Team Admin Guide

Admins use the Dharini web portal to set up projects, manage people, schedule and monitor visits, track results, and import and export data. This guide covers the admin workflows.

Which buttons you see depends on your role:

Workspace Admins (the person who created the workspace) can do everything inside it, including creating projects and inviting people to the workspace.
Project Admins (also called Project Viewers) follow one project’s teams, sites, visits, samples and results with read-only access. They can submit sequences for SNP Analysis but cannot create or edit sites, visits or samples.
Team Admins oversee a project and its teams: sites, visits, samples, results and team progress.
Collector Admins and Lab Admins manage the members of their own teams.

Some buttons that change data (such as Create Site) only appear if your role allows them. If a button in this guide is missing for you, your role does not include it. Ask the workspace owner. See Roles for what each role does.

If you have not created an account or workspace yet, start with Getting Started. It also covers logging in, invitations and the left-hand menu.

Projects

Viewing Projects

Select Projects in the menu. The Projects page lists the projects in your workspace, with totals at the top. You can filter the list by disease and location, and by period (This Month or Last Month). Select Download Data to export a CSV file of the projects.

Select a project to open its page. A project page shows:

Project details, the project’s admin, and its locations
Samples totals: Total, Collected & Shipped, Pending Diagnosis, Tested Positive and Tested Negative
Sites – A short list with a View All Sites link
Team Allocation & Progress – With a View All Team Members link
Download Data to export the project’s data as a CSV file

At the top of the project page, the buttons are Edit Project Details, Manage Access, Upload Data and Create Site. You only see the ones your role allows.

Creating a Project

The person who created the workspace creates projects. Make sure the right workspace is selected first.

On the Projects page, select Create a Project.
Under Create New Project, fill in:
- The project name. The project code is filled in for you.
- Applicable Diseases – Select one or more
- Surveillance Type – For example Clinical or Environmental
- The states and the Active Locations (Districts). You can use Select All.
Add a team for each group of people. Select Add new team and enter:
- Team Name
- Team Lead Email. If this person already has a Dharini account, their name is filled in. Otherwise enter the Team Lead First Name and Team Lead Last Name.
- Phone Number and Team address
- Admin – Tick this on at least one team. Its team lead becomes the project’s Project Admin. The form will not save until one team is ticked (“Select any 1 team as primary”).
Select Create Project.

Editing a Project

Open the project and select Edit Project Details.
Change the diseases, surveillance types or locations.
Save your changes. You see “Project details updated successfully!”.

Managing Sample Types and Species

Workspace owners and Super Admins also see Manage Sample Types and Manage Species on the Projects page. Use these to add or change the sample types and animal species that collectors can choose from. They are defined once at the workspace level and used by every project, so set them up before you create projects.

A sample type has a name, an emoji icon, an abbreviation, a surveillance type (for example Environmental or Clinical) and the diseases it applies to.
A species has a name, an emoji icon, an abbreviation and the diseases it applies to.

The abbreviations are used to build sample IDs. For example, a sample type abbreviated CL on species CH produces IDs like CH/CL/26-07/100001. An abbreviation containing a slash, such as NA/EN, replaces the species part too.

Setting Up a Project After an Invitation

If you were invited as the admin of a new project, the invitation link opens a checklist titled “Follow the steps below to kickstart your project”. Select a step to open it. Each step has Save & Exit (save and come back later) and Proceed.

Add personal details – Your name, organization, designation and contact number
Add project details – Applicable Diseases, Surveillance Type and Active Locations
Add logistics details – Choose which activities are done by partners: Sample Collection, Testing & Diagnosis, Sequencing, or none (“None, we handle everything within our organization”)
Add your team – Invite Partners. For each partner organization (Collection Organisation, Diagnostic Laboratory or Sequencing Laboratory), enter the Organisation Name and Admin Email ID. For a long list, select Import List and upload an .xls or .csv file. Select Invite & Proceed to send the invitations.
Add process details – Choose which group adds sample details: Collectors or Laboratory
Upload data – Import existing records (see Importing Existing Data). Select Finish when done.

Teams and People

Managing Team Access

Open the project and select Manage Access.
To add a team, select Add Team and fill in the team details, including the team lead.
For each team, the table lists members with their Email, Name, Phone Number, Roles and Actions. From there you can add a member, edit a member or delete a member. Confirm the Delete A Team Member? message to remove someone.
To change a team’s details, use the edit option on the team and select Update Team.

A member’s name and phone number are part of their own profile, so editing them for one project changes them everywhere that person appears.

Available team roles:

Project Admin – Named as the project’s admin. Read-only access to the project, plus SNP Analysis submissions. Set with the Admin box on a team, not chosen from this list
Team Admin – Oversees the project and its teams
Collector Admin – A lead collector. Also sees the Team tab in the mobile app
Collector – Field data collection
Lab Admin – Manages lab people and processes samples
Lab Member – Processes samples in the lab

Configure Access Groups

Configure Access Groups (on the Manage Access page) lets you define, per organisation, the primary roles and which of these accesses they have: Collection, Metadata Entry, Testing, Sequencing and Monitoring.

Adding Members from the Team Progress Page

From the project page, select View All Team Members.
Select Add Members.
Enter email addresses under Team Members, or upload a list with Import List (.xls or .csv).
Select Proceed to send the invitations.

