM** is the default login source. This means that, by default, users will log in directly to OPSCOM using a username and password created within the system itself on the standard login screen. - If you **disable** the **OPSCOM** default login source, then only other configured login sources, such as SAML or LDAP, will be active for user logins. ##### Adding Login Sources OPSCOM supports multiple login sources, allowing some users to utilize SSO while others log in directly. 1. On the **Login Sources** page, click the **Add Login Source** button. 2. Fill out the required information: - **Red fields** are **required** to be filled before you can click **Save**. - **Yellow fields** are technically required for the login source to function correctly, but they will still allow empty or invalid values to be saved initially. **Yellow** **fields** can also indicate that a change has been made to the field.The **Login Source - Code** field is crucial as it's what the user profile will match against when associating users with this new login source. However, **only one login source code can be activated at a time** for a particular type (e.g., you can have multiple SAML configurations, but only one primary 'SAML' code active for user matching at a time if the system differentiates by 'type' of code rather than unique code string across all). The source name (code) itself is typically determined by your Identity Provider, with the exception of 'OPSCOM' for direct logins.
3. **Name** can be anything that is identifiable to you. 4. **Login Source** is what you will see on the user profile to indicate if this user will login with a special source. Often is is called SSO or SAML 5. **Domain Name for OPSCOM to use** should be set to the OPSCOM domain without any references to admin etc. For example, if the domain name you login looks like CLIENTID.admin.OPSCOM.com/admin, this should be changed to **CLIENTID.OPSCOM.com only.** 6. Do not fill out the rest of the fields until you are ready to **[follow the instruction for setting up your SSO information](https://opscom.wiki/books/setup-configuration-for-admins/page/configuring-saml-sso-with-OPSCOM/).** 7. Click **Save** **Changes** to add the new login source. --- ### Using this Feature Once login sources are added, you can manage their status and properties. ##### Managing Login Sources From the **Login Sources** page, you can manage your configured login sources using the buttons next to each entry: - Click **Edit** to modify an existing login source's details. This will bring up the same form used for adding, allowing you to update its configuration. - Click **Delete** to permanently remove a login source from the list. A confirmation pop-up will usually appear before deletion. ##### Active/Inactive/Hidden Login Sources You can make Login Sources **Active, Inactive or Hidden**. If a source is made **Inactive,** users who were previously connected will no longer be able to login and must be changed to a different login source. [](https://opscom.wiki/uploads/images/gallery/2024-06/BfFimage.png) --- ## Best Practices & Considerations - **Strategic Planning for Multiple Sources**: Carefully plan your login source strategy. Determine which user groups will use which login method (e.g., students via SAML, staff via LDAP, public users via OPSCOM direct login). - **User Provisioning**: Consider how users will be created and linked to their login sources. Will they be auto-created on first login, or pre-imported? This linkage uses the **Login Source - Code** field. - **Disabling Default OPSCOM**: If you intend for *all* users to access via an external SSO, ensure you disable the **OPSCOM** default login source. Test thoroughly before making this change in a live environment. - **Testing New Sources**: Always thoroughly test any new login source after configuration to ensure users can successfully authenticate and access the system. - **Communication with Users**: Clearly communicate to your users how they are expected to log in, especially if you introduce new SSO options or change existing methods. Provide clear instructions and links. - **Inactive vs. Deleting**: Use the **Inactive** function for temporary deactivation or if you foresee needing to reactivate a login source in the future. Use **Delete** only when a login source is permanently no longer needed and has no associated active users. # Vehicle Configuration # Vehicle Plate Types**Vehicle Plate Types** allow administrators to categorize vehicles based on their official plate designation (e.g., Passenger, Commercial, Motorcycle). This feature is crucial for accurate vehicle identification, reporting, and aligning with specific parking or violation rules, ensuring your system reflects diverse vehicle classifications. Plate Type, Plate Number and Province/State are considered the 3 essential criteria to making sure a plate is unique in OPSCOM.
### Using this Feature
Managing Vehicle Plate Types is done through the **Manage Vehicle Plate Types** page.
##### Adding Plate Types
##### Editing Plate Types
##### Deleting Plate Types
In order to delete a vehicle plate type, it must not be in use by any vehicles in the system. Administrators must first ensure that no vehicles are currently assigned this plate type before it can be removed. This prevents vehicle records from having blank or invalid plate type information.
### Best Practices & Considerations
# Vehicle Colours / Colors
**Vehicle Colours / Colors** in OPSCOM allows administrators to define and manage the picklist of available vehicle colours used throughout the system. This feature is important for accurate vehicle identification, detailed record-keeping, and ensuring consistency in data entry, supporting efficient enforcement and management operations.
### Using this Feature Managing Vehicle Colours is done through the **Vehicle Colours** page.##### Adding Vehicle Colours
##### Editing Vehicle Colours
##### Deleting Vehicle Colours
In order to delete a vehicle colour, it must not be in use by any vehicles in the system. Administrators must first ensure that no vehicles are currently assigned this colour before it can be removed. This prevents vehicle records from having blank or invalid information.
### Best Practices & Considerations
---
### Related Video
# Vehicle Makes
**Vehicle Makes** in OPSCOM allows administrators to define and manage the picklist of vehicle manufacturers (e.g., Ford, Honda, Toyota) used throughout the system. This feature is essential for accurate vehicle identification, comprehensive record-keeping, and ensuring consistent data entry for all vehicle-related information.
### Using this Feature Managing Vehicle Makes is done through the **Manage Vehicle Makes** page.##### Adding
##### Editing
##### Deleting
In order to delete a vehicle make, it must not be in use by any vehicles in the system. Administrators must first ensure that no vehicles are currently assigned this make before it can be removed. This prevents vehicle records from having blank or invalid information.
### Best Practices & Considerations
---
### Related Video
# Vehicle Types
**Vehicle Types** in OPSCOM allows administrators to define and manage categories for different kinds of vehicles (e.g., Car, Truck, Motorcycle, Van). This feature is essential for accurate vehicle classification, supporting specific parking rules, and enhancing reporting capabilities within your OPSCOM system.
### Using this Feature Managing Vehicle Types is done through the **Manage Vehicle Types** page.##### Adding Vehicle Types
##### Editing Vehicle Types
##### Deleting Vehicle Types
In order to delete a vehicle type, it must not be in use by any vehicles in the system. Administrators must first ensure that no vehicles are currently assigned this type before it can be removed. This prevents vehicle records from having blank or invalid information.
### Best Practices & Considerations
---
### Related Video
# Parking Configuration
# Lot Groups Management
**Lot Groups** in OPSCOM allow administrators to logically group similar parking lots together, treating them as a single entity for certain configurations. This feature simplifies management by enabling shared settings like free parking time and vehicle count limits across multiple lots, providing a more streamlined approach to parking administration.
### Setup & ConfigurationA lot may only belong to one group, and membership in a group is optional.
1. Hover over **System Configuration,** then **Parking,** and click **Manage Lot Groups**. 2. Click the **Add Lot Group** button. - **Lot Group**: Enter a descriptive Group Name in the text box. - Optionally, set a **Free Parking Time Limit** in minutes. This setting is typically used for lots equipped with pay-by-plate meters to provide a grace period for users to register their license plate. - **Offence Location:** Offence locations for lot groups are used in conjunction with static cameras. Through the use of a static camera report, a violation can be written that uses the offence location associated to the lot group the camera is in. - **Vehicle Counts Limit**: Enter a numerical value for the **Vehicle Counts Limit**. This sets a maximum vehicle count for the entire group of lots. 3. Click **Save Changes** to create the new lot group. The newly created lot group will now appear in the list on the **Manage Lot Groups** page. --- ### Assigning a Lot to a Lot Group Once a Lot Group is created, you can assign individual lots to it from the **Lot Edit Page**: 1. Hover over **Parking Management,** then **Lot Administration,** and click **Pricing & Lot Admin**. 2. Click on the **Lot Name** of the lot you wish to assign to a group. 3. On the **General** tab, locate the **Lot Group** dropdown menu. 4. Select the desired **Lot Group** from the list. 5. Click **Update Lot** to save your changes. --- ### Best Practices & Considerations - **Logical Grouping**: Group lots that share similar operational characteristics or pricing rules. For instance, all visitor lots could be in one group, or all faculty lots in another. - **Pay-by-Plate Integration**: The **Free Parking Time Limit** is crucial for lots using pay-by-plate systems. Ensure this setting provides adequate time for users to complete their registration. - **Centralized Control**: Using Lot Groups allows for centralized management of certain settings, reducing the need to configure them individually for each lot. - **Deletion Note**: - **Deleting** a lot group is a **permanent action** from the list. - While the group will no longer appear, its associated data (connections to permits and parking lot historical data) remains stored in the OPSCOM system. This ensures data integrity for past transactions. # Managing Lot Zones**Lot Zones** in OPSCOM allow administrators to define specific geographical or logical areas within a parking lot. This feature is crucial for managing pricing variations, access controls, and enforcement strategies tailored to different sections of a larger lot, enhancing flexibility and precision in parking operations.
