---
title: Getting Started with the New Otuvy Frontline Admin Portal
description: "Learn the new Otuvy Frontline Admin Portal: manage lists and tasks, print QR codes, run reports, review time tracking, and set up people and admin access."
---
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3. [Admin Portal](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#admin-portal)
# Getting Started with the New Otuvy Frontline Admin Portal
## Learn how to use the new Otuvy Frontline Admin Portal to manage lists and tasks, run completion reports and employee scorecards, review time tracking, and control people, admin access, and the Otuvy QM integration.
This article walks through every page and click path in the new portal. If you used the old admin portal, start with **What changed from the old admin portal** below.
### Overview
#### Logging in
1. Go to [https://admin.otuvyfrontline.com](https://admin.otuvyfrontline.com/).
2. Sign in with your Otuvy Frontline admin account.
3. You land on the **Lists** page.
Only people with admin access can use the portal. Admin access is granted in **Settings \> People** (see **Settings** below).
#### Finding your way around
The portal has four areas, always available in the left navigation bar:
| Navigation item | What you do there |
| --- | --- |
| **Lists** | See organization KPIs, find and manage every list, open a list to manage its tasks, print QR codes, import lists |
| **Time** | Clock yourself in and out and see your own daily and weekly totals |
| **Reports** | Send Completion reports and Employee scorecards, and open the live Time tracking report |
| **Settings** | Organization profile and preferences, People and admin access, QM integration |
In the top right corner you will find your profile initials (account menu) and a sun icon that switches the portal between dark and light themes.
### What changed from the old admin portal
Everything you did in the old portal still exists, but several pages moved and lists can now be fully managed online. The portal now opens on **Lists** instead of **People**.
| In the old portal | In the new portal |
| --- | --- |
| **People** page (the landing page) | **Settings \> People** |
| **Add a Person** | **Settings \> People \> Add person** |
| **Add Multiple People** grid | **Settings \> People \> Bulk import** (Editable grid or CSV upload) |
| **Edit** button on a person, Admin Permissions | **Settings \> People**: pencil icon (Edit person) and sliders icon (Manage access) |
| **Lists**: change owner or delete only | **Lists**: search, filter, KPIs, change owner, share, change location, privacy, archive, duplicate, delete, and full task editing inside each list |
| **Import (Beta)** under Lists | **Lists \> Bulk import** (CSV) |
| **Time Tracking** page: on/off toggle | **Settings \> Organization \> Time tracking** toggle |
| **Time Tracking** page: report and export | **Reports \> Time tracking report** (Summary or Details, Export CSV) |
| Completion report and Employee scorecard (mobile app only) | Also available in **Reports** in the admin portal |
| **Otuvy QM Integration** and **Locations** pages | **Settings \> QM integration** (Settings and Locations tabs) |
| Public QR reporting set per list | Still per list, plus an organization switch in **Settings \> Organization** |
New in this portal:
- KPI cards for due today, overdue, missed, on time, and photo coverage across all active lists
- Task scheduling with recurrence, a calendar view of every list, and a change history for every list and task
- A QR codes page to copy, print, or download QR codes for many lists at once
- **Generate with AI** when creating a new list
- Admin work logs and missing punch out warnings in the Time tracking report
- Light and dark themes
The old **Usage** page is not in the new navigation. The Lists page shows active and archived list counts, and the People page shows how many people are in your organization.
### Lists
The Lists page shows every active list in your organization, not just your own. The line under the title counts active lists, archived lists, and how many are shown with your current filters.
