Admin Controls

Comprehensive administrative controls for managing your Verk organization. Configure settings, manage users, monitor system health, and maintain compliance.

Admin Dashboard Overview

The Admin Dashboard provides centralized control over your organization:

Access: Settings → Admin Dashboard (Admin role required)

Key Sections:

• User Management - Control user access and roles
• System Settings - Configure organization-wide settings
• Usage & Billing - Monitor consumption and costs
• Audit Logs - Track all system activities
• Integrations - Manage external connections
• Security - Configure security policies

User Management

Managing Organization Members

View All Members

1. Navigate to Settings → Members
2. View member list with:

• Name and email
• Role (Admin, Member, Guest)
• Join date
• Last activity
• Status (Active, Invited, Suspended)

Add New Members

1. Click "+ Invite Member"
2. Enter email address
3. Select role:
 - Admin: Full system access
 - Member: Standard user access
 - Guest: Limited read-only access
4. Optional: Add to specific projects
5. Click "Send Invitation"

Bulk Member Import

1. Settings → Members → Import
2. Download CSV template
3. Fill in member details:
 - Email (required)
 - First Name
 - Last Name
 - Role
 - Projects (comma-separated IDs)
4. Upload CSV file
5. Review import preview
6. Click "Import Members"

Role-Based Access Control

Admin Role

Permissions:

• Full system access
• Manage all users and roles
• Configure organization settings
• Access billing and usage data
• View and export audit logs
• Delete organization

Member Role

Permissions:

• Create and manage own tasks
• Create projects (if enabled)
• Invite other members (if enabled)
• Access assigned projects
• Comment and collaborate
• Upload files

Guest Role

Permissions:

• View-only access to assigned projects
• Comment on tasks (if enabled)
• Cannot create or delete anything
• Cannot invite members
• Limited file access

Custom Roles

Create Custom Role

1. Settings → Roles → Create Custom Role
2. Configure:
 - Role name
 - Description
 - Base permissions:
  * Tasks: Create, Read, Update, Delete
  * Projects: Create, Read, Update, Delete
  * Comments: Create, Read, Update, Delete
  * Files: Upload, Download, Delete
  * Members: View, Invite, Manage
  * Settings: View, Edit
3. Set project-level permissions
4. Save role

Example Custom Roles:

Project Manager

• Create and manage projects
• Assign tasks to team members
• View team analytics
• Cannot access billing or security settings

Contractor

• Access specific projects only
• Create and complete tasks
• Cannot invite members
• Cannot access organization settings

Managing User Accounts

Edit User Details

1. Settings → Members → Select user
2. Edit:
 - Name and email
 - Role assignment
 - Project access
 - Custom fields
3. Save changes

Suspend User Account

1. Select user → Actions → Suspend
2. Confirm suspension
3. User loses access immediately
4. Tasks remain assigned
5. Can reactivate later

Remove User

1. Select user → Actions → Remove
2. Choose reassignment option:
 - Reassign all tasks to another user
 - Leave tasks unassigned
 - Delete user's tasks
3. Confirm removal
4. User removed from organization

Reactivate Suspended User

1. Filter members by "Suspended"
2. Select user → Actions → Reactivate
3. Confirm reactivation
4. User regains previous access

System Settings

Organization Configuration

General Settings

Settings → Organization → General

Configure:
- Organization name
- Organization ID (read-only)
- Default language
- Time zone
- Date format (MM/DD/YYYY, DD/MM/YYYY, etc.)
- Week start day (Sunday/Monday)

Branding

Settings → Organization → Branding

Customize:
- Organization logo (PNG, 200x200px recommended)
- Favicon
- Primary color
- Secondary color
- Accent color
- Custom domain (Enterprise only)

Email Settings

Settings → Organization → Email

Configure:
- From name
- From email address
- Reply-to address
- Email footer text
- Email notifications toggle
- Digest frequency (Daily, Weekly, Never)

Project Settings

Default Project Settings

Settings → Projects → Defaults

Configure:
- Default project view (List, Board, Calendar, Table)
- Default task status columns
- Default priority levels
- Default custom fields
- Auto-archive completed projects after X days

Project Creation Permissions

Settings → Projects → Permissions

Options:
- Any member can create projects
- Only admins can create projects
- Only specific roles can create projects
- Require approval for new projects

Task Configuration

Task Defaults

Settings → Tasks → Defaults

Configure:
- Default task status (To Do, In Progress, Done)
- Default priority (Low, Medium, High)
- Auto-assign new tasks to creator
- Default due date offset
- Task ID format (TASK-001, T-001, etc.)