### Using this Feature The **Manage Lot Zones** page provides a straightforward interface to add, edit, and delete various lot zones. 1\. Hover over **System Configuration,** then **Parking,** and click **Manage Lot Zones**. ##### Adding Lot Zones 1. Click the **Add Lot Zone** button. 2. Complete the two required fields: - **Name**: The full, descriptive name of the **Lot Zone** (e.g., "Day Care Center"). - **Short Name**: A shorter name used, for instance, with handheld devices (e.g., "DAY"). 3. Click **Save Changes** when finished to add the new zone to the list. ##### Editing Lot Zones 1. Locate the Lot Zone you wish to modify in the list. 2. Click the **Edit** button next to the Lot Zone. 3. Enter the desired changes to the zone's name. 4. Click **Save Changes** to apply your updates. ##### Deleting Lot ZonesA Lot Zone can **only be deleted if no records are currently associated with it**. Administrators must first ensure that the zone is not in use (e.g., linked to any specific parking spaces, permits, or configurations within lots) before it can be removed.
1. Locate the Lot Zone you wish to remove from the list. 2. Click the **Delete** button next to the Lot Zone. 3. A confirmation window will appear. 4. If you are sure you wish to delete the zone, click **Delete** in the confirmation window. --- ### Best Practices & Considerations - **Granular Control**: Use lot zones to apply different rules, prices, or restrictions to sub-sections within a single large parking lot. - **Clear Naming**: Use descriptive names for your lot zones that clearly indicate their purpose or location (e.g., "North End Hourly," "Permit Holder Zone A"). - **Data Integrity**: Always ensure that a lot zone is not actively referenced by any other part of the system (like lot configurations or specific spaces) before attempting to delete it. - **Mapping Integration**: If your system includes mapping features, ensure your defined lot zones can be visually represented for clarity for both administrators and users. # Common Lots**Common Lot Types** in OPSCOM allow administrators to categorize parking lots based on shared characteristics or administrative distinctions. This feature provides a way to organize lots beyond their physical location, facilitating better management and reporting. This article guides OPSCOM administrators on how to navigate to, add, edit, and delete Common Lot Types.
##### Adding/Editing Common Lot Types 1. Hover over **Admin Options,** then **Parking,** and click **Common Lots.** 2. Click the **Add Common Lot Type** button at the top of the page (or Edit button next to an existing one). 3. Enter/Change the **Common Lot Type Name.** 4. Click **Save Changes**.Making changes to lot types that are being used will reflect the entire system.
##### Deleting Common Lot Types To delete a common lot type click the **Delete** button next to the type you wish to remove.You are unable to delete common lot types that are currently being used by lots within the system. You must first reassign or remove the lot type from any associated lots before getting a **Delete** button.
--- ### Best Practices & Considerations - **Meaningful Categories**: Create common lot types that genuinely help categorize and distinguish your parking lots (e.g., "Student Resident Lots," "Staff Permit Lots," "Hourly Pay Lots"). - **Impact of Changes**: Be aware that editing an existing common lot type will immediately update all lots currently assigned to that type. - **Deletion Prerequisites**: Always ensure that no active lots are assigned to a common lot type before attempting to delete it. Reassigning lots to another type or to no type will be necessary. - **Consistency**: Maintain consistent naming conventions for your common lot types to ensure clarity and ease of use for administrators. # Permit States**Permit States** in OPSCOM allow administrators to define and manage the various statuses a parking permit can have within the system (e.g., Active, Expired, Voided, Lost). This feature is essential for accurately tracking the lifecycle of permits, facilitating efficient management, and providing clear reporting on permit validity and usage.
### Using this Feature The **Manage Permit States** page provides a simple interface to add, edit, and delete various permit states. 1\. Hover over **System Configuration,** then **Parking,** and click **Manage Permit States**. ##### Adding Permit States 1. Click the **Add Permit State** button. 2. Enter the desired **Permit State Name** and choose if this permit will be a **Valid** state or not. 3. Click **Save Changes** to add the new permit state to the list. ##### Editing Permit States 1. To edit an existing permit state, locate it in the list. 2. Click the **Edit** button next to the permit state. 3. Make your updates 4. Click **Save Changes** to apply your updates. ##### Deleting Permit StatesIn order to delete a permit state, it must not currently be in use by any permits in the system. Administrators must first ensure that no permits are currently assigned this permit state before it can be removed. This prevents permit records from having blank or invalid state information if the permit state is deleted while in use.
1. To delete a permit state, locate it in the list. 2. Click the **Delete** button next to the permit state. 3. A modal window will appear, asking for confirmation. 4. If you are sure you wish to delete the permit state, click **Delete** in the confirmation window. --- ### Best Practices & Considerations - **Comprehensive States**: Define a set of permit states that accurately reflect the entire lifecycle of a permit within your operations, from creation to expiration or invalidation. - **Clear Naming**: Use clear, concise, and easily understandable names for your permit states (e.g., "Active," "Pending Payment," "Revoked," "Expired"). - **Data Integrity**: Always ensure that no permits are currently assigned to a specific state before attempting to delete it. Reassigning permits to another valid state is crucial to prevent data inconsistencies. - **Impact on Reporting**: Permit states are fundamental for various reports, such as active permit counts, expired permit analysis, or voided permit reconciliation. Accurate state management ensures reliable reporting. - **Workflow Integration**: Consider how different permit states fit into your operational workflows (e.g., what actions trigger a permit to change from "Pending" to "Active"). # Location Configuration # LocationsThe **Manage Locations** feature in OPSCOM allows administrators to define and organize various physical locations relevant to your operations, such as buildings, parking areas, or specific points of interest. This is crucial for accurate incident reporting, violation tracking, and providing clear geographical context within the system.
### Using this Feature The **Manage Locations** page provides a straightforward interface to add and delete various locations. 1\. Hover over **System Configuration,** then **Manage Locations,** and click **Manage Locations**. ##### Adding Locations 1. Click the **Add Location** button. 2. **Enter the name** of your new location (e.g., "Mulloy Library"). 3. **Select the Sub-Location(s)** you would like associated with this main location. -Sub-Locations are specifically used in **incident reporting** and do not apply to vehicle violations.
4. To make the location visible to violation writers on handheld devices or the admin side, enable the **Writer Visible** checkbox beside the location name. 5. The **GIS Number** field is optional and is used by clients who utilize a geographic location code (GIS maps). 6. Click **Save Changes** to create the new location. The **Manage Locations** page will refresh and display a confirmation message indicating that the **Location has been updated** (or added). ##### Editing Locations 1. Locate the **Location** you wish to modify in the list. 2. Click the **Edit** button next to it. 3. Make your updates and click **Save Changes**. ##### Deleting Locations A location can only be deleted from the system if it is **not associated with any existing records** (e.g., incidents, violations, or other data where this location is referenced). 1. If a location is eligible for deletion, you will see a **Delete** button specific to that location 2. Click the **Delete** button and confirm. This action will permanently remove the location from the system. --- ### Best Practices & Considerations - **Descriptive Naming**: Use clear and concise names for your locations (e.g., "Main Campus Building A," "West Parking Lot," "Gymnasium Entrance"). This improves clarity for all users. - **Sub-Location Usage**: Leverage sub-locations to provide more specific detail for incident reporting, which can be crucial for detailed record-keeping and analysis. - **Writer Visibility**: Carefully consider which locations need to be "Writer Visible" for your enforcement officers to ensure accurate violation reporting. - **Data Integrity**: Always ensure that a location is not actively referenced by any system records before attempting to delete it. Reassigning records to another valid location is crucial to prevent data inconsistencies. # Locations - Sub Locations**Sub-locations** in OPSCOM allow administrators to define more granular areas within a main location, primarily for detailed incident reporting. This feature enhances the precision of incident documentation by pinpointing specific spots within a larger location, providing richer context for investigations and analysis.
### Using this Feature The **Manage Sub-Locations** page provides a straightforward interface to add and delete various sub-locations. 1\. Hover over **System Configuration,** then **Manage Locations,** and click **Manage Sub-Locations**. ##### Adding Sub-Locations 1. Click the **Add Sub-Location** button. 2. **Enter the name** of your new location. 3. The **GIS Number** field is optional and is used by clients who utilize a geographic location code (GIS maps). 4. Click **Save Changes** to create the new location. The **Manage Sub-Locations** page will refresh and display a confirmation message indicating that the **Location has been updated** (or added). ##### Editing Sub-Locations 1. Locate the **Sub**-**Location** you wish to modify in the list. 2. Click the **Edit** button next to it. 3. Make your updates and click **Save Changes**. ##### Deleting Sub-LocationsA sub-location can only be deleted from the system if it is **not associated with any existing records** (e.g., incidents, violations, or other data where this location is referenced).
