This guide explains how the Konoz Retaj platform works and how to take part in the testing round. Read the section for your role, try the steps on the real system, and report anything that looks wrong using the template near the end.

Contents

1. About the platform

Konoz Retaj is a single workspace for planning and running conferences and events — replacing scattered WhatsApp groups, emails and spreadsheets. What you can do depends on your role: staff manage conferences and teams, while clients follow their own event through its requirements brief, budget, sponsors and approvals.

You use it in a normal web browser (Google Chrome or Microsoft Edge recommended). Nothing to install.

2. The four roles & what each can do

There are exactly four roles. Your role decides what you see after you sign in.

Role	Who	What they can do
Admin	Konoz Retaj system owners	Full access to everything. Manages all Admins, Managers and Clients. (Team members are managed by their Manager, not the Admin.)
Manager	Team leads / department heads	Same full access as an Admin across all conferences and screens, plus manages their own team: creates Team members and assigns them to conferences. A Manager can create only Team members — never an Admin, Manager or Client.
Team	Staff created by a Manager	Works only on the conference(s) their Manager assigns them. Inside those, they can use most screens — but not Client Brief, Budget or Sponsors, and they cannot manage users.
Client	External event owners	Sees only the conference(s) assigned to them, limited to the screens they've been granted. The Client is the only one who fills in the Requirements Brief.

3. Who can open which screen

A quick reference. "Assigned" means only for the conference(s) the person is assigned to; "granted" means only if that screen was ticked for that client.

Screen	Admin	Manager	Team	Client
Dashboard, Conferences list, Calendar, Tasks (global)	✔ all	✔ all	—	—
Conference overview	✔	✔	✔ assigned	granted
Abstracts, Registration, Speakers	✔	✔	✔ assigned	granted
Chat	✔	✔	✔ assigned	granted
Approvals	✔	✔	✔ assigned	granted
Client Brief	view only	view only	—	✔ fills it
Budget	✔	✔	—	granted (view + approve)
Sponsors	✔	✔	—	granted (view + approve)
Users / team management	✔ all users	own team only	—	—

4. Getting started — invitation & first sign-in

You are never emailed a password. When your account is created you receive an email with a secure link to set your own password.

Step 1 — Open the invitation email

Subject: "Your Konoz Retaj account has been created". It shows your sign-in email and a "Set your password" button.

Step 2 — Set your password

1. Click Set your password (or paste the link into your browser).
2. Enter a password (at least 6 characters) and confirm it.
3. Click Set password — you'll be taken to the sign-in page with a confirmation.

Step 3 — Sign in

Enter your email and the password you set, then Sign In. Where you land depends on your role (see your section below). A convenient "How to use this system — User Guide" link sits under the Sign In button.

5. Finding your way around (the menu)

The left sidebar groups items into collapsible sections. Click a section heading (e.g. Navigation, User, HR, Account) to expand or collapse it — the arrow flips to show its state. The section containing the page you're on opens automatically. On a phone, tap the menu (☰) button to open the sidebar.

The top-right corner shows your name and your role, with a menu for your Profile and Logout.

6. Guide for Administrators

Admins sign in and land on the Dashboard, with the full menu.

6.1 Conferences

• Conferences lists all events as cards with registration progress, date, city, speakers and a status badge — Active, Upcoming or Completed (based on the dates).
• Search by name, code, city, country or venue, and use Load More to page through.
• Click a card to open a conference and its tabs (overview, brief, tasks, budget, sponsors, chat, approvals…).

6.2 Users

Open Users to manage everyone who signs in — Admins, Managers and Clients. (Team members belong to a Manager and are managed there, so they don't appear in this list.)

Add a user

1. Click Add User, enter name, phone (optional) and email.
2. Choose a Role: Admin, Client or Manager.
3. For a Client, tick one or more conferences (grouped Active / Upcoming / Completed, searchable) and tick the screens they may use.
4. Leave the Send email toggle on to send the set-password link, then Add User.

Manage users

• Edit details, role, conferences or screen access.
• Deactivate / Activate to block or restore sign-in without deleting.
• Delete (only if the user isn't linked to other records; otherwise deactivate).
• For a client on many events, click Assigned Conferences (n) to see the full list in a pop-up.

7. Guide for Managers

A Manager has the same full access as an Admin — Dashboard, all conferences, tasks, budgets, sponsors, chat and files — plus a My Team area to manage their own team. The only thing a Manager can't do is create Admins, other Managers, or Clients.

7.1 My Team — add a member

1. Open My Team and click Add Team Member.
2. Enter name, phone (optional) and email (required — they sign in with it).
3. Assign at least one conference — the member will be limited to the conference(s) you pick.
4. Leave Send email on and save. The role is automatically Team (no role choice, no screen ticks).

7.2 Manage your team

• Edit a member's name, phone, email, or the conference(s) they're assigned to.
• Deactivate / Activate to control their sign-in.
• Re-send a set-password link by editing the member with Send email turned on.

8. Guide for Team Members

A Team member is scoped to the conference(s) their Manager assigned. When you sign in you land straight in your conference (or pick one, if you have several).

What you can do (inside your conference)

• Overview — the conference at a glance.
• Abstracts, Registration, Speakers.
• Chat — the internal operations chat for the conference.
• Approvals.

