Administrative Tools

​

What are Administrative Tools?

Administrative Tools give you complete control over your SamSearch organization. As an administrator, you can:

• Manage Users: Add, remove, and configure team members
• Control Permissions: Set access levels and feature permissions
• Monitor Usage: Track team activity and system usage
• Configure Settings: Customize organization-wide preferences
• Manage Billing: Control subscription and payment settings

​

Admin Capabilities

Administrators have access to:

1. User Management: Full control over team member accounts
2. Permission Control: Granular access control for all features
3. System Monitoring: Real-time system status and performance
4. Security Management: Account security and compliance settings
5. Billing Administration: Subscription and payment management

​

User Management

​

Adding New Users

Invite team members to join your organization:

​

Invitation Process

1. Access Admin Panel: Go to the Admin tab in your account
2. Invite New User: Click “Invite New User” button
3. Enter Details: Provide email address and basic information
4. Set Permissions: Choose initial permission level
5. Send Invitation: Send email invitation to the user
6. User Acceptance: User accepts invitation and creates account

​

Required Information

• Email Address: User’s primary email address
• Full Name: User’s complete legal name
• Job Title: User’s role in the organization
• Department: User’s department or team
• Initial Permissions: Starting access level

​

User Roles & Permissions

Define different access levels for team members:

​

Role Types

• Administrator: Full system access and control
• Manager: Team management and oversight capabilities
• User: Standard user with assigned permissions
• Viewer: Read-only access to specific features
• Guest: Limited access for temporary users

​

Permission Categories

• Search & Discovery: Access to search features and saved searches
• Leads Management: Ability to save and manage opportunities
• Journey Management: Access to journey tracking and management
• Proposal Generation: Use of AI proposal tools
• Document Management: Upload and manage documents
• Team Collaboration: Share and collaborate with team members
• Analytics & Reporting: Access to performance metrics
• System Settings: Modify account and system preferences

​

User Configuration

Customize individual user settings:

​

Account Settings

• Profile Information: Update user profile details
• Contact Information: Manage user contact details
• Preferences: Set user-specific preferences
• Notifications: Configure notification preferences
• Security Settings: Manage user security options

​

Feature Access

• Feature Permissions: Enable or disable specific features
• Data Access: Control what data users can see
• Sharing Permissions: Manage data sharing capabilities
• Export Permissions: Control data export capabilities
• Integration Access: Manage third-party integrations

​

Permission Management

​

Permission Levels

Implement a hierarchy of access control:

​

Administrator Permissions

• Full System Access: Access to all features and data
• User Management: Add, remove, and configure users
• System Configuration: Modify organization settings
• Billing Management: Control subscription and payments
• Security Administration: Manage security policies

​

Manager Permissions

• Team Oversight: Monitor team member activity
• Limited User Management: Basic user administration
• Performance Monitoring: Track team performance
• Resource Allocation: Manage team resources
• Reporting Access: Generate team reports

​

User Permissions

• Feature Access: Use assigned features and tools
• Data Management: Manage assigned data and content
• Collaboration: Work with team members
• Personal Settings: Configure personal preferences
• Limited Reporting: Access to personal performance data

​

Permission Assignment

Strategically assign permissions based on roles:

​

Role-Based Access

• Define Roles: Create standard role definitions
• Assign Permissions: Map permissions to roles
• User Assignment: Assign users to appropriate roles
• Permission Review: Regularly review and update permissions
• Audit Trail: Track permission changes and assignments

​

Custom Permissions

• Individual Overrides: Customize permissions for specific users
• Temporary Access: Grant temporary access for specific needs
• Project-Based Access: Assign permissions based on projects
• Time-Limited Access: Set expiration dates for permissions
• Conditional Access: Grant access based on specific conditions

​

System Monitoring

​

User Activity Tracking

Monitor how your team uses the platform:

​

Activity Metrics

• Login Activity: Track user login patterns
• Feature Usage: Monitor which features are used most
• Search Activity: Track search patterns and results
• Document Activity: Monitor document uploads and usage
• Collaboration Activity: Track team interactions