1. If a sub-location is eligible for deletion, you will see a **Delete** button specific to that location 2. Click the **Delete** button and confirm. This action will permanently remove the location from the system. --- ### Best Practices & Considerations - Detail for Incident Reporting: Sub-locations are primarily for incident reporting. Use them to add specific detail that goes beyond the general "Location" (e.g., within "Mulloy Library" you might have "Reading Room," "South Entrance," "Loading Dock"). - Clarity in Naming: Use clear and concise names for your sub-locations to make incident reports easily understandable. - GIS Integration: If your organization uses GIS data, ensure your GIS numbers for sub-locations are accurate and consistent with your mapping systems. - Data Integrity: Always ensure that a sub-location is not actively referenced by any system records before attempting to delete it. # Violations Configuration # Ticket Categories**Ticket Categories** in OPSCOM allow administrators to define and manage different types of violations (e.g., Municipal, Parking, Bicycle). This feature is essential for accurate incident reporting, enforcing specific rules, and tailoring violation processes, including whether tickets apply to vehicles or users, and their visibility on handheld devices.
### Using this Feature The **Manage Ticket Categories** screen allows for comprehensive configuration of how different violations are classified and processed. 1\. Hover over **System Configuration,** then **Violations,** and click **Manage Ticket Categories**. ### [](https://opscom.wiki/uploads/images/gallery/2024-06/5zGimage.png) ##### Adding Ticket Categories##### Editing Ticket Categories
##### Archiving Ticket Categories
Ticket Types can be deleted, however, they are not actually removed from the system's database. Instead, they are **archived** to preserve the integrity of any historical data associated with that Ticket Type (e.g., past violations that used this type).
### Best Practices & Considerations
# Ticket Offence Items
**Ticket Offence Items** define the specific violations (e.g., "Parked with No Proof of Payment," "Expired Meter") that can be issued within OPSCOM. This feature allows administrators to configure fine amounts, discounts, and specific behaviors for each offence, ensuring accurate and consistent enforcement across both web and handheld platforms.
### Using this Feature 1. Hover over **System Configuration,** then **Violations,** and click **Manage Ticket Offence Items**. 2. The **Manage Ticket Offence Items** page opens. This page provides comprehensive tools to add, edit, and configure individual offence items. ##### Adding a New Offence Item 1. In the top left box, select the **Ticket Category** (e.g., "Private Property") you wish to add an offence item to, or choose **Unassigned Offence Items**. 2. Click **Add New Offence Item**. 3. Fill out the following fields: - Enter the **Violation Type Description** (e.g., "Parked With No Proof Of Payment"). - Select the **Ticket Category** it belongs to (e.g., "Private Property"). - Enter a **Key**. This optional field indicates specific tracking codes for violations (e.g., internal audit codes). - Enter a **By-Law code** This optional field is used by municipalities to link violations to specific by-laws when sending them to court for collections. It is a text field that accepts up to 20 alphanumeric characters. - Enable the **Administrative Fee** if required. (More about this below) - **Fine Amount, Adjustable Fine Amount,** and **Discount Settings** are covered below. 4. Click **Save New Offence Item** when complete. ##### Setting the Fine Amount and Discount - **Fine Amount**: Set the base fine amount (e.g., "$30.00"). - **Apply Discount**: Enable this checkbox if you wish to offer a discount for early payment. - **Discount Amount**: Enter the amount of the discount (e.g., "$10.00"). - **Discount Days**: Set the number of days within which the discount applies (e.g., "14" days). - **Example**: If the fine is $30.00, and a discount of $10.00 is applied if paid within 14 days, the collected fine will be $20.00. After 14 days, the discount does not apply, and the full $30.00 is due. 5. Click **Save Ticket Offence Item** to save this configuration. You will be returned to the list view with your new offence listed under its Ticket Category. ##### Is This Fine Amount Adjustable?This can be useful for scenarios such as repeat offenders or multiple offences. Officers can, at their discretion, increase the ticket amount (e.g., for repeat violations) or reduce it (e.g., when issuing multiple violations for less than the combined full amount), in accordance with your organization's business rules.
Enable the **Adjust Fine Amount** checkbox in the ticket configuration screen: - **Default - (Off)**: By default, this feature is turned off. The fine amount will appear on handheld units as a grey, non-editable figure. - **Enabled - (On)**: When turned on, the fine amount will appear in black text on handheld units, allowing patrol officers to edit the amount. ##### Administration FeesAdmin Fees are useful for charges like Conviction Fees or Booting Fees. Offence items designated as Administration Fees **do not show on handheld units**. They are only visible on the admin interface, ensuring field officers don't issue them directly.
You can designate an offence item as an **Administration Fee** by selecting the **Administrative Fee** checkbox. - **Configuration Example**: To set up a $20.00 administration fee for removing a boot from a vehicle: 1. Toggle the **Administration Fee** checkbox **On**. This will also prevent the offence item from being synced with handhelds. 2. Set the **Fine Amount** to "$20.00". 3. Click **Save Ticket Offence Item**. ##### Editing, Deleting, and Archiving Offence Items - **Editing:** Click the **Pencil icon** next to the Offence Item and make your changes. Click the **Update Ticket Offence Item** button to confirm. - **Deletion**: Ticket Offence Items can only be **deleted** if there are **no violations** already written for that particular offence item. - **Archiving**: Once a violation has been issued using a specific Offence Item, that item can no longer be deleted. Instead, it will be **archived** to preserve the integrity of any data associated with it, ensuring historical reports remain accurate. --- ### Best Practices & Considerations - **Clear and Specific Offence Names**: Use descriptive names for offence items to avoid ambiguity (e.g., "No Parking - Fire Lane" vs. "Parking Violation"). - **Fine and Discount Strategy**: Carefully define your fine amounts and discount structures to encourage timely payment and align with your enforcement policies. - **Handheld Visibility Management**: Strategically decide which offence items are visible on handhelds. Keep the list concise for field officers, moving less common or admin-only fees to the "Administration Fees" category. - **By-Law Code Accuracy**: For municipalities, ensure the By-Law Code is accurately entered and consistent with legal requirements for court collections. - [**Ordering Violation Types**:](https://opscom.wiki/books/setup-configuration-for-admins/page/sort-violations-for-quick-access/edit) The system sorts the list of violation types alphanumerically. To achieve a specific custom sort order on both admin interfaces and handheld units, you can prefix the **Offence Item Name** with numbers or spaces. (A space is considered higher than an 'A'.) - **Example**: `Zebra Offence`, `Test Offence`, `A Test Offence` - Leverage "Adjust Fine Amount" with clear business rules for officers, and properly categorize "Violation Applies To" (Vehicle vs. User) to fit various enforcement scenarios. --- ### Related Videos # Sort Violations for Quick AccessOPSCOM allows administrators to customize the display order of **Ticket Offence Items** (violations) for quicker access, especially useful for frequently used offences. By strategically adding spaces to the beginning of offence names, you can control their sorting order on both the admin interface and handheld devices, improving efficiency for enforcement officers and data entry personnel.
When managing a long list of violation offence items, it can be time-consuming to scroll and find specific offences. The challenge is to reorder this list for quick access, ensuring the most commonly used offences appear at the top. The system sorts lists alphanumerically. We can take advantage of the fact that a **space character ()** comes before all alphanumeric characters in the ASCII character table. By prefixing a violation name with one or more spaces, you can force it to appear higher in the sorted list. **Example of Sorting with Spaces:** - `Zebra Offence` (two spaces, sorts first) - `Test Offence` (one space, sorts second) - `Apple Offence` (no space, sorts third) - `Bottle Offence` (no space, sorts fourth) Let's walk through a practical example of reordering a list of violations. 1. Hover over **System Configuration,** then **Violations,** and click **Manage Ticket Offence Items**. 2. In this example, we will select **Private Property** as the ticket category. This will display a list of violations categorized under "Private Property." ##### Reordering Violations - An Example We want to reorder the list so that "Parked in No Parking Area" lists first, "Parked Blocking Fire Hydrant" lists second, and the rest of the violations list in alphabetical order after that. 1. **Modify "Parked in No Parking Area"**: - Click on **Parked in No Parking Area** to select it. The screen will refresh with the entry information for the violation. - Add a **single space** to the very beginning of the **Violation Type Description** field. - Click **Save Violation Type**. - *Result*: The list will now show " Parked in No Parking Area" (with the space) as the first item. 2. **Modify "Parked Blocking Fire Hydrant"**: - Next, select **Parked Blocking Fire Hydrant**. - Add a **single space** to the beginning of its **Violation Type Description**. - Save the violation type. - *Result*: The listing will change again. However, since both now have one space, " Parked Blocking Fire Hydrant" will appear *before* " Parked in No Parking Area" due to alphabetical sorting of the rest of the name. 3. **Adjusting Order with Multiple Spaces**: - To ensure "Parked in No Parking Area" appears first and "Parked Blocking Fire Hydrant" second, we need to use a different number of spaces. - Select **Parked in No Parking Area** again. - Add a **second space** to the beginning of its **Violation Type Description** (so it has two spaces: ` Parked in No Parking Area`). - Save the violation type. - *Result*: The list on the left now shows " Parked in No Parking Area" in the first position, followed by " Parked Blocking Fire Hydrant" in the second position, and then the rest of the violations in alphabetical order. --- ### Best Practices & Considerations - **Consistency is Key**: If you start using spaces to sort, apply the method consistently across all relevant lists (e.g., if you sort one category of offences, consider sorting others for a uniform experience). - **Minimal Spaces**: Use the fewest number of spaces necessary to achieve your desired order. For example, if you only need one item at the very top, one space is sufficient. If you need two items, one gets two spaces, the other gets one. - **Handheld Impact**: Remember that this sorting method affects the display order on both the admin interface and handheld units, directly impacting the efficiency of your enforcement officers in the field. - **Documentation**: If multiple administrators manage ticket offence items, document your sorting strategy internally to maintain consistency and prevent accidental reordering. - **No Wildcards**: This method relies on actual space characters, not wildcards (`*`) or other special characters that might not function as expected in sort orders. # Handhelds Devices Settings (Handheld Commons)The **Handhelds Devices** section in OPSCOM allows administrators to manage and configure handheld devices used for enforcement and data collection. This includes registering new devices, pushing messages, and updating device settings, ensuring seamless operation for field personnel and accurate data synchronization.
