Kota Apps

Some customers have primary_contact / primary_phone set directly on the customer record. Migrate these to the Contacts collection for proper management.

Regional Hubs

Define geographic service regions. Customers within the radius auto-assign.

Customer Region Assignment

Select customers and assign them to a region in bulk.

Proximity Radius

Default notify radius for customers with no region assigned, and fallback for regions without a specific notify radius. Shared across all users.

miles Saved

Contacts

0 selected

0 CPUs are missing a release date. These devices fall back to BIOS or enrollment date for replacement calculations. Show missing

+ Add Custom CPU

Model Key (e.g. i5-12400)

Release Date (YYYY-MM-DD)

Notes

🔒

Warranty Checker

Automated warranty lookup for Dell and Lenovo devices

🚧 Work in Progress

What this will do

Scan all Dell and Lenovo devices in the Device Registry
Look up warranty status using each device's serial number
Update warranty_start, warranty_end, and warranty_status fields in PocketBase automatically
Flag devices with expired or expiring warranties

DELL Getting API Access — TechDirect

Go to tdm.dell.com and sign in with your Dell partner account
Navigate to API Store → Warranty API
Click Subscribe — select the free tier (sufficient for our use)
Once approved, go to My Applications and create a new app
Copy your Client ID and Client Secret
The API endpoint you'll use: https://apigtwb2c.us.dell.com/PROD/sbil/eapi/v5/asset-entitlements

LENOVO Getting API Access — Lenovo Partner Portal

Go to lenovopartnernetwork.com and sign in
Navigate to Tools & Resources → API Access
Request access to the Warranty Entitlement API
Once approved, you'll receive a Client ID and API Key
The API endpoint: https://supportapi.lenovo.com/v2.5/warranty

📋 Prompt to continue building this tool

I have API credentials for the Warranty Checker tab in Hub Settings. Here are the details:

Dell TechDirect:
  Client ID: [your client ID]
  Client Secret: [your client secret]
  Endpoint: https://apigtwb2c.us.dell.com/PROD/sbil/eapi/v5/asset-entitlements

Lenovo Partner:
  Client ID: [your client ID]
  API Key: [your API key]
  Endpoint: https://supportapi.lenovo.com/v2.5/warranty

Please build the Warranty Checker tool in Hub Settings. It should:
- Scan all Dell and Lenovo devices in the Device Registry (by manufacturer field)
- Look up warranty data by serial number using the above APIs
- Update warranty_start, warranty_end, and warranty_status fields in PocketBase
- Show a progress table during the scan with pass/fail per device
- Allow running the scan on a single customer or all customers
- Rate limit requests to avoid API throttling

💡 Tip: Click anywhere in the box above to select all, then copy

Customer Health Scores

Device age and warranty coverage — scored per customer

Click the tab to load health scores.

Show Archived

	Name	Class	Chassis	Mfr	Part #	TD Synnex PN	D&H PN	RAM	Storage	Our Cost	Client Price	Labor Hrs	Installed Price	Actions
Loading…

Add Catalog Item

Name *

Device Class

Chassis

Manufacturer

Part Number / SKU

TD Synnex PN

D&H PN

Specifications

RAM

Storage

GPU

CPU

Pricing & Labor

Our Cost ($)

Client Price ($)

Labor Hrs

Warranty

Warranty Part #

Warranty Cost ($)

Warranty Price ($)

