Do you want to update written down value, condition, or service details?
No customer match found
Would you like to create a new contact, or match this import to an existing customer?
Message
Activity log
Signing status
Manual and electronic signing records that need attention.
Agreement signing status
Electronic and manual signing status for this agreement.
Help guide
Help
Change customer status?
Delete selected?
Choose option
Recent changes
Choose equipment scope
Print agreement
Select one or more documents, then choose history and classification.
Documents
Sender details
Email agreement
Selected PDFs will be attached.
PPSR Registration Details
Generate contract pack
Bulk edit install date
Bulk edit swap/return date
Instant write off
Create new agreement version?
Do you want this save to become a new version?
!
Serial number check
Duplicate serial number
What would you like to do?
Manage users
Super Admin users can add staff logins, edit display names, reset staff passwords and change their own password.
Name
Email
Role
Created
Google Authenticator
Scan the QR code with Google Authenticator, or enter the setup key manually.
AccountSetup key
Login audit
Admin view of recent successful logins and app lock/log out events. Times use the configured business timezone.
Date/time
User
Role
Event
IP address
Browser
Database maintenance
Check database size, compact heavy history, and prune old server backups.
Database section
Records
Size
PDF Setup
Manage customer PDFs from one clear document list.
Dashboard
Search customers, check coffee equipment availability, and see what needs attention.
Customers
Equipment
Agreements
Agreement Expiry
Signing Status
System Status
Connection and version checks.
Connection: checking...
App version: checking...
Cover Letter Templates
Upload Word cover letters that use the same agreement fields and print as PDFs.
No cover letter template uploaded yet.
Core Agreement Fields{{customerName}}{{legalName}}{{tradingName}}{{abn}}{{contactFirstName}}{{agreementId}}{{agreementStartDate}}{{agreementEndDate}}{{contractTermMonths}}Legacy Coffee Fields (still supported for existing templates and standard coffee terms){{kgPerWeek}}{{totalContractedKg}}{{pricePerKg}}{{moqPricing}}Custom / Generic Commercial Terms Fields (use these for custom commercial terms){{commercialTermHeading1}}{{commercialTermValue1}}{{commercialTermHeading2}}{{commercialTermValue2}}{{commercialTermHeading3}}{{commercialTermValue3}}{{commercialTermHeading4}}{{commercialTermValue4}}Document and Sender Fields{{equipmentList}}{{generatedDate}}{{currentUserName}}{{currentUserEmail}}{{senderName}}{{senderEmail}}{{coverLetterTemplateName}}{{coverLetterTemplateVersion}}
Branding
Manage logos, company details, and document headers and footers.
Login Screen
Application Header
PDF Header
PDF Footer
Backups
Create database backups and full restore archives.
Automatic backup: ready
Recovery backups: ready
App versionChecking...
Database backupChecking...
Full recovery backupChecking...
Google DriveChecking...
PDF flatteningChecking...
Disk usageChecking...
Last checkedChecking...
Downloaded database backups contain the main customer, agreement, equipment and install database only. They do not include electronic-signing records, signed PDFs, or signing file storage. Use full recovery backup when you need a complete restore archive with the app files, settings, database, users, uploaded PDFs/signatures, templates, assets, and vendor files needed to rebuild the system on a fresh server. Printable records PDF creates a human-readable hard-copy index of customers, linked agreements, equipment, and signed document references. Signed documents pack downloads the actual manual and electronic signed PDFs grouped by customer and agreement.
Backup storage
See which backup folders are using server space before running cleanup.
Backup area
What it contains
Files
Size
Latest file
Checking backup storage...
Use cleanup to prune old server backups using the app's safe keep rules. Keep the latest full recovery backup and one known-good older full backup before deleting anything manually.
Backup files
Select old backup files to remove from the server.
Backup area
File
Version
Date
Size
Status
Click Refresh files to list backups.