### Setup and Configuration In order to use the handheld as a ticket writer, you will need to have the following permission set: - **Display as Ticket Writer**: Ability to be a ticket writer on the Handheld Tablets or on the system. This setting comes with the role Patrol Officer by default. To check if this role is set up in your system: - Go to **System Configuration**, **Admin Management**, and click **Manage Roles**. - Select the role for **Patrol Officer** and click on the tab for violations. - You should see the box labeled **Display as Ticket Writer** checked. [For more information on managing roles, click here!](https://opscom.wiki/books/setup-configuration-for-admins/page/manage-roles-and-permissions)Before accessing a handheld device for the first time, new admin users are required to log in through the online admin portal and complete their initial password reset.
### Using this Feature 1. Click **Tools**, then **Handhelds Devices**. Alternatively, you can access this on the **Violations** menu as well. 2. The **Handhelds - Common Settings** screen appears, where you can manage various aspects of your handheld fleet. From here, you can edit settings such as ticket due dates, customize ticket footers, view device information, and add or manage individual handheld units. ##### Adding a New Device When adding a new handheld device, the process involves both the device itself and the OPSCOM system configuration. 1. **Install Software**: Start by installing the OPSCOM enforcement app on the handheld device. 2. **Obtain UUID**: After the first login attempt on the device, you'll receive a notice indicating the device isn't registered. This message will display a **UUID** (Universally Unique Identifier) number. This is a 16-digit alphanumeric code typically found under your login screen on the device. 3. **Register Device in OPSCOM**: - Once on the **Handhelds - Common Settings** page in the admin portal, click **Add New Device**. - A new screen will open. You must add the following information: - **UUID**: Enter the UUID obtained from the handheld device.You will need to include all characters in the UUID, **including dashes between the groups of characters. *Some UUIDs do not have dashes.***
- - - **Server to Sync with**: **Always start by selecting the Production Server.** This is a critical step for initial device registration, regardless of whether the device will eventually be used for testing on a Preview server (explained further in "[Production Server First (Crucial)](https://opscom.wiki/link/191#bkmrk-production-server-fi)" under Best Practices & Considerations). - **Name**: Enter a descriptive **name** to easily identify this device (e.g., "Patrol Unit 1," "Enforcement Officer John's Device"). - Ensure the **Enabled** checkbox at the top of the entry form is selected. - Click **Add Device** once all information is in place. ##### Pushing Messages You can send messages directly to your configured handheld units: 1. On the **Handhelds - Common Settings** screen, click the **Push Message** button. 2. Follow the prompts to compose and send your message to the selected devices. ##### Updating Device Data To modify settings for an existing handheld device: 1. On the **Handhelds - Common Settings** screen, click on the **device name** you wish to update. This will open a drop-down list of editable settings. 2. Make your desired changes to the device's configuration. 3. Once finished, ensure you click **Process Updates** to save and apply your changes to the device.To edit the ticket footer, you must have the permission level and role of Primary Admin.
--- ### Best Practices & Considerations - **Production Server First (Crucial)**: - **Important Note**: Due to the underlying logic of the Handheld Common tool, you **must always register a new handheld unit on the Production admin portal first**, even if its ultimate purpose is for testing on a Preview site. - The system initially connects to the production server, then references the `PA Common/handheld assignment` table (which is written from production) to determine if a unit is registered for Production or Preview. This ensures the correct routing is established in the database. - This initial production-side registration is also why you can refresh preview sites without losing the handheld units configured for them. - **Adding a Handheld Unit to Preview for Testing**: 1. Start by **refreshing your preview** site to ensure it’s using the latest data. For details, see **[Create or Refresh a Preview Space](https://opscom.wiki/books/setup-configuration-for-admins/page/create-or-refresh-a-preview-space)**. 2. First, add the handheld unit to **Handhelds - Common Settings** on the **production** admin portal as described in "Adding a New Device," but select your **Preview Server** in the **Server to Sync with** field. This sets the proper database route. 3. Next, navigate to the **preview** admin portal and enter the exact same device information into its **Handhelds - Common Settings** section. 4. Finally, perform a **reinstallation of the OPSCOM enforcement application** on the handheld device itself. This reinstallation allows the handheld to pick up the newly set path to the preview server. - **Switching Between Production and Preview**: - Once a handheld entry exists in both Production (configured for Preview sync) and Preview, you can generally switch between environments by re-pointing the **Sync With** setting on both the Production and Preview admin portals to your preferred path. - **However, remember that you must perform a reinstallation of the software on the handheld unit each time you change the synchronization path in the system** for the handheld device itself to update with the selected path. - **UUID Accuracy**: Ensure the UUID is entered precisely, as any error will prevent the device from connecting. - **Descriptive Naming**: Use clear, identifiable names for your handheld devices to simplify management and troubleshooting. # Incidents Configuration # Managing Incident Categories and Sub-Categories**Incident Categories** and **Sub-Categories** in OPSCOM are used to define and classify incidents reported within the system. This feature allows administrators to organize incident types, control their visibility in reports, and manage associated checklists, ensuring precise documentation and effective analysis of various occurrences.
### Using this Feature The **Edit Categories and Sub Categories** page allows you to add, edit, and manage both main incident categories and their more specific sub-categories. - Hover over **System Configuration,** then **Incidents,** and click **Categories**. ##### Adding Categories 1. On the **Edit Categories and Sub Categories** page, click **Add New Category** located at the bottom of the page. 2. Fill out the details for your new **Category Name**. 3. Enter the **GIS number** (optional, used by clients with geographic location codes). 4. Select whether it's an **"In House"** category (for internal use). 5. Select if you'd like this category to be **Included in Reports**. 6. Click **Save Incident Category**. ##### Editing Categories 1. On the **Edit Categories and Sub Categories** main page, locate the desired category from the listed items. 2. Click the **pencil icon** next to it to edit. 3. Make your changes and click **Save Incident Category** to apply your changes. ##### Managing Sub-Categories Sub-categories provide a finer level of detail for incidents. 1. To check a category for its sub-categories, click the **Sub** button next to the Category name. 2. The list of Sub-Categories for that item will display. You can add a new sub-category at the bottom of the list. 3. Enter the **Name** of the sub-category and enable the desired functions: - If a **Checklist** is required for incidents under this sub-category, click **Required**. - If it's to be **Included in Reports**, click **Include**. - If you wish to archive it, enable the **Archive** checkbox. - If you want to change the name of an existing one, click in the text box and change it. Once you have finished, click **Save Sub-Categories**. --- ### Best Practices & Considerations - **Logical Hierarchy**: Create a clear and logical hierarchy between categories and sub-categories to ensure accurate incident classification (e.g., Category: "Theft," Sub-Categories: "Vehicle Theft," "Personal Belongings Theft"). - **Report Inclusion**: Carefully consider which categories and sub-categories should be **Included in Reports** based on your organization's analytical and compliance needs. - **In-House vs. Reportable**: Distinguish between "In House" categories (for internal tracking) and those intended for broader reporting or external sharing. - **Checklists for Consistency**: Utilizing the "Required Checklist" option for sub-categories can ensure that all necessary information is collected consistently for specific types of incidents, improving data quality. - **Regular Review**: Periodically review your incident categories and sub-categories to ensure they remain relevant to your incident reporting needs and operational changes. # Managing Incident Flags**Incident Flags** in OPSCOM allow administrators to create custom tags or labels that can be attached to incident reports. This feature is vital for quickly categorizing, highlighting, or drawing attention to specific characteristics of an incident, improving reporting, search capabilities, and internal communication.
