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Administrator Guide — Virtual Stores

Online Store platform by In All Web Version: 1.0 | Last updated: 2026-03-29

1. Getting Started​

1.1 Accessing the admin panel​

  1. Open your browser and go to https://{store-slug}.store.inallweb.com/admin
  2. Enter the email and password provided when the store was created
  3. Click Sign In

If you forgot your password, click Forgot password? and follow the instructions sent by email.

1.2 Dashboard: understanding KPIs and charts​

Upon login you will see the Dashboard with the following indicators:

KPIDescription
Orders TodayTotal orders received today
Revenue TodayTotal revenue invoiced today
Orders This MonthTotal orders for the current month
Monthly RevenueAccumulated revenue this month (with previous month comparison)
Active ProductsNumber of published products
Total CustomersNumber of registered customers
Pending OrdersOrders awaiting processing

The dashboard also includes:

  • Sales chart — revenue and orders by day, week, or month (7d, 30d, 12m)
  • Top 5 Products — best-selling products by quantity
  • Latest 5 Orders — most recent orders with status
  • Breakdown — orders by status, payment method, and top categories by revenue

1.3 Changing the panel language​

The panel supports 6 languages: Portuguese, English, Spanish, French, German, and Italian.

  1. Click your name (top right corner)
  2. Select the desired language
  3. The interface updates automatically

2. Product Management​

2.1 Creating a product​

  1. In the sidebar, click Products > New Product
  2. Fill in the required fields:
    • Name — product title (e.g., "MOLLE Tactical Vest")
    • Price — value in EUR (e.g., 49.90)
    • SKU — unique internal reference (e.g., "CT-MOLLE-001")
    • Stock — available quantity
    • Description — descriptive text (supports formatting)
  3. Optional fields:
    • Sale price — promotional price with start/end dates
    • Weight — weight in kg (for shipping calculation)
    • SEO — meta title and meta description for Google
    • Featured product — mark to display in the featured section
  4. Click Save

2.2 Adding product images​

  1. On the product edit page, go to the Images section
  2. Click Upload Image or drag and drop the file
  3. Accepted formats: JPG, PNG, WebP (maximum 10 MB)
  4. Set the primary image (displayed in listings)
  5. Reorder images by dragging them

2.3 Editing an existing product​

  1. In Products, click the product name
  2. Modify the desired fields
  3. Click Save

2.4 Managing categories​

  1. In the menu, click Categories
  2. To create: click New Category
    • Name — category name (e.g., "Accessories")
    • Parent category — to create hierarchy (subcategories)
    • Image — representative image (optional)
    • Position — display order
  3. To edit: click the category and modify the fields
  4. To delete: click the delete icon (note: this does not delete the products)

2.5 Product variants (sizes, colours)​

The system supports variants via attributes:

  1. Go to Attributes and create attributes (e.g., "Size", "Colour")
  2. Add values to the attribute (e.g., S, M, L, XL)
  3. On the product page, in the Variants section:
    • Click New Variant
    • Select the attribute values (e.g., Size = L, Colour = Green)
    • Set variant-specific price, SKU, and stock
  4. Each variant can have independent price and stock

2.6 Tags​

  1. In Tags, create labels to organize products
  2. Associate tags with products for easier search and filtering

2.7 Importing products (WooCommerce)​

If you are migrating from WooCommerce:

  1. Contact In All Web support
  2. Provide your WooCommerce API credentials (URL, Consumer Key, Consumer Secret)
  3. The import is automatic: categories, products, images, and variants are migrated
  4. The operation is idempotent — it can be repeated without duplicating data

3. Order Management​

3.1 Viewing the order list​

  1. In the menu, click Orders
  2. Use the filters:
    • Status — pending, processing, shipped, delivered, cancelled, refunded
    • Payment — pending, paid, failed, refunded
    • Period — start and end date
    • Search — by order number, customer name, or email

3.2 Order detail​

Click an order to view:

  • Summary — number, date, status, totals
  • Items — products, quantities, prices, variants
  • Customer data — billing and shipping address
  • Payment — status, method, Stripe ID
  • Shipping — method, costs
  • Admin notes — internal notes

