Organisation, settings, and access in EliaFlow

This page explains how EliaFlow is organised: stores, website, admin themes, activatable modules, and user permissions.
Read it right after the guide home.

EliaFlow for every type of business

EliaFlow is not limited to aesthetic clinics or salons.
It adapts to any business that sells, according to its needs:

You enable only the modules you need (services and/or products and/or trainings, appointments, online shop, etc.) via Module control.
The guide uses the word services (not “treatments”) to stay neutral: a “sub-service” is simply the sellable / bookable offering, whatever your trade.

One store = one data universe

Each store (shop, workshop, practice, restaurant, school…) has its own data:

An EliaFlow owner can manage several stores at once. When you switch stores in the selector at the top of the admin, you only work with that store’s data — without mixing catalogues or invoices.

flowchart TB
  owner[EliaFlow_owner]
  s1[Store_A]
  s2[Store_B]
  s3[Store_C]
  owner --> s1
  owner --> s2
  owner --> s3
  s1 --> dataA[Customers_invoices_catalogue_A]
  s2 --> dataB[Customers_invoices_catalogue_B]
  s3 --> dataC[Customers_invoices_catalogue_C]

Master view — see all stores at once

In addition to “business” stores, EliaFlow offers a Master (global) view.

Useful for a multi-shop owner who wants an overview, while keeping each store isolated day to day.

Business timezone (TIMEZONE)

Appointment times (list, calendar, emails, SMS, admin notifications, customer stats, “today” filters) are shown in the server’s configured timezone:

In the database, instants stay in UTC (expected). What you see on screen and in messages is always converted to TIMEZONE.

Without this variable, EliaFlow falls back to America/Toronto. Production (Forge / Docker) should set TIMEZONE explicitly.

Ops detail: Deploy RSVP / TIMEZONE.

The website is tied to a store

Each online showcase is linked to a store.
The site displays the catalogue, hours, logos, and pages of that store.

Showcase technology (Next.js)

EliaFlow sites are built mainly with Next.js:

• better for search engine optimisation (SEO);
• fast pages suited to the modern web;
• a dedicated showcase per brand / store.

Site design — customised by the owner

The business owner customises appearance and content via Settings Website (and Settings Entreprise):

• enable / hide pages (Home, Shop, Services, Gallery, Contact…);
• FR / EN texts, images, sections;
• hours, logos, contact details;
• online order and booking options.

Result: each store has a site in its own image, without sharing another store’s design.

Practical details: Settings Website · Showcase website

When an order is placed on the showcase site

As soon as a customer confirms an order on the store’s showcase, EliaFlow automatically follows up on the admin side — with no manual re-entry.

flowchart LR
  site[Showcase_website]
  cust[Customer_created_or_matched]
  order[Order]
  inv[Invoice_if_payment]
  cal[Delivery_calendar]
  site --> cust
  site --> order
  order --> inv
  order --> cal

So store staff find in the admin: the customer, the order, the invoice (if paid online), and the prep / delivery schedule — all aligned with what happened on the site.

See also: Online orders · Invoices.

Admin theme (management area)

The admin (back office) also has a design theme per store / brand.

Admin theme ≠ public site design:

• site = customer-facing showcase (Next.js + Settings Website);
• admin = staff work screens (EliaFlow themes).

Admin menu customised per store

Each store can show a custom menu (sidebar) and menu groups, matching the business needs and EliaFlow users’ comfort.

Goal: match the store workflow (what you use most first), improve sidebar readability, and day-to-day comfort.

Where to set it: Settings Entreprise → Menu management (if the feature is enabled for the store).
You can import the current menu, drag and drop groups and entries, enable “Use custom menu”, or reset to the default Filament menu.

Without an active custom menu: the standard EliaFlow navigation is shown.
Details: Menu management.

Sidebar behaviour (comfort)

Lists and tables (comfort)

On lists and related-record tables (relation managers):

Ultraadmin and Module control

Only the ultraadmin has access to Platform administration → Module control.

They decide, store by store, which families of features are on or off.
If a module is off: the menu disappears for that store, even for a local admin.

Modules / features the ultraadmin can enable or disable

These switches are the first gate: without a module on, the feature does not exist for the store.

Roles and permissions — second gate

Even with a module on, each user only sees what their role allows.

Core principle

All EliaFlow features (menus, lists, create / edit / delete buttons, exports…) are protected by permissions.

Concrete examples:

• a receptionist can manage appointments and customers, without access to statistics;
• an employee only sees their own agenda;
• a store admin manages the catalogue and invoices, without touching Module control (ultraadmin only).

Both conditions apply together:

1. module enabled for the store (ultraadmin);
2. permission granted in the role (owner / admin).

Practical details: Staff · Platform administration

Summary diagram

flowchart TB
  ultra[Ultraadmin]
  owner[Multi_store_owner]
  role[Roles_and_permissions]
  store[Store]
  site[Next_js_site]
  adminUI[Admin_with_theme]
  ultra -->|modules_ON_OFF| store
  ultra -->|admin_themes| adminUI
  owner --> store
  owner --> role
  role --> users[Users]
  store --> site
  store --> adminUI
  store --> master[Master_view_global_stats]

Success criteria

• I understand that EliaFlow serves services and/or products and/or trainings, not only clinics.
• I understand that a site = a store, with design set in Settings Website.
• I know that a showcase order creates / matches the customer, the invoice (Stripe/PayPal), and updates the delivery calendar.
• I know the showcase is designed in Next.js for SEO and performance.
• I distinguish admin theme (ultraadmin) from site design (owner via settings).
• I can customise admin groups and menus per store for workflow / readability.
• On a list, I can open search via the magnifier (3-character min.) and find More actions.
• I know that only the ultraadmin manages Module control (list above).
• I can manage several stores without mixing invoices / catalogues.
• Master view lets me see everything when I have access.
• Roles properly limit what each user sees and edits.