### Using this Feature The **Edit Flags** page allows you to add and edit incident flags, as well as control their visibility in reports. 1. Hover over **System Configuration,** then **Incidents,** and click **Flags**. ##### Adding Flags 1. At the bottom of the list, click on the empty text box provided for adding a new flag. 2. Fill in the **name** (e.g., "High Priority," "Follow-Up Required," "Safety Concern"). 3. Toggle the **Include In Reports** checkbox if you do not want this flag to show up in reports. By default, this checkbox is **on**. 4. Click **Add**. The new Flag entry will now appear in the list and is ready to be used when creating or editing incident reports. ##### Deleting Flags 1\. Click the **Delete** button next to the flag and **Confirm**. --- ### Best Practices & Considerations - **Clear and Concise Names**: Use short, descriptive names for your flags that clearly convey their purpose (e.g., "Critical," "Resolved," "Requires Manager Review"). - **Report Inclusion**: Carefully consider whether each flag should be **Included In Reports**. Flags used purely for internal workflow might not need to appear in aggregated reports. - **Standardization**: Develop a standardized list of flags to ensure consistency across all incident reporting. This makes it easier to filter, search, and analyze incident data. - **Workflow Integration**: Think about how flags can integrate with your incident management workflow. For instance, a "Follow-Up Required" flag could trigger a review process. # Managing Ethnic Types**Ethnic Types** in OPSCOM allows administrators to define and manage a picklist of ethnic classifications for use within incident reporting. This feature supports detailed demographic data collection for incidents, enabling organizations to analyze trends, ensure fair and equitable practices, and comply with reporting standards.
##### Using this Feature The **Manage Ethnic Types** page provides a straightforward interface to add, edit, and delete various ethnic types. 1. Hover over **System Configuration,** then **Incidents,** and click **Ethnicity**. ##### Adding 1. Click **Add Ethnic Type**. 2. Fill in the **name**. 3. Click **Save Changes**. ##### Editing 1. Click the **Edit** button next to the Ethnic Type you want to change. 2. Make your edits and click **Save Changes**. ##### DeletingIn order to delete an Ethnic Type, it must not be in by any records in the system. You will not see a delete button unless there are no records associated to this type.
### Best Practices & Considerations
- **Standardization**: Use consistent and recognized terminology for ethnic types to ensure data accuracy and facilitate meaningful analysis.
- **Data Integrity**: Always verify that an ethnic type is not actively linked to any records before attempting to delete it. This prevents data inconsistencies.
- **Reporting and Analysis**: Accurate ethnic type data can be crucial for generating demographic reports related to incidents, helping organizations identify patterns and inform initiatives related to diversity, equity, and inclusion.
- **Sensitivity and Purpose**: When collecting and managing demographic data such as ethnic types, ensure that the purpose is clearly defined, aligns with organizational policies, and adheres to privacy regulations. This information should be handled with sensitivity and used responsibly.
- **Compliance**: If your organization has specific reporting requirements related to demographics (e.g., for government or grant purposes), ensure your configured ethnic types support those needs.
# Managing Incident Relations
**Incident Relations** in OPSCOM allows administrators to define specific types of connections or relationships between individuals involved in an incident (e.g., "Witness," "Victim," "Suspect," "Reporting Party"). This feature is crucial for accurately documenting complex incident scenarios, ensuring all parties are properly identified, and facilitating comprehensive reporting and investigation.
### Using this Feature The **Relation Administration** page provides a straightforward interface to add and edit various incident relation types. 1\. Hover over **System Configuration,** then **Incidents,** and click **Relations**. ##### Adding Relations 1. Locate the empty text box provided at the bottom of the list for adding a new relation. 2. Type in the desired **relation name** (e.g., "Witness," "Victim," "Suspect," "Reporting Party"). 3. Choose a unique color for this type. 4. Click **Insert New** to add the new relation to the list. ##### Editing Relations 1. Locate the relation you wish to modify in the list and click the **Edit** button. 2. Make your changes and click **Save Changes**. --- ##### Best Practices & Considerations - **Comprehensive Definitions**: Define all relevant relationship types that might occur in your incident reporting to ensure accurate and complete documentation. - **Clear Naming**: Use concise and unambiguous names for relations to avoid confusion (e.g., "Victim" vs. "Complainant" if they represent different roles in your context). - **Standardization**: Encourage consistent use of defined relations by all personnel involved in incident reporting to improve data quality and reporting consistency. - **Data Integrity**: Always ensure that a relation is not actively linked to any incident parties before attempting to delete it, to prevent data inconsistencies. - **Reporting Value**: Properly categorized relations are essential for generating accurate reports on incident demographics and the roles of individuals involved. # Extended User Profile Options**Extended User Profile Options** in OPSCOM allow administrators to define and manage additional, highly granular descriptive categories and values for user profiles, typically used in incident reporting. This feature enables officers to record unique physical features or identifiers of individuals involved in an incident, enhancing the detail and accuracy of incident reports.
### Using this Feature The **User Extended Values Administration** page allows you to add and update a variety of descriptive values for user profiles. 1. Hover over **System Configuration,** then **Incidents,** and click **Ext. User Profile Options**. The **User Extended Values Administration** page displays a list of currently defined extended values. Notice the various **types** you can choose from in the dropdown menus to categorize your extended values. A **Value Type** acts as a category (e.g., "Hair Type"), while the **Value Description** details the specific characteristic (e.g., "Balding," "Red," "Long"). ##### Adding Extended User Value Types 1. Scroll to the bottom of the page and select a Value Type **from the dropdown menu** (e.g., "Hair Type," "Clothing Color," "Tattoo Location"). 2. Type the **Value Description** in the textbox provided (e.g., "Curly," "Blue," "Left Arm"). Value descriptions can include a range of physical features/identifiers of a user, such as the location of a tattoo, the color of clothing, or the style of hair. 3. Click **Insert New** to add and save the new extended user value. ##### Editing Extended User Value Types 1. Locate the extended value you wish to edit in the list and click **Edit.** 2. Adjust the **Category** (Value Type) and/or the **Name** (Value Description) by selecting the appropriate textbox and making the desired changes (e.g., changing "Bald" to "Balding"). 3. Click **Save Changes** to save and continue. --- ### Best Practices & Considerations - **Granular Detail for Incidents**: Leverage extended values to capture specific, unique identifiers for individuals involved in incidents, which can be critical for identification and investigation. - **Standardized Terminology**: Establish clear, consistent terminology for both **Value Types** and **Value Descriptions** to ensure uniformity in data collection across all officers and administrators. - **Training for Officers**: Train officers on the importance of these fields and how to accurately select and describe extended values when creating incident reports. - **Avoid Redundancy**: Review existing categories and values before adding new ones to prevent duplication. - **Privacy Considerations**: Be mindful of privacy regulations and your organization's policies regarding the collection of detailed personal identifiers. Ensure that the collection of such data is justified and used responsibly. # Missing Property Types**Missing Property Types** allows administrators to define and categorize different kinds of missing or stolen property (e.g., Electronics, Jewelry, Documents) within incident reports. This feature enables detailed and structured data collection for lost or stolen items, enhancing the accuracy of incident documentation and supporting investigations.
### Using this Feature The **Edit Missing Property Types and Fields** page allows you to define both the broad categories of missing property and the specific details (fields) you want to collect for each category. 1. Hover over **System Configuration,** then **Incidents,** and click **Missing Property Types**. ##### Adding Property Types 1. Click the **Add New Type** button. 2. Type the **Name** for the new missing property type and click **Add New.** ##### Adding Fields to Types 1. Click **View Fields** next to the Property Type you want to add a field to. 2. Click **Add New Field**. 3. Type in the **Field Name** (e.g., "Serial Number," "Color," "Brand"). 4. Select the **Field Type** from the dropdown menu (e.g., **checkbox**, **textbox**, **dropdown**, etc.). 5. Select whether or not it is a **required field** by clicking the **Required** checkbox. 6. Click **Add New** to save the new field. ##### Editing Property Types 1. Click the name of the property type you wish to change. 2. Change the name and click Save Changes. 3. Click the **View Fields** button if you want to edit any fields associated to this. ##### Deleting Property Types Deleting a missing property type is a two-step process if it has associated fields. 1. **If there are NO fields found associated with that property**: You can immediately click **Delete Property Type**. 2. **If there ARE fields found associated with that property**: - Click View Fields and then click **Delete All**. - Click **Save Changes** to delete the selected fields. - Follow step one to **Delete Property Type**. --- ### Best Practices & Considerations - **Structured Data Collection**: Use fields within each property type to ensure structured and consistent data collection for stolen or missing items (e.g., for "Electronics," you might add fields for "Make," "Model," "Serial Number"). - **Clear and Concise Names**: Use descriptive names for both property types and their fields to improve usability and clarity for officers filling out incident reports. - **Required Fields**: Carefully consider which fields are truly **Required** to avoid unnecessary data entry burden while ensuring critical information is captured. - **Data Integrity**: Remember that a property type cannot be deleted if it has associated fields. This mechanism helps prevent orphaned data and ensures the integrity of your incident records. - **Reporting Value**: Well-defined missing property types and their fields can significantly enhance the quality of reports, aiding in investigations and property recovery efforts. # Alerts Configuration # Email Alert ListThe **Email Alert List** in OPSCOM allows administrators to define a specific set of email addresses that will receive automated warning notifications from the system. This feature is crucial for ensuring that designated personnel are promptly alerted to important system events or potential issues, enabling timely intervention and management.
## Setup & Configuration The **Email Alert List** is accessed through the **System Configuration** menu.You'll be redirected to the **Manage Alert Emails** page, where you can manage the list of recipient email addresses.
### Using this Feature
The **Manage Alert Emails** page enables you to add, edit, or delete email addresses that are designated to receive warning notifications. You can also use the **Toggle Archived** checkbox if you want to see inactive email addresses.