Custom Task Statuses

Settings → Tasks → Statuses → Create Status

Add custom statuses:
- Status name
- Color code
- Status type (Open, In Progress, Closed)
- Order in workflow
- Transition rules

Task Automation Rules

Settings → Automation → Create Rule

Example rules:
1. Auto-assign high priority tasks to specific users
2. Send notification when task is overdue
3. Move completed tasks to archive after 30 days
4. Require approval for high-value tasks
5. Auto-tag tasks based on keywords

Usage & Monitoring

Usage Analytics

Organization Overview

Dashboard → Analytics

View metrics:
- Total users (active vs. inactive)
- Total tasks (by status)
- Total projects (active vs. archived)
- Storage used / available
- API calls (current month)
- Active integrations
- AI agent interactions

User Activity

Analytics → Users

Track per user:
- Last login date
- Tasks created this month
- Tasks completed this month
- Comments posted
- Files uploaded
- Time spent (if tracking enabled)

Project Analytics

Analytics → Projects

View per project:
- Task completion rate
- Average time to complete
- Overdue tasks count
- Active members
- Storage used
- Activity timeline

Billing & Subscription

Current Plan

Settings → Billing → Plan

View:
- Current plan (Free, Pro, Enterprise)
- Billing cycle (Monthly, Annual)
- Seats used / available
- Next billing date
- Payment method

Usage Limits

Settings → Billing → Usage

Monitor limits:
- Users: X / Y
- Storage: X GB / Y GB
- API calls: X / Y per month
- AI agent messages: X / Y per month
- Projects: X / Y (Free plan only)
- Integrations: X / Y

Upgrade Plan

1. Settings → Billing → Upgrade
2. Select new plan
3. Review pricing and features
4. Enter payment information
5. Confirm upgrade
6. Access unlocked immediately

Download Invoices

Settings → Billing → Invoices
- View all past invoices
- Download as PDF
- Email to accounting

Audit Logs

Activity Tracking

View Audit Logs

Settings → Security → Audit Logs

Filter by:
- Date range
- User
- Action type (Create, Update, Delete, Login, etc.)
- Resource type (Task, Project, User, etc.)
- IP address

Common Audit Events

User Actions:

• User login / logout
• User created / updated / deleted
• Role changed
• Password reset
• MFA enabled / disabled

Task Actions:

• Task created / updated / deleted
• Task assigned / unassigned
• Status changed
• Priority changed
• Comment added

Project Actions:

• Project created / updated / deleted
• Project archived / unarchived
• Member added / removed
• Settings changed

System Actions:

• Integration connected / disconnected
• Webhook created / updated / deleted
• API key created / revoked
• Settings changed
• Data exported

Export Audit Logs

1. Settings → Security → Audit Logs
2. Apply filters
3. Click "Export"
4. Choose format:
 - CSV
 - JSON
 - PDF report
5. Logs emailed to admin

Audit Log Retention:

• Free: 30 days
• Pro: 1 year
• Enterprise: Unlimited

Integration Management

Connected Integrations

View Integrations

Settings → Integrations

See all connected:
- Integration name
- Status (Active, Error, Paused)
- Last sync date
- Data synced
- Settings

Configure Integration

1. Select integration
2. Configure settings:
 - Sync direction (One-way, Two-way)
 - Sync frequency (Real-time, Hourly, Daily)
 - Field mapping
 - Filters and rules
3. Test connection
4. Save settings

Disconnect Integration

1. Select integration → Disconnect
2. Choose data handling:
 - Keep synced data
 - Delete synced data
 - Archive synced data
3. Confirm disconnection

API Key Management

Create API Key

1. Settings → API Keys → Create
2. Configure:
 - Key name
 - Permissions (Read, Write, Delete)
 - Resources (Tasks, Projects, Users, etc.)
 - Rate limit
 - Expiration date (optional)
3. Copy key (shown once!)
4. Store securely

Revoke API Key

1. Settings → API Keys
2. Select key → Revoke
3. Confirm revocation
4. Key disabled immediately

API Key Best Practices:

• Use separate keys for each integration
• Set appropriate permissions (principle of least privilege)
• Rotate keys quarterly
• Monitor key usage
• Revoke unused keys

Webhook Management

View Webhooks

Settings → Webhooks

See all webhooks:
- URL
- Events subscribed
- Status (Active, Failed)
- Last delivery
- Success rate

Test Webhook

1. Select webhook
2. Click "Send Test"
3. View test payload
4. Check endpoint received data
5. View response

Security Controls

Authentication Settings

Password Policy

Settings → Security → Password Policy

Configure:
- Minimum length (8-32 characters)
- Require uppercase letters
- Require numbers
- Require special characters
- Password expiration (days)
- Prevent password reuse (last X passwords)

Multi-Factor Authentication

Settings → Security → MFA

Options:
- Require MFA for all users
- Require MFA for admins only
- Optional MFA
- Allowed MFA methods:
 * Authenticator apps (TOTP)
 * SMS (if enabled)
 * Hardware keys (Enterprise)

