Administrator Guide

Complete guide for administrators managing the Refugio reservation system

Administrator Guide

This guide covers all administrative functions for managing the mountain refuge reservation system, including user management, reservation approval, and dashboard monitoring.

Getting Started

Accessing the Admin Panel

1. Login to the system

   Navigate to login.php and enter your administrator credentials:

   • Email: Your admin email address
   • Password: Your admin password

   The system uses secure password hashing with bcrypt and regenerates session IDs to prevent session fixation attacks.

2. Access the dashboard

   After successful login, you’ll be redirected to viewAdmin.php where you can access:

   • Dashboard (overview and calendar)
   • User Management
   • Reservation Management

The main admin user ([e-mail]) cannot be modified or deleted to ensure system access is always available.

Dashboard Overview

The dashboard provides a comprehensive view of the refuge’s current status.

Key Statistics

The dashboard displays three main statistics cards:

Total Rooms

Shows the total number of rooms in the refuge

Pending Reservations

Number of reservations awaiting approval

Total Beds

Total bed capacity (26 beds)

Calendar View

The calendar shows a monthly overview with color-coded indicators:

• Yellow background: Days with pending reservations
• Green background: Days with approved reservations
• Blue gradient: Days with both pending and approved reservations
• White: Days with no reservations
• Gray: Past days

Navigation: Use the “Anterior” and “Siguiente” buttons to move between months.

Bed Availability: Each day shows:

• Number of free beds vs. total beds (e.g., “15/26 libres”)
• Number of pending reservations
• Number of approved reservations

Pending Reservations Section

Below the calendar, you’ll see a table of all pending reservations requiring approval.

For each reservation, you can see:

• Requester name and email
• Room number
• Number of beds
• Check-in and check-out dates
• Request date and time

Available actions:

• Approve: Click the green “Aprobar” button to approve the reservation
• Reject: Click the red “Rechazar” button to reject and cancel the reservation

Approving a reservation is immediate and cannot be undone except by canceling the reservation. Rejecting a reservation marks it as canceled.

Room Status

The dashboard also displays the current occupancy status for each room with:

• Progress bar showing available beds
• Color coding: green (more than 50% available), yellow (20-50% available), red (less than 20% available)

User Management

Access user management by clicking Usuarios in the sidebar.

Viewing Users

The user list displays:

• Member number (Nº Socio)
• Full name
• Email address
• Phone number
• DNI
• Role (Admin or User)

Features:

• Search: Use the search box to find users by name, email, DNI, or member number
• Sort: Click column headers or use the sort dropdown to organize users
• Pagination: Navigate through pages if you have more than 10 users

Creating a New User

1. Click 'Nuevo Usuario'

   Click the blue “Nuevo Usuario” button in the top-right corner

2. Fill in user details

   In the modal form, enter:

   • Nº Socio: Member number (required)
   • DNI: National ID number (required)
   • Teléfono: Phone number (required)
   • Email: Email address (required, must be unique)
   • Nombre: First name (required)
   • Apellido 1: First surname (required)
   • Apellido 2: Second surname (optional)
   • Contraseña: Password (required, min 6 characters recommended)
   • Rol: Select either “user” or “admin”
3. Submit the form

   Click “Crear Usuario” to create the account

Passwords are automatically hashed using bcrypt (PASSWORD_BCRYPT) before storage. Users will receive a success message upon creation.

Editing a User

1. Click the edit button

   In the user list, click the pencil icon next to the user you want to edit

2. Modify user details

   Update any field as needed. Leave the password field empty to keep the current password unchanged.

3. Save changes

   Click “Actualizar Usuario” to save your changes

The main administrator account ([e-mail]) cannot be edited to prevent accidental lockout from the system.

Deleting a User

1. Locate the user

   Find the user in the user list

2. Click delete

   Click the red trash icon button

3. Confirm deletion

   Confirm the deletion in the popup dialog

• The main administrator cannot be deleted
• Deleting a user is permanent and cannot be undone
• Consider the impact on existing reservations before deleting a user

Exporting Users

Click the “Exportar CSV” button to download a CSV file containing all user data with current filters and sorting applied.

CSV includes: Member number, name, surnames, DNI, email, phone, and role.