Email Sending
Configure outbound email for EOL_ONE.
Local Email Outbox
Preview electronic signing emails created while real email sending is off.
Local outbox: checking...
Restore
Restore database data, or follow the guide below for a full server recovery.
Warning: Database restores replace the current customer, agreement, equipment and install database only. They do not restore electronic-signing records, signed PDFs, or signing file storage. Use a full recovery backup for a complete server restore.
Use the import button for downloaded database JSON backups only. To restore electronic-signing records/files or a downloaded FULL-*.tar.gz file, use the Disaster Recovery guide below.
Disaster Recovery Guide
Simple steps to rebuild the app if the server fails.
Assets, vendor files, scripts, and the protected DATA_DIR snapshot needed by the live app.
Primary business data: DATA_DIR/eol-database.json.
Users, sessions, login audit, branding settings and logos, email settings, automatic backup status, uploaded PDFs/signatures, templates, customers, agreements, gear, installs, swaps, returns, and movements where stored in DATA_DIR.
Fresh server restore steps
Create a new DigitalOcean Ubuntu droplet.
Install Node.js.
Upload the latest FULL recovery backup file.
Extract the backup into the app folder.
Confirm app.js, server.mjs, package.json, and DATA_DIR/eol-database.json exist.
Run npm install or npm ci.
Start the app using DATA_DIR=/var/lib/kaffeina-eol node server.mjs or the matching PM2 command.
Open the server IP in a browser and confirm the login page loads.
Log in and check customers, agreements, coffee gear, install records, swap/return records, reports, users, branding settings, email settings, and backup settings.
Create a new database backup and a new full recovery backup to prove the restored system works.
Recovery validation checklist
Login page loads
Admin login works
Customers visible
Agreements visible
Coffee Gear visible
Install records visible
Swap/Return records visible
Reports work
Users present
Branding settings present
Email settings present
Backup settings present
Database backup succeeds
Full recovery backup succeeds
Admin Tools
Users, security, templates, and database actions.
Business Rules & Defaults
Configure safe app defaults and review locked workflow rules.
Locked workflow rules
Duplicate serial items stay Draft until the serial is made unique.
Duplicate customer names are allowed; CIN7 ID is the main duplicate check.
One customer can have multiple agreement sites without being treated as a duplicate agreement.
Agreement extensions keep their original agreement reference and print as extensions.
Allocating gear creates the matching draft install record.
Customer initials are excluded from internal reports.
Saves write changed rows only, not the full database.
Help Guides
Edit the short help text shown from the question mark on each page.
Coffee Gear Fields
Add, rename, hide, or restore values used for Coffee Gear dropdown fields. Used values are hidden instead of deleted so old records stay intact.
Contract Templates
Upload Word templates and generate customer contracts from agreements.
No contract template uploaded yet.
