EOL Register

Customers

Equipment

Agreements

Agreement Expiry

System Status

Connection and version checks.

Connection: checking...

App version: checking...

Branding

Manage logos, company details, and document headers and footers.

Main Logo Login Logo PDF Logo

Company Name ABN Phone Email Website Address

Show Logo Company Line ABN Line Classification Document Title Header Text Header Alignment Header Colour Login Logo Size

Footer Text Company Details Contact Details Page Numbering PDF Footer Details Footer Classification Signature Footer Copyright Text

Branding settings ready.

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...

Disk usageChecking...

Last checkedChecking...

Full recovery backup creates a 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.

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.

Daily database backup Database backup time Keep database backups days Weekly full backup Full backup day Full backup time Keep full backups days Google Drive copy Google Drive backup folder

Automatic backup status: checking...

Google Drive: checking...

Restore

Restore database data, or follow the guide below for a full server recovery.

Warning: Restoring a backup will replace the current system data. Only continue if you are restoring to a test server or intentionally rolling back production.

Import downloaded database backup

Use the import button for downloaded database JSON backups only. To restore 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.

What the full recovery backup contains

App files: app.js, server.mjs, index.html, styles.css, package.json, package-lock.json.
Assets, vendor files, scripts, and all files inside data/ needed by the live app.
Primary business data: data/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/.

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/eol-database.json exist.
Run npm install or npm ci.
Start the app using node server.mjs or npm start.
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.

Field Value

Contract Templates

Upload Word templates and generate customer contracts from agreements.

No contract template uploaded yet.

Active template

Supported fields {{templateName}} {{templateVersion}} {{contractTemplateName}} {{contractTemplateVersion}} {{generatedDate}} {{generatedAt}} {{appVersion}} {{footerVersion}} {{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}} {{invoiceNumbers}} {{moqPricing}} {{agreementId}} {{fullAgreementVersion}} {{fullAgreementVersionLabel}} {{scheduleVersion}} {{scheduleVersionLabel}} {{simpleAgreementVersion}} {{simpleAgreementVersionLabel}} {{agreementStartDate}} {{agreementEndDate}} {{contractTermMonths}} {{kgPerWeek}} {{totalContractedKg}} {{pricePerKg}} {{equipmentList}} {{ppsrNumber}} {{signingDate}}

Create Customer or Import from CIN7

CIN7 import review

Review customers before importing.

Show

Import customer	Suggested match	Confidence	Serial check	Customer action	Duplicate gear action	Match customer

Customers

Customer

0 selected

		ID	Status	Date	Name	CIN7	Source	Phone

Import PDF and Match Customer/Equipment

Choose PDF

Add Agreement Details

Agreements

Customer

0 selected

		ID	Status	Customer / site	Dates	Kg/Wk	Contract length in months	Total contracted kg	$/Kg	PPSR	PPSR status	Signed file(s)

Add Coffee Equipment

Coffee Equipment

Search & Filter Equipment

Search equipment Search customer Agreement

Bulk Allocation

Select one or more equipment rows, then choose the customer to allocate them to.

Allocate selected items to customer

0 selected

More actions

Import equipment CSV

		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

Status Search

0 selected

		ID	Status	Item	Brand	Model	Serial	Funding	Replacement Cost (Ex GST)

Equipment History

Search serial/item Select equipment

Select History on an equipment row to view its history.

Install Equipment at Customer

Installs

Search installed equipment Customer

0 selected

		ID	Status	Agreement	Customer	Coffee gear	Install date	Return date

Service Swap Coffee Equipment

Service Swap History

Search swap/return Customer

0 selected

		ID	Status	Agreement	Customer	Old item	New item	Date	Reason

Reports

Reports, registers, customer packs, and internal reporting.

Reports Dashboard Choose the report workspace you need. Manage customer reports, transaction registers, and internal reporting.

Detailed Customer Report

Report date -

Customer

Transaction Register

Search transactions

Reference	Agreement	Date	Type	Customer	Equipment	Serial	Staff member

Forward Coffee Forecast

Forecast period Next 12 months

Quick range From date To date Agreement type Status Contract class

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 date Report period All dates

From date To date

Import report CSV

0 selected

Enter password

Customers

Equipment

Agreements

Agreement Expiry

System Status

Branding

Login Screen

Application Header

PDF Header

PDF Footer

Backups

Backup storage

Backup files

Restore

Disaster Recovery Guide

What the full recovery backup contains

Fresh server restore steps

Recovery validation checklist

Admin Tools

Business Rules & Defaults

Locked workflow rules

Help Guides

Coffee Gear Fields

Contract Templates

Create Customer or Import from CIN7

Customer sites

CIN7 import review

Customers

Customer Activity Timeline

Import PDF and Match Customer/Equipment

Add Agreement Details

Agreements

Agreement history

Add Coffee Equipment

Coffee Equipment

Search & Filter Equipment

Bulk Allocation

Duplicate Serial Check

Not allocated to customer

Equipment History

Install Equipment at Customer

Installs

Service Swap Coffee Equipment

Service Swap History

Reports

Detailed Customer Report

Transaction Register

Forward Coffee Forecast

Summary by contract class

Detail by customer

Draft agreements needing dates

CAPEX Depreciation Report