Reservation Management

Access reservation management by clicking Reservas in the sidebar.

Viewing Reservations

Reservations are organized into three tabs:

1. Pendientes: Reservations awaiting approval
2. Aprobadas: Confirmed reservations
3. Canceladas: Rejected or canceled reservations

Each tab shows:

• User information (name, email)
• Room and bed details
• Check-in and check-out dates
• Reservation creation date
• Current status

Available tools:

• Search: Filter by user name, email, or member number
• Sort: Order by creation date, check-in date, check-out date, or user name
• Pagination: 5 reservations per page

Approving Reservations

1. Locate the pending reservation

   Find the reservation in the “Pendientes” tab

2. Review details

   Check the dates, room, and number of beds requested

3. Approve

   Click the green “Aprobar” button and confirm

The reservation status changes to “reservada” and beds are marked as reserved in the system.

Rejecting Reservations

1. Locate the pending reservation

   Find the reservation in the “Pendientes” tab

2. Reject

   Click the red “Rechazar” button and confirm

The reservation is moved to the “Canceladas” tab and beds are released.

Editing Reservations

Administrators can modify approved reservations:

1. Click the edit button

   In the “Aprobadas” tab, click the pencil icon for the reservation

2. Update details

   Modify:

   • Check-in date
   • Check-out date
   • Room (if available)
   • Number of beds (if available)
3. Save changes

   Click “Guardar Cambios”

The system automatically checks bed availability when editing. If the requested changes cannot be accommodated, you’ll see an error message.

Canceling Approved Reservations

Click the red “Cancelar” button next to any approved reservation to cancel it. This releases the beds and moves the reservation to the “Canceladas” tab.

Creating Reservations for Members

Administrators can create pre-approved reservations:

1. Click 'Crear Reserva para Socio'

   In the Reservas section, look for the creation button

2. Select the member

   Choose the user from the dropdown

3. Choose dates and room

   • Select check-in date
   • Select check-out date
   • Choose room
   • Select number of beds
4. Create reservation

   Click submit - the reservation is automatically approved

Creating Special Reservations

For events or maintenance, administrators can create special reservations:

1. Click 'Crear Reserva Especial'

   Access the special reservation form

2. Enter details

   • Motivo: Reason for the special reservation
   • Dates: Start and end dates
   • Room: Select a specific room or “Todo el Refugio” (entire refuge)
   • Beds: Number of beds to reserve
3. Submit

   Click create - the reservation is marked with the reason in observations

When reserving “Todo el Refugio”, ALL beds must be available for the selected dates. The system verifies this before allowing the reservation.

Exporting Reservations

Click “Exportar CSV” to download reservation data:

CSV includes: ID, user info, room, beds, dates, status, and creation date

The export respects current filters and sorting, allowing you to export specific subsets of reservations.

Best Practices

Daily Tasks

• Review pending reservations at least once daily
• Check the calendar for upcoming high-occupancy periods
• Monitor room availability status

Weekly Tasks

• Review approved reservations for the coming weeks
• Check for any conflicts or overbookings
• Export reservation data for record-keeping

User Management

• Regularly audit user accounts
• Remove inactive users if necessary
• Keep member information up to date
• Export user lists for backup purposes

Troubleshooting

Cannot approve a reservation

Possible causes:

• Not enough beds available in the selected room
• Dates conflict with an existing reservation
• The room is already fully booked for those dates

Solution: Check the calendar view for the specific dates or try editing the reservation to different dates/rooms.

User cannot login

Possible causes:

• Incorrect email or password
• Account not yet created
• Wrong role assigned

Solution: Verify the user exists, reset their password by editing the user, and ensure the correct role is assigned.

Reservation conflicts

If you see unexpected booking conflicts:

1. Check for special reservations (“Todo el Refugio”)
2. Review all pending reservations for the dates
3. Verify bed assignments in the database if needed
4. Consider canceling overlapping reservations and recreating them

Security Notes

As an administrator, you have access to sensitive data:

• Never share your admin credentials
• Always log out when finished using the “Cerrar Sesión” option
• Use strong passwords for all admin accounts
• Regularly review user accounts for suspicious activity
• Monitor reservation patterns for unusual booking behavior

See the Security Best Practices guide for more information.