# Admin Guide

Managing users, workspaces, and settings in Scoop

# Admin Guide

This guide covers administrative tasks for Scoop account owners and admins, including user management, workspace configuration, and account settings.

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## User Management

### Inviting Users

**To invite a new user:**

1. Go to **Account Settings** → **Users**
2. Click **Invite User**
3. Enter their email address
4. Select their role (Admin, Member, or Viewer)
5. Choose which workspaces they can access
6. Click **Send Invite**

The user will receive an email with instructions to create their account.

### User Roles

| Role | Permissions |
|------|-------------|
| **Owner** | Full account control: billing, users, all settings |
| **Admin** | Manage users, workspaces, and settings (except billing) |
| **Member** | Create and analyze data, share content |
| **Viewer** | View shared dashboards and presentations only |

### Managing Existing Users

**To change a user's role or access:**

1. Go to **Account Settings** → **Users**
2. Find the user in the list
3. Click the **Edit** icon
4. Modify role or workspace access
5. Click **Save**

**To remove a user:**

1. Go to **Account Settings** → **Users**
2. Find the user
3. Click **Remove** → Confirm

> **Note**: Removing a user does not delete content they created. Their datasets and visualizations remain accessible to other users.

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## Workspace Management

### What Are Workspaces?

Workspaces are containers for organizing datasets, analyses, and users. Use them to:

* Separate different teams or departments
* Organize by project or client
* Control data access

### Creating a Workspace

1. Go to **Workspaces** in the main navigation
2. Click **Create Workspace**
3. Enter a name and optional description
4. Click **Create**

### Workspace Settings

Each workspace has its own settings:

| Setting | Description |
|---------|-------------|
| **Name** | Display name for the workspace |
| **Description** | Optional context for users |
| **Default Dataset** | Dataset loaded by default for new queries |
| **Members** | Users who can access this workspace |

### Managing Workspace Members

**To add users to a workspace:**

1. Open the workspace
2. Go to **Settings** → **Members**
3. Click **Add Members**
4. Select users from your account
5. Click **Add**

**To remove users:**

1. Open workspace **Settings** → **Members**
2. Click **Remove** next to the user

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## Dataset Permissions

### Access Levels

Datasets can have different access levels:

| Level | Who Can Access |
|-------|----------------|
| **Private** | Only the creator |
| **Workspace** | All workspace members |
| **Shared** | Specific users you select |

### Changing Dataset Access

1. Open the dataset
2. Go to **Settings** → **Sharing**
3. Select access level
4. If "Shared", add specific users
5. Click **Save**

### Dataset Ownership

Each dataset has an owner (the creator by default). Owners can:

* Delete the dataset
* Change access settings
* Transfer ownership to another user

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## Slack Integration Management

### Connecting Slack

1. Go to **Account Settings** → **Integrations**
2. Click **Connect Slack**
3. Authorize Scoop in your Slack workspace
4. Select default workspace for Slack queries

### Channel Dataset Sharing

Control which datasets are available in specific Slack channels:

1. Go to **Account Settings** → **Slack** → **Channel Settings**
2. Select a channel
3. Choose which datasets are accessible
4. Click **Save**

This allows different teams to see only relevant data in their channels.

### Slack User Mapping

Scoop automatically maps Slack users to Scoop accounts by email. For users without Scoop accounts:

* They can view shared insights in channels
* DM queries require a Scoop account
* Invite them to enable full functionality

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## Account Settings

### General Settings

Access via **Account Settings** → **General**:

| Setting | Description |
|---------|-------------|
| **Account Name** | Your organization's display name |
| **Default Workspace** | Workspace new users see first |
| **Time Zone** | Default time zone for reports |

### AI Provider Settings

Configure how Scoop uses AI:

**System Default:**

* Uses Scoop's AI allocation
* No additional configuration needed

**Bring Your Own Key (BYOK):**

* Use your own Claude or OpenAI API key
* Direct billing with AI provider
* See [BYOK Guide](bring-your-own-key-byok.md) for setup

### Billing & Subscription

Access via **Account Settings** → **Billing**:

* View current plan and usage
* Update payment method
* Download invoices
* Upgrade or change plan

> **Note**: Only Account Owners can access billing settings.

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## Data Connections

### Managing Connected Apps

View and manage data source connections:

1. Go to **Account Settings** → **Data Connections**
2. See all active connections
3. Click a connection to view details or disconnect

### Connection Health

Scoop monitors connection health automatically:

| Status | Meaning |
|--------|---------|
| ✅ **Active** | Connection working normally |
| ⚠️ **Warning** | Recent sync issues, may need attention |
| ❌ **Error** | Connection failed, requires action |

**To fix a failed connection:**

1. Click the connection
2. Review the error message
3. Re-authenticate or update credentials
4. Test the connection

### Scheduled Syncs

For connected data sources, configure sync frequency:

* **Real-time**: Sync on every query (API sources)
* **Hourly**: Update every hour
* **Daily**: Update once per day
* **Manual**: Only sync when triggered

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## Security Settings

### Password Requirements

Account-wide password policy:

* Minimum 8 characters
* Must include uppercase, lowercase, and number
* Cannot reuse recent passwords

### Session Management

Configure session timeout:

1. Go to **Account Settings** → **Security**
2. Set **Session Timeout** (default: 24 hours)
3. Optionally enable **Require re-auth for sensitive actions**

### Two-Factor Authentication

Enable 2FA for enhanced security:

1. Go to **Account Settings** → **Security**
2. Click **Enable 2FA**
3. Follow setup instructions

> **Enterprise**: Enforce 2FA for all users in account settings.

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## Audit & Activity

### Activity Logs

View account activity:

1. Go to **Account Settings** → **Activity**
2. Filter by user, action type, or date range
3. Export logs as CSV (Enterprise)

**Logged Activities:**

* User logins and logouts
* Data uploads and connections
* Query execution
* Sharing and permission changes
* Settings modifications

### Audit Requirements

For compliance and security audits:

* Activity logs retained for 90 days (standard)
* Extended retention available (Enterprise)
* Export capabilities for external audit tools

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## Troubleshooting

### Common Admin Issues

**User can't access a workspace:**

* Verify they're added to the workspace members
* Check their role has sufficient permissions
* Ensure workspace isn't restricted

**Data connection not syncing:**

* Check connection status in Data Connections
* Re-authenticate if credentials expired
* Verify source system is accessible

**Slack integration not working:**

* Ensure Scoop app is installed in Slack workspace
* Check channel dataset permissions
* Verify user email matches Scoop account

### Getting Help

**Support Resources:**

* Email: support@scoopanalytics.com
* Documentation: docs.scoopanalytics.com
* Status page: status.scoopanalytics.com

**Enterprise Support:**

* Dedicated support contact
* Priority response times
* Scheduled check-ins

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## Best Practices

### User Management

* Use meaningful role assignments (don't over-provision Admin)
* Regularly audit user access
* Remove users promptly when they leave

### Workspace Organization

* Create workspaces by team or function
* Use clear naming conventions
* Document workspace purposes in descriptions

### Data Governance

* Review dataset permissions quarterly
* Use workspace-level sharing for team data
* Keep sensitive data in restricted workspaces

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*Last Updated: November 2025*