Admin — Administrative Operations & Platform Controls
ES Reference: Phase 0 (INTOS-ES-P0-001) Security, Audit, Platform Controls · Phase 4 (INTOS-ES-P4-001) Admin & Support, Section 9
Overview
The Admin area provides platform operators with tools for user support, workflow management, entitlement administration, data correction, audit search, privacy request handling, and incident response. Phase 4 Admin expands this into a full operational command center with least-privilege, time-bound, audited access for all admin actions.
Access is restricted to authorized administrators. Every admin action is purpose-recorded and auditable.
Key Principles
- Least privilege — every admin role has the minimum access needed for its function
- Time/purpose-bound access — support admin access is temporary and scoped to a specific task
- Full audit trail — actor, user/tenant, action, resource, date, and outcome logged for every admin action
- No arbitrary content editing — admin tools support corrections, not arbitrary data modification
- Confirmation for high-impact actions — irreversible actions require explicit confirmation
- Incident response ready — kill switches, queue pause, and provider disable available
Screens in This Feature Area
1. Admin Dashboard (/dashboard/admin)
Central hub for all administrative operations with status overview.
Buttons & Actions:
| Button | Behavior |
|---|---|
| User Lookup | Find and view user accounts |
| Audit Logs | Search and export system-wide audit trail |
| Entitlements | Manage user plan entitlements and grants |
| Workflows | Monitor and manage background workflow runs |
| Privacy Requests | Handle data subject access and deletion requests |
| Incident Tools | Access kill switches, queue controls, and status communication |
| System Status | Platform health and operational metrics |
2. User Lookup & Support (/dashboard/admin/users)
Find users and perform support actions under least-privilege, audited access.
Buttons & Actions:
| Button | Behavior |
|---|---|
| Search User | Find user by email, ID, or organization |
| View User Profile | See minimum metadata (name, email, plan, status, org membership) |
| View Entitlements | See user's plan, quotas, and feature flags |
| View Workflows | See user's workflow runs and statuses |
| Impersonate (if authorized) | Time-bound, fully audited session impersonation for support |
Access Controls:
- Reason-for-access required on every lookup
- Role restriction: support admins see minimum metadata
- Full browse of user content is prohibited
3. Audit Logs (/dashboard/admin/audit)
Comprehensive, searchable audit trail of all system actions.
Searchable Filters:
| Filter | Description |
|---|---|
| Actor | Who performed the action |
| User/Tenant | Which user or organization was affected |
| Action | Create, update, archive, delete, download, access, grant, revoke |
| Resource | Job, kit, evidence, story, answer, practice session, offer, organization |
| Date Range | When the action occurred |
| Outcome | Success, denied, failed, error |
Audited Events (expanded Phase 4):
| Event Category | Examples |
|---|---|
| Data Operations | job.created/updated/archived, kit.generated, document.uploaded/deleted, evidence.confirmed/rejected |
| Access & Permissions | coach.invited/accepted/revoked, grant.created/modified/revoked, organization.member_added/removed |
| Billing & Entitlements | subscription.created/updated/cancelled, entitlement.denied, usage.recorded |
| Admin Actions | admin.user_lookup, admin.entitlement_modified, admin.workflow_reprocessed, admin.data_corrected |
| Privacy & Security | privacy.export_requested, privacy.deletion_completed, session.login/failed, session.revoked |
| Incident Response | feature.kill_switched, queue.paused/resumed, provider.disabled/enabled |
Buttons & Actions:
| Button | Behavior |
|---|---|
| Search | Full-text search across audit events |
| Filter | Multi-dimensional filtering |
| Export | Download audit logs (CSV/JSON) |
| View Detail | See full audit event with before/after values |
4. Entitlement Management (/dashboard/admin/entitlements)
Manage user plan assignments, feature overrides, and usage grants.
Buttons & Actions:
| Button | Behavior |
|---|---|
| Search User | Find user by email or ID |
| View Entitlements | See user's plan, quotas, feature flags, consumption, and grant history |
| Change Plan | Modify user's subscription tier (with reason and audit) |
| Grant Feature Access | Enable specific features for a user with expiry and reason |
| Grant Usage Credits | Add usage credits with expiry and reason |
| Revoke Grant | Remove a granted entitlement |
| View Entitlement History | Full history of plan changes, grants, and revocations |
Entitlement Decision Model:
Entitlement = Plan Grants + Add-ons + Promotional Grants - Consumed/Expired Limits
5. Workflow Viewer (/dashboard/admin/workflows)
Monitor AI generation, background jobs, and system workflows.
