botbook/src/chapter-04-gbui/admin-user-views.md

Admin vs User Views

The General Bots Suite separates functionality into two distinct interfaces: the User View for personal productivity and the Admin View for organization management. This separation ensures users only see features relevant to their role while administrators have access to system-wide controls.

Overview

View	Access	Purpose
User View	All authenticated users	Personal settings, files, tasks, calendar
Admin View	Users with admin role	Organization management, user provisioning, DNS

User View

The User View is the default interface for all authenticated users. It provides access to personal productivity tools and settings.

Accessing User Settings

1. Click your avatar in the top-right corner
2. Select Settings

User Settings Sections

Profile

• Display name and avatar
• Email address
• Language and timezone

Security

• Change password
• Two-factor authentication (2FA)
• Active sessions management
• Trusted devices

Appearance

• Theme selection (dark, light, blue, purple, green, orange)
• Accent color
• Font size preferences

Notifications

• Email notification preferences
• Desktop alerts
• Sound settings

Storage

• View storage quota usage
• Manage connected storage providers
• Clear cache

Integrations

• API keys for external access
• Webhook configurations
• Connected OAuth providers

Privacy

• Data visibility settings
• Online status preferences
• Data export and account deletion

User API Endpoints

All user endpoints use the /api/user/ prefix:

Endpoint	Method	Description
/api/user/profile	GET, PUT	User profile data
/api/user/password	POST	Change password
/api/user/security/2fa/status	GET	2FA status
/api/user/security/2fa/enable	POST	Enable 2FA
/api/user/security/sessions	GET	Active sessions
/api/user/notifications/preferences	GET, PUT	Notification settings
/api/user/storage	GET	Storage quota
/api/user/api-keys	GET, POST, DELETE	API key management
/api/user/webhooks	GET, POST, DELETE	Webhook management
/api/user/data/export	POST	Request data export

Admin View

The Admin View provides organization-wide management capabilities. Access requires the admin role.

Accessing Admin Panel

1. Click your avatar in the top-right corner
2. Select Admin Panel

If you don't see "Admin Panel", you don't have administrator privileges.

Admin Panel Sections

Dashboard

• Quick statistics (users, groups, bots, storage)
• System health overview
• Recent activity feed
• Quick action buttons

Users

• View all organization users
• Create new users
• Edit user details and roles
• Disable or delete accounts
• Reset user passwords

Groups

• Create and manage groups
• Assign users to groups
• Set group permissions
• Manage group invitations

Bots

• View deployed bots
• Bot configuration management
• Usage statistics per bot

DNS

• Register custom hostnames
• Manage DNS records
• SSL certificate status

Audit Log

• View all system events
• Filter by user, action, or date
• Export audit reports

Organization Billing (Admin-level)

• Organization subscription status
• Usage across all users
• Payment methods for organization
• Invoice history

Admin API Endpoints

All admin endpoints use the /api/admin/ prefix and require admin role:

Endpoint	Method	Description
/api/admin/dashboard	GET	Dashboard statistics
/api/admin/users	GET, POST	List/create users
/api/admin/users/:id	GET, PUT, DELETE	Manage specific user
/api/admin/groups	GET, POST	List/create groups
/api/admin/groups/:id	GET, PUT, DELETE	Manage specific group
/api/admin/bots	GET	List organization bots
/api/admin/dns	GET, POST, DELETE	DNS management
/api/admin/audit	GET	Audit log entries
/api/admin/stats/*	GET	Various statistics
/api/admin/health	GET	System health status
/api/admin/activity/recent	GET	Recent activity feed

Permission Levels

The system uses role-based access control (RBAC):

Role	User View	Admin View	Description
guest	Limited	❌	Read-only chat access
user	✅	❌	Standard user features
manager	✅	Partial	Can view monitoring
admin	✅	✅	Full system access

Checking User Role

In BASIC scripts, check the user's role:

role = user.role

IF role = "admin" THEN
    TALK "Welcome, administrator!"
ELSE
    TALK "Welcome, " + user.name
END IF

Desktop App Considerations

When running the Suite as a desktop application (via Tauri), additional features become available:

Desktop-Only Features

• Local file system access
• Rclone-based file synchronization
• System tray integration
• Native notifications

Sync Feature The desktop app can sync local folders with cloud Drive using rclone:

1. Configure remote in Settings → Storage → Sync
2. Select local folder to sync
3. Start/stop sync from Drive sidebar

Note: Sync controls (/files/sync/start, /files/sync/stop) communicate with the local rclone process on the desktop. These features are not available in the web-only version.

Security Best Practices

For Users

• Enable 2FA on your account
• Review active sessions regularly
• Use strong, unique passwords
• Revoke unused API keys

For Administrators

• Follow principle of least privilege
• Review audit logs regularly
• Rotate service account credentials
• Monitor for unusual activity
• Keep user list current (remove departed employees)

Related Documentation

• Permissions Matrix - Detailed permission definitions
• User Authentication - Login and session management
• REST Endpoints - Complete API reference
• Suite User Manual - End-user guide