##### Adding an Email Address
##### Editing an Email Address
##### Deleting an Email Address
### Best Practices & Considerations
# Manage Email Warnings
**Manage Email Warnings** in OPSCOM allows administrators to define and manage a list of email addresses that will receive critical system alerts. This feature is vital for ensuring that designated personnel are promptly notified of important events, such as security breaches, system errors, or specific operational triggers, enabling swift response and management.
### Setup & Configuration **Manage Email Warnings** is accessed through the **System Configuration** menu.You'll be redirected to the **Manage Email Warnings page, where you can manage the list of recipient email addresses.
### Using this Feature
The **Manage Email Warnings** page enables you to add, edit, or delete email addresses that are designated to receive warning notifications.
##### Adding an Email Address
##### Editing an Email Address
##### Deleting an Email Address
### Best Practices & Considerations
# Payments Configuration
# Manage Deposit Types
**Deposit Types** allow administrators to define and manage various categories of deposits (e.g., for permits, equipment, or specific services). This feature is essential for accurately tracking refundable amounts, providing clear financial oversight, and ensuring proper accounting for deposited funds within the system.
### Using this Feature The **Manage Deposits** page provides a straightforward interface to add, edit, and view the usage of various deposit types. 1. Hover over **System Configuration,** then **Payments,** and click **Manage Deposit Types**. ##### Adding a Deposit Type 1. Click **Add Deposit Type**. 2. Fill out the information as needed: - **Label**: This is the name that will be used to identify the deposit type (e.g., "Permit Deposit," "Key Fob Deposit"). - **Placeholder Text**: This field is optional. It provides a prompt or sample information that will appear in the deposit information text field when creating a deposit record. - **Flags**: This toggle controls the ability to edit the **Assignable Text** field in the resulting active deposit record. This text will appear in the user's profile associated with the deposit. - **Amount**: The amount that the deposit will cost. - **Active checkbox:** This determines if the deposit is currently available to be assigned. 3. Click **Save Changes**. ##### Editing a Deposit Type 1. Locate the deposit type and click the **Edit** button next to it. 2. Make any necessary changes to the fields. 3. Click **Save Changes**. ##### Deleting a Deposit Type 1\. If no records are associated with this deposit you can click the **Delete** button. --- ### Best Practices & Considerations - **Clear Labeling**: Use descriptive labels for your deposit types (e.g., "Annual Permit Deposit," "Visitor Pass Deposit") to ensure clarity for both administrators and users. - **Placeholder Text Utility**: Utilize the **Placeholder Text** to provide clear instructions or examples for administrators when entering deposit information. - **Understanding "Flags"**: The "Flags" setting for `Assignable Text` can be useful for adding specific, customizable notes to individual deposit records on user profiles, allowing for unique details per transaction. - **Financial Reconciliation**: Accurately tracking deposit types is crucial for financial reconciliation and managing refundable amounts. # New PagePreview Spaces in OPSCOM provide clients and support staff with a secure, isolated testing environment that mirrors your live production system's data. These spaces are invaluable for testing new features, staging changes, or conducting training without impacting your operational system, ensuring a safe sandbox for development and learning.
### Setup & Configuration Preview spaces are typically created on demand. Your production/live OPSCOM system is used to either create a new preview space or refresh an existing one with current or historical data. ##### Creating or Refreshing a Preview Space 1. Click **Tools,** then **Database to Preview**. From this page, you have two options for refreshing your preview database: - **For Up-to-Date Information**: 1. Select **Backup Production Database**. 2. Wait for the backup process to complete. 3. Click the **Refresh Preview Database** button. - **For an Older Backup**: 1. Select the specific date of the backup you wish to restore the preview database to. 2. Click the **Refresh Preview Database** button.It may take a few minutes to refresh the database. Generally, a database is refreshed in 1-2 minutes, but it can take up to 15 minutes depending on the size of your database. A message will be displayed along the top of the screen notifying you when the database refresh is complete.
Once the preview database has been refreshed, your preview system will automatically be created or updated. You can access the preview system by adding ".preview" before "OPSCOM.com" in your browser's address bar. For example, if your production space is `https://tomahawku.OPSCOM.com`, your preview space will be `https://tomahawku.preview.OPSCOM.com`. --- ### Using this Feature ##### Accessing Your Preview Space As an OPSCOM client, you can access your preview space directly by simply adding the ".preview." suffix to your subdomain name. For instance, if your production site is located at `https://yourorganization.OPSCOM.com`, your preview space can be found at `https://yourorganization.preview.OPSCOM.com`. ##### Preview Space Banner To clearly distinguish a preview space from a live production system, all preview spaces are denoted with an **amber warning banner** displayed prominently at the top of the page. ##### Locking and Unlocking Database Reset Option You can now lock and unlock preview and development OPSCOM databases to prevent them from being reset or refreshed accidentally. 1. On your preview site, click **Tools**, then **Reset Database**. 2. Toggle the lock/unlock setting as needed. - You will be prompted to provide a **reason** for locking or unlocking the database. - A history of the previous 10 lock/unlock actions will be displayed below for your reference. This feature allows you to ensure that if you are actively working on a preview/development system and do **NOT** wish for your changes to be reset or lost, you can place a lock. This lock notifies others attempting to refresh the database that a reset is not desired. --- ### Best Practices & Considerations - **Testing and Training Benefits**: Preview spaces are extremely useful for testing and training purposes. They allow you to work with a copy of your live database, providing real data for exercises without any risk of affecting your production system. The database can be manually reset at any time, allowing you to "erase" training data and start testing scenarios from scratch. - **Daily Data Backups**: Production/live data is backed up daily at **2 AM EST** and is available to push to the testing environment at any time. This means if you perform a refresh of your preview site, it will pull data captured the night before. This operation is specifically for providing relevant data for testing and preview during training or similar efforts and is separate from normal system backup procedures. - **Automatic Deletion of Inactive Spaces**: Preview sites are automatically deleted after **7 days of no login activity**. - If you require a preview site for an extended period, please contact OPSCOM support staff, and an expiry date can be set. - **Email Notifications are Suppressed**: No Emails Sent from Preview/Testing - All email notifications that would normally be sent from the server are captured and suppressed in preview/testing environments. Therefore, any email notifications generated within your preview space will **not** reach clients or external recipients. This is a deliberate security measure to prevent accidental communication from a non-production environment. # Managing Payment Types**Managing Payment Types** allows administrators to control which payment methods are available throughout the system. This comprehensive control enables you to define new payment options, assign them to specific user types (e.g., Staff, Students, Public), and configure their usage for subscriptions or guest payments, thereby streamlining transactions and ensuring alignment with your organization's financial policies.
### Using this Feature The **Payment Types** screen gives you a comprehensive interface to create, edit, and view details about different payment methods available in OPSCOM. 1. Go to **System Configuration,** then **Payments,** and click **$ Setup Payment Types**. ##### Adding Payment Types**Use Case -** For this example, we will setup a Payment type that will use the provider Always Successful. This will allow payments to immediately be flagged as fully processed with no intervention of any admin. This is often used for things like Payroll deduction. For example, you want your users to be able to purchase a permit through Payroll deduction that will immediately be valid upon checkout. The actual payments will take place through payroll and have nothing to do with OPSCOM.
1. Click the **Add Type** button. 2. The list of **Providers** is hard coded and controlled by Tomahawk. You will not be able to change this picklist. The tooltip below the provider will tell you what each provider means. 3. Pick **Always Successful** for this example. 4. Click **Next Step.** 5. Provide a **Type Name.** 6. Choose the **User Types** this will be available to. 7. On the **Settings** tab, Enable the checkboxes as you required. 8. In the section **Allowed Payment Types**, you will see any payment types that are currently active first, then a list of inactive payment types after. 9. Click **Update Payment Type**. ##### Hosted Payment Providers The following links will detail the process of setting up a Hosted Payment provider, of which currently support. Click the link matching the payment provider you are adding below and follow the steps outlined on those articles. - [OpenEdge](https://opscom.wiki/books/the-opscom-admin-portal/page/openedge-hosted-payments): - We need the following credentials to work with OpenEdge; - **Auth Key**: a multi-digit string key - **Terminal ID**: a 8 digit numeric key - **X-Web ID**: a 12 digit numeric key - [Moneris Checkout](https://opscom.wiki/books/the-opscom-admin-portal/page/moneris-checkout): - We need the following credentials to work with Moneris Checkout; - **store\_id: ***store#*** ** - **api\_token:** *xxxxxxx* - **checkout\_id:** *xxxxxxxxStore#* - [Bambora Checkout](https://opscom.wiki/books/the-opscom-admin-portal/page/bambora-checkout): - We need the following credentials to work with Bambora Checkout (JSBambora): - **Payment Authorization Header:** An alphanumeric passcode - **Profile Authorization Header:** An alphanumeric passcode Once you retrieve the required values from your hosted payment provider of choice, save the credentials securely and contact OPSCOM Support for further instructions.The information you obtain in the above documentation are **credentials that secure the information exchanged between OPSCOM and the provider.** Please save these in a secure manner, it is important they are stored properly to ensure operational security.