#### KPI cards
Six cards at the top describe all active lists. Click the **i** icon on any card to see its definition. The **refresh** button next to **Last updated** reloads the numbers.
| Card | What it counts |
| --- | --- |
| **Active lists** | Lists that are not archived |
| **Due today** | Tasks due today that are still incomplete, counted in each task's own timezone |
| **Overdue (30D)** | One time (non recurring) tasks whose due date fell in the last 30 days and are still not complete |
| **Missed (30D)** | Every occurrence of a recurring task that was due in the last 30 days and never completed. A daily task missed all month counts about 30 times |
| **On time (30D)** | Of all tasks due in the last 30 days, the percentage completed on or before the due date |
| **Photo coverage (30D)** | Of all tasks completed in the last 30 days, the percentage with at least one photo |
#### Searching and filtering
Use the search bar to find lists by name, owner, or location. Then narrow the table with the filter buttons:
- **Show archived**: includes archived lists in the table
- **Owner**: one or more list owners (searchable)
- **Location**: one or more QM locations (searchable)
- **Completion**: Not started, In progress, Complete, No tasks
- **Last activity**: Any time, Last 7 days, Last 30 days, Last 90 days, Older than 90 days
- **Privacy**: Any, Public, Private
Click any column header (List, Owner, Location, Completion, Last activity) to sort.
#### Actions on a single list
Each row ends with five icons:
| Icon | Action |
| --- | --- |
| QR code | Shows the list's QR code with **Copy URL**, **Download SVG**, and **Print** |
| Eye | **Public reporting**: the **Share completion publicly** switch. When on, the list's completion data is visible at its public reporting URL. A crossed out eye means the list is private |
| Copy | **Duplicate** the list |
| Box | **Archive** the list |
| Trash can | **Delete** the list |
Click the list name to open it (see **Working inside a list**).
#### Actions on several lists at once
Tick the checkbox beside two or more lists (or the header checkbox to select all). A bar appears with:
- **Change owner**: pick a new active user, then **Reassign**
- **Share**: pick the people who should see the lists, then **Apply**. Lists are always shared with the current owner
- **Change location**: pick a new location, then **Change location**
- **Make private**: turns public reporting off
- **Archive**, **Duplicate**, **Delete**
- **Clear**: clears the selection
#### Creating a new list
1. Click **New list** in the top right of the Lists page.
2. Enter the **List name**.
3. Pick an **Owner** (required) and, if you use the QM integration, a **Location** (optional).
4. Click **Create list** to make an empty list you fill in yourself, or **Generate with AI** to have the portal draft the list's tasks from its name.
#### Importing lists in bulk
1. Click **Bulk import** on the Lists page.
2. Click **Download CSV template**.
3. Fill in one row per task. Rows with the same **listName** become one list.
4. Drop the file on the upload area or click **Choose file**, then click **Start import**.
Owners and shared users must already exist as active people. QM locations are matched by ID or name when available. The template's columns are:
| Column | What to enter |
| --- | --- |
| listName | Name of the list (repeat it on every task row) |
| ownerEmail or ownerId | The list owner |
| locationId or locationName | Optional QM location |
| sharedWithEmails or sharedWithUserIds | People to share with, separated by semicolons |
| taskName | One task per row |
| taskOrder | 1, 2, 3 and so on |
#### Printing QR codes for many lists
Click **QR codes** on the Lists page. This page has the same search and filters as the Lists page. Each row has **Copy URL**, **Copy QR code**, **Print QR code**, **Download QR code**, **QR code** (view), and **Public reporting**. Select several lists to **Make private**, **Download**, or **Print** their codes together.
What a scan does:
- In the Frontline app, scanning shares the list with the person who scanned it (if it is not already shared) and opens it. They need an account in your organization to view it.
- If public reporting is on for the list, scanning with a phone camera opens a public cleaning record.
Learn more in [Navigating Lists with QR Codes in Otuvy Frontline](https://help.otuvy.com/kb/navigating-lists-with-qr-codes-in-otuvy-frontline?hsLang=en) and [Public QR Code Reporting in Otuvy Frontline](https://help.otuvy.com/kb/public-qr-code-reporting-in-otuvy-frontline?hsLang=en).
### Working inside a list
Click a list's name on the Lists page to open it. The top of the page holds the list's details and actions; below are three tabs: **Tasks**, **Schedule**, and **History**. Click **Back to lists** to return.
#### List header
- Click the **list name** or **Add a description** to edit them in place.
- Use the **owner** and **location** dropdowns under the name to change either one.