Session Management

Settings → Security → Sessions

Configure:
- Session timeout (minutes of inactivity)
- Maximum session duration (hours)
- Concurrent sessions allowed
- Remember device (days)

IP Whitelisting

Configure IP Whitelist (Enterprise only)

1. Settings → Security → IP Whitelist
2. Click "+ Add IP Range"
3. Enter:
 - IP address or CIDR range
 - Description
 - Enabled status
4. Save
5. Users outside whitelist blocked

Common Use Cases:

• Office network only
• VPN endpoints
• Cloud provider IPs
• Partner organizations

Data Export Controls

Data Export Settings

Settings → Security → Data Export

Configure:
- Allow data export
- Require approval for exports
- Allowed formats (CSV, JSON, PDF)
- Export audit logging
- Retention policy for exports

Approve Export Request

1. Dashboard → Pending Approvals
2. Review export request:
 - Requested by
 - Data type
 - Date range
 - Justification
3. Approve or Deny
4. Requester notified

System Maintenance

Storage Management

View Storage Usage

Settings → Storage

Breakdown by:
- Files: X GB
- Task attachments: X GB
- Project files: X GB
- User avatars: X MB
- System data: X MB

Clean Up Storage

Options:
1. Delete files from archived projects
2. Remove orphaned files
3. Compress old files
4. Delete files older than X days
5. Clear temp files

Storage Alerts

Settings → Storage → Alerts

Configure:
- Alert at 80% usage
- Alert at 90% usage
- Weekly usage report
- Notification recipients

Performance Monitoring

System Health Dashboard

Admin → System Health

Monitor:
- API response time
- Database performance
- WebSocket connections
- Queue processing
- Error rates
- Uptime percentage

Performance Alerts

Settings → Monitoring → Alerts

Configure alerts for:
- High error rate (>1%)
- Slow response time (>2s)
- High memory usage (>80%)
- Queue backlog (>1000)
- Failed webhooks (>10%)

Compliance Features

Data Privacy

GDPR Compliance

Settings → Privacy → GDPR

Features:
- Data export for users
- Right to deletion
- Consent management
- Data processing agreements
- Privacy policy display

User Data Export

1. User requests data export
2. Admin reviews request
3. System generates export:
 - All tasks created/assigned
 - All comments
 - All files uploaded
 - Activity history
 - Personal information
4. Delivered via secure download link
5. Link expires after 48 hours

User Data Deletion

1. User requests account deletion
2. Admin reviews request
3. Choose deletion type:
 - Full deletion (all data removed)
 - Anonymization (data retained, identity removed)
4. 30-day grace period
5. Data permanently deleted
6. Confirmation sent

Compliance Reporting

Generate Compliance Report

1. Settings → Compliance → Reports
2. Select report type:
 - Security audit
 - Data processing
 - User access
 - API usage
 - Data retention
3. Choose date range
4. Generate report
5. Download or schedule delivery

Troubleshooting

Common Admin Issues

Users Can't Log In

Check:
1. Account status (not suspended)
2. Password reset needed
3. MFA issues
4. IP whitelist (if enabled)
5. Email verification status

Integration Not Syncing

Troubleshoot:
1. Check integration status
2. Verify credentials
3. Test API connection
4. Review error logs
5. Check rate limits
6. Verify permissions

High API Usage

Investigate:
1. View API usage by key
2. Identify high-volume endpoints
3. Check for errors causing retries
4. Review integration sync frequency
5. Optimize API calls
6. Consider rate limit increases

Storage Full

Solutions:
1. Upgrade plan
2. Delete old files
3. Archive completed projects
4. Compress large files
5. Review storage usage by project
6. Implement retention policies

Best Practices

User Management

Regular Audits

• Review user list monthly
• Remove inactive users
• Verify role assignments
• Check guest access
• Update permissions

Onboarding Process

• Standard invitation template
• Role assignment guidelines
• Initial project assignment
• Training resources
• Welcome email

Offboarding Process

• Suspend account immediately
• Reassign critical tasks
• Export user data if needed
• Remove after 30 days
• Document process

Security

Regular Security Reviews

• Audit user permissions monthly
• Review API key usage
• Check failed login attempts
• Monitor suspicious activity
• Update security policies

Access Control

• Principle of least privilege
• Regular role reviews
• Time-limited guest access
• MFA enforcement
• Strong password requirements

System Health

Monitoring

• Check dashboards daily
• Review error logs weekly
• Monitor performance metrics
• Track storage usage
• Review audit logs

Maintenance

• Clean up old data quarterly
• Archive completed projects
• Review integrations monthly
• Update API keys quarterly
• Test backups regularly

Related Documentation

• Security & Compliance - Security best practices
• Backup & Recovery - Data backup procedures
• Data Migration - Import/export data
• API Keys - API authentication

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Need admin help? Contact enterprise support for assistance.