Technical Requirements

Before installing XpressHive SaaS, please ensure your server meets the following requirements for smooth performance and stability.

🖥️ Server Requirements

• Framework: Laravel 12
• PHP Version: 8.4 or higher
• Database: MySQL 8.0 or higher
• Node.js: Required for frontend asset compilation

Required PHP Extensions:

• PDO
• OpenSSL
• mbstring
• fileinfo
• Zip
• GD
• JSON
• Tokenizer
• cURL

🌐 Wildcard Subdomain & DNS Requirements

Since XpressHive SaaS operates on a dynamic multi-tenancy architecture, you must configure a wildcard subdomain to allow tenant registration and workspace access without manual server setup.

⚙️ Backend Dependencies

XpressHive SaaS uses modern backend libraries to provide security, performance, and advanced functionality.

• Core: PHP 8.4+, Laravel 12, Sanctum Authentication
• PDF & Reports: PDF & report generation
• Performance: Queue handling and caching support
• Media Handling: File upload and media management system

📱 Mobile Apps

🎨 Frontend & Build Tools

The frontend is powered by modern tools to ensure a fast and responsive user experience.

• Modern asset bundling with Vite
• Responsive UI using Bootstrap 5
• Interactive components with JavaScript and jQuery
• Charts, calendars, and dynamic UI elements

📊 Supported Features

• Dynamic dashboards and reports
• Data tables and analytics
• Form handling and validations
• Interactive charts and graphs
• Calendar and scheduling tools

⚡ Recommended PHP Configuration

For optimal performance, update the following values in your php.ini file:

3. Database Setup (Local)

Step 1: Open PHPMyAdmin & Create Database

Save the database name, username, and password for later use during installation. Make sure to grant all privileges to the database user for proper functionality.(In local setup, username is usually root with no password)

3. Database Setup (cPanel)

Step 1: Login to cPanel

Step 2: Open MySQL Databases

Step 3: Create Database

Step 4: Create Database User

Step 5: Assign Database to User

Step 6: Set All Privileges

4. File Upload

Step 1: Open File Manager

Step 2: Go to public_html

Choose correct folder based on domain/subdomain.

Step 3: Upload ZIP File

Step 4: Extract Files

Step 5: Verify Files

4. Install Application (Local)

Step 1: Copy .env.example file to env file

Step 2: Run server command

Open in browser:

Step 3: Database Configuration

Step 4: Server Requirements

Step 5: Folder Permission Check

5. Install Application

Step 1: Copy .env.example file to env file

Step 2: Go to your domain/subdomain

Step 3: Database Configuration

Step 4: Server Requirements

Step 5: Folder Permission Check

Installation Complete

Setup Cron Job (Queue Worker)

Steps to Add Cron Job:

1. Login to your hosting panel (e.g., Hostinger).
2. Go to Advanced → Cron Jobs.
3. Click on Create New Cron Job.
4. Select PHP as the command type.
5. Enter the following command:

6. Set cron timing (Recommended: Every 1 minute).
7. Click Save.

1. Backend Setup (Laravel) - For Local

Follow the steps below to set up the backend application.

1. Install dependencies:
   composer install
2. Copy environment file:
   cp .env.example .env
3. Generate application key: (Optional)
   php artisan key:generate
4. Run the server:
   php artisan serve
5. Open in browser:
   http://127.0.0.1:8000

1. Backend Setup (Laravel) - For Live

1. Install dependencies:
   composer install
2. Copy environment file:
   cp .env.example .env
3. After Composer installation, compress project folder to .zip and upload to server:
   yourname.zip

2. Frontend Setup (Vite)

The frontend uses modern build tools for styling and interactivity.

1. Install dependencies:
   npm install
2. Start development server:
   npm run dev
3. Build assets for production:
   npm run build

3. Server Setup Notes

Using VPS / SSH

• Copy .env.example to .env
• Run php artisan key:generate
• Update database and mail configuration

Using Shared Hosting

• A pre-configured .env file is available in the shared_hosting folder
• Update only database and mail settings
• Do not change APP_KEY (it may break the application)

Login

• Enter your admin email
• Enter your password
• Use credentials created during installation

SaaS Profile Settings

The Profile Settings section allows the SaaS administrator to manage personal account information, upload a profile image, and securely update the account password. Keeping your profile information up to date helps maintain account security and identification across the platform.

Global App Settings

The Global App Settings section allows administrators to configure the application's branding and general system preferences. These settings are applied throughout the SaaS platform and help maintain a consistent user experience.

Frontend Theme Settings

The Frontend Theme Settings section allows administrators to configure the appearance, branding, navigation, authentication options, CAPTCHA, and maintenance mode for the public website. These settings help customize the visitor experience without modifying the application code.

Google reCAPTCHA Configuration

Google reCAPTCHA helps protect your application from spam and automated abuse. Follow the steps below to generate Site Key and Secret Key and configure them in your system.