- The icons on the right are **Refresh**, **Share this list**, **Show QR code**, **Manage public reporting**, **Duplicate**, **Archive**, and **Delete**.
- Three cards show **Tasks** (open and done), **Overdue**, and **People can see this list**.
#### Tasks tab
The task list sits on the left and **Task details** for the selected task on the right.
- **Search** tasks or assignees.
- **Filters**: Overdue, Due today, Due soon, Completed, Incomplete, Photo required, No photo required, Has photo, No photo, Assigned, Unassigned. Click **Clear** to remove them.
- **Sort**: Manual, Due date, Name, Assigned to, Recent activity, Created. Drag handles appear in Manual sort when search and filters are clear.
- **Lock task order**: when switched on, the order is locked so tasks cannot be dragged.
- The circle beside each task marks it complete or incomplete. Completed tasks show struck through with a green check.
- The **...** menu on a task offers **Duplicate**, **Move up**, **Move down**, and **Delete**.
#### Adding tasks
1. Click the **+** button beside the task search.
2. Enter the **Task name**. Paste several lines to create several tasks at once.
3. Optionally add **Instructions**, an **Assignee**, a **Due date**, **Recurrence**, an **Instruction link URL** and **Instruction link text**, and switch on **Require photo before this task can be completed**.
4. Click **Save task**.
#### Task details
Select a task to edit it on the right:
- **Name** and **Assigned to** at the top.
- **Schedule**: a **Due date** (shown in the task's local time) and **Recurrence**: Does not repeat, Daily, Every weekday (Mon to Fri), Weekly, Monthly, Monthly on the Nth weekday, Yearly, or Custom.
- **Instructions**, plus an **Instruction link URL** (a document or video people can open in the mobile app) and optional **Instruction link text** to show instead of the link. **Remove link** clears it.
- **Notes**.
- **Photos**: the **Photo required** switch and **Add photo**.
- Click **Save changes** when you are done.
A completed task shows a **Completed** banner with the date, time, and who completed it. The clock icon opens the **Task history**, a dated list of every change to that task. The three dot menu offers **Duplicate** and **Delete**.
#### Changing several tasks at once
1. Click **Select** under the filters.
2. Tick the tasks you want, or click **Select all**.
3. Choose **Assign** (pick a person, or Unassigned to clear), **Schedule** (set the next due date), **Photo**, **Duplicate**, or **Delete**.
4. Click **Cancel** to leave select mode.
**Photo** takes effect right away: it switches **Photo required** on for the selected tasks, and clicking it again switches it off. A message in the top right confirms each change.
#### Schedule tab
The Schedule tab shows the list's tasks on a calendar in each task's own timezone.
- Switch between **Month**, **Week**, **Day**, and **List** views.
- Use **Today** and the arrows to move between dates.
- Switch on **Hide completed** to see only open work.
- Click a task on the calendar to see that occurrence: status, due date, timezone, whether it recurs, completed on and by, on time, photo required, and assignee. From there click **Mark incomplete** (or mark complete) or **Edit task**.
#### History tab
The History tab lists every change to the list and its tasks, newest first, with who made the change and when. For example, completing a task, requiring a photo, or changing a due date each add an entry.
### Time
The **Time** page is your own time clock, the same one your team uses in the mobile app. Click **Clock in** to start a shift and **Clock out** to end it. The page shows today's punches, your **Daily total**, your **Weekly total**, and this week's entries.
To review or fix other people's time, use **Reports \> Time tracking report**. To turn time tracking on or off for the whole organization, use **Settings \> Organization**.
### Reports
The Reports page offers three report types. Completion reports and Employee scorecards are generated on the server and emailed to the recipients you list, usually within a few seconds; you do not need to keep the tab open after submitting.
#### Completion report
A list by list rollup of completed tasks across a date range, best for sharing with property managers.
