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This page is only relevant for users with administrative privileges. Regular users won’t have access to these tools.
Admin tools provide platform administrators with powerful capabilities to monitor system health, manage users, view analytics, and maintain the Freiya platform. ++IMAGE: Admin dashboard overview showing key metrics cards (total users, active subscriptions, system health), navigation menu, and recent activity feed++

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Accessing admin tools

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Admin authentication

Admin access is restricted and requires special privileges: Access requirements:
  • User account with admin role
  • Valid authentication token
  • Admin flag enabled in user record
Access path: Navigate to /internal-tools or click Admin in the user menu (if you have permissions)
If you don’t see the Admin option, you don’t have administrative privileges. Contact your system administrator.

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Admin route protection

The admin section is protected by:
  • Server-side role verification
  • JWT token validation with admin claim
  • Middleware authentication checks
  • Separate routing (ProtectedAdminRoute component)

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Admin dashboard

The main dashboard provides an at-a-glance view of platform status.

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Key metrics

User statistics:
  • Total registered users
  • Active users (last 30 days)
  • New signups today/week/month
  • User growth rate
  • Churn rate
Subscription metrics:
  • Active subscriptions by tier
  • Monthly recurring revenue (MRR)
  • Conversion rate (Free to paid)
  • Subscription changes (upgrades/downgrades)
  • Failed payments
Usage statistics:
  • Total papers in system
  • Total chats created
  • AI messages sent today
  • API calls (if applicable)
  • Active sessions
System health:
  • Database status
  • Vector store status
  • AI model availability
  • Error rate (last 24h)
  • Response times
++IMAGE: Admin dashboard metrics section showing cards with numbers, charts, and trend indicators (up/down arrows) for each metric category++

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Recent activity feed

Real-time stream of platform events:
  • New user registrations
  • Subscription changes
  • Payment events
  • Error alerts
  • System warnings
Each event shows:
  • Timestamp
  • Event type
  • User (if applicable)
  • Details
  • Status/severity

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Views panel

Located at /internal-tools/views, provides detailed data views.

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User management view

Comprehensive user administration: User list features:
  • Searchable user database
  • Filter by subscription tier
  • Filter by registration date
  • Filter by activity status
  • Sort by various criteria
++IMAGE: User management table showing columns for user ID, name, email, subscription tier, signup date, last active, and action buttons++ Per-user actions:
  • View full user profile
  • Check subscription status
  • View usage statistics
  • Reset password (send email)
  • Suspend account
  • Delete account
  • Override subscription limits
  • Grant/revoke admin privileges
Bulk actions:
  • Export user list (CSV, JSON)
  • Send announcements
  • Apply tier changes
  • Extend trials

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Subscription analytics view

Deep dive into subscription data: Metrics displayed:
  • Revenue by tier
  • Subscription distribution (pie chart)
  • Churn analysis
  • Lifetime value (LTV) by tier
  • Conversion funnel
  • Payment success rate
Filters:
  • Date range
  • Subscription tier
  • Subscription status (active, cancelled, expired)
  • Payment status
Export options:
  • Revenue reports
  • Subscription lists
  • Churn analysis
  • Custom date ranges

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Usage analytics view

Understand how users engage with Freiya: AI usage:
  • Messages per model type
  • Most used models
  • Usage by tier
  • Peak usage times
  • Boost consumption
Paper statistics:
  • Papers added per day/week/month
  • Average papers per user by tier
  • Most saved papers
  • DOI vs manual vs upload ratios
  • PDF view statistics
Feature usage:
  • Chat feature engagement
  • PDF viewer sessions
  • Collection usage
  • Institution search queries
  • Export frequencies
++IMAGE: Usage analytics dashboard showing line charts for AI usage over time, bar charts for feature engagement, and heatmap for peak usage times++

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Content view

Platform-wide content statistics: Papers in system:
  • Total unique papers
  • Papers by field/topic
  • Most cited papers
  • Most saved by users
  • Citation distribution
  • Open access percentage
Institutions:
  • Total institutions indexed
  • Most researched institutions
  • Geographic distribution
  • Collaboration networks
Popular content:
  • Trending research areas
  • Most active topics
  • Growing fields