Step 1: Open Google reCAPTCHA Console

Go to:
https://www.google.com/recaptcha/admin/create

Step 2: Register a New Site

• Enter Label (your project name)
• Select reCAPTCHA v2
• Choose "I'm not a robot" Checkbox
• Add your domain (e.g. yourdomain.com)
• Accept terms and click Submit

Step 3: Get Site Key & Secret Key

• After submission, Google will generate:
• Site Key
• Secret Key
• Copy both keys

Step 4: Add Keys in XpressHive

• Go to Admin Panel → Front Settings → Theme
• Enable Google CAPTCHA
• Enter the following:
• Google reCAPTCHA Site Key
• Google reCAPTCHA Secret Key
• Click Save Settings

Step 5: Verify Integration

• Open your login or form page
• Check if reCAPTCHA checkbox is visible
• Submit form to ensure validation works

Frontend Mail Settings

The Frontend Mail Settings section allows the SaaS administrator to configure the SMTP server used for system-generated emails. These settings are responsible for sending welcome emails, billing notifications, contact form messages, password reset emails, newsletters, and other frontend email communications.

Currency Management

Currency List

The Currency Management module allows administrators to create and manage the currencies available throughout the SaaS platform. These currencies are used for package pricing, tenant billing, payment processing, and financial transactions.

Add Currency

Payment Gateways

Payment Gateway List

The Payment Gateways module allows administrators to configure and manage online payment providers used for tenant subscriptions and package purchases. Each gateway can be enabled, configured, and switched between testing and live environments.

Configure Payment Gateway

Package Management

Package List

The Package Management module allows SaaS administrators to create, manage, and organize subscription plans offered to tenants. Each package defines pricing, usage limits, available modules, storage allocation, and publishing preferences.

Create Package

Category

Category List

The Category module allows administrators to create and organize categories used throughout the application. Categories help classify records such as tenders and jobs, making information easier to manage, search, and filter.

Add Category

Offline Payments

Countries

The Countries module manages the master list of countries used throughout the SaaS platform. It stores country-specific information such as currency, region, phone codes, capitals, and timezone data, ensuring consistent information across all tenants.

Companies

The Companies module is the core tenant management feature of the XpressHive SaaS platform. Every organization that registers on the platform is created as an independent company (tenant) with its own administrator, subscription, domain/subdomain, settings, and isolated workspace.

CMS - Frontend Website Content Management

CMS Dashboard

• The CMS module allows administrators to manage all frontend website content without modifying the source code.
• Content can be updated instantly through the admin panel and reflected on the website.
• Each website section has dedicated settings for text, images, buttons, and display content.
• This makes it easy to maintain marketing pages, landing pages, and company information.

Available CMS Sections

• Hero: Update homepage banner title, subtitle, badge, description, buttons, and images.
• Highlights: Manage feature cards, statistics, and key business highlights displayed on the homepage.
• Technical: Configure technical feature content, icons, descriptions, and supporting information.
• Powerful Modules: Display available software modules with icons, titles, and descriptions.
• Flexible Plans: Manage pricing section titles, plan descriptions, and related content.
• XpressHive GO: Update mobile application section including headings, descriptions, screenshots, and download links.
• XpressHive Testimonial: Add, edit, or remove customer testimonials, ratings, and profile information.
• Inquiry Hub: Configure inquiry/contact section content and call-to-action details.
• Marketing Hero: Manage promotional banner content, marketing headlines, and action buttons.

How to Update Content

• Select the required CMS section from the available tabs.
• Modify text, titles, descriptions, images, icons, or buttons.
• Upload new images where applicable.
• Review the entered content carefully.
• Click Save to publish the changes on the frontend website.

Features

• Manage homepage content without coding.
• Update images, titles, descriptions, and call-to-action buttons.
• Maintain a consistent website layout through predefined sections.
• Quickly publish content updates from the admin panel.
• Supports dynamic frontend content management.

Important Notes

• Use high-quality images with recommended dimensions.
• Keep headings concise and descriptions informative.
• Preview content after making changes.
• Click Save before leaving the page to avoid losing updates.

Mobile Settings - Mobile app settings

Update page headings and app store links from one place.

• Manage mobile application link dynamic.

Mobile Settings - Manage API Key

Create API Key

• The Manage API Key section allows you to generate and manage API keys for mobile app access
• API keys are used to securely connect the mobile app with the backend system
• Each key is unique and can be activated or deactivated
• This ensures controlled and secure API usage

Create API Key

• Name: Enter a label for the API key (e.g., Mobile App, Admin App)
• API Key: Click Generate to auto-create a unique key
• Status: Set Active or Inactive
• Create: Click to save the API key

Existing API Keys

• View all generated API keys in a table
• Check name, key value, and status
• Edit or delete API keys anytime
• Deactivate keys to block access instantly

Usage

• Used for authenticating mobile app API requests
• Ensures only authorized apps can access the system
• Helps manage multiple app integrations

Important Notes

• Keep API keys secure and do not expose publicly
• Regenerate keys if compromised
• Use different keys for different applications
• Always save changes after generating a key

Firebase Configuration (Google & Facebook Login)

Firebase is required to enable Google and Facebook social login. Follow the steps below to configure it properly.

Step 1: Create Firebase Project

1. Open Firebase Console
2. Click Create a project
3. Enter project name (e.g., xpresshive)
4. Click Continue

Step 2: Add App (Web / Android)

1. Click Add App
2. Select Web ( </> ) or Android
3. Enter app nickname
4. Click Register app

Step 3: Copy Firebase Keys and added to admin panel

• apiKey
• authDomain
• projectId
• appId

Step 4: Enable Google Authentication

1. Go to Authentication → Sign-in method
2. Enable Google
3. Select support email
4. Click Save

Step 5: Facebook App Setup & Integration

Follow the steps below to create and configure your Facebook App and connect it with Firebase Authentication.

