Administration
Manage your organization, users, permissions, and billing with comprehensive administrative controls.
Overview
The Administration section provides tools for managing your organization's setup, team members, access controls, and subscription. Whether you're setting up a new organization or managing an existing team, you'll find everything you need here.
Administrative Capabilities
As an administrator, you can:
Manage Organization Settings: Configure company-wide preferences and policies
Add and Remove Users: Control who has access to your organization
Assign Roles & Permissions: Define what users can see and do
Create User Groups: Organize users for easier permission management
Control Agent Access: Determine who can use specific agents
Monitor Usage & Billing: Track consumption and manage subscriptions
Configure Security Settings: Enforce authentication and security policies
Administration Topics
Configure company-wide settings and preferences that apply to your entire organization.
Key Settings:
Organization name and branding
Default language and timezone
Data retention policies
Security policies (MFA requirements, session timeouts)
Integration configurations
Feature flags and access controls
Common Tasks:
Update organization profile
Configure SSO settings
Set data retention rules
Enable/disable features
Add, remove, and manage users within your organization.
Capabilities:
Invite new users via email
Bulk user import from CSV
Deactivate or remove users
View user activity and last login
Reset user passwords
Manage user profiles
User Lifecycle:
Invitation: Send email invites to new users
Onboarding: Users complete registration
Active Use: Monitor activity and engagement
Offboarding: Deactivate accounts when users leave
Control what users can do within the platform using role-based access control.
Built-in Roles:
Admin: Full organizational control
Manager: Can manage users and agents
Member: Can create and use agents
Viewer: Read-only access
Permission Areas:
Agent creation and management
Data source connections
User management
Organization settings
Billing and usage
Analytics and reports
Custom Roles (Enterprise): Create tailored roles with specific permissions for your organization's needs.
Organize users into groups for easier permission management and collaboration.
Group Features:
Create department, team, or project-based groups
Assign multiple users to a group at once
Grant group-level access to agents and data
Manage group membership
Use Cases:
By Department: Sales, Support, Engineering groups
By Project: Assign agent access to project teams
By Region: Regional teams with localized data access
By Function: Admins, content creators, analysts
Benefits:
Simplified permission management
Easier onboarding for new team members
Better collaboration within teams
Clearer organizational structure
Control who can access, use, and modify specific agents.
Access Levels:
Private: Only the creator can access
Group: Specific groups or users can access
Organization: All organization members can access
Public: Shared via Agent Hub (with restrictions)
Permission Types:
View: See the agent and its configuration
Use: Query the agent
Edit: Modify agent settings and prompts
Manage: Full control including deletion
Advanced Controls:
Data source-level permissions
Query filtering based on user attributes
Usage quotas per user or group
Audit logging of agent access
Monitor consumption, manage subscriptions, and control costs.
Usage Metrics:
Total queries per month
Active users
Token consumption (input/output)
Data storage usage
API calls
Billing Management:
View current plan and pricing
Upgrade or downgrade subscription
Add or remove seats
Set usage alerts and limits
Download invoices
Update payment methods
Cost Controls:
Set spending limits
Usage alerts at thresholds
Per-agent cost tracking
User or group quotas
Quick Start for Admins
Initial Setup (First-Time Admins)
Complete Organization Profile
Set organization name and logo
Configure timezone and regional settings
Set up SSO if needed (SSO Integration)
Invite Your Team
Add initial users (User Management)
Assign appropriate roles (User Permissions)
Create groups if needed (Group Management)
Configure Security
Enforce MFA if required (Security Best Practices)
Set password policies
Configure session timeouts
Review audit log settings
Set Up Billing
Choose your plan (Billing & Usage)
Add payment method
Set usage alerts
Create Initial Agents
Build your first agent (Creating Your First Agent)
Connect data sources (Data Integrations)
Set agent permissions (Agent Permissions)
Ongoing Administration Tasks
Daily/Weekly:
Monitor usage and costs
Review audit logs for security issues
Respond to user access requests
Monthly:
Review and adjust user roles
Audit group memberships
Check billing and usage trends
Review agent performance metrics
Quarterly:
Conduct access reviews
Update security policies
Review and optimize costs
Plan for growth and scaling
Common Administrative Scenarios
Scenario 1: Onboarding a New Team Member
Invite User: Send invitation email
Assign Role: Grant appropriate permissions (usually "Member")