Supported fields{{templateName}}{{templateVersion}}{{contractTemplateName}}{{contractTemplateVersion}}{{generatedDate}}{{generatedAt}}{{appVersion}}{{footerVersion}}{{currentUserName}}{{currentUserEmail}}{{senderName}}{{senderEmail}}{{customerId}}{{customerCreatedAt}}{{customerName}}{{tradingName}}{{legalName}}{{customerLegalName}}{{abn}}{{customerAbn}}{{customerAddress}}{{customerEmail}}{{customerPhone}}{{contactName}}{{contactFirstName}}{{contactLastName}}{{contactPositionTitle}}{{customerType}}{{customerStatus}}{{customerNotes}}{{siteName}}{{siteAddress}}{{siteTradingName}}{{siteContactName}}{{sitePhone}}{{siteEmail}}{{agreementSite}}Core Agreement Fields{{agreementId}}{{invoiceNumbers}}{{fullAgreementVersion}}{{fullAgreementVersionLabel}}{{scheduleVersion}}{{scheduleVersionLabel}}{{simpleAgreementVersion}}{{simpleAgreementVersionLabel}}{{agreementStartDate}}{{agreementEndDate}}{{contractTermMonths}}Legacy Coffee Fields (still supported for existing templates and standard coffee terms){{kgPerWeek}}{{totalContractedKg}}{{pricePerKg}}{{moqPricing}}Custom / Generic Commercial Terms Fields (use these for custom commercial terms){{commercialTermHeading1}}{{commercialTermValue1}}{{commercialTermHeading2}}{{commercialTermValue2}}{{commercialTermHeading3}}{{commercialTermValue3}}{{commercialTermHeading4}}{{commercialTermValue4}}Document and Signing Fields{{equipmentList}}{{ppsrNumber}}{{signingDate}}{{customerInitial}}{{customerInitials}}{{customerSignature}}{{customerDate}}{{customerSigningDate}}{{customerSignerName}}{{customerSignerTitle}}{{customerSignerLabel}}{{customerSignatureLabel}}{{customerSignerCapacity}}{{customerSigningFor}}{{customerEntityName}}{{kaffeinaInitial}}{{kaffeinaInitials}}{{kaffeinaSignature}}{{kaffeinaDate}}{{kaffeinaSigningDate}}{{kaffeinaSignerName}}{{kaffeinaSignerTitle}}
Create Customer or Import from CIN7
CIN7 import review
Review customers before importing.
Import customer
Suggested match
Confidence
Serial check
Customer action
Duplicate gear action
Match customer
Search Customers
0 selected
ID
Status
Date
Name
CIN7
Source
Phone
Customer Activity Timeline
Select one customer to view activity.
Import PDF and Match Customer/Equipment
Add Agreement Details
Search Agreements
0 selected
ID
Status
Customer / site
Dates
Kg/Wk
Contract length in months
Minimum Order Commitment
$/Kg
PPSR
PPSR status
Files
Agreement history
Select one agreement to view its version history.
Add Coffee Equipment
Search Coffee Gear
Search & Filter Equipment
0 selected
More actions
Lock
ID
Status
Item
Brand
Model
Serial
Customer
Install date
Funding
Depreciation Start Date
Instant write off
Purchase Cost (Ex GST)
Depn years
Residual
Current WDV
Lease monthly
Lease term
Auto CAPEX
Replacement Cost (Ex GST)
Duplicate Serial Check
Shows serial numbers allocated to more than one customer. Select the correct customer or unallocate the wrong record.
Actions
ID
Status
Serial
Equipment
Current customer
Duplicate note
Not allocated to customer
0 selected
ID
Status
Item
Brand
Model
Serial
Funding
Replacement Cost (Ex GST)
Equipment History
Select History on an equipment row to view its history.
Install Equipment at Customer
Search Install Gear
0 selected
ID
Status
Agreement
Customer
Coffee gear
Install date
Return date
Service Swap Coffee Equipment
Search Service Swap History
0 selected
ID
Status
Agreement
Customer
Old item
New item
Date
Reason
Reports
Reports, registers, customer packs, and internal reporting.
Reports DashboardChoose the report workspace you need.
Manage customer reports, transaction registers, and internal reporting.
Detailed Customer Report
Report date-
Transaction Register
Reference
Agreement
Date
Type
Customer
Equipment
Serial
Staff member
Forward Coffee Forecast
Forecast periodNext 12 months
Summary by contract class
Contract class
Agreements
Customers
Kg/month
Value/month
Forecast kg
Forecast value
Detail by customer
Customer
Site
Agreement
Type
Status
Term
Dates
Months
Kg/week
Kg/month
Price/kg
Value/month
Forecast kg
Forecast value
Draft agreements needing dates
Customer
Site
Agreement
Agreement type
Status
Start date
End date
Contract length
Kg/week
Price/kg
Missing
CAPEX Depreciation Report
Report dateReport periodAll dates
0 selected
New updates availableSomeone else has saved changes.