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Running System Administration

How to use Beam Machine settings pages for company profile, users, roles, audit trail, templates, terms, and admin control.

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Running System Administration

This page shows admins how to use Beam Machine settings for company, users, roles, audit trail, templates, and other system-level control points.

Product: Beam Machine
Module: Settings / System Administration
Role: Administrator, Firm Admin, Finance Admin, System Owner
Difficulty: Intermediate
Time: 12 minutes first read
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You need admin-level access to Settings.
  • You should know whether the issue is entity context, user access, role visibility, templates, or audit/control review.
  • You should confirm the user is in the staff app, not the customer portal.

What is system administration in Beam Machine?

On paper, this is your office control file for who can do what, which company they are acting for, and what templates or legal defaults the system uses. In Beam Machine, this lives mainly in the Settings area plus related system pages.

When do you use this?

Use system administration when:

  • a user cannot see the right modules,
  • the wrong entity is active,
  • templates or terms need review,
  • audit trail or admin controls need inspection,
  • or the team needs to confirm the current permission model.

Where do you find it?

Primary path: System -> Settings

Important routes:

  • /dashboard/settings
  • /dashboard/settings/company
  • /dashboard/settings/users
  • /dashboard/settings/roles
  • /dashboard/settings/audit-trail
  • /dashboard/settings/templates
  • /dashboard/settings/terms
  • /dashboard/settings/approval-optimization

How to run system administration

  1. Open Settings.
  2. Decide which admin job you are actually doing.

To confirm company and entity context

  1. Open Company Profile.
  2. Review the active entity details.
  3. Review all accessible entities if the user says the wrong company is showing.

To review users

  1. Open User Management.
  2. Confirm the user exists and is active.
  3. Confirm the role matches the user’s real job.

To review roles

  1. Open Roles & Permissions.
  2. Read the permission matrix carefully.

Important: the current roles page is a read-only matrix in this build. It is not a full custom role builder.

To review system controls

  1. Open Audit Trail for activity history.
  2. Open Document Templates for reusable outputs.
  3. Open Terms & Conditions for legal text maintenance.
  4. Open Approval Optimization only if your workflow specifically uses it.

✅ Checkpoint: You should now know whether the issue is access, entity context, control evidence, or a deeper missing-feature problem.

Common Questions & Issues

"The user can log in but cannot see the right thing"

Why this happens: The problem is often role visibility or entity context, not login itself.

Fix: Check Users, Roles & Permissions, and Company Profile in that order.

"I expected custom roles, but I only see a matrix"

Why this happens: The current build exposes a static role matrix rather than a full dynamic role-management experience.

Fix: Document and use the current roles honestly. Do not promise custom role editing unless it is confirmed in the live environment.

What's Next

Related Pages

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