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Admin & Management Features

Category: Administrative Tools
Target Users: Chatbot creators, administrators
Business Value: Complete control and flexibility

🎯 Overview

Comprehensive admin tools for managing chatbots, content, users, and system configuration. From the powerful chatbots management dashboard to system-wide prompt configuration.

🤖 Chatbot Management

Complete CRUD Operations

What it does:
Full lifecycle management of all your chatbots from a single dashboard.

Features:

1. Create Chatbot

  • 3 wizard flows (3D, Text, Voice)
  • Step-by-step configuration
  • Data source selection
  • Avatar/voice selection
  • Purpose configuration
  • Preview before deployment

2. View All Chatbots

  • Grid/list view toggle
  • Filter by type (3D/Text/Voice)
  • Search by name
  • Sort by date, type, status
  • Usage indicators
  • Quick stats per chatbot

3. Edit Chatbot

  • Update name/description
  • Change avatar/voice
  • Modify system prompts
  • Update knowledge base
  • Reconfigure settings
  • Real-time preview

4. Delete Chatbot

  • Soft delete (moves to trash)
  • Hard delete (permanent)
  • Confirmation required
  • Cascade delete (all chat history)

Technical:

  • Frontend: chatbots/page.tsx (1,827 lines - MOST COMPLEX PAGE)
  • Backend: chatbot-maintenance-service
  • State: 25+ state variables
  • Collections: chatbot_selections, trash_collection_name

Advanced Trash System

What it does:
Soft delete with recovery option - never lose chatbots accidentally.

Features:

Move to Trash:

  • Instant recovery option
  • 30-day retention (configurable)
  • Preserves all data
  • Conversation history retained
  • Settings saved

Restore from Trash:

  • One-click restore
  • Maintains project ID
  • Reactivates immediately
  • All data intact

Permanent Delete:

  • After 30 days (auto)
  • Or manual confirmation
  • Irreversible
  • Frees up plan limits

Benefits:

  • Accidental deletion protection
  • Clean up without commitment
  • Audit trail
  • Storage management

Technical:

  • Collection: trash_collection_name
  • Soft delete flag: deleted: true
  • Timestamp: deleted_at
  • Restore: Remove flag + update status

Duplicate Chatbot

What it does:
Clone existing chatbots to create variations quickly.

Use Cases:

  • A/B testing (same data, different prompts)
  • Multi-language versions
  • Department-specific variants
  • Backup before major changes

What's Duplicated:

  • Configuration
  • Data sources
  • System prompts
  • Avatar/voice settings

What's NOT Duplicated:

  • Chat history
  • Usage stats
  • Project ID (new ID generated)

Bulk Operations

What it does:
Manage multiple chatbots at once.

Actions:

  • Select multiple
  • Bulk delete (to trash)
  • Bulk status change (active/inactive)
  • Bulk export settings

UI:

  • Checkboxes for selection
  • "Select all" toggle
  • Action bar when items selected
  • Progress indicator

📝 Content Management

Knowledge Base Editor

What it does:
Direct editing of chatbot knowledge base content.

Features:

View Content:

  • See all data sources
  • Website URLs crawled
  • Uploaded files listed
  • Manual text entries
  • Q&A pairs

Edit Content:

  • Update existing Q&A
  • Add new entries
  • Remove outdated info
  • Modify text chunks
  • Re-crawl websites

Organize:

  • Tag/categorize content
  • Priority ranking
  • Archive old content
  • Version history

Technical:

  • Backend: client-data-collection-service
  • Collections: files, files_secondary
  • Milvus: Re-embed on changes

Q&A Management

What it does:
Add, edit, remove specific question-answer pairs.

Interface:

  • List view of all Q&A
  • Search/filter
  • Inline editing
  • Bulk upload (CSV/Excel)
  • Export capabilities

Validation:

  • Duplicate question detection
  • Answer quality check
  • Character limits
  • Format validation

⚙️ System Prompts

Global Prompt Management

What it does:
Configure system prompts that define chatbot behavior.

3 Agent Types:

1. Sales Agent

  • Goal: Drive conversions
  • Tone: Warm, persuasive
  • Response length: 100-150 characters
  • Features: Probing questions, form collection

2. Service Agent

  • Goal: Efficient support
  • Tone: Professional, empathetic
  • Response length: 170-200 characters
  • Features: Step-by-step solutions, troubleshooting

3. Informational Agent

  • Goal: Provide information
  • Tone: Professional, conversational
  • Response length: 200-300 characters
  • Features: Factual answers, policy explanations

Customization:

  • Edit default prompts
  • Create custom prompts
  • A/B test prompts
  • Version control

Technical:

  • Backend: systemprompt-service
  • Collection: system_prompts_user
  • Per-user customization available

Chatbot-Specific Prompts

What it does:
Override global prompts for individual chatbots.