1. Click **New completion report**.
2. Change the **Report name** if you like.
3. Set the **Date range**, or click **Today**, **7 days**, **30 days**, or **90 days**.
4. Tick the **Lists** to include (use **Filter lists** or **Select all**).
5. Under **Records included**, choose **Lists** or **Lists & Tasks**.
6. Under **Optional fields**, choose any of **Show Archived**, **Notes**, and **Completed by**.
7. Add an optional **Comment** (up to 500 characters) that appears at the top of the report.
8. Type each **Recipient** email address and click **Add**.
9. Choose **PDF** or **XLSX** and click **Submit report**.
#### Employee scorecard
A performance summary for one employee across selected lists and a date range, useful for one on ones, audits, and recognition. The steps match the Completion report, with one difference: first pick an **Employee**, and that person's lists load for you to select. Optional fields are **Show Archived** and **Notes**.
#### Time tracking report
A live grid of time punches for the people and dates you choose. It replaces the report on the old Time Tracking page.
1. Click **Open tracking report**.
2. Set the **Date range**, or click **Today**, **7 days**, or **30 days**.
3. Tick the **Employees** to include, or click **Select all**.
4. Choose a **View**: **Summary** (one row per employee with shifts, total time, and share of the selection) or **Details** (one row per shift with start and end times, duration, and start and end locations).
5. Click **Export CSV** to download the data for your payroll system.
In **Details**, an orange banner warns about **missing punch outs** in the range, and those shifts are flagged with a warning icon. Use the three dot menu on a shift to **Edit** or **Delete** it. Click **Add work log** to add a shift by hand: pick the **Employee**, a **Start** and an **End**, then click **Add work log**.
### Settings
Settings has three pages, listed on the left: **Organization**, **People**, and **QM integration**.
#### Organization
**Organization details** shows your organization name, number of employees, onboarding status, service area, and industry.
**Organization preferences** holds two switches:
- **Time tracking**: turns on time tracking in the mobile app so your team can clock in and out. This replaces the toggle on the old Time Tracking page.
- **Public QR Reporting**: the organization switch for public QR reporting. It also shows how many lists are currently public; each list's own setting is under its eye icon on the Lists page.
#### People
The People page lists everyone in the organization with their **Admin access** badges and **Invite** status. Use the search bar to find people by name or email, and the **All groups** menu to narrow the list. A check mark in the Invite column means the person has accepted; **Resend invite** sends their invitation again.
**Add one person**
1. Click **Add person**.
2. Enter **First name**, **Last name**, and **Email** (each email can belong to only one person).
3. Choose a **Language**: English, Spanish, French, or Portuguese.
4. Click **Add person**.
New people have no admin access until you grant it. They can still use the mobile app.
**Add or update many people**
Click **Bulk import**, then choose a tab:
- **Editable grid**: type or paste into the First name, Last name, Email, and Language columns. **Add 5 rows** adds more rows. The counter shows how many rows are ready, have errors, will be added, and will be updated. Click **Add/Update people** to save.
- **CSV upload**: click **Download sample CSV**. Required columns are first\_name, last\_name, email, and language. Language accepts en, es, fr, or pt; blanks default to English. Drop the file or click **Choose file**.
A row whose email matches an existing person updates that person instead of adding a new one.
**Edit or delete a person**
Click the **pencil** icon on their row to change first name, last name, email, or language, then click **Save changes**. **Delete this user** removes them.
**Export**
Click **Export CSV** to download the people list.
#### Admin access
Click the **sliders** icon (Manage access) on a person's row. The panel shows their current admin access and four options. These options grant admin capabilities only; they do not control normal checklist use, list assignment, or clocking in and out.
| Admin access option | What it allows |
| --- | --- |
| **People/Billing** | Manage people and billing areas |
| **Manage All Lists Online** | Create, edit, archive, and manage organization lists online |
| **Time Tracking** | Review and manage time tracking |
| **QM Integration** | Configure QM sync settings and default list owners |
Tick the options you want and click **Save admin access**. Super admin users have every admin permission and cannot be changed from this page.
#### QM integration
This page connects Otuvy Frontline to Otuvy QM so inspections with deficiencies create Frontline lists. A connected account shows a green **Connected** badge with its SP number. Two tabs sit at the top right: **Settings** and **Locations**.