##### Extended Payment Information For each payment type, you can view extended information on the Payment Types screen. - A **general description** of the payment type. - An **indication of what the user will be prompted for** when selecting that payment type. For example, in a hosted payment scenario like EdgeExpress, the user might be prompted to enter an email address before being redirected to the payment provider to enter credit card information. - The number of users associated to this payment type. There are also three columns on the far right that use an **X** or **checkmark** to indicate specific uses of the payment type: - **Column 1**: Indicates if this payment type can be used for **guest payments**. - **Column 2**: Indicates if this payment type can be used for **permit and invoice renewal payments**. - **Column 3**: Indicates if this payment type can be used for **Text2ParkMe subscriptions**. ##### Configuring Payment Types for Subscriptions and Guest Payments You can fine-tune how specific payment types are used for subscriptions and guest payments. 1. Find the payment type you wish to configure and click the **Pencil icon**. 2. Click the **Settings** tab. 3. Select the items you wish to allow the payment type to be used for (e.g., enable **Text2ParkMe**, **subscriptions to permit renewals**, as well as **guest payments**). 4. Prompt Information can be changed as well. You can enable only an **email address** or **full address information**. Full address info is required when the provider is doing Address Verification using AVS, 3DS or other similar service. This controls what shows up on the **QR Code reservations** screen after the **Payment Type** is selected. 5. Click **Update Payment Type**. ##### Processing as an Admin When processing payments as an administrator, the payment types presented will be split into two categories: - What the user would be allowed to use for their specific User Type. - What an administrator can choose (which may include additional options not visible to the user). --- ### Best Practices & Considerations - **Granular Control**: Leverage User Types to restrict payment methods, ensuring users only see relevant options. For example, you might only allow "Payroll Deduction" for Staff users. - **Clear User Experience**: By limiting available payment types based on context or user, you simplify the checkout process and reduce confusion for users. - **Refund Alignment**: Ensure that appropriate refund types are linked to their corresponding payment types to facilitate smooth and accurate refund processing. - **Subscription Compatibility**: When enabling payment types for subscriptions (recurring billing), verify that the chosen payment gateway provider fully supports recurring transactions. - **Regular Review**: Periodically review your payment type configurations and their associated settings to ensure they remain aligned with your organization's financial policies and evolving needs. # Managing Convenience Fees**Convenience Fees** in OPSCOM allow administrators to add an additional flat-rate charge directly to user payments, managed entirely within the OPSCOM system. This feature provides flexibility to offset processing costs, incentivize certain payment methods, or cover administrative burdens, distinct from any transaction fees imposed by external payment providers.
### Difference Between Transaction Fees and Convenience Fees It's crucial to understand the distinction between these two types of fees: - **Transaction Fees**: These are charges applied by your **payment provider** (e.g., credit card processor) for processing a payment. They are independent of OPSCOM's internal settings. Depending on your setup, OPSCOM and end-users may not be directly aware of these fees as they are managed solely by the payment provider. - **Convenience Fees**: These are additional charges that are **managed and applied directly through OPSCOM**. For example, your OPSCOM system can add a $5 convenience fee onto a payment. This fee amount is visible within OPSCOM and is added to the grand total before being sent to the payment provider. It is possible for a system to utilize both Convenience Fees (managed by OPSCOM) and Transaction Fees (managed by the payment provider), but recognizing their distinct origins and management is important. --- ### Using this Feature The **Fees Page** allows you to set up various convenience fees.You can only use Convenience fees if you have Bambora/Worldline as your payment provider.
##### Fee Limitations Before configuring, understand these limitations:##### Fee Examples and Setup
**Admin Collected Fee for Collecting Cash and Cheques (Deterrent Fee)**
**Admin Collected Fee for Permits**
**Admin Charges a Convenience Fee to Cover an OPSCOM Collected Transaction Fee**
**Admin Includes the Transaction Fee in the Price of the Item (No Fee Setup in OPSCOM)**
### Setting Up the Fees
You can access the Fees page to accommodate any of the scenarios above.
1. Hover over **System Configuration,** then **Payments,** and click **Fees**.
2. Click **Add Fee** and follow the diagram below.
3. Click the **Update** button to save.
##### 
### Best Practices & Considerations
# Taxes
The **Taxes** configuration page in OPSCOM allows administrators to define and manage the tax percentages applied to payments made within the system. This feature is crucial for ensuring accurate tax calculation during checkout, maintaining compliance with local tax regulations, and providing transparency to users regarding applicable taxes.
### Setup & Configuration You must be a Primary Admin with the permission to **Manage System Configuration** to be able to edit the system settings.If you do not see the settings mentioned in this article, please contact
This article describes the Flex Dollar and Payroll Deduction feature, a specialized payment method for handling partial payments with credits. This feature allows your users to apply a pre-defined amount of **flex dollars** towards a permit purchase, with the system automatically notifying administrators of the remaining balance to be processed via payroll.
#### OPSCOM Support Configuration The **Flex Dollar Payment** feature is a *custom development,* tailored specifically for one client, Trent University. It is not intended to be useful to, or available to all clients. Its availability is controlled by specific configurations set up by an OPSCOM Support team member. This feature requires configuration by an administration of your system, and must also be enabled by an OPSCOM support team member before it can be used. The setup involves defining the selectable flex dollar amounts, setting the notification email, and assigning the payment type to the appropriate users. #### This feature is enabled by a system-level setting that is typically configured by OPSCOM support upon request. Once enabled, you may proceed with the steps below. #### Configuration and Functionality 1. To enable flex dollars, hover over **System Configuration**, and click **System Settings**. 2. Click **Permits**. 3. Enable the checkbox beside **Enable Flex Dollars**. ##### Configure Email Notifications An email address must be configured to receive a notification internally and each time this payment method is used (and the details of the transaction for accounting). 1. Hover over **System Configuration, Payments** and click **Manage** **Flex Dollars** 2. In the **Flex Dollars Alert Email** text box, enter an email address you will be monitoring. This email address must be monitored for any changes to be made to student flex dollar balances. ##### Define Flex Dollar Amount Create the specific flex dollar values that users can select during checkout. 1. Hover over **System Configuration, Payments,** and click **Manage** **Flex Dollars.** 2. Click the **Add New** button. 3. Enter a **Label**. This is the text the user will see in the drop-down menu (e.g., "Apply $100 of Flex Credit"). 4. Enter the corresponding numeric **Value** (e.g., `100.00`). 5. Click **Save**. 6. Repeat this process for all the pre-determined flex dollar amounts your organization offers. ##### Assign Payment Method to User Types Finally, this payment method must be enabled for the specific user types who are permitted to use it. 1. Hover over **System Configuration**, **Users**, and and click **User Types**. 2. Select the user type you wish to grant access to (e.g., Staff). 3. In the user type settings, assign the **Flex Dollars/Payroll Deduction** payment option. 4. For detailed instructions, please refer to the [User Types Administration wiki article](https://opscom.wiki/books/setup-configuration-for-admins/page/user-types "https://opscom.wiki/books/adminstrators-setup-configuration/page/user-types"). ### Using this Feature Once configured, the feature provides a streamlined workflow for users and a clear notification process for administrators. ##### User Purchase Workflow 1. An eligible user adds a standard term permit to their shopping cart. 2. On the checkout page, they select **Flex Dollars/Payroll Deduction** as the payment method. 3. A new drop-down menu appears, populated with the flex dollar **Labels** you configured. 4. The user selects an amount and completes the transaction. Their permit is considered valid and is issued immediately. ##### Administrator Workflow (Post-Purchase) 1. Upon successful purchase, an email is automatically sent to the address configured in ***"Flex Dollar Alert Email"*** field. 2. This notification contains the key information needed for manual processing: - User's Name and Contact Information - Permit Details - Flex Dollar Amount Applied - Remaining Balance Due 3. Your administrative team (e.g., Payroll or Parking department) uses this information to confirm users flex dollar balances the remaining balance via your organization's internal payroll system. 4. For auditing purposes, a note detailing the flex dollar amount is also automatically added to the users transaction payment record.The payroll deduction component is **not an automated process** and **neither is the updating of Flex Dollar balance**. The system's function is to calculate and report the remaining payroll deduction balance to administrators.
# Best Practices & Considerations - This payment option will **only appear to eligible users when their cart contains only standard permits**. It will not be available if other items, such as violation payments or locker rentals, are also in the cart. - **Use clear and descriptive labels** for the flex dollar amounts (e.g., "Use $75 Payroll Credit"). This transparency is key to reducing user confusion and support requests during the checkout process. - **Ensure the staff who manage payroll are aware of this workflow** and understand how to act on the email notifications. Clear internal communication is critical to the success of this feature. - **External Verification & Reconciliation:** It is critical to understand that OPSCOM does not verify real-time flex dollar balances with any external system. Administrators are solely responsible for independently verifying the spent flex dollar amounts with their HR/payroll department and managing any discrepancies or adjustments outside of the OPSCOM system. **Note: **this type of payment is treated as a full, successful payment. The system does not have split-payment logic or backend validation of flex balances beyond recording the user's chosen amount. # Stripe Payment Provider SetupThis feature shows how to integrate with Stripe to process credit card payments directly within the system. Its primary purpose is to provide a secure and seamless checkout experience for users while simplifying financial reconciliation for operations. This article is intended for **OPSCOM administrators** responsible for financial setup.