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Performance view

Technical performance metrics: API performance:
  • Response times by endpoint
  • Slowest endpoints
  • Error rates
  • Timeout occurrences
  • Rate limit hits
Database performance:
  • Query performance
  • Slow queries
  • Connection pool status
  • Storage usage
  • Index efficiency
Vector store:
  • Query latency
  • Index size
  • Memory usage
  • Failed operations
  • Indexing queue
External services:
  • Semantic Scholar API status
  • OpenAI API response times
  • Stripe API health
  • Email delivery rates
++IMAGE: Performance dashboard showing response time graphs, error rate charts, and service status indicators (green/yellow/red dots)++

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System health monitoring

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Real-time status

Monitor critical systems: Services monitored:
  1. PostgreSQL database
    • Connection status
    • Query performance
    • Storage capacity
    • Backup status
  2. Qdrant vector store
    • Cluster health
    • Index count
    • Query latency
    • Memory usage
  3. AI models
    • OpenAI API status
    • Google AI status
    • Response times
    • Error rates
    • Rate limits
  4. Stripe payments
    • API connectivity
    • Webhook delivery
    • Payment success rate
  5. Email service
    • SMTP status
    • Delivery rate
    • Bounce rate
++IMAGE: System Health panel showing service cards with status indicators, uptime percentages, and key metrics for each service++

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Alerts and notifications

Alert types:
  • Critical: Service down, data loss risk
  • Warning: Performance degradation, approaching limits
  • Info: Routine events, scheduled maintenance
Alert delivery:
  • In-dashboard notifications
  • Email to admin team
  • Slack/Discord webhooks (configurable)
  • SMS for critical alerts (optional)

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Health check endpoints

Technical monitoring via API: 
GET /api/health
GET /api/health/database
GET /api/health/vectorstore
GET /api/health/ai-models
Useful for external monitoring tools (Datadog, New Relic, etc.)

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User management

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Individual user actions

View user profile:
  • Complete account information
  • Subscription history
  • Usage statistics
  • Activity log
  • Papers and chats count
Manage subscription:
  • Override subscription status
  • Extend trial periods
  • Grant temporary upgrades
  • Apply discounts manually
  • Cancel subscriptions
Account actions:
  • Reset password (send email)
  • Verify email manually
  • Suspend account
  • Delete account
  • Merge duplicate accounts
Usage management:
  • View message usage per model
  • Check boost balance
  • Grant bonus boosts
  • Reset limits manually
  • Override tier restrictions

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Bulk operations

Mass actions:
  • Export user lists with filters
  • Send platform announcements
  • Apply promotional credits
  • Force password resets (security)
  • Migrate subscription tiers
Use cases:
  • Holiday promotions
  • Security incidents
  • Feature migrations
  • Billing corrections

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Audit logs

Track all administrative actions and system events.

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Log types

User actions:
  • Account creation/deletion
  • Login attempts (success/failure)
  • Password changes
  • Email verification
Admin actions:
  • User modifications
  • Subscription changes
  • System configuration updates
  • Data exports
System events:
  • Errors and exceptions
  • Performance issues
  • Security events
  • Scheduled tasks
Payment events:
  • Successful payments
  • Failed payments
  • Refunds
  • Disputes

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Log details

Each log entry includes:
  • Timestamp (precise to millisecond)
  • Event type and category
  • User ID (if applicable)
  • Admin ID (for admin actions)
  • IP address
  • User agent
  • Before/after state (for changes)
  • Success/failure status
  • Error messages (if any)
++IMAGE: Audit log table showing columns for timestamp, event type, user, action taken, status, and “View Details” button++

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Log search and filtering

Filter options:
  • Date range
  • Event type
  • User ID
  • Admin ID
  • Success/failure
  • Severity level
Search:
  • Full-text search across logs
  • Field-specific queries
  • Regular expression support
Export:
  • Download filtered logs as CSV/JSON
  • Compliance reports
  • Security audits