⭐ Favorite — appears first in dropdowns 🔧 CTO / Custom build

Work Vehicles

Track service history and upcoming maintenance

Building & Service Vendors

HVAC, electrical, plumbing, insurance and other vendors

Kota Technology — Admin Reference

Infrastructure overview, maintenance procedures, and development context

Infrastructure

DROPLET IP

134.199.248.22

POCKETBASE

https://pb.kota.tech

PB VERSION

v0.22.4

NGINX CONFIG

/etc/nginx/sites-available/kota-apps

AZURE CLIENT ID

5468e422-6843-4632-821f-9bd1ef25f993

AZURE TENANT ID

1488593a-d22d-478f-bfc7-210375728765

Apps & File Locations

APP	URL	SERVER PATH	DOWNLOAD COMMAND
Hub	apps.kota.tech	`/var/www/hub/index.html`	`scp [email protected]:/var/www/hub/index.html .\hub.html`
Asset Planner	assetplanner.kota.tech	`/var/www/assetplanner/index.html`	`scp [email protected]:/var/www/assetplanner/index.html .\assetplanner-v2.html`
Field Tasks	fieldtasks.kota.tech	`/var/www/fieldtasks/index.html`	`scp [email protected]:/var/www/fieldtasks/index.html .\fieldtasks.html`
Projects	projects.kota.tech	`/var/www/projects/index.html`	`scp [email protected]:/var/www/projects/index.html .\projects.html`
Orders	orders.kota.tech	`/var/www/orders/index.html`	`scp [email protected]:/var/www/orders/index.html .\orders.html`
Equipment	equipment.kota.tech	`/var/www/equipment/index.html`	`scp [email protected]:/var/www/equipment/index.html .\equipment.html`

Upload pattern: scp .\[file].html [email protected]:/var/www/[app]/index.html
After nginx changes: ssh [email protected] "nginx -t && systemctl reload nginx"
SSL (new app): ssh [email protected] "certbot --nginx -d [app].kota.tech"

PocketBase Collections

usersMicrosoft OAuth users — auto-managed by PocketBase auth

customersActive customers — status, address, lat/lng, region, contacts

devicesDevice registry — imported via ops.kota.tech (DattoRMM CSV + COW warranty enrichment)

tasksField Tasks — recurring support, requires_downtime, is_archived

field_notesField Notes — time entries, materials, linked to tasks

asset_plansAP plans — slim payload {devices, planData} including device overrides

projectsProject Builder — tasks, milestones, bundles, time tracking

ordersOrder Tracker — order_type, quantity, reason, priority, parent/child splits

equipmentEquipment Tracker — pool, status, asset_tag, check in/out, is_archived

equipment_logEquipment activity log — every check in/out, add, edit, archive, restore

feedbackTeam feedback — type, app, priority, status, is_archived, submitted_by

feedback_logFeedback status changes — who changed it, when, comment

app_settingsKey/value config — keys: plan_defaults, equipment_settings

maintenance_vehiclesWork vehicles — year, make, model, plate, VIN, assigned_to, current_mileage

maintenance_serviceVehicle service log — vehicle_id, service_type, date, mileage_at_service, cost, next_due

maintenance_vendorsBuilding/service vendors — name, category, phone, email, renewal_date

ops_invoicesInvoice headers — vendor, invoice_number, invoice_date, total_amount, subtotal, tax_amount

ops_invoice_linesInvoice line items — invoice_id, product, category, qty, unit_rate, monthly_fee, renewal_date

customer_licensesPer-customer licenses — customer_name, product, source, qty, unit_cost, renewal_date, status, invoice_date

PB Admin UI: https://pb.kota.tech/_/ — use admin credentials to manage collections, rules, and records directly.

PocketBase Setup Files

These are standalone HTML files that configure PocketBase collections. Open in browser, enter admin credentials, and run. Safe to re-run — skips existing fields.

pb-setup-v3Added stale_dismissed (bool) to projects

pb-setup-v4Added bios_version (text) to devices for VM detection

pb-setup-v5Creates equipment + equipment_log collections, sets API rules, adds asset_tag

pb-setup-v6Creates feedback + feedback_log collections with API rules

pb-setup-v7Adds region_manual (bool) to customers collection

pb-setup-v8Creates maintenance_vehicles, maintenance_service, maintenance_vendors with API rules

pb-setup-v9Creates ops_invoices, ops_invoice_lines, ops_subscriptions, customer_licenses (+ subtotal, tax_amount, invoice_date fields). Safe to re-run

Auth & SSO

All apps use Microsoft OAuth via PocketBase. The Hub authenticates first, then passes hub_token + hub_user as URL params to each app for SSO.

Adding a new app to Azure AD: Go to Azure Portal → App Registrations → "Kota Apps" → Authentication → Add redirect URI: https://[newapp].kota.tech

No PocketBase SDK — all apps use raw fetch() calls. The jsDelivr CDN for the PB SDK is blocked by Firefox Enhanced Tracking Prevention.