Step 1: Create Facebook App

1. Go to Meta Developer Console
2. Click My Apps → Create App
3. Enter App Name and Email
4. Click Next

Step 2: Select Use Case

1. Select Authenticate and request data from users with Facebook Login
2. Click Next

Step 3: Business Selection

1. Select your Business Account
2. Or select I don’t want to connect a business portfolio
3. Click Next

Step 4: Complete App Creation

1. Review details
2. Click Create App

Step 5: Open Dashboard Setup

1. Go to Dashboard
2. Click Customize Facebook Login

Step 6: Configure OAuth Redirect URL

1. Go to Facebook Login → Settings
2. Find Valid OAuth Redirect URIs
3. Paste Firebase Redirect URL
4. Click Save Changes

Step 7: Go to app setting -> basic

1. Go to App Setting
2. Get Facebook App ID Copy
3. Get Facebook App Secret using show button click and enter password then get secret key Copy

🔹 Step 8: Enable in Firebase

1. Go to Firebase Console → Authentication
2. Open Sign-in method
3. Enable Facebook
4. Paste App ID and App Secret
5. Click Save

Step 6: Backend Setup

1. Download Firebase Service Account Key
   Go to Firebase Console → Project Settings → Service Accounts and click on "Generate new private key".
   This will download a JSON file (e.g., service-account.json).
2. Upload File to Server
   Place the downloaded file inside your Laravel project at:

   storage/app/firebase/service-account.json

3. Configure Environment Variable
   Open your .env file and add:

   FIREBASE_CREDENTIALS=storage/app/firebase/service-account.json

Google Client Key Configuration

Follow the steps below to generate Google Client ID and Client Secret for integration.
Note: This setup is used for Google APIs (Calendar, Meet, etc.) and is different from Firebase social login.

📌 Open google console: 🔗 Google Cloud Console

Step 1: Create New Project

Open Google Cloud Console → Click Select Project → New Project, enter project name and click Create.

Step 2: Go to APIs & Services

After project creation, open dashboard and click APIs & Services.

Step 3: Open OAuth Consent Screen

Click on OAuth consent screen from the left sidebar.

Step 4: Fill OAuth Consent Form

• Enter App Name
• Select User Support Email
• Click Create / Save

Step 5: Create OAuth Credentials

Go to Credentials → Click Create Credentials → OAuth Client ID.

Step 6: Configure OAuth Client

• Select Application Type: Web Application
• Add in Authorized JavaScript Origins:
  https://yourdomain.com
• Add in Authorized Redirect URIs:
  https://yourdomain.com/google/callback

Step 7: Copy Client ID & Secret

After creation, copy your Client ID and Client Secret.

Step 8: Add Keys in XpressHive

• Go to Admin Panel → Front Settings → Theme
• Enter:
• Google Client ID
• Google Client Secret
• Google Redirect URI - https://yourdomain.com/google/callback
• Click Save Settings

System Update

Use the built-in updater panel to upgrade your system easily.

Important Notes

• Full Backup: Take complete system backup
• Code Backup: Save all files including custom changes
• Database Backup: Export database safely

Recommended PHP Settings

upload_max_filesize = 100M
post_max_size = 100M
max_execution_time = 300
memory_limit = 512M
    

Update Process

1. Download the latest XpressHive SaaS update package
2. Locate update file: upgrade from vX.X to vX.X.X.zip
3. Open: http://yourdomain.com/add-on-plugin
4. Upload: update.zip
5. Click Upload & Extract
6. Enter your purchase code
7. Click Import
8. System will update automatically
9. 🎉 Update completed successfully

Troubleshooting

• White Screen: php artisan config:clear
• Permission Issues: Check storage & cache folders
• Update Failed: Retry upload process

Plugin Add-On

Install and manage plugins from the add-on panel.

Important Notes

• Take full system backup
• Check plugin compatibility
• Install plugins one by one
• Clear cache after installation

Recommended PHP Settings

upload_max_filesize = 100M
post_max_size = 100M
max_execution_time = 300
memory_limit = 512M
    

Installation Process

1. Download plugin package
2. Open: http://yourdomain.com/add-on-plugin
3. Upload: plugin.zip
4. Click Upload & Extract
5. Enter purchase code
6. Click Import
7. 🎉 Plugin installed successfully

Troubleshooting

• Upload failed → increase PHP limits
• Plugin not working → check compatibility
• Error → clear cache

Profile & General Settings

Company Details

Profile Settings & Password

The Profile & General Settings module allows administrators to manage company information, personal profile details, and account security. These settings help keep organization information accurate while ensuring administrator accounts remain secure.

Custom Domain Settings

The Custom Domain Settings module allows companies to connect their own domain or subdomain to their XpressHive SaaS workspace. It also provides DNS configuration instructions and displays all active domains associated with the tenant.

Application Settings

The application settings allow you to configure system-wide behavior, branding, financial rules, and AI features. These settings are essential for proper system functionality.