Workflow Statuses:
| Status | Description |
|---|---|
| Queued | Waiting for processing |
| Running | Currently executing |
| Completed | Finished successfully |
| Failed | Terminated with error |
| Dead-letter | Exhausted retries, requires manual intervention |
Buttons & Actions:
| Button | Behavior |
|---|---|
| View Run Details | Inspect workflow steps, inputs, outputs, timing, and cost |
| Retry | Re-run a failed workflow |
| Retry from Step | Re-run from a specific failed step |
| Cancel | Cancel a queued or running workflow |
| Reprocess | Safe reprocess with dependency validation (no arbitrary content editing) |
| Filter | Filter by type, status, user, date range |
| View Cost | See AI generation cost per workflow run |
6. Data Correction Workflows
Approved correction workflows for orphan records, duplicates, and migration corrections.
Allowed Corrections:
| Correction Type | Description |
|---|---|
| Orphan Cleanup | Remove records with no valid owner (after validation) |
| Duplicate Merge | Merge duplicate records preserving newest data |
| Migration Fix | Correct migration artifacts with before/after audit |
All corrections are versioned with before/after audit trail.
7. Privacy Request Handler (/dashboard/admin/privacy)
Track and fulfill data subject access and deletion requests (GDPR, IT Rules, etc.).
Request Lifecycle:
RECEIVED → VERIFIED → IN_PROGRESS → COMPLETED
↓
REJECTED (with reason)
Buttons & Actions:
| Button | Behavior |
|---|---|
| View Request | See request details, user identity verification, and scope |
| Process Export | Generate user data export (all categories configurable) |
| Process Deletion | Execute data deletion with dependency validation and propagation |
| Log Resolution | Record how the request was resolved with evidence |
| Track Lifecycle | Monitor request status and SLA timelines |
| Export Request Log | Download privacy request history |
8. Incident Tools (/dashboard/admin/incidents)
Operational controls for incident response.
Available Controls:
| Control | Description |
|---|---|
| Feature Kill Switch | Instantly disable a feature flag globally or per-tenant |
| Queue Pause | Pause background job processing |
| Queue Resume | Resume processing |
| Provider Disable | Temporarily disable an AI/storage/email provider |
| Status Communication | Post platform status message to users |
| Rate Limit Adjustment | Temporarily adjust rate limits |
All incident actions are logged with actor, timestamp, scope, and reason.
9. Integration & API Management (/dashboard/admin/integrations)
Manage external integrations, API keys, webhooks, and SSO configuration (Phase 4).
Buttons & Actions:
| Button | Behavior |
|---|---|
| Manage API Keys | Create, rotate, revoke API keys with scoped permissions |
| Configure Webhooks | Set up outbound webhooks with signed payloads and delivery logs |
| SSO Configuration | Domain mapping, invitation policy, account linking rules |
| View API Usage | Rate limit consumption and error rates |
| View Webhook Logs | Delivery status, retries, and failures |
Access Controls
| Admin Role | Capabilities | Restrictions |
|---|---|---|
| Support Admin | User lookup, workflow view, entitlement view | Time-bound, reason-for-access required, no content browsing |
| Operations Admin | Workflow management, data corrections, incident tools | No entitlement modification without approval |
| Privacy Officer | Privacy request handling, audit export | No workflow or incident access |
| Super Admin | Full platform access | All actions audited; high-impact actions require confirmation |
| Organization Admin | Scoped to own organization | Cannot access other orgs or platform-level controls |
Related ES Requirements
| ID | Requirement |
|---|---|
| P0 Admin | Audit logs, entitlements, workflows, privacy baseline |
| P4-E06 | User lookup, workflow viewer, entitlement support, data correction, audit search/export, incident tools, privacy request tracking |
| P4 Admin | Admin actions are least-privilege, purpose-recorded and audited |
| P4-E07 | API/webhook, SSO foundations, integration management |
| AC-06 | Admin/support actions are least-privilege, purpose-recorded and audited |
Related Docs
- [[settings]] — User-facing security, privacy, and activity settings
- [[organization]] — Organization admin capabilities at the institutional level
- [[billing]] — Entitlement management and plan administration
- [[legal]] — Terms, privacy policy, and data processing terms