13 Administration

This chapter is for administrators. Settings is shown in the menu only to users with the role Administrator.

Administrators: Changes in Settings apply to all users at once. Make changes outside busy hours when possible, and check the result immediately.

13.1 The System Settings screen

Open Settings in the menu. The tabs on the left open the parts of the configuration:

Tab	Section	Content
Regional	13.2	Your company, language, date and time format, POD policy, public holidays.
Users	13.3	User accounts, roles, rights, audit log.
Carriers	13.4	Carriers: links, tracking source and keys, Geniki vouchers, network folder.
Network folder	13.5	The office network folder `W:`.
Airports	13.6	Airport codes.
Contact Types	13.7	Types of contacts.
Statuses	13.8	Shipment statuses.
Incoterms	13.9	Delivery terms.
AI Integration	13.10	Google Gemini key and model.
Backup	13.11	Database backups and restore.
Database	13.12	Connection to the SQL Server database.

13.2 Regional settings

13.2.1 Your company

The company that uses JetLogix. Fill it in once, right after the installation.

Setting	Description
Company name	Your company as written in the shipments, for example Balkan Aviation Ltd.
Short name (button)	The text of the button that puts your company on the shipper or consignee side, for example Balkan Aviation. Empty = the company name.
City	Your city, in capitals, for example PETRICH. Offered with one click as origin or destination.

Press Save. New incoming shipments then start with your company as consignee and your city as destination.

13.2.2 Regional & Language

Setting	Options
Interface Language	English, Ελληνικά (Greek), Български (Bulgarian).
Date Format	DD.MM.YYYY, DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD.
Time Format	24 Hour or 12 Hour.

Press Save Settings. The settings apply to all users.

Note: The interface language changes the menu, the Dashboard, the Settings, the calendar and the POD documents created from tracking. Most other screens are in English.

13.2.3 Proof of delivery (POD)

Tick for which shipments a signed POD is expected: Outgoing shipments (export) (ticked by default) and/or Incoming shipments (import). This decides where POD missing is shown on the Dashboard and for which shipments JetLogix looks for a POD on the network folder. Press Save.

13.2.4 Calendar: public holidays

Tick the countries whose public holidays are shown in the calendar: Greece and/or Bulgaria. Press Save.

13.3 Users

The User Management list shows every user with name, e-mail, role and an Online badge for users active in the last 10 minutes.

13.3.1 Creating a user

Press Add.
On the Profile Info tab fill in Full Name, Username, Email and Password (at least 8 characters). Choose the User Role (Administrator, Manager, Standard User), the Theme (Dark or Light Mode) and the Preferred Language.
On the User Rights tab tick the screens the user may open.
Optionally, on the Email Server tab enter the user's mailbox settings and press Test. Users can also set up their mailbox themselves in Web Mail (chapter 10).
Press Save Configuration.

**Figure 13.4** – The user form: User Rights

Note: Administrators always have access to all menus, whatever rights are ticked. The roles Manager and Standard User have exactly the rights ticked on the User Rights tab.

13.3.2 Changing a password

Open the user with Edit, type the new password in Password and press Save Configuration. Leave the field empty to keep the current password. The user is signed out on all computers and must sign in with the new password.

13.3.3 Rules

The user name and the e-mail must be unique.
You cannot delete your own account or remove your own administrator role.
The last administrator cannot be deleted.

Tip: When somebody leaves the company, change the password of the account at once, then delete the account when it is no longer needed.

13.3.4 Audit log

Press View Logs next to a user to see the last 200 actions of that user (sign-in, sign-out and changes), with date and time, details and the IP address of the computer. Export the log with CSV or PDF.

13.4 Carriers

Everything about a carrier is kept in one place: its name and links, how its shipments are tracked, its API keys, its vouchers and its folder on the network folder. Carrier Configuration lists the carriers offered in the shipment form; under each name it shows how the carrier is tracked.

Press Add for a new carrier, or click a carrier to open it. The carrier window has these tabs:

Tab	Content
General	Name, logo and the link to the carrier's own tracking page.
Tracking	Where the tracking comes from, the API account and a test.
Vouchers	Only for Geniki Taxydromiki: how vouchers are made.
Network folder	The carrier's folder for copies of vouchers and PODs.

Press Save once at the end: the carrier, its keys and its folder are saved together. Cancel closes the window without changing anything.

13.4.1 General

Field	Description
Name	The carrier's name as it appears in the shipments, for example DHL Express.
Logo URL	Address of the carrier's logo (shown in the lists).
Tracking page (link)	The carrier's own tracking page, opened with Carrier page. Write `{trackingNumber}` where the AWB number goes, for example `https://tracking.example.com/track?num={trackingNumber}`.