Mail Settings

• Configure SMTP settings
• Set email and password
• Required for password reset and notifications

AI Settings

• Configure AI prompts for modules
• Customize AI behavior
• Enable smart automation features

Shift Management

• Define working hours and break time
• Set minimum hours for attendance
• Configure working days and weekends
• Required when creating employees

Leave Management

• Create leave types (Paid, Unpaid, etc.)
• Set annual quotas
• Create sub-types for better categorization
• Required for employee leave requests

Appraisal Management

• Define performance criteria
• Evaluate employees systematically

Interview Management

• Define interview evaluation criteria
• Score candidates effectively
• Standardize hiring process

Setup, Installation & System Management

• Install and configure the application
• Manage system settings and preferences
• Configure company information
• Perform system updates and maintenance

Authentication & Access Control

• Administrator login and authentication
• Role-based access control
• User permissions management
• Session monitoring and security
• Password reset

Organization Management

• Create and manage departments
• Manage designations and job roles
• Organize teams and reporting structures
• Maintain employee records
• Manage workforce information centrally

Attendance & Timesheet Management

• Employee attendance tracking
• Check-in and check-out monitoring
• Timesheet management
• Working hours calculation
• Attendance reporting and analytics

Leave Management

• Create leave policies
• Submit and approve leave requests
• Track leave balances
• Monitor employee absences
• Generate leave reports

Payroll & Salary Management

• Salary structure management
• Payroll processing automation
• Payslip generation
• Allowance and deduction management
• Payroll reporting and records

Project & Task Management

• Create and manage projects
• Assign tasks to employees
• Track project progress
• Monitor task completion
• Manage project documentation

Support Ticket System

• Create support tickets
• Assign tickets to team members
• Track ticket status
• Manage customer support requests
• Monitor service performance

Asset Management

• Manage company assets
• Track assets records
• Allocate assets to employees
• Monitor asset usage history
• Generate asset reports

Recruitment & Careers

• Create job openings
• Manage candidate applications
• Schedule interviews
• Track hiring processes
• Manage recruitment records

CRM & Lead Management

• Capture and manage leads
• Track customer interactions
• Manage sales opportunities
• Schedule follow-ups
• Monitor lead conversion activities

Contracts & Document Generation

• Create business documents
• Generate contracts and letters
• Use document templates
• Manage digital signatures
• Store generated documents securely

Purchase & Procurement

• Create purchase requests
• Manage purchase orders
• Track vendor transactions
• Manage bills and payments
• Monitor procurement activities

Notifications & Communication

• Send system notifications
• Publish announcements
• Configure communication channels
• Track notification delivery

AI Powered Features

• AI content generation
• Smart assistance tools
• Automated ticket reply responses
• AI-powered document creation

Reports & Analytics

• Employee performance reports
• Attendance analytics
• Payroll reports
• Project and task insights
• Business performance dashboards

Department Management

• Create departments such as Finance and Accounts, IT, Sales, etc.
• Each employee must be assigned to a department
• Edit or update department details anytime
• Delete unused departments
• This is required before creating designations and employees

Designation Management

Designation List

Create Designation

• Create roles such as Manager, Developer, HR Executive, etc.
• Each designation is linked to a department
• Edit or update designation details anytime
• Delete unused designations
• Used during employee creation and system structure

Employee Management

Employee List

Create Employee

Employee Profile

• Add new employees with required details
• Assign department, designation, and shift
• Edit or update employee information anytime
• View complete employee details
• Delete inactive or unnecessary employee records
• AI Feature: Generate employee CV using AI

Timesheet Management

Timesheet Dashboard

• Track daily working hours against projects and tasks in a structured way
• Start and stop a live timer to automatically calculate working duration
• Select project and task dynamically (tasks load based on selected project)
• Switch between tasks while tracking without losing recorded time
• Manual time entry option available for past or offline work
• Add descriptions to explain the work performed during the time entry
• Use personal tags to categorize and organize timesheet entries
• Billable indicator automatically reflects based on selected task
• System resumes running timer automatically after page refresh
• Only one active timer is allowed per user to maintain accurate tracking
• Edit or update time entries, including duration, task, and tags
• Delete incorrect or unnecessary time records
• View weekly summaries and total tracked hours
• Supports filtering by date, project, and task for better visibility
• Helps generate productivity insights and billing reports

Calendar & Event Management

Calendar Overview

Create Event

• View and manage schedules using calendar views (Month, Week, Day)
• Create events by clicking on a date or using the quick add option
• Add event details including title, location, description, and time
• Assign events to specific users or departments
• Set recurring events (daily, weekly, monthly) with custom intervals
• Integrate Google Meet links for online meetings
• Mark events as private to restrict visibility
• Overlay holidays automatically for better planning
• Edit or update events anytime from the calendar view
• Delete events or manage recurring series efficiently
• Receive notifications for assigned or updated events
• Dynamic event loading using calendar feed for real-time updates

Leave Request Management

The Leave Request module allows employees to submit leave applications by selecting the leave type, date range, and leave reason. The system automatically calculates the total leave duration based on the selected day configuration (Full Day, First Half, or Second Half). Administrators can review, approve, reject, or update submitted requests.

Leave Request List

• View all leave requests in a centralized list.
• Search, sort, and paginate leave records.
• Display employee information, leave type, duration, reason, note, and current status.
• Track request status with color-coded badges (Pending, Approved, Rejected).
• Edit leave requests when permitted.

Create Leave Request

• Select the desired leave type.
• View available leave balance, approved leaves, and pending requests.
• Choose the leave start and end dates.
• The system automatically generates the day configuration for each selected date.
• Specify the leave reason before submitting the request.