Common Issues & Fixes

Changes not showing after deploy

Hard refresh: Ctrl+Shift+R — or open in an incognito window. Browser caches aggressively.

403 Forbidden on PocketBase collection

API rules not set. Re-run the relevant pb-setup file, or go to PB Admin UI → Collections → [name] → API Rules → set all to @request.auth.id != ""

Settings not persisting on refresh

PocketBase may return app_settings.value as a pre-parsed object, not a string. Code must handle: typeof val === 'string' ? JSON.parse(val) : val

Boolean fields always true on load

PB may return booleans as strings. Always check: val===true||val===1||val==='true'||val==='1' — never use !!val

Buttons inside clickable cards don't fire

Never put stopPropagation() on a container div — it blocks all children. Use capture-phase listener on the grid: addEventListener('click', fn, true) or move stopPropagation to each individual button.

Hub modal Cancel/× buttons broken ("closeModal is not defined")

Hub modals use element.classList.remove('open'). A closeModal(id) helper exists for convenience. Do NOT use the Projects-style closeModal() function — it doesn't exist in hub.

Leaflet heatmap canvas error when not on dashboard

Always check mapEl.offsetWidth !== 0 before any canvas operations. Call customerMap.invalidateSize() when the dashboard tab becomes visible again.

Adding a new app

1. Build HTML file · 2. mkdir -p /var/www/[app] · 3. Add server block to nginx kota-apps config · 4. nginx -t && systemctl reload nginx · 5. Add DNS A record → 134.199.248.22 · 6. certbot --nginx -d [app].kota.tech · 7. Add Azure AD redirect URI · 8. Add card to hub.html apps grid · 9. Add waffle nav (⊞) linking back to apps.kota.tech

Pending / To-Do

○Warranty Checker — Hub Settings tab is built. Waiting on Dell TechDirect + Lenovo Partner API keys to activate the scanner.

○Hub CPU Database — Database exists and is queryable. Bulk CSV import button not yet built — currently add/edit only.

○Equipment Photos — photo_url field exists in PocketBase schema. Upload UI not built yet.

○ops.kota.tech improvements — Missing month detection, invoice notes, delete invoice button, vehicle mileage quick-update, building vendor expiry alerts, YTD spend summary, per-vendor budget/variance, export to CSV.

○Region hub setup — Update SF hub to 15mi (43.5497, -96.7003); Tea SD 4mi; add Brandon, Harrisburg, Yankton; run ↻ Re-assign all auto.

○Re-import invoices — Re-import all Pax8 + Sherweb invoices to sync customer_licenses data (use ↻ Re-import & Sync Licenses button on each in ops Invoice History).

Invoice Download Locations (for ops.kota.tech)

🟦 Kaseya — .xls export

Kaseya portal → Billing → Invoices → select monthly invoice → Download → Excel (.xls)

🟩 Pax8 — .csv export

Pax8 portal → Billing → Invoices → select monthly invoice → Download CSV. Filename format: csv-p886736-YYYY-1-XXXXXXX-YYYY-MM-DD.csv

🟧 Sherweb — .csv export

Sherweb portal → Billing → Invoices → select monthly invoice → popup appears → Download CSV. Filename format: CSWI*.csv

➕ Adding a new vendor

Share the invoice file with Claude and request a parser. Each vendor needs its own format parser built into ops.kota.tech. Note the download location here once built.

Development Workflow

All apps are single HTML files with vanilla JS — no build step, no frameworks, no node_modules.
To update an app: Download via SCP → Upload to Claude → Make changes → Claude delivers updated file → Upload back via SCP.
Context: This hub.html file contains an embedded  JSON block. Upload hub.html to Claude at the start of each session to restore full project context automatically.
Syntax checking: Claude runs node --check on all JS before delivering files — catches syntax errors before deploy.
Stack: PocketBase v0.22.4 · DigitalOcean droplet · Nginx · Certbot SSL · Microsoft OAuth · Vanilla JS · No CDN dependencies

Review new customer requests submitted from any Kota app.

Add Catalog Item

Import Customer CSV — Preview

Add Region

New Customer

New Contact

Review Customer Request

Auto-detected Clusters

Add Vehicle

Log Service

Add Vendor