3.3 Marking as shipped (adding tracking)​

  1. On the order page, click Process Shipping
  2. Fill in:
    • Carrier — carrier name (e.g., CTT, DPD, GLS)
    • Tracking number — tracking code
    • Tracking URL — tracking link (optional)
  3. Click Confirm Shipment
  4. The status changes to Shipped and the customer receives an email with tracking details

3.4 Processing a refund (full/partial)​

  1. On the order page, click Refund
  2. Choose:
    • Full refund — returns the full amount via Stripe
    • Partial refund — specify the amount in cents
  3. Provide a reason (optional)
  4. The refund is processed automatically via Stripe
  5. Stock is automatically restored for full refunds

3.5 Resending email to the customer​

  1. On the order page, click Resend Email
  2. The confirmation email is resent to the registered address

3.6 Order timeline​

Each order has a chronological timeline recording:

  • Order creation
  • Payment received
  • Status changes
  • Shipping and tracking
  • Refunds
  • Administrative notes

4. Customer Management​

4.1 Customer list with segmentation​

  1. In the menu, click Customers
  2. Filter by segment:
    • VIP — more than 200 EUR spent or more than 5 orders
    • Regular — ordered within the last 6 months
    • Inactive — no orders for more than 6 months
    • New — registered within the last 30 days
  3. Use search to find customers by name or email

4.2 Customer detail​

Click a customer to view:

  • Profile — name, email, phone, registration date
  • Statistics — total orders, total spent, average order value, first and last order dates
  • Order history — complete list of orders with status and value
  • Addresses — billing and shipping addresses
  • Segment — automatic classification

4.3 Customer analytics​

At the top of the customers page you will find:

  • Total customers
  • New this month
  • Activity rate
  • Segment distribution
  • Top 10 customers by total spent

4.4 Exporting customers (CSV)​

  1. On the Customers page, click Export CSV
  2. The file includes: name, email, phone, orders, total spent, registration date, segment

5. Coupons and Discounts​

5.1 Creating a coupon​

  1. In the menu, click Coupons > New Coupon
  2. Fill in:
    • Code — the code customers will use (e.g., SUMMER2026) — automatically converted to uppercase
    • Description — internal description (optional)
    • Discount type:
      • Percentage — e.g., 10% off
      • Fixed amount — e.g., 5.00 EUR off
      • Free shipping — eliminates shipping costs
    • Value — percentage or fixed amount
  3. Click Save

5.2 Setting limits​

When creating/editing a coupon, configure:

  • Minimum order amount — coupon only applies if the order reaches this value
  • Maximum discount — maximum discount amount (for percentages)
  • Total usage limit — maximum number of times the coupon can be used
  • Per customer limit — maximum uses per customer (default: 1)
  • Validity — start and end dates

5.3 Activating/deactivating coupons​

  • In the coupon list, use the Active/Inactive toggle to quickly enable or disable
  • A deactivated coupon cannot be used by customers

6. Store Settings​

6.1 Branding (logo, colours, banner, social media)​

  1. In the menu, click Branding
  2. Configure:
    • Logo — upload your logo image (maximum 5 MB)
    • Banner/Hero — homepage hero image
    • Colours — primary, secondary, and accent colour (colour picker)
    • Tagline — impact phrase below the logo
    • About text — store description
    • Call-to-Action — main button text
    • Show categories — enable/disable categories section on the homepage
    • Show featured — enable/disable featured products section
    • Social media — Instagram, Facebook, WhatsApp, TikTok
    • Contact info — phone, email, address, city
  3. Changes are reflected immediately on the public store

6.2 Templates (choosing and applying a template)​

  1. In the menu, click Templates
  2. Browse available templates with previews
  3. Click Apply on the desired template
  4. The template defines the layout and visual style of the store

6.3 General settings​

  1. In the menu, click Settings
  2. Configure:
    • Store name and Business name
    • Email and phone contact
    • Address and city
    • Timezone
    • Currency (default: EUR)
    • Language (default: pt-PT)
    • Tax included in prices — yes/no