Day Configuration

• Configure each selected date individually.
• Choose one of the following options for every leave day:
  • Full Day
  • First Half
  • Second Half
• The system recalculates the total leave duration instantly based on the selected configuration.
• Half-day selections are counted as 0.5 day, while Full Day counts as 1 day.
• Review the calculated total leave duration before submitting the request.

Consumed Leave Management

Consumed Leave List

Consumed Leave Report

• Manage approved leave records
• Approve or reject leave requests
• Update attendance status based on leave
• Modify clock-in and clock-out timings if needed
• Track total consumed leaves of employees

Attendance Management

• View and manage employee attendance records
• Mark attendance manually if required
• Edit or update attendance details
• Track daily, weekly, and monthly attendance
• Used for payroll and reporting calculations

Employee Loan Management

• Manage employee loan requests
• Add new loan entries with amount and details
• Approve or reject loan requests
• Edit or update loan information
• Track loan repayment and status

Appraisal Management

• Create employee appraisals (single or multiple levels)
• Evaluate performance based on defined attributes
• Review appraisal details and scores
• Approve or reject appraisal requests
• Maintain structured performance records

Employee Clock Management

• Employees can clock in and clock out daily
• Track working hours automatically
• View clock-in and clock-out history
• Helps maintain accurate attendance records
• Used for payroll and performance tracking

Asset Categories

• Create and manage asset categories (Laptop, Mobile, Accessories, etc.)
• Edit or update category details anytime
• Delete unused categories
• Used to organize hardware assets efficiently

Hardware Assets

• Manage the list of all hardware assets
• Add new assets with details (name, category, serial number, etc.)
• Edit or update asset information
• Delete unused or inactive assets
• View complete asset details

Asset Allocation

• Assign hardware assets to employees
• Track which employee is using which asset
• Edit or update allocation details
• Manage asset return and reallocation
• Maintain proper asset usage records

Ticket Issue Management

Go to Ticket Issue

Ticket Issue List

• Define and manage ticket issue types (e.g., Hardware, Software, Telecom)
• Set priority levels and SLA resolution time for each issue type
• Helps categorize tickets for better tracking and reporting
• Edit or update issue types as business needs evolve
• Delete unused or outdated issue categories
• Acts as a foundation for ticket assignment and SLA monitoring

Ticket Management Flow

Ticket List

Ticket Details

• Users can create support tickets for issues related to projects, systems, or services
• Each ticket is categorized using predefined issue types for better organization
• Tickets are automatically assigned a unique ID and initial status (Open)
• Authorized users can assign tickets to specific employees or departments
• Resolvers can update ticket progress, add logs, and upload attachments
• Track ticket status through stages such as Open, In Progress, Resolved, and Closed
• SLA tracking ensures tickets are resolved within the defined time limits
• Notifications are triggered on ticket creation, assignment, and status updates
• AI-powered feature helps generate smart replies or suggested solutions
• Maintain complete ticket history including logs, actions, and updates
• Managers can reassign tickets or monitor team performance
• Reports provide insights into SLA breaches and resolver performance

Lead Management Flow

Lead Source List

Lead List

Lead Details View

• Admin can create and manage leads from the CRM module
• Leads can be assigned a source (e.g., Google, Website, Referral)
• Track lead details including name, company, email, and phone
• Manage lead status through stages (Generated, Qualified, Initial Contact, Proposal Sent, Win, Lost)
• Add follow-ups to track communication history with prospects
• Add notes for internal discussion and important information
• Edit or update lead information anytime
• Notifications are triggered on status updates, assignments, and follow-ups
• View complete lead lifecycle and activity in a single detail page
• Export lead reports for analysis and tracking

Holiday Management

• Create and manage holiday list for the organization
• Add new holidays with date and description
• Edit or update holiday details anytime
• Used in attendance and payroll calculations
• Helps automatically exclude holidays from working days

Career Management (Job → Application → Interview)

Job Listing

Applicants Management

Applicant Details

• Create and publish job openings with required details such as role, experience, and salary
• Candidates apply through the career portal and submit their details
• All applications are managed in a centralized applicants list
• Shortlist candidates based on profile and requirements
• Schedule interviews for shortlisted candidates
• Track application status (Applied, Shortlisted, Interview Scheduled, Rejected, Hired)
• Move candidates through the recruitment pipeline efficiently

Tender & Bidder Management

Tender List

Bidders List

Bidder Details

• Create and publish tenders with details such as department, value, and submission deadlines
• Vendors can apply for tenders through a structured multi-step application process
• Manage all bidder applications in a centralized bidders list
• Review bidder details including company information, contact details, and submitted quotations
• Download and verify uploaded documents such as quotations and supporting files
• Update bidder status through stages (Pending, Applied, Shortlisted, Selected, Not Selected)
• Shortlist qualified vendors based on evaluation criteria
• Select the final bidder and mark as winner(Selected)
• Track complete tender lifecycle from publishing to final selection
• Generate reports for tender applications and bidding analysis

Vendor Registration & Tender Bidding Flow

Tender Landing Page

The Tender Portal allows vendors to discover government and private tender opportunities. Vendors can search tenders, browse by department, filter opportunities, and explore participating organizations before submitting applications.

Vendor Registration

• Create a new vendor account using company information.
• Register contact details including company name, contact person, email, and phone number.
• Create a secure password for future access.
• Supports Google and Facebook social login.