13.4.2 Tracking

**Figure 13.6** – The Tracking tab of a carrier

Tracking source decides how the shipments of this carrier are tracked:

Source	Meaning
Automatic (from the carrier name)	JetLogix chooses from the name: DHL, FedEx/TNT, UPS, Geniki, Econt and Speedy are asked directly, all others through 17TRACK.
DHL API, FedEx API, UPS API, Geniki Taxydromiki API, Econt, Speedy API	Always this direct connection, whatever the name.
17TRACK	Always through 17TRACK.
Manual (carrier page only)	No automatic tracking: follow the shipment on the carrier's page. Use it for carriers that no tracking service knows, so that no 17TRACK quota is spent.

Now tracked by shows the result. When the keys of a direct connection are missing, 17TRACK is used meanwhile.

Direct connections

For DHL, FedEx/TNT, UPS, Geniki, Econt and Speedy the tab shows the account of that connection:

Connection	What to enter	Where to get it
DHL	API key	developer.dhl.com > My Apps > "Shipment Tracking - Unified".
FedEx / TNT	API key (Client ID), Secret key	developer.fedex.com > My Projects > project with the Track API.
UPS	Client ID, Client Secret	developer.ups.com > Apps > Tracking API.
Geniki Taxydromiki	User name, Password, Application key	From Geniki Taxydromiki (web service). The same account makes the vouchers.
Econt	e-Econt user name and password (optional)	Works without keys.
Speedy	API user name, Password	With your Speedy contract (ask Speedy for API access).

An account can serve several carriers: for example the FedEx account tracks both FedEx and TNT. The tab then shows Shared account: also used by ..., and a change applies to all of them.

Saved keys are stored encrypted on the server and are shown only as A value is saved; leave a field empty to keep the saved value. Remove keys deletes them. Every account shows how many checks were made today against the daily limit.

Carrier API account (carriers without a direct connection)

For every other carrier the tab shows Carrier API account, with exactly the fields that the carrier's own API asks for. Fill it in when the carrier gives you API access: the account is kept encrypted and is ready for a direct connection in a next version of JetLogix. Until then the carrier is tracked through 17TRACK (or by hand).

Carrier	Fields	State
Sameday	Country, Environment, API user name, API password	Direct connection planned.
ACS Courier	API key, Company ID, Company password, User ID, User password, Billing code	Direct connection planned.
DSV	Environment, myDSV user name and password, Tracking and Access Token subscription keys	Through 17TRACK.
BOX NOW	API address, Client ID, Client secret, Partner ID	Through 17TRACK (the BOX NOW API shows only the parcels you send yourself).
GLS	API key, API secret	Through 17TRACK.
ELTA Courier	Customer code, Sub-code, User name, Password	Through 17TRACK.
Geis, Unimasters, Interlogistica	Customer number, Contact for the status, Notes	No API known: choose Manual as tracking source.
Any other carrier	API address, user name, password, API key and secret, customer number, notes	Through 17TRACK.

The window shows, for each carrier, what its API does, how to get the keys and a link to its documentation. The list on top of the account lets you choose another API type when the name does not match.

17TRACK

17TRACK tracks all carriers without their own connection. Its account (API key and the maximum of new numbers per month) is shared by all carriers and is set at the bottom of the Carrier Configuration page, in Tracking for all other carriers (17TRACK). Only the free quota is used: when it is reached, new numbers are not registered and nothing is charged.

In the carrier window, Carrier in 17TRACK chooses the carrier code in 17TRACK when the automatic choice from the name is not right.

Testing a tracking number

At the bottom of the Tracking tab, type a real number of this carrier and press Test. The answer of the carrier is shown; nothing is stored. Save the keys before testing.

13.4.3 Vouchers (Geniki Taxydromiki)

Setting	Description
Environment	Production for real vouchers, or Test (Geniki's test server) for trying out.
Voucher label	A4 sheet (normal printer), Sticker (label printer) or Sticker F6.
Extra services	The extra services offered in the voucher window (one per line: code = name).

In the test environment, Run Geniki test runs Geniki's certification steps and offers the Voucher PDF and the Test report for download.

Important: With the environment Production, every voucher is a real shipment that Geniki will collect.

13.4.4 Network folder of a carrier

Copies of the carrier's vouchers and PODs are saved in its folder on the network folder, in the folder of the year, for example W:\AWB - Geniki - BG\2026\5190000001 - Egnatia - GIN2339 - Geniki.pdf.

Field	Description
Save copies for this carrier	Switches the copies on or off.
Folder	The folder inside the network folder, for example `AWB - Geniki - BG`. Empty = no copies.
End of file names	The carrier's short name at the end of the file names, for example `Geniki`.
Also for carrier names	Other spellings of the carrier name that use the same folder, for example `Geniki, Γενική`.

Press Check the folder to see whether the server can write there. Existing files are never overwritten.

13.5 Network folder

JetLogix reads the office network folder (W: on the office computers) to suggest and link documents, and writes copies of vouchers and PODs into the carrier folders.

