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Knowledge Base

Step-by-step guides for every major Optimixus capability — from first login through process mapping, workflow automation, process mining insights, RBAC, billing, and superadmin configuration.

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Getting Started

From first signup to your first mapped process.

Create your account

Go to Sign In and choose Sign Up. You can register with email and password. After signup, verify your email if your organization requires it, then sign in.

Where you land

Superadmins are directed to the Superadmin overview (users, organizations, module visits). Everyone else lands on the Dashboard module launcher with role-gated shortcuts.

First useful action

Open Operations → Processes, create a business process, add resources and steps, then open Mapping to draw the flow on the canvas. Invite teammates from User Management when you are ready to collaborate.

Account & Sign In

Password, magic link, MFA, and profile security.

Sign-in options

Use email and password, or request a magic link when SMTP is configured by a superadmin. Forgot-password and reset-password flows are available under Auth.

Multi-factor authentication

Enable MFA from Profile → Security for an extra verification step on sign-in. You can also update your password and review security settings there.

Sessions

Signed-in sessions are enforced by middleware on protected routes. If you lack permission for a module, you are redirected to Unauthorized rather than seeing empty UI.

User Management

Users, organizations, teams, roles, and audit history.

Users

Admins create and update users, verify emails, set account status, and assign roles. Filters and pagination support larger directories.

Organizations & teams

Organize people under organization profiles (industry, size, and related metadata) and teams for day-to-day collaboration boundaries.

Roles & audit

Assign roles such as superadmin, admin, team-admin, team-member, and user. Every role change can be reviewed in the Role Audit Log for compliance.

Roles & Permissions

How RBAC gates modules across the app.

Permission model

Each sidebar module checks a permission (for example operations:view, user:view, analytics:view). Users only see modules their role allows.

Recommended setup

Give operators Operations access, give managers Analytics plus User Management as needed, and reserve Superadmin settings (SMTP, payments, API, impersonation) for platform owners.

Operations Hub

Dashboard, processes, workflows, and reports.

Dashboard

Monitor efficiency signals, bottlenecks, and performance across processes so leaders see where work is stalling.

Processes

Create business processes, then manage four sections: Resources (people, equipment, materials), Steps (ordered activities with kinds and durations), Mapping (React Flow / BPMN canvas), and Import / Export for data exchange.

Workflows & reports

On the Workflows tab, automate handoffs between mapped steps. On Reports, generate operational efficiency and compliance-oriented summaries for stakeholders.

Process Mapping

Using the visual mapper inside Operations.

Open the mapper

Go to Operations → Processes, select a process, then open the Mapping section (or use Open Process Mapper). The canvas uses React Flow with process-step nodes, connections, and property editing.

Build a useful map

Add steps that reflect real work, assign resources, set estimated durations, and connect edges for the true path including decisions and handoffs. Save maps so they stay attached to the process.

Import / export

Use the Import / Export section to move process data in and out of Optimixus, including BPMN-oriented exchange when you need to align with external tools.

Workflow Automation

Handoffs and triggers between process steps.

Configure per process

Open Operations → Workflows and select a process. Define how completion of one step should trigger the next so work does not wait on informal chat or email.

Best practice

Map the process first so workflows mirror documented reality. Then automate only stable handoffs — keep exception paths visible on the map for training and audits.

Process Analytics & Mining

Usage metrics plus AI-engine process insights.

In-app analytics

The Analytics module covers overview KPIs plus focused views for users, operations, and courses. Superadmins also see system-wide module visit tracking.

AI engine capabilities

The Optimixus AI engine accepts a saved process graph (React Flow JSON) and event-log rows. Using PM4Py it detects rework loops and resource idle time above a threshold, ranks bottlenecks by severity, and can estimate monthly cash waste with Google OR-Tools based on delay cost and case volume.

How to use findings

Treat rework and idle findings as candidates for map redesign or workflow automation. Use cash-waste estimates when prioritizing improvement projects with finance stakeholders.

Billing & Subscriptions

Packages, payments, and invoices.

Packages

Compare Free, Professional, and Enterprise under Packages in the app or on the public Pricing page. Upgrade when you need unlimited processes, full analytics, consultancy, or enterprise governance.

Payments

The Payments module shows your current subscription, payment methods, and invoice history. Change plan or cancel from the billing tab when your role allows.

Integrations & Superadmin

SMTP, payment gateways, API, and system controls.

Email (SMTP)

Superadmins configure email settings so magic links and transactional mail can leave your environment securely.

Payment gateways

Configure Stripe, PayPal, Flutterwave, and M-Pesa under Superadmin → Settings → Payments for regional billing coverage.

API & administration

API keys and related settings live under Superadmin → Settings → API. Superadmins can also review users, organizations, module visits, and impersonate users when diagnosing access issues.

Courses & Training

Build skills that match the Optimixus workflow.

In the app

Open Courses to browse the catalog, enroll, and track progress. Marketing Training pages describe the same curriculum for visitors before signup.

Recommended path

Start with Introduction to Process Mapping, then Workflow Automation Fundamentals, then Lean & Six Sigma Essentials. Admins should complete Admin & User Management before rolling out RBAC widely.

Can't find what you need? Contact our support team or browse training courses.

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