Vendor Login

• Registered vendors can securely sign in using their business credentials.
• Social authentication is available through Google and Facebook.
• Authenticated vendors can manage bids and application history.

Tender Detail

• View complete tender information including project description.
• Review tender status, department, publication date, closing date, and tender type.
• Access publisher information and contact details.
• Click Apply Now to begin the bidding process.

Tender Application - Step 1

• Complete company profile and contact information.
• Provide tax registration number, address, phone number, and website.
• Review tender summary before proceeding.
• Validation ensures all mandatory fields are completed.

Tender Application - Step 2

• Enter the quotation amount.
• Upload the official quotation document.
• Attach additional supporting documents.
• Add multiple attachments when required.
• Submit the completed tender application.

Application Submitted Successfully

• The system confirms successful submission of the tender application.
• Applications are securely stored and linked to the selected tender.
• Duplicate submissions for the same tender are prevented.
• Submitted quotations become available for administrator review.

Vendor Applications (Admin View)

• Administrators can review all submitted vendor applications.
• View company information, quotation amount, and uploaded documents.
• Download quotations and supporting attachments.
• Update application status (Pending, Applied, Shortlisted, Selected, or Not Selected).
• Track the complete bidding lifecycle from submission to final selection.

Candidate Registration & Job Application Flow

Career Landing Page

The Career Portal enables candidates to explore job opportunities from multiple organizations. Users can search jobs by keyword, location, experience level, browse featured companies, and discover the latest openings before applying.

Candidate Registration

• Create a new candidate account using personal information.
• Register with name, email address, phone number, and password.
• Supports secure account creation with form validation.
• Google and Facebook social authentication are available.

Candidate Login

• Registered candidates can securely sign in to their account.
• Login using email address and password.
• Google and Facebook login options are supported.
• Access saved jobs, submitted applications, and profile information.

Job Detail

• View complete job information including description and responsibilities.
• Review company details, job highlights, skills, experience, and salary range.
• Save jobs for later or apply directly from the job detail page.
• Access company website and contact information before applying.

Job Application

• Complete the job application form with personal and professional details.
• Provide experience, current and expected CTC, contact information, and address.
• Upload resume and additional candidate information.
• Submit the application directly to the selected company.
• Mandatory field validation ensures complete and accurate submissions.

Application Management (Admin View)

• Administrators can review all submitted job applications.
• View candidate profile, resume, experience, and application details.
• Download resumes and supporting documents for evaluation.
• Update application status throughout the hiring process.
• Track candidates from application submission to final hiring decision.

Purchase Order & Billing Flow

Purchase Order List

Generate Purchase Order

Bill Details

• Create purchase orders by selecting vendor, items, quantity, pricing, and tax details
• System automatically calculates subtotal, tax, and total amount
• Track purchase order status (Not Started, In Transaction, Delivered)
• Convert purchase orders into bills with a single action
• Bill details are auto-filled from the purchase order including items and totals
• Manage bill status (Unpaid, Partial, Paid) based on payments received
• Add multiple payments and track payment history for each bill
• System automatically updates due and paid amounts
• Download purchase orders and bills in PDF format
• Prevents editing or deleting purchase orders once billed
• Ensures no duplicate bills are created for the same purchase order
• Provides complete financial tracking from order creation to payment completion

Interview Management

• Schedule interviews for shortlisted candidates
• Add interview details such as date, time, and interviewer
• Update interview status and feedback
• Track candidate progress through interview stages
• Approve or reject candidates based on interview results
• Convert interviews to employee directly

Country Management

• Manage country list used in the system
• Set default timezone based on selected country
• Define default currency for financial modules
• Edit or update country details anytime
• Ensure correct country selection for accurate system settings

Team Management

• Create and manage teams within the organization
• Assign employees to specific teams
• Edit or update team details
• Organize employees for better project and task management

Letter Template & Generation

Create Letter Template

Generate Letter

• Create reusable letter templates for HR documents like offer letters, promotion letters, and notices
• Use dynamic variables (e.g., employee name, joining date, company name) to automate content generation
• Manage templates with rich text editor for formatting and customization
• Select a template and employee to generate a personalized letter
• Preview the final letter with real data before saving
• Edit generated content if required before finalizing
• Automatically replace variables with actual employee or interview data
• Download generated letters in PDF format for sharing or printing
• Maintain a list of generated letters for future reference
• Enable or disable templates using active status control
• Supports both employee letters and offer/interview-based letters

Contract Template & Signing Flow

Contract Template List

Generate Contract

Contract Signing

• Create reusable contract templates for projects or clients with dynamic variables
• Define contract type (Project or Client) for accurate data mapping
• Use placeholders to automatically populate contract details such as client name, project details, and dates
• Generate contracts by selecting a template and associated project or client
• Preview contract content with real data before finalizing
• Enable internal and/or client signing options based on requirements
• Share secure contract link using unique UUID for signing
• Allow authorized users and clients to digitally sign contracts
• Track contract signing status (Pending, Partially Signed, Fully Signed)
• Download signed contracts as PDF for legal or business use
• Maintain a complete history of generated contracts and signatures

Salary Payheads

• Define salary structure components
• Create earnings (Basic, Bonus, Allowances)
• Create deductions (Tax, Loan, PF)
• Edit or update payhead details
• Used in salary generation and payroll calculations