**Settings tab**
- **Auto-generation of deficiency checklists**: when on, inspections done in Otuvy QM create deficiency lists in Otuvy Frontline.
- **Auto deficiency checklists for new locations**: when on, new locations added in Otuvy QM automatically generate deficiency lists.
- **Default list owner**: the Frontline user who receives every QM generated deficiency list, unless a location has its own owner.
- **Disconnect QM** at the bottom of the page. You can disconnect at any time without losing your Frontline data.
If you use Work Orders in Otuvy QM, add a work order status labeled **Completed** so finishing a deficiency checklist automatically completes the work order.
**Locations tab**
Every QM location is listed with its **Client**, an **Auto-list** switch, and a **Default list owner**. Locations without their own owner show **Default** and the organization default owner. Search for locations at the top. To change several at once, tick the locations, then choose a new owner from the bar above the table or use **Auto-lists**. A per location owner always overrides the organization default.
For first time setup, see [Integrating Otuvy QM and Otuvy Frontline Accounts](https://help.otuvy.com/kb/integrating-otuvy-qm-and-otuvy-frontline-accounts?hsLang=en).
### Account menu, theme, and tips
Click your initials in the top right to see your name and email, links to the **Privacy Policy** and **Terms & Conditions**, **Delete My Account**, and **Sign out**. Click the sun icon beside it to switch between dark and light themes.
#### Tips for getting started
- Start on the Lists page each day: the **Due today**, **Overdue**, and **Missed** cards show where work is slipping.
- Use **Select** inside a list to assign, schedule, or require photos on many tasks in one step.
- Check the **History** tab before asking who changed something; every change is recorded with a name and time.
- Run the Time tracking report in **Details** before payroll to catch missing punch outs.
- Give admin access only where it is needed. Field employees need no admin access to use the mobile app.
#### Related articles
- - [Otuvy Frontline New User Guide](https://help.otuvy.com/kb/otuvy-frontline-new-user-guide?hsLang=en)
- [Lists Overview in Otuvy Frontline Mobile](https://help.otuvy.com/kb/lists-overview-in-otuvy-frontline-mobile?hsLang=en)
- [Reporting in Otuvy Frontline Mobile](https://help.otuvy.com/kb/reporting-in-otuvy-frontline-mobile?hsLang=en)
- [Time Tracking in Otuvy Frontline](https://help.otuvy.com/kb/time-tracking-in-otuvy-frontline?hsLang=en)
- [Translations in Otuvy Frontline](https://help.otuvy.com/kb/translations-in-otuvy-frontline?hsLang=en)
- [Otuvy QM - Getting Started](https://help.otuvy.com/kb/otuvy-qm-getting-started?hsLang=en)
- [Otuvy QM - Setup & Administration](https://help.otuvy.com/kb/otuvy-qm-setup-administration?hsLang=en)
- [Otuvy QM - Contact Access](https://help.otuvy.com/kb/otuvy-qm-contact-access?hsLang=en)
- [Otuvy QM - Inspections](https://help.otuvy.com/kb/otuvy-qm-inspections?hsLang=en)
- [Otuvy QM - Work Orders](https://help.otuvy.com/kb/otuvy-qm-work-orders?hsLang=en)
- [Otuvy QM - Mobile App](https://help.otuvy.com/kb/otuvy-qm-mobile-app?hsLang=en)
- [Otuvy QM - Reports & Dashboards](https://help.otuvy.com/kb/otuvy-qm-reports-dashboards?hsLang=en)
- [Otuvy QM - Advanced Features](https://help.otuvy.com/kb/otuvy-qm-advanced-features?hsLang=en)
- [Otuvy Frontline](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#main-content)
- [Getting Started](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#getting-started)
- [Mobile App](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#mobile-app)
- [Admin Portal](https://help.otuvy.com/kb/otuvy-frontline?hsLang=en#admin-portal)
- [Uncategorized](https://help.otuvy.com/kb/uncategorized?hsLang=en)
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