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System Administration

System Administration controls platform-wide Navaid settings and operational data. It is separate from Company Administration, which manages one selected company.

Access prerequisite​

Only a user whose account has the System Admin flag can open System Admin. The route is protected in the application as well as by database and service permissions. A company-level Admin or Consultant is not automatically a System Admin.

If System Admin is absent from the navigation, your account does not currently have platform-level access.

Work carefully​

Changes here can affect every company. Before changing a prompt, feature flag, budget or theme:

  1. identify the intended outcome;
  2. record the current value;
  3. understand whether the change is immediate;
  4. test with a non-production workflow where practical;
  5. communicate user-visible changes.

Some administrative actions are recorded in the admin audit log, but not every click or read is guaranteed to create an audit entry. Do not treat the interface as a complete compliance audit trail.

Overview metrics​

The default Overview tab shows current lifetime counters:

  • Total Users
  • Companies
  • Active Sessions
  • Total Sessions
  • Total Input Tokens
  • Total Output Tokens
  • Estimated Cost

These are platform totals. They are not a weekly trend, current billing-period report or historical chart.

Interpreting active sessions​

An active-session count is a snapshot of session records that have not been completed. A high count can include conversations people intend to resume; it does not by itself indicate a service problem.

Interpreting tokens and cost​

Input and output token totals are useful for broad operational context. Estimated cost is an estimate based on the application’s accounting assumptions, not an invoice. Use provider billing records for financial reconciliation.

For company-level investigation, select the company and use Company → Usage.

The 11 tabs​

Overview​

Lifetime platform counters described above.

Prompts​

Review prompt versions, preview or copy them, open Prompt Lab, and activate an earlier version. Saving from Prompt Lab creates and immediately activates a new version.

See Prompts and Prompt Lab.

Companies​

Inspect companies and members, export the platform company/member list, and permanently delete a company after exact-name confirmation.

See Companies.

Partners​

Create and activate/deactivate trusted service-provider records that can be supplied to the advisor as recommendation context.

See Partners.

Budgets​

Control the master switch for enforceable company/user monthly budgets, and view stored daily-budget and alert-threshold settings.

See Budgets. The guide explains an important limitation: the daily and alert fields are currently stored but not enforced by runtime AI calls.

Features​

Turn platform capabilities on or off, including voice, multilingual UI, multi-company Overview, group sessions, Aida, group voice, MCP and Prospect Radar.

See Feature flags.

Invite codes​

Create and revoke signup codes, set optional usage limits, and review usage state.

See Invite codes.

Early access​

Review registrations from public early-access forms, copy filtered email lists and mark records pending/actioned.

See Early access.

Feedback​

Triage bug and feature reports on a status board, update priority and internal notes, and delete reports when appropriate.

See Feedback board.

Theme​

Select a platform accent colour and preview its generated shade scale. This does not replace Navaid’s fixed primary CTA and maturity-level colours.

See Theme.

Debug​

Check basic runtime information and send deliberate Sentry test events.

See Debug.

Common workflows​

Onboard a new company​

There are two distinct paths:

  • Give a new person an active invite code so they can create an account and company.
  • Ask an existing Company Admin or Consultant to create a company and invite members from Company → Users.

Do not manually create user records from System Admin. The supported signup and invitation flows establish the necessary identity and membership records together.

Investigate high AI consumption​

  1. Use Overview for the platform-wide scale.
  2. Open the relevant company and inspect Company → Usage.
  3. Identify members and recent sessions contributing to usage.
  4. Review monthly defaults in Company → Settings.
  5. Confirm Budgets → Company budgets is enabled before relying on monthly enforcement.

Roll back an advisor prompt​

  1. Open Prompts.
  2. Preview the previous known-good version.
  3. Select Activate.
  4. Confirm behaviour with a new test turn.

Activation affects subsequent turns, including subsequent turns in a conversation that was already active.

Pilot a gated feature​

  1. Read the feature’s user guide and prerequisites.
  2. Confirm whether the backend also enforces the flag.
  3. Enable the flag.
  4. Test with the intended roles and companies.
  5. Communicate how users find the feature.
  6. Turn it off if the pilot ends.

Feature flags are platform-wide, not per-company rollout controls.

Troubleshooting​

A tab will not load​

Refresh once and verify the account is still a System Admin. If only one tab fails, capture the visible error and browser timestamp before using Debug or checking monitoring.

A setting saved but behaviour did not change​

Some settings are read on the next request, while open pages may need a refresh. Also consult the relevant guide for known limitations—especially the stored-only daily budget and alert settings.

A metric differs from provider billing​

Navaid metrics are application-side usage records and estimates. Compare the same time range and distinguish input from output tokens; use the provider’s invoice as the financial authority.

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