Adding and Changing Users Across Projects

Select Team & User Management in the menu.

Use the search box to find a project and see its users.
To add a person, select Add User. Choose the Role and the Project, and enter their email, phone number and name.
To change a person’s role, select Edit Role, pick the new role, and save.

Inviting People to the Workspace (Workspace Owners)

Select Settings, then the Members tab.
Select Invite Member.
Enter First name, Last name and the email address, choose a role, and select Send Invite.
Use the edit icon on a member to change their role and Save. Use the remove icon to remove them from the workspace.

You can rename the workspace under Settings, then Settings, using Rename.

Sites and Collection Plans

Creating a Site

Open the project and select Create Site.
Enter the site details: the site name, the diseases monitored, the farm type and sub-type, the Name of Owner / Caretaker, Phone Number, and No. of Workers.
Enter the address (you can search for it) and state, district and pincode, and the latitude and longitude. Select Edit Map Region to adjust the location on the map.
Select Proceed.
Set the Collection Plan:
- Under Assigning Collectors, choose the collectors for this site
- Under Collection Plan, set the Collection Start Date and choose how often the site is visited: Once, Daily, Weekly, Fortnightly, Monthly or Quarterly, plus the preferred collection days and the duration in months
Select Save.

Collectors see the site and its scheduled visits in the mobile app under Upcoming Visits.

Viewing and Editing Sites

Open the project and select View All Sites. The list shows each site’s district, last scheduled visit, farm type, sub-type, collector, test result and status.
Select a site to open its page. It shows the site details, address, photos and comments, the Collection Plan, and the Assigned Collectors.
Use the edit icon to change the site details or the map location, or to add photos and comments.
Select Update Collection Plan (on the site list or the site page) to change the collectors, frequency or duration.

The site page also shows statistics: total visits, samples collected, suspected positives (which need lab review) and the next scheduled visit.

Scheduled Visits

On a site’s page, the visit list shows each scheduled visit with a status badge:

Scheduled – Coming up
Overdue – The date has passed and the visit was not done
Rescheduled – The date was moved. The card shows “Moved from” the old date.
Completed – The visit is done

Use the Upcoming and Past buttons to switch lists. Select Edit plan to change the plan.

Rescheduling a visit:

Under Upcoming, select the Reschedule visit icon on the visit.
In the Reschedule Visit window, check the Current Scheduled Date and pick a new date. Dates in the past cannot be chosen.
Select Confirm Reschedule.

A completed visit cannot be rescheduled. Collectors can mark an overdue visit as skipped in the mobile app. A skipped visit is not counted as a completed visit.

Past Visits

The Past Visits list shows each visit with the No. of Samples, Suspected Positives and Status. Filter by disease and site type, choose This Month or Last Month, and select Download Data to export a CSV file.

Monitoring Results

Use the Monitor pages to follow progress and results. Each has its own guide:

Dashboards & Analysis: Home, the Disease Surveillance Dashboard and Comparison
GeoLens: map layers, location details and site comparison
SNP Analysis: upload sequence files and explore the results
Lab Technician Guide: how samples move through the lab

Importing Existing Data

You can bring in existing collection and lab records from Excel.

Select Upload Data Files in the menu (or Upload Data on a project page) and pick the Project the data should go into. (This is also step 6 of the project set-up checklist.)
Choose the Collection Data tab or the Lab Data tab.
Choose the Disease group: FMD / LSD or Avian Influenza (AI).
Select Download template (.xlsx) and fill in the template.
Select Upload File and choose your file, then select Upload. Only .xlsx files made from the template are accepted.

If the file has problems, Dharini lists each issue by row and column, and says “nothing was imported”. Fix the file and upload it again. When the upload works, you see how many rows were imported.

The import is all or nothing: if any row has an error, nothing is imported, and you see every error so you can fix the file in one pass.

Exporting Data

You can download CSV files from several places. Look for the Download Data button on:

The Projects page and each project page
All Sites
A site’s Past Visits
The team progress page
The sequencing page (Download CSV)

Data Playground (Workspace Owners and Super Admins)

The Data Playground gives you the full project export and a ready-made command for pulling the same data from another tool.

Select Settings, then Data Playground.
Tick one or more projects. Use Select all, Clear, or the filter box.
Choose the Response Type: json or csv.
Select Run to preview the records in a table, or Run & Download CSV to download a file.
Copy the command shown below if you want to run the same request from another program.

Settings

Settings is different for different roles.

Workspace owners see Workspace Settings with tabs for Settings (rename the workspace), Members, Data Purging (Danger Zone), Data Playground and Delete User (Danger Zone). They can also use Create New Project from here.
Super Admins see the tabs Access Management, Data Purging (Danger Zone), Data Playground and Delete User (Danger Zone). Under Access Management (Manage Super Admins), they can add or remove other super admins using Add Super Admin.

Data Purging (Danger Zone)

Data Purging deletes a project, site, visit or sample, together with everything linked to it.

Open Settings, then Data Purging (Danger Zone).
Choose the Project. To purge only part of it, also choose a Site, Visit or Sample.
Check the details shown on the right to be sure it is the right item.
Type the name shown to confirm, and select Purge Data & Cascades.

Deleting a User (Danger Zone)

Delete User (Danger Zone) removes a person’s account. They can no longer log in. Find the user with Search name or email, select Delete Account, and confirm.