​

Performance Monitoring

• User Performance: Monitor individual user productivity
• Feature Adoption: Track how well features are adopted
• System Usage: Monitor overall system utilization
• Response Times: Track system performance metrics
• Error Rates: Monitor system errors and issues

​

Usage Analytics

Analyze platform usage patterns:

​

Usage Reports

• Daily Activity: Track daily user activity
• Weekly Trends: Identify weekly usage patterns
• Monthly Analysis: Comprehensive monthly usage review
• Quarterly Review: Strategic quarterly analysis
• Annual Assessment: Year-over-year performance comparison

​

Performance Insights

• Efficiency Metrics: Measure team productivity
• Feature Utilization: Identify underused features
• Training Needs: Identify areas requiring training
• Optimization Opportunities: Find ways to improve usage
• ROI Analysis: Measure platform return on investment

​

Security Management

​

Account Security

Protect your organization’s data and accounts:

​

Security Policies

• Password Requirements: Set strong password policies
• Two-Factor Authentication: Require 2FA for all users
• Session Management: Control active session limits
• Access Restrictions: Limit access by location or device
• Security Monitoring: Monitor for suspicious activity

​

Compliance Management

• Data Protection: Ensure data privacy compliance
• Audit Logging: Maintain comprehensive audit trails
• Access Reviews: Regular permission reviews
• Security Training: Provide security awareness training
• Incident Response: Plan for security incidents

​

Data Protection

Safeguard sensitive information:

​

Data Access Control

• Data Classification: Categorize data by sensitivity
• Access Levels: Control access based on data classification
• Data Sharing: Manage data sharing permissions
• Export Controls: Control data export capabilities
• Data Retention: Manage data retention policies

​

Privacy Management

• User Privacy: Protect user personal information
• Data Minimization: Collect only necessary data
• Consent Management: Manage user consent preferences
• Data Portability: Support data export requests
• Privacy Audits: Regular privacy compliance reviews

​

Billing Administration

​

Subscription Management

Control your organization’s subscription:

​

Plan Management

• Current Plan: View current subscription details
• Plan Changes: Upgrade or downgrade plans
• User Limits: Manage user count limits
• Feature Access: Control feature availability
• Usage Monitoring: Track subscription usage

​

Payment Management

• Payment Methods: Manage payment options
• Billing Information: Update billing details
• Invoice Management: Access and manage invoices
• Payment History: Track payment transactions
• Tax Management: Handle tax-related billing

​

Cost Optimization

Maximize the value of your subscription:

​

Usage Analysis

• Feature Utilization: Identify most and least used features
• User Efficiency: Measure user productivity
• Cost Per User: Calculate cost per team member
• ROI Analysis: Measure subscription return on investment
• Optimization Opportunities: Find ways to reduce costs

​

Plan Optimization

• Feature Requirements: Assess actual feature needs
• User Scaling: Plan for team growth
• Cost Comparison: Compare plan costs and benefits
• Custom Solutions: Explore enterprise options
• Negotiation: Work with sales for better pricing

​

Getting Help

​

Admin Support

If you need help with administrative tools:

1. Check the Help Button: Use the help icon for guided tours
2. Review Documentation: Refer to this guide for detailed information
3. Contact Support: Reach out to our support team
4. Watch Tutorials: Access video guides and demonstrations

​

Common Questions

Q: How many administrators can I have? A: You can have multiple administrators, but we recommend limiting to 2-3 for security reasons. Q: Can I customize user permissions beyond the standard roles? A: Yes, you can create custom permission sets for specific users or situations. Q: How do I monitor user activity? A: Use the Admin panel to view user activity reports and analytics. Q: Can I restrict access to specific features? A: Yes, you can enable or disable specific features for individual users or roles. Q: How do I handle user departures? A: Use the Admin panel to deactivate user accounts and transfer their data as needed. Q: Can I export user data for compliance purposes? A: Yes, you can export user activity and data for audit and compliance needs. Q: How do I manage billing for multiple users? A: Use the Admin panel to manage your subscription and add/remove users as needed. Q: What security features are available for administrators? A: Administrators have access to comprehensive security controls including 2FA, access restrictions, and audit logging. Administrative tools give you complete control over your SamSearch organization. Use them effectively to manage your team, ensure security, and optimize your platform usage!