Setting	Description
Folder on the server	The folder as seen by the server. Leave empty to switch the feature off.
Name shown to users	Usually `W:`.
Windows path (for information)	The path as seen by the office computers.

Press Save, then Test to read the whole folder (this can take up to a minute).

The folders for the copies of vouchers and PODs are set per carrier (section 13.4, Network folder of a carrier); this page lists them with the result of the last Test.

13.6 Airports

The list of airport codes, for example ATH or SOF. Press Add to add a code; use the buttons of a row to edit or delete it.

13.7 Contact Types

The types offered in the Contact Type field of the contact form, for example Customer, Supplier, Agent.

13.8 Statuses

The shipment statuses offered in the shipment form and the status filters (section 4.2).

Important: Do not rename or delete the built-in statuses (Booked, In Transit, Arrived, Delivered, Partially Delivered, Exception, Customs Hold, Closed): tracking, the Dashboard and closing shipments rely on them.

13.9 Incoterms

The delivery terms offered in the shipment form, each with its code (for example EXW, DAP) and description.

13.10 AI Integration

JetLogix uses the Google Gemini service for AI Ops Analysis on the Dashboard, AI Smart Scan of business cards and Auto-Fill of MSDS / TDS sheets.

Gemini API key: the key of the company's Google AI account. It is stored on the server and never shown again; enter a new key to replace it.
Gemini model: the model to use. Leave the default unless advised otherwise.

13.11 Backup

MS SQL Database Administration creates and restores backups of the JetLogix database.

Trigger Full Backup creates a full SQL Server backup of the database, stored in the backup folder of the SQL Server.
Refresh Backup List lists the existing backups. Download (.bak) saves a backup on your computer.
Restore brings the database back to the state of a backup.

Important: Restoring overwrites all current data with the data of the backup and signs out all users. It cannot be undone. Take a new backup first, and restore only when you are sure.

13.12 Database

SQL Database Server Connection Settings holds the connection to the SQL Server database: Host / IP Address, Port, DB Username, DB Password and Database Name. Save & Connect tests the connection before saving it.

Important: A wrong setting here stops JetLogix for everybody. Change it only together with the IT administrator.

13.13 Licence

JetLogix works with a licence key issued by Balkan for your installation. The licence sets:

Users at the same time - how many users may be signed in at the same time;
Modules - which menus are available (Dashboard, Shipments (AWB), Contacts, Tasks, Calendar, Web Mail, Notes, Documents, Products, MSDS / TDS, Brochures, Aircraft). Settings and About are always available. A menu that is not in the licence does not appear for anybody, administrators included;
Valid until - the last day of the licence, or Never expires.

Settings › Licence shows the state of the licence (Valid, Expires in N day(s), Expired - view only or No valid licence), the customer it was issued to, the licence number, the users, the expiry date and the modules.

13.13.1 Entering the licence key

Open Settings › Licence. Under Licence key you see the installation code of this database (four groups of four characters, for example 7K2M-QX9D-4HTB-A1WZ).
Press Copy code and send the code to Balkan.
You receive the licence key: a long text of groups of five characters.
Paste it into Paste the licence key you received and press Activate.

The key is checked at once. When it is accepted you see The licence key was accepted. and the new licence applies to everybody immediately. A key that is not accepted leaves the old one in place; the message says why (for example This licence key was issued for another database or another SQL Server.).

Note: The installation code is made from the SQL Server, its instance and the name of the database. A key works only for the database it was issued for. After moving JetLogix to another SQL Server or renaming the database (section 13.12), the installation code changes: send the new code to Balkan to receive a new key. The same applies when you need more users or more modules.

13.13.2 Without a valid licence

When there is no key yet, or the key is not valid for this database, only administrators can sign in, and only to the Licence screen. The other users see JetLogix has no valid licence. Please ask your administrator.

13.13.3 Users signed in now

Signed in now (N of M) lists the users who hold a place: name, since when, browser and address. Each signed-in user holds one place until signing out; the same user in two browsers holds two places.

Sign out next to a user signs that user out and frees the place. Work the user has not saved yet is lost, so ask first when you can.
When all places are taken, an administrator can still sign in, to the Licence screen only, to free a place. As soon as a place is free, the administrator takes it and JetLogix opens normally.

**Figure 13.8** – Users signed in now, with **Sign out** for each of the others

**Figure 13.9** – Signed in while all places are taken: only the licence screen

13.13.4 Expiry

From 30 days before the expiry date, administrators see an amber bar: The licence expires in N day(s).
After the expiry date, JetLogix works in view-only mode: everybody can sign in and see the data, but nothing can be saved, and the automatic tracking updates stop. A red bar shows The licence expired on ...: view only. A new key from Balkan makes JetLogix fully usable again at once.

**Figure 13.10** – The expiry warning at the top of the screen (administrators)

Important: If the date of the SQL Server is moved back by more than one day, JetLogix stops with The SQL Server date is earlier than the last use of JetLogix. Correct the date of the server; the licence works again at once.