Add to Groups: Include in relevant team groups
Grant Agent Access: Share relevant agents or let them create their own
Provide Training: Share Quick Start Guide
Scenario 2: Employee Leaving Organization
Deactivate Account: Immediately revoke access
Transfer Ownership: Reassign their agents to another user
Audit Access: Review what data they accessed (audit logs)
Update Billing: Reduce seat count if applicable
Document: Record offboarding for compliance
Scenario 3: Reorganizing Team Structure
Plan New Structure: Define new groups and permissions
Create New Groups: Set up groups for new structure
Migrate Users: Move users to appropriate groups
Update Agent Permissions: Align agent access with new structure
Communicate Changes: Notify affected users
Scenario 4: Controlling Costs
Analyze Usage: Review Billing & Usage dashboard
Identify High Usage: Find expensive agents or users
Set Quotas: Limit usage where appropriate
Optimize Agents: Follow Cost Optimization guide
Monitor Impact: Track changes over time
Scenario 5: Improving Security Posture
Enable MFA: Require for all users
Review Permissions: Audit user roles and access
Configure SSO: Centralize authentication
Set Up Alerts: Monitor for security events
Train Users: Share Security Best Practices
Best Practices for Administrators
User Management
Principle of Least Privilege: Grant minimum necessary permissions
Regular Reviews: Audit access quarterly
Prompt Offboarding: Remove access immediately when users leave
Group-Based Access: Use groups instead of individual permissions
Document Decisions: Keep records of permission changes
Security
Enforce MFA: Require multi-factor authentication
Use SSO: Centralize identity management
Monitor Logs: Review audit logs regularly
Rotate Credentials: Regularly update API keys
Stay Informed: Subscribe to security bulletins
Cost Management
Set Budgets: Define monthly spending limits
Monitor Trends: Watch for unusual usage spikes
Optimize Agents: Regularly review and tune expensive agents
Use Quotas: Prevent runaway costs with limits
Plan for Growth: Budget for increased usage
Organizational
Clear Policies: Document usage policies and share with users
Regular Training: Keep team updated on new features
Communication: Announce changes that affect users
Support Process: Establish how users request access or help
Feedback Loop: Gather user feedback for improvements
Administrative Tools
Admin Dashboard
Central hub for all administrative tasks:
User overview and recent activity
Usage and billing summary
Security alerts and audit log highlights
Quick actions for common tasks
Audit Logs
Track all administrative actions:
User login and access events
Permission changes
Agent modifications
Data source connections
Billing changes
Export Options: CSV, JSON, SIEM integration (Enterprise)
Bulk Operations
Efficient management at scale:
Bulk user import from CSV
Bulk permission updates
Bulk agent sharing
Mass group membership changes
Reporting
Generate reports for:
Usage by user, team, or agent
Cost breakdown and trends
Security and compliance audits
Agent performance metrics
Integration with Other Systems
Identity Providers
Integrate with your existing identity management:
SSO: Okta, Azure AD, Google Workspace (SSO Integration)
SCIM: Automatic user provisioning (Enterprise)
LDAP: Directory synchronization (Enterprise)
IT Management Tools
Connect with your IT stack:
SIEM: Security event integration
MDM: Device management policies
Ticketing: ServiceNow, Jira integration
Monitoring: Datadog, New Relic integration
HR Systems
Automate user lifecycle:
Auto-provision from HR system
Automatic deactivation on departure
Role assignment based on job title
Group membership from org structure
Support for Administrators
Documentation
This Administration section
Developer API for automation
Training Resources
Admin onboarding guide
Video tutorials
Webinars on best practices
Certification program (Enterprise)
Support Channels
Standard Support: Email and ticket system
Priority Support: Phone and chat (Pro/Enterprise)
Dedicated CSM: Enterprise customers
Community Forum: Peer support and discussion
Professional Services
Available for Enterprise:
Implementation and setup assistance
Custom training for your team
Security and compliance review
Architecture consulting
Next Steps
For New Administrators
Set Up Your Organization: Start with Organization Settings
Add Your Team: Follow User Management guide
Configure Permissions: Review User Permissions & Roles
Secure Your Instance: Implement Security Best Practices
For Existing Administrators
Optimize Permissions: Audit with Group Management
Control Agent Access: Review Agent Permissions
Monitor Costs: Check Billing & Usage
Stay Informed: Review Changelog regularly
For Enterprise
Schedule Onboarding: Work with your customer success manager
Plan Integration: Review SSO and SCIM options
Custom Configuration: Discuss custom roles and features
Training: Schedule admin training sessions
Need help? Contact your customer success manager or [email protected].
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