Wholety User Manual
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Chapter 12 System Administration

System Admin is where you "manage people, rules, and configuration". This chapter covers members, tax zones, approval, and exchange rate.

Entry: left menu System Admin (Member mgmt / Region & tax / Pending approval / Exchange rate). Historical data import (order / stock / image) is in Appendix G, not a daily module.

12.1 Member Management: Create Colleague Accounts, Assign Roles & Data Scope

  1. As the owner, use Account & Agents → Create subaccount, enter an account and password, and choose a role. Give the colleague the login details; this does not send an SMS or email invitation.
  2. In Member management, choose one role for each member. The role controls menus and actions; see 4.2.
  3. Set data visibility scope by supplier and merchant. These selections restrict which partners' records the member can access.
  4. Use Account & Agents to disable access, reset a password or change a role. Disabled members still count toward the plan limit.

Configure merchant-portal users for their intended merchant scope. Their portal access remains limited to those merchant records.

The full flow from account creation to login:

st=>start: Account & Agents
a=>operation: 1. Create subaccount (account / password)
b=>operation: 2. Assign a role
c=>operation: 3. Set data scope (by supplier / merchant)
d=>condition: Is merchant account?
e1=>operation: Back-office operator (menus by role)
e2=>operation: Merchant portal (browse / cart / orders only)
st->a->b->c->d
d(yes)->e2
d(no)->e1

12.2 Region & Tax-rate Management

  1. System Admin → Region & tax (Province mgmt) → New province tax zone: fill province / region, bind to a tax zone.
  2. Under the tax zone, add/remove tax types and rates (GST / PST / QST / HST, etc.), fill rate percentage.
  3. Can edit / disable tax zones and rates.

Must be configured before go-live. Sale tax is auto-computed by merchant region rate + SKU has_tax (see 2.11, 8.2). Wrong tax zone = wrong tax everywhere.

12.3 Pending-approval Center

  1. System Admin → Pending approval.
  2. Aggregates all pending orders (supply-chain, sale); can filter by type / time.
  3. Approver approves / rejects line by line; reject can include a reason. After approval the creator returns to the order to "confirm order" and advance.

The approval center is one unified to-do entry; no need to hunt through each order list. Who can approve is decided by role (see 4.5).

The full approval flow — from submission to fulfillment:

st=>start: Creator submits order
a=>operation: State becomes "Pending approval (1)"
b=>condition: Approval center
c1=>operation: Approve -> Approved (2)
c2=>operation: Reject -> return for revision
d=>operation: Creator confirms order -> Ordered (3)
e=>end: Enter fulfillment
st->a->b
b(yes)->c1->d->e
b(no)->c2

12.4 Exchange-rate Query & Refresh

  1. System Admin → Exchange rate → View / maintain business exchange rate (currency pair, rate value, effective date).
  2. Can add / edit rates, refresh latest rates.

Foreign-currency purchases/sales use the rate maintained here.

12.5 Accounts & Agents

Open System Admin → Account & Agents to see your workspace, plan, member usage and product usage. A separately registered owner has a separate workspace; subaccounts work in their owner's workspace. Free allows 0 subaccounts and 50 active products alongside the owner account.

Create a subaccount

  1. As the owner, open the team section and choose Create subaccount.
  2. Enter the colleague's account and a password of at least 8 characters, and choose an appropriate role.
  3. Give the colleague those login details. Do not ask them to register a separate owner account to join your workspace.
  4. Use the member actions to change a role, reset a password or disable access when needed.

Disabled subaccounts still count toward the member limit.

Connect an Agent

  1. In Agent API Key, create a named key for the client you want to connect.
  2. Start with read access. Enable writes when that Agent should change business records; the service still validates each operation.
  3. Copy the full key when it is shown. It is only shown once, so keep it in your client's credential settings.
  4. Copy the HTTP MCP configuration, or use the stdio configuration with the Python bridge in the downloadable Agent Skill.
  5. Replace the key placeholder and, for stdio, the example script path. See the Agent guide for client requirements and tools.

Use a separate key for each Agent. Revoke a key from this page when the client no longer needs access. Revocation takes effect on subsequent requests. Agent keys cannot create members or keys.

Bring existing data with your Agent

Open System Admin → Agent migration to see live migration capabilities and remaining product capacity. Optionally name the migration, propose a cutover date and select the original files to prepare a local list of names and byte sizes. Describe your sources, choose planning, master data, opening stock or historical replay, and copy or download the prepared Agent request as a text file. Provide the actual files in your Agent session; listing them does not transfer their contents. The Agent confirms the cutoff time, timezone and inventory scope before execution. Configure MCP in Account & Agents and provide the files directly to your connected Agent; the preparation page does not upload files or write business records. The Agent reads the current migration guide, previews mapped records and saves source rows, target mappings and checkpoints in the owner account. The migration ledger below lists saved tasks and paginated sources. “Compare this page now” reads current differences without saving a checkpoint or changing business records; “Give task to Agent” copies a concrete resume request. After an interruption, the Agent reads the job’s current version, sources and receipts, checks the targets and continues authorized ready batches. Keep the original files. Agree the inventory cutoff and resolve conflicts before writing, then review the actual quantities, order totals and payments. See Bring your data for the full workflow.

12.6 Personal Profile

Open Personal Center → Profile Settings to edit your own name, phone and email. Clear a field and save to remove its previous value. Changing the phone field does not change the login account.

Use Upload image for a public display avatar of at most 2 MiB. The service checks the image, removes source metadata and saves a thumbnail; the saved picture appears in your profile and account menu. Each subaccount maintains its own avatar. If the upload fails, the previous avatar stays in place.

Chapter Summary

Continue to Appendix A–G for the glossary, statuses, document relationships, permission codes and historical import instructions.

Explore the product: Canadian wholesale operations