LZ Portal Guide Live

Auto-generated from the current portal configuration. Always up to date.

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The portal is at portal.lilzoomers.com. You must use a @devitesse.com or @lilzoomers.com email to log in.

Two Login Methods

Google Sign-In (Recommended) — Click "Sign in with Google" and select your @devitesse.com account.

Email + Password — Enter your email and the team password. Change it in Settings (min 8 characters).

Account locks after 5 failed login attempts (15 min lockout). Sessions expire after 8 hours.

Team Roles & Permissions

Your role determines which modules you see and what actions you can take.

Current Team

Email	Role
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Portal Modules

The portal has — live modules organized into sections.

End-to-End Order Flow

How a single order flows through the entire system:

Customer sends WhatsApp message — sales team receives order details

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New Invoice — paste message into AI box → auto-parses → branded PDF → emailed to customer with ACH instructions

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Order Marked Paid — check the Paid box → VIN(s) auto-created → appears in Production Queue backlog → inventory checks for parts availability

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Production Starts — click "Start Build" → Assembly QC begins → unit auto-advances to "In Production" → customer emailed → inventory auto-deducted

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7-Stage Assembly QC — pass/fail each checklist item with photos → all stages pass → auto-advances to "QC Pending"

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Ship — add carrier + tracking # → advance to "Shipped" → customer emailed with tracking

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Deliver — advance to "Delivered" → customer emailed with warranty registration reminder

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Warranty Activated — check "Customer has taken delivery" → 1-year warranty clock starts

VIN Status Lifecycle

Assembly QC — 7 Stages

Each kart goes through 7 inspection stages. Every stage has a detailed checklist with pass/fail/N/A per item, photos, and inspector notes.

Inventory & Parts

The portal tracks — parts from the BOM. Two paths for getting parts into stock:

Full QC Path (recommended for high-value parts)

QC Dashboard → + Incoming — log the shipment with qty ordered/received/accepted

Pass/fail inspection with photos and notes

Accepted qty auto-adds to inventory stock

Quick Restock Path (for commodity parts)

Inventory page → + Restock button — enter qty received, supplier, notes

Stock updates immediately — still logged to audit trail

Stock Deduction

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Unit enters production → stock goes down (1x each part deducted automatically)

Low stock alert fires when any part drops below 25% of its reorder quantity.

Current Inventory Stats

Parts Ledger

The Parts Ledger answers: "What version of which part is in this specific VIN, which lot/batch did it come from, and what's been swapped since assembly?" Use it for warranty triage, recall scoping, and tracking field service swaps reported by distribution points.

What's tracked

Lots — every batch of parts received from a supplier, with version, lot ID, supplier, qty, QC result, and current location (Denver or a distributor)
Build manifest — at assembly time, the oldest current-version Denver lot for each part is auto-picked and stamped onto the unit_parts row, so every VIN has a permanent record of exactly which lot was installed
Service swaps — when a part is replaced (in-house OR by a distributor in the field), the swap is logged with event_source so we know later where it physically happened
Version history — append-only audit of when a part bumps from V2 → V3, who approved it, and why

The four workflows

Receive parts — Parts Ledger → "+ Receive Parts" → log version, lot ID, supplier, qty, QC result. Lot becomes available for assembly.

Transfer to a distributor — Lots tab → Transfer button on any Denver lot → enter distributor name. Lot stays in the ledger; only its location updates. Distributors stay off-portal.

Assembly — already automatic. The existing Assembly QC flow now also picks the oldest current-version Denver lot for each part, decrements its qty_remaining, and stamps lot+version on the unit_parts row.

Log a service swap — Parts Ledger → "Log a Swap" → load a VIN → pick the part being removed → pick the replacement part + lot → save. Use this for in-house swaps and for distributor-reported swaps after they call/email HQ.

Reverse lookup — the killer feature

Parts Ledger → "Reverse Lookup" → pick part + version + lot. Returns every VIN currently running that combination. Use it when a defective batch surfaces and you need to scope the affected karts in seconds.

When a kart comes back, the team has no way today to look up which version of which parts are inside it. The Parts Ledger fixes that. Field service is the norm: distributors call/email HQ for replacement parts; a team member at HQ logs the swap, no distributor portal needed.

Automatic Email Notifications

Customers receive branded emails from team@lilzoomers.com at these stages:

Trigger	Email Subject
Unit enters production	"Your Lil Zoomers Kart is Now in Production!"
Unit shipped	"Your Lil Zoomers Kart Has Shipped!" + carrier + tracking #
Unit delivered	"Your Lil Zoomers Kart Has Been Delivered!" + warranty reminder

Team members can also send manual updates via the "Send Update" button on any unit detail page.

Security

Feature	Detail
Rate Limiting	5 login attempts / 15 min; 200 API requests / 15 min
Account Lockout	5 failed attempts per email = 15 min lockout
Session	8-hour expiry, httpOnly cookies, HTTPS only
Audit Trail	Every login, data change, and deletion logged
File Uploads	Images + PDFs only, 10MB max, sanitized filenames
Data Retention	PII auto-stripped from orders older than 12 months

Quick Reference — URLs

Page	URL