6.4 Payments (activating Stripe, viewing balance, payouts)​

  1. In the menu, click Payments
  2. To activate:
    • Click Activate Stripe Connect
    • Fill in your business details: name, tax ID, IBAN, address
    • After verification, payments are active
  3. After activation:
    • Status — check if charges and payouts are enabled
    • Balance — view available balance
    • Transactions — list recent transactions
    • Payouts — view payout history and create manual payouts

6.5 Shipping zones and methods​

  1. In the menu, click Shipping
  2. Zones — create geographic zones (e.g., Mainland Portugal, Islands, Europe)
    • Define included countries and postal codes
  3. Methods — for each zone, add methods:
    • Flat rate — fixed cost per order
    • Weight based — cost based on total weight
    • Free — free shipping
    • Set free shipping above X EUR (e.g., free above 50 EUR)
    • Estimated days — delivery time (e.g., 2-4 business days)

If you do not configure zones, the system uses default rates: Mainland 3.99 EUR (free above 50 EUR), Islands 6.99 EUR, Europe 14.99 EUR.

6.6 Tax rules (VAT)​

  1. In the menu, click Taxes
  2. Create VAT rules:
    • Name — e.g., "Standard VAT"
    • Tax class — standard, reduced, exempt
    • Rate — e.g., 23 (for 23%)
    • Country — e.g., PT
  3. Tax is calculated automatically at checkout

7. Reports​

7.1 Sales by period​

  1. In the menu, click Reports > Sales
  2. Select the period: 7 days, 30 days, 90 days, or 12 months
  3. Group by: day, week, or month
  4. View: revenue, orders, and average order value

7.2 Best-selling products​

  1. In Reports > Products
  2. Select the period and sort by revenue or quantity
  3. View: product, SKU, quantity sold, revenue, and average price

7.3 Categories​

  1. In Reports > Categories
  2. View the sales distribution by category: products sold, revenue, and percentage

7.4 Customers (new vs returning)​

  1. In Reports > Customers
  2. View: new customers, returning customers, repeat rate, average LTV
  3. Top 10 customers by total spent

7.5 Exporting reports (CSV)​

On any report, click Export CSV to download the data.

8. Team (Roles)​

The system supports 4 access levels within each store:

RoleAccess
AdminFull control: products, orders, customers, settings, branding, payments, team
ManagerProducts, orders, customers, reports. No access to payment settings or team management
StaffSimplified dashboard, order processing, inventory
CustomerOwn account on the store only (no admin panel access)

Changing a user's role​

  1. In Customers, locate the user
  2. Click Change Role
  3. Select the new role
  4. Confirm the change

Only Admins can change roles. The "Admin" and "SysAdmin" roles can only be assigned by the SysAdmin (In All Web).

9. Activity Log (Audit Log)​

  1. In the menu, click Activity Log
  2. View all actions performed in the panel:
    • Who performed the action
    • Resource type (product, order, etc.)
    • Action (create, edit, delete)
    • Date and time
    • Source IP
  3. Filter by resource type, action, user, or period

10. CMS Pages​

  1. In the menu, click Pages
  2. Create static pages: About Us, Privacy Policy, Terms and Conditions, etc.
  3. Each page has:
    • Title and Slug (URL)
    • Content (text editor)
    • SEO — meta title and meta description
    • Status — active/inactive
    • Display order

11. Fiscal Invoicing (Moloni)​

If your plan includes Moloni invoicing:

  1. In Settings, configure the Moloni integration:
    • Click Authorize Moloni to start the OAuth2 flow
    • Select your company
  2. Invoices are created automatically after confirmed payment
  3. To create manually: on the order page, click Create Invoice
  4. To download the PDF: on the order page, click View Invoice

12. FAQ​

Q: How do I change the store domain? A: Contact In All Web support. The system supports custom domains (e.g., store.yourbusiness.pt).

Q: Can I have more than one store? A: Yes, depending on your plan. The Professional plan allows 2 systems, Enterprise allows 5.

Q: How do I cancel an order? A: On the order page, change the status to "Cancelled". If already paid, process the refund first.

Q: What happens when stock reaches zero? A: The product is automatically marked as "Out of Stock" and cannot be added to the cart.

Need help? Contact support at support@inallweb.com

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