Features:

  • Inherit from global OR custom
  • Personality traits
  • Tone of voice
  • Industry-specific language
  • Brand voice guidelines

Examples:

  • E-commerce: "Helpful shopping assistant"
  • Healthcare: "Compassionate patient support"
  • Tech: "Expert technical advisor"

👥 User Management

Account Administration

What it does:
Manage user accounts and permissions.

Features:

User Settings:

  • Profile information
  • Email/password update
  • Avatar upload
  • Preferences

Subscription Management:

  • View current plan
  • Usage statistics
  • Billing history
  • Upgrade/downgrade

Team Management (Enterprise):

  • Add team members
  • Assign roles (Admin, Editor, Viewer)
  • Permission management
  • Activity tracking

Technical:

  • Backend: user-service
  • Frontend: profile, Billing_details pages
  • Collections: users, organisation_data

📊 Dashboard & Analytics

Admin Dashboard

What it does:
High-level overview of all chatbots and activity.

Metrics Displayed:

  • Total chatbots
  • Active chatbots
  • Total chat sessions
  • Avg response time
  • Most popular chatbot
  • Usage trends

Quick Actions:

  • Create new chatbot
  • View chatbots
  • Check billing
  • Access settings

Widgets:

  • Usage chart
  • Recent activity
  • Alerts (near limits)
  • Performance tips

Technical:

  • Frontend: dashboard/page.tsx
  • Backend: Aggregations from multiple services
  • Real-time updates

Chat History Viewer

What it does:
View all conversations your chatbots have had.

Features:

Filters:

  • By chatbot
  • By date range
  • By session ID
  • By user ID (if available)

Display:

  • Conversation threads
  • Timestamps
  • User questions
  • Bot responses
  • Session metadata

Actions:

  • Export to CSV/JSON
  • Delete history
  • Search conversations
  • Flag important sessions

Privacy:

  • User consent compliance
  • Data retention policies
  • GDPR/CCPA controls
  • Anonymization options

Technical:

  • Backend: chat-history-service
  • Collection: chatbot_history
  • Pagination for performance

🔧 Configuration Management

Global Settings

What it does:
Platform-wide configuration options.

Settings:

General:

  • Default language
  • Timezone
  • Date format
  • Currency preference

Chatbot Defaults:

  • Default avatar
  • Default voice
  • Default system prompt
  • Response timeout

Security:

  • IP whitelist
  • API key management
  • Session timeout
  • 2FA settings

Notifications:

  • Email alerts
  • Usage warnings
  • System updates
  • Billing reminders

Project Management

What it does:
Organize chatbots into projects.

Features:

  • Create projects
  • Group chatbots
  • Project-level settings
  • Shared resources
  • Collaboration (Enterprise)

Technical:

  • Indexed by project_id
  • Hierarchical structure
  • Isolated data per project

🚀 Deployment Tools

Embedding & Sharing

What it does:
Get chatbot on your website or share publicly.

Embed Code Generator:

  • Widget SDK code
  • iFrame code
  • React/Vue/Angular snippets
  • Copy-paste ready
  • Customization options

Share Link:

  • Public chatbot URL
  • QR code generation
  • Social media sharing
  • Password protection (optional)

Preview:

  • Test before embedding
  • Mobile/desktop preview
  • Different screen sizes

Screenshot Tool

What it does:
Capture chatbot interface for marketing/documentation.

Features:

  • One-click capture
  • Download as PNG
  • Copy to clipboard
  • Automatic filename
  • Quality options

Use Cases:

  • Marketing materials
  • Documentation
  • Support tickets
  • Presentations

Technical:

  • Frontend: 7-tab dashboard, Screenshot tab
  • Browser API: Canvas/Screenshot

📈 Reporting

Usage Reports

What it does:
Generate reports on chatbot usage and performance.

Report Types:

  • Daily/Weekly/Monthly usage
  • Popular questions
  • Response quality metrics
  • User engagement
  • Conversion tracking (if lead forms used)

Export Formats:

  • PDF
  • Excel
  • CSV
  • JSON

Scheduling:

  • Auto-generate weekly/monthly
  • Email delivery
  • Dashboard access

Backend:

Frontend:

"Complete control, simplified management." ⚙️📊