Salary Generate

• Generate salaries for employees based on attendance and payheads
• Select month and employee details
• Automatically calculate earnings and deductions
• Edit or update salary records if required
• Used for payroll processing

Salary Logs

• View history of all generated salaries
• Track salary records for each employee
• Check detailed salary breakdown
• Used for auditing and reporting purposes

Expenses Management

• Manage all company expenses in one place
• Add new expense entries with details
• Edit or update expense records anytime
• Track spending and financial activities
• Used for financial reporting and analysis

Company Address

• Manage company address details
• Add multiple office locations if required
• Edit or update address information
• Used in invoices and official documents

Invoice Management

• Create and manage invoices for clients
• Add invoice details including items, taxes, and amounts
• Edit or update invoices anytime
• Track payment status and invoice history
• Used for billing and financial management

Project Management

• Manage all projects in the system
• Create new projects with details
• Assign employees to projects
• Update project status and progress
• Link projects with clients and tasks

AI Base SRS Generate

Go to Projects > Generate SRS

Select Project and generate SRS

• Generate Software Requirement Specification (SRS) using AI
• Select a project from the project list
• Click on the Generate button
• AI will create structured SRS content automatically
• Download and use the generated SRS document
• Helps save time and improve documentation quality

Payments Management

• Manage all payment records in the system
• Add new payments linked to projects
• Track payment details and history
• View complete payment records
• Used for financial tracking and reporting

Tags Management

• Create and manage tags
• Use tags to categorize projects and tasks
• Edit or update tag details
• Delete unused tags
• Helps organize and filter data efficiently

Project Assets

Project Assets

Project Asset Detail

• Manage files and assets related to projects
• Upload documents, images, or resources
• Download and view project files
• Each project can have multiple assets
• Helps keep all project resources organized

Task Management

Task Kanban

Task Detail

• Create and manage tasks
• Assign tasks to employees and projects
• Track task status and progress
• Edit or update task details
• AI Feature: Generate smart responses or suggestions

Client Management

• Manage all client records
• Add new clients with details
• Edit or update client information
• View complete client details
• Used in projects and invoicing

Notice Management

• Create and manage notices
• Share announcements with employees
• Edit or update notices anytime
• AI Feature: Generate notice content automatically
• AI Image: Generate images for notices

Report Generate

• Generate reports based on different modules
• Reports include employees, attendance, payroll, expenses, etc.
• Filter data based on specific criteria
• Download reports in CSV format
• Used for analysis and decision making

Notification

Notification Settings

• The Notification section allows you to control system alerts and user notifications
• You can enable or disable notifications for different system events
• Supports multiple channels like Database, App (FCM), and Email
• Helps keep users informed about important updates

Notification Channels

• Switch: Enable or disable the notification event
• App: Send push notifications (Firebase / App)
• Email: Send email notifications
• Custom Emails: Add additional recipients (optional)

Notification Categories

• Project Notifications: Member assigned, status changed
• Task Notifications: Task created, assigned, updated
• Ticket Notifications: Ticket created, comment added, status changed
• Each event can be configured independently

Usage

• Notifies users about system activities in real-time
• Improves communication and workflow tracking
• Ensures no important updates are missed

Important Notes

• Enable only required notifications to avoid spam
• Ensure correct email configuration for email alerts
• Firebase setup is required for app notifications
• Click Save Notification Settings after changes

Mobile Settings - Manage Module

Module Settings

• The Manage Module section allows you to control which features are visible in the mobile app
• You can enable or disable modules using simple ON/OFF options
• This helps customize the mobile app based on business needs
• No coding is required to manage module visibility

How It Works

• ON: The module will be visible and accessible in the mobile app
• OFF: The module will be hidden and not shown in the mobile app
• Changes take effect after saving settings

Usage

• Customize mobile app features per organization
• Hide unused modules to keep UI clean
• Enable only required functionalities for users

Important Notes

• Always click Save Module Settings after changes
• Disabled modules will not appear in the mobile app
• Ensure critical modules are enabled before deployment
• Useful for role-based or company-specific configurations

Employee App Features & Workflow

The Employee Mobile Application provides employees with access to attendance, leave management, projects, tasks, payroll, support tickets, company assets, notifications, and many other HR-related services directly from their mobile devices.

Available Features

• Attendance: Check In, Check Out, attendance logs, and working hours tracking.
• Leave Requests: Apply for leave and monitor approval status and leave balance.
• Projects: View assigned projects, team members, priorities, and deadlines.
• Tasks: Create, manage, and track task progress.
• Support Tickets: Submit issues, attach files, and monitor ticket status.
• Loans: Apply for employee loans and track installment payments.
• Salary & Payslips: View salary details and download payslips.
• My Profile: Manage personal information and employee details.
• Company Assets: View assigned hardware and company assets.
• Project Files: Access project-related documents and attachments.
• Notifications: Receive instant updates and alerts.
• Team Directory: Search employees and view contact information.
• Interviews: Manage interview schedules and feedback.
• Leads: Track business leads and follow-up activities.
• Timesheet: Log daily work hours and track productivity.
• Holidays: View company holidays and upcoming events.
• Notice Board: Read company announcements and important notices.