What you can't do

• No Client Brief, Budget or Sponsors — those are client/finance areas.
• No user management — you can't create or see other users.
• No access to conferences you weren't assigned to.

You can always update your own profile (name, phone, password) from My Profile.

9. Guide for Clients

Clients see only the conference(s) assigned to them, and only the screens the administrator enabled. On first sign-in you accept the Terms & Conditions.

9.1 Choosing your conference

• Assigned to one conference → you go straight into it.
• Assigned to several → pick one from My Conferences first.

9.2 Your screens

Screen	What it's for
Requirements Brief	Your event's details — venue, dates, committees, registration, sponsorship, program, speakers, abstracts. You are the only one who fills this in; staff can view it but not edit it.
Conference	Overview of the event.
Budget	Budget & finance figures (where enabled) — view, and approve/reject when sent to you.
Sponsors	Sponsorship packages — view, and approve/reject when sent to you.
Approvals	Items sent to you for a decision — Approve or Reject with a reason.

10. My Profile (everyone)

Every user has a My Profile page.

1. Open My Profile from the menu (or the top-right user menu).
2. Edit your name / phone and click Save Changes.
3. To change your password, fill Current, New and Confirm, then save.

Your email is shown but locked — contact an administrator if it must change.

11. Testing plan & checklists

Work through the checklist for your role, plus "Everyone." Mark each row [P] pass or [F] fail and note anything odd. Report failures using section 12.

11.1 Everyone

✔	Test	Expected result
[ ]	Open the invitation email & click the set-password link	The "Set your password" page opens.
[ ]	Try a password under 6 characters, and mismatched passwords	Both are rejected with a clear message.
[ ]	Set a valid password, then sign in	Sign-in works; you reach your home screen; the top-right shows your correct role.
[ ]	Re-use the same set-password link afterwards	Link is no longer valid ("link expired").
[ ]	Expand / collapse the sidebar sections	Sections open/close on click; the current section is open by default.
[ ]	Change your password in My Profile, then sign in again	Old password rejected, new one works.

11.2 Administrator

✔	Test	Expected result
[ ]	Header shows your role	Reads Administrator.
[ ]	Users → Add User: check the role list	Only Admin, Client, Manager appear (no Team).
[ ]	Create a Client with 2–3 conferences + some screens; keep "Send email" on	Saved; a set-password email is sent; "Assigned Conferences (n)" pop-up is correct.
[ ]	Create a Manager	Saved; gets a set-password email.
[ ]	Confirm Team members do NOT appear in Users	Only Admins/Managers/Clients are listed.
[ ]	Open a conference → Client Brief tab	Opens read-only (no edit, no "Open Client Portal" button).
[ ]	Search conferences / Load More	Filters correctly; no duplicates.

11.3 Manager

✔	Test	Expected result
[ ]	Sign in as a Manager	Header shows Manager; lands on Dashboard; full menu incl. Conferences, Tasks, Chat.
[ ]	My Team → Add Team Member (email + assign a conference)	Created as Team; gets a set-password email.
[ ]	Try adding a team member with no email or no conference	Blocked with a clear message.
[ ]	Confirm you only see your own team	Another Manager's team is not visible.
[ ]	Open any conference's Budget / Sponsors	Full access (view & edit).

11.4 Team member

✔	Test	Expected result
[ ]	Sign in as a Team member	Header shows Team; lands in the assigned conference (or a picker if several).
[ ]	Check the conference tabs available	Overview, Abstracts, Registration, Speakers, Chat, Approvals — no Client Brief, Budget or Sponsors.
[ ]	Open Chat in the conference	Can read and send messages.
[ ]	Try opening a conference you weren't assigned to (guess a URL)	Access denied.
[ ]	Look for a Users menu	There is none.

11.5 Client

✔	Test	Expected result
[ ]	First sign-in shows Terms & Conditions	Must accept before continuing.
[ ]	Fill in sections of the Requirements Brief	Saves; completion % goes up.
[ ]	Open only the screens you were granted	They show your event's data; screens you weren't given don't appear.
[ ]	Where applicable, approve/reject a budget, sponsor or approval item	Your decision is recorded.

12. How to report an issue

When something fails or looks wrong, send a short report with the details below. Screenshots help a lot.

Field	What to write
Your name & role	e.g. "Sara — Client"
What you did	The exact steps, e.g. "My Team → Add Team Member → assigned SIRS 2027 → Save"
What happened	The actual result / any error message shown
What you expected	What you thought should happen
When & browser	Date/time, and Chrome or Edge
Screenshot	Attach one if possible

13. Troubleshooting & FAQ

My account shows the wrong role (e.g. "Client" when I should be Manager/Team).

Ask an administrator to confirm your role is set correctly. On a freshly set-up server this is usually a one-time data fix on the database.

I didn't receive the invitation email.

Check spam/junk. If it's not there, ask the person who created your account to edit it with Send email turned on to re-send, and confirm your email address is correct.

My set-password link says it's expired.

Links last 3 days and work once. Ask for a fresh one and use the most recent email.

I can't sign in.

Set your password via the link first. If your account was deactivated, an administrator must re-activate it. Passwords are case-sensitive.

I don't see a screen I expected.

Your role/access controls what you see. Team members don't get Client Brief, Budget or Sponsors; clients only see granted screens. Contact an administrator if you think you need more access.

A page is slow or times out.

Refresh once. If it keeps happening, report it with the time it occurred.