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Configuration management

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Platform settings

Feature flags:
  • Enable/disable features globally
  • A/B testing configurations
  • Gradual rollout controls
  • Emergency shutoffs
Usage limits:
  • Adjust tier limits
  • Set global rate limits
  • Configure API quotas
  • Throttling thresholds
Model availability:
  • Enable/disable AI models
  • Set model priorities
  • Configure fallbacks
  • Adjust token limits

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Email templates

Manage email content:
  • Welcome emails
  • Verification emails
  • Password reset emails
  • Billing notifications
  • Feature announcements
Template editor:
  • HTML and plain text versions
  • Variable substitution
  • Preview before sending
  • Version history

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Pricing configuration

Subscription tiers:
  • Adjust prices
  • Modify features per tier
  • Create promotional tiers
  • Grandfather old plans
Price changes typically affect new subscriptions only. Existing subscriptions maintain their pricing until renewal.

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Database administration

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Direct database access

Database operations are powerful and dangerous. Always backup before making changes.
Available operations:
  • View table schemas
  • Run SELECT queries
  • Execute migrations
  • Database backups
  • Restore from backup
Safety features:
  • Read-only mode option
  • Transaction support
  • Automatic backups before changes
  • Confirmation prompts
  • Audit logging of all queries

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Data cleanup

Maintenance tasks:
  • Remove orphaned records
  • Clean up expired sessions
  • Archive old data
  • Optimize indexes
  • Vacuum database
Scheduled maintenance:
  • Automated cleanup jobs
  • Backup schedules
  • Index rebuilds
  • Statistics updates

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Analytics and reporting

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Custom reports

Report builder:
  • Select metrics
  • Choose date ranges
  • Apply filters
  • Set grouping
  • Configure visualization
Report types:
  • User growth
  • Revenue analysis
  • Feature adoption
  • Performance trends
  • Error reports
Delivery:
  • Email delivery
  • Schedule automated reports
  • Export as PDF/Excel
  • Dashboard widgets

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Data export

Export capabilities:
  • Full database exports
  • Filtered data exports
  • User data (GDPR compliance)
  • Analytics data
  • Audit logs
Formats:
  • CSV (for spreadsheets)
  • JSON (for processing)
  • SQL dumps (for backups)
  • PDF (for reports)

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Security features

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Security monitoring

Track security events:
  • Failed login attempts
  • Unusual access patterns
  • API abuse
  • Potential attacks
  • Data breach attempts
Automated responses:
  • Rate limiting
  • IP blocking
  • Account suspension
  • Alert generation

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Access control

Admin roles:
  • Super admin (full access)
  • User admin (user management only)
  • Analytics viewer (read-only)
  • Support admin (limited actions)
Permission management:
  • Grant/revoke permissions
  • Role-based access control
  • Audit permission changes
  • Temporary elevated access

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Troubleshooting

Verify:
  • You have admin role in database
  • JWT token includes admin claim
  • Not using cached/old token
  • Correct URL: /internal-tools
  • Check with super admin if issue persists
Possible causes:
  • Cache not refreshed (wait or force refresh)
  • Background jobs not running
  • Database connection issues
  • Check system health dashboard
Check:
  • Your admin permissions level
  • User isn’t another admin (requires super admin)
  • Database write access
  • No conflicting operations
Verify:
  • Logging is enabled in config
  • Database has audit_logs table
  • Sufficient storage space
  • No log rotation issues

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Best practices

Review regularly

Check dashboard daily for anomalies

Monitor alerts

Act on critical alerts immediately

Backup first

Always backup before major changes

Audit actions

Review audit logs weekly

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Admin workflow

Daily:
  • Check dashboard metrics
  • Review critical alerts
  • Monitor system health
  • Check failed payments
Weekly:
  • Review user growth
  • Analyze usage trends
  • Check audit logs
  • Performance review
Monthly:
  • Generate reports
  • Review security logs
  • Plan capacity
  • Update documentation

Keyboard shortcuts

Admin panel shortcuts for faster workflow

Subscription tiers

Understand tier features for user management

Settings

Regular user settings (non-admin)
Admin support: For technical questions about admin tools, contact the development team or refer to internal documentation.