--- ## Setup and Configuration ### Admin Portal To begin the integration, an administrator must setup a payment type in OPSCOM, with will be linked to their Stripe account. This is handled through the central administration portal where you will input your unique credentials. - Hover over **System Configuration > Payments**, then click **Setup Payment Types**. - Click **Add Type**. - Click the **Payment Provider** drop-down menu and choose **Stripe.js** from the available options. Once the provider is selected, you can **name the payment type**, **select applicable user types**, and then **go to the settings tab*.*** Now, you have to get the API keys for your Stripe account, and setup webhooks, which can be found on the stripe dashboard, which you should be logged into, from a previous step. Your **Publishable Key**, and **Secret Key**, can be found and copied here. You can click on these values to copy them, and paste them into the payment type settings in OPSCOM. [](https://opscom.wiki/uploads/images/gallery/2026-04/VOiimage.png)You must provide your unique identification keys. Enter your Stripe public key into the **Publishable Key** field and your Stripe secret key into the **Secret Key** field. **Only enter the Testing Credentials until you are ready for your users to have access to this.**
Take this time to ensure that the ***Currency*** setting is correct, in the payment type settings (the default is US dollars). The next steps will be about populating the **Webhook ID** and **Webhook Secret** fields, in OPSCOM, with the correct information from your Stripe dashboard. [](https://opscom.wiki/uploads/images/gallery/2026-04/gCTimage.png) --- ### Third-Party Webhook Configuration Webhooks are essential for Stripe to notify OPSCOM regarding payment successes or refund completions.Without these Webhooks, the system **WILL NOT** communicate any transaction information to OPSCOM.
| Sub-section | What it covers |
|---|---|
| **Register Your Endpoint** | Step-by-step Stripe Dashboard instructions to create an event destination, select event types, and enter the OPSCOM webhook URL |
| **Retrieve Your Signing Secret** | How to reveal and copy the `whsec_` secret, and destination ID into OPSCOM |
| **Test Your Endpoint** | Stripe CLI commands to forward live test events locally before going live |
| **Secure Your Endpoint** | Signature verification explanation and IP allowlisting recommendation |
| **Manage Event Delivery** | Delivered/Pending/Failed status descriptions and how to manually resend events |
Ensure that your **Webhook Secret** is correctly matched between Stripe and OPSCOM to prevent "Pending" status errors on completed payments.
[](https://opscom.wiki/uploads/images/gallery/2026-04/E3jimage.png) --- ## User Experience and Handheld Use ### Web Portal Transactions Users will interact with the Stripe interface during their standard checkout process. When they reach the final stage of a transaction, they simply click the **Pay with Credit Card** button to open the secure payment form. After they enter the credit card details into the form, they click the **Submit Payment** button to complete the purchase. ### Handheld App — *OPSCOM Parking Enforcement* For administrators or staff using handheld units in the field, the process is optimized for touch interaction. Tap **Checkout** to open the payment summary within the app. From there, tap **Select Payment Method** and choose **Stripe**. To prevent accidental charges, the final step requires you to tap and hold the **Process Payment** button to finalize the transaction. ## Managing Transactions and Reports Administrators can review all processed payments and manage financial returns through the standard reporting interfaces. Hover over **Financial Management** and click **Transaction Reports** then **Recent Payments** to view a live list of activity. Within this report, the **Status** column displays the current state of each payment, while the **Payment Date** indicates exactly when the transaction occurred. If you need more detail, click the **View Details** icon next to a specific transaction to see the full Stripe receipt. If a correction is needed, click the **Refund Payment** button to initiate a return of funds. You will then click the **Confirm Refund** drop-down menu and choose **Full Refund** to finalize the reversal.You can quickly find a specific transaction by using the search bar to enter a user's name or a specific receipt order ID/Confirm Code.
--- ## Best Practices and Considerations - **Deployment Testing** Organizations should always keep **Live Mode** disabled during the initial deployment until all testing is verified with test credit card information. It is highly recommended to process a single, small test transaction in **Live Mode** using a real card before making the payment option available to the general public. - **Security Requirements** Maintaining the security of your financial environment is critical. You should never share your **Stripe Secret Key** or **Webhook Secret** with anyone or store it in plain text outside of the secure administration configuration screens. - **Change the signing secret periodically**, and only subscribe to required event types.**Dispatch Categories** allow administrators to define and classify the types of dispatchable events or incidents (e.g., "Parking Incident," "Security Alert," "Maintenance Request"). This feature is crucial for organizing dispatch logs, streamlining response protocols, and enabling accurate reporting on the nature of dispatched activities.
### Using this Feature The **Dispatch Categories Administration** page provides a straightforward interface to manage your various dispatch categories. Click **System Administration, Dispatch,** and click **Manage Dispatch Categories.** ##### Adding Dispatch Categories 1. Click the **Add Dispatch Category** button. 2. Type in the **Name** and click **Save Changes.** ##### Editing Dispatch Categories 1. Choose the Edit button next to the category you wish to edit. 2. Make the changes and click **Save Changes.****System-Wide Impact of Edits** - When you make changes to a dispatch category that is currently in use by records in the system, these updates will be reflected across the **entire system** for all associated dispatch logs and related data.
--- ### Best Practices & Considerations - **Comprehensive Classification**: Define categories that accurately represent all types of dispatchable events your organization handles. - **Clear and Concise Names**: Use descriptive and unambiguous names for your categories to facilitate quick understanding and accurate logging by dispatch personnel. - **Impact on Reporting**: Dispatch categories are fundamental for generating reports on types of incidents, call volumes, and resource allocation. Accurate categorization ensures meaningful data analysis. - **Training**: Ensure that dispatch personnel are well-trained on selecting the correct categories for various events to maintain data quality and reporting consistency. - **Regular Review**: Periodically review your dispatch categories to ensure they remain relevant to your current operations and incident types. # Managing Dispatch Sources**Dispatch Sources** in OPSCOM allow administrators to define and categorize the origins of dispatch calls or events (e.g., "Phone Call," "Email," "Officer Initiated"). This feature enables better tracking of incident intake, facilitates efficient routing to relevant categories, and enhances reporting on the origins of dispatch activities.
### Using this Feature The **Dispatch Category Link Administration** page allows you to define where your dispatch calls originate from and link them to relevant dispatch categories. 1\. Click **System Administration,** then **Dispatch,** and click **Manage Dispatch Sources.** ##### Adding a Dispatch Source 1. Click the **Add Dispatch Source** button. 2. Type in the **Name** (e.g., "Walk-In," "Radio," "Internal Alert"). 3. Select the **categories** that should be linked to this source from the connected dropdown menu. - Note: If you want to select all categories, you can left-click on the first category and use CTRL Click to select them all. 4. Click **Save Changes** ##### Editing a Dispatch Source 1. Choose the Edit button next to the source you wish to edit. 2. Make the changes and click **Save Changes.** --- ### Best Practices & Considerations - **Comprehensive Definitions**: Define all common methods by which dispatch calls or alerts are received in your organization (e.g., "Emergency Line," "Non-Emergency Phone," "Email," "Mobile App Submission"). - **Logical Category Linking**: Link each source to all relevant dispatch categories it might generate (e.g., "Phone Call" might link to "Parking Incident," "Security Alert," "Maintenance Request"). - **Consistency**: Ensure consistent use of defined dispatch sources by all personnel involved in dispatch activities to maintain accurate reporting. - **Reporting Value**: Properly categorized dispatch sources are invaluable for generating reports on call volume, types of incidents by source, and identifying trends in how incidents are reported. - **Review Regularly**: Periodically review your list of dispatch sources to ensure they remain current and relevant to your operational needs. # Changing the Organization Name Displayed to ParkersThis article describes how to change your organization's display name. This global setting updates the name that appears on the public-facing website and on the screen of all connected handheld units. It also controls the name that appears at the top of violation printouts.
### Using this Feature This is a core system setting and does not require any special configuration to access or modify. 1. Go to **System Configuration**, and click **System Settings**. 2. Click **General System Settings** from the list. 3. Locate the following two fields at the top of the page: - **Organization Name: Website** (*This appears on your website)* - **Organization name: Handheld** *(This appears on your handhelds, and violation notices printed with a handheld)* 4. Enter the desired display name into each field. 5. Scroll to the bottom of the page and click the **Save Changes** button. --- ### Best Practices & Considerations - The **Organization name: Handheld** setting is a global configuration. **The name you enter here will be displayed on all handheld units** connected to your system. This setting cannot be changed on the individual handheld devices themselves.
- The **Organization Name: Website** is a public-facing setting. **Ensure the name is spelled correctly and reflects your official branding** before saving, as it will be visible to all end-users on your portal.
- **For brand consistency, it is recommended to keep the Website and Handheld names the same** unless your organization has a specific reason for displaying them differently.