Employee Usage Flow

1. Login to the Employee Mobile Application.
2. Access the Dashboard to view attendance, tasks, and notifications.
3. Mark attendance using Check In and Check Out.
4. Review assigned projects and daily tasks.
5. Submit leave requests when required.
6. Track support tickets and employee loan applications.
7. View salary details and download payslips.
8. Access company assets, project files, and team directory.
9. Receive notifications, announcements, and holiday updates.
10. Manage profile information and account settings.

Benefits

• Centralized employee self-service platform.
• Real-time attendance and leave management.
• Improved communication and collaboration.
• Easy access to payroll and employee records.
• Enhanced productivity through mobile accessibility.

Talent Application Flow

The Talent Application helps candidates discover job opportunities, manage applications, track recruitment progress, and stay connected with recruiters throughout the hiring process.

Overview

• Browse and discover available job opportunities.
• Apply directly using your candidate profile.
• Track application progress from submission to hiring.
• Receive instant notifications about recruitment updates.
• Manage interviews and communication from a single platform.

Available Features

• Smart Dashboard: View total applications, saved jobs, interviews, and recent activity.
• Advanced Job Filtering: Search jobs using department, location, experience, and salary filters.
• Precision Job Details: Review job requirements, skills, qualifications, and salary information.
• 1-Tap Direct Application: Apply instantly without repeatedly filling lengthy forms.
• Application Tracking: Monitor application status from applied to interview and hiring stages.
• Instant Push Notifications: Receive updates when recruiters respond or job statuses change.
• Saved Jobs: Bookmark interesting opportunities for future applications.
• Profile Management: Update personal information, resume, and professional details.
• Interview Management: Track interview schedules and recruitment progress.

Candidate Workflow

1. Create an account or login to the Talent Application.
2. Complete your profile and upload your resume.
3. Browse available job opportunities.
4. Use advanced filters to find relevant positions.
5. Review detailed job descriptions and requirements.
6. Submit applications directly from the application.
7. Track application status through the My Jobs section.
8. Receive interview invitations and recruitment updates.
9. Attend scheduled interviews.
10. Monitor final hiring decisions and onboarding updates.

Benefits

• Faster and simpler job application process.
• Real-time recruitment status tracking.
• Centralized job search and application management.
• Improved communication with recruiters.
• Better visibility into career opportunities.

Vendor Application Flow

The Vendor Application enables vendors to discover tenders, submit bids, monitor approval status, and manage procurement opportunities from a single mobile platform.

Overview

• Browse available tenders and procurement opportunities.
• Submit bids directly through the mobile application.
• Track tender approval and bid status in real time.
• Receive instant notifications for tender updates.
• Manage all tender activities from a centralized dashboard.

Available Features

• Organize Tenders: Switch between Saved, Applied, and Approved tenders using simple dashboard tabs.
• Check Key Metrics: View project value, tender closing dates, and current status instantly.
• Department Filtering: Filter tenders by departments such as IT, Sales, Operations, and more.
• Quick Bidding Process: Review tender requirements and submit bids quickly.
• Live Notifications: Receive real-time alerts for tender approvals and updates.
• Tender Tracking: Monitor submitted bids and approval progress.
• Saved Tenders: Bookmark tenders for future bidding.
• Bid Management: Manage all active and completed bids in one place.

Vendor Workflow

1. Login to the Vendor Application.
2. Browse available tenders from the dashboard.
3. Use department filters to find relevant opportunities.
4. Review tender details, requirements, and project value.
5. Submit your quotation or bid proposal.
6. Track bid progress and tender status.
7. Receive notifications when tenders are approved or updated.
8. Manage awarded tenders and ongoing procurement activities.

Benefits

• Faster tender discovery and bidding process.
• Centralized vendor procurement management.
• Real-time approval and status tracking.
• Improved visibility of business opportunities.
• Mobile access to procurement activities anytime.

XpressHive SaaS Project Architecture

📦 Libraries & Tools

• Laravel Framework: Laravel Framework
• Bootstrap: Bootstrap Framework
• jQuery: jQuery Library
• DataTables: DataTables Library
• Font Awesome: Font Awesome Library
• Google Fonts: Google Fonts Library
• Flutter SDK: flutter.dev
• Dart Language: dart.dev
• Firebase: firebase.google.com
• Provider (State Management): pub.dev/packages/provider
• Dio/HTTP: pub.dev/packages/dio
• Intl (Localization): pub.dev/packages/intl

Support Resources

• Frequently Asked Questions
• Rate Our Product
• Contact Information

Contact Information

Email: support@pixelwibes.com

Support Hours: Monday to Friday, 9:00 AM to 6:00 PM (IST)

Support Policy

Not Included:

• Customization of code
• Third-party integrations not included in the original package
• Server configuration or hosting issues

Response Time

We strive to respond to all support inquiries within 24-48 business hours. To help our customers, we constantly be in touch with every customer if they need any assistance regarding our product.

Support

Your feedback helps us improve XpressHive SaaS. If you have suggestions, feature requests, or ideas, feel free to share them with us.

Get in Touch

• Website: https://pixelwibes.com
• Email: support@pixelwibes.com

Support Hours

• We offer support from Monday to Friday, 9:00 AM to 6:00 PM IST (GMT +5:30). We are a team located in India, Asia.
• Typically we reply to all questions and queries within 24 hours via comments, support forum, or emails.
• For urgent issues, please mention "Urgent" in the subject line of your email, and we will prioritize your request.
• Thank you for your choosing XpressHive!