# Admin Guide

> **You are an Admin.** You have full access to the platform — everything that every other role can do, plus **User Management**, **Organisation Settings**, and the ability to delete any job or modify any data. With this power comes responsibility: audit your own actions and treat user data with care.

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## Your Sidebar

Admins see every sidebar item. All routes are accessible without restriction.

| Item | What it does |
|------|-------------|
| 🏠 Dashboard | Home — QC and Final Review hero cards |
| 📋 All Jobs | Full list with bulk delete, reprocess, download |
| 📤 Upload Video | Upload for any client |
| 📝 My QC Queue | Your personally assigned QC tasks |
| 🔎 Reviewer Queue | Second-pass review queue |
| 🔍 QC Review | Organisation-wide QC queue |
| ✅ Final Review | Final approval queue |
| 👥 User Management | Create, edit, reset password, deactivate users |
| 🏢 Clients | Manage client accounts and glossaries |
| 📄 Briefs | Create and approve briefs |
| 🔥 Failures | Failed jobs with retry/recover tools |
| 📋 Audit Log | Full platform audit trail |
| ⚙️ Settings | Org settings (members, teams, invitations, general) |
| 📖 Help | This guide |

---

## 1. Your Dashboard

![Admin dashboard](/help-screenshots/admin/01-dashboard.png)

Admins share the Reviewer dashboard layout:
- **Quality Control** hero card (blue) — jobs in QC. **Left-click** to open QC Review queue.
- **Final Approval** hero card (purple) — jobs in Final Review. **Left-click** to open Final Review queue.
- **KPI tiles** at the top.

---

## 2. User Management

The most important admin-exclusive feature. Only Admins can create, edit, or deactivate users.

### Viewing the user list

**Step 1.** In the sidebar, **left-click** **User Management** (👥).

![User Management list](/help-screenshots/admin/02-user-list.png)

The table shows: User (avatar + name + email), Role, Auth Method, Status (Active/Inactive), Created date, Actions.

### Filtering users

- **Role** dropdown — **left-click** to filter by role.
- **Org** dropdown — **left-click** to filter by organisation (shows users from all orgs; useful for multi-tenant platforms).
- **Active users only** checkbox — **left-click** to toggle; hides inactive users when ticked.

### Viewing AI Cost Dashboard

**Left-click** the **AI Cost Dashboard** button (purple, top-right) to open the cost analytics view in a new tab.

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## 3. Creating a New User

**Step 1.** On the User Management page, **left-click** **Create User** (blue button, top-right).

![Create User modal](/help-screenshots/admin/03-create-user-modal.png)

**Step 2.** Fill in the form:
- **Email** (required) — the user's login email
- **Full Name** (required) — displayed in the UI
- **Password** (required, minimum 8 characters) — the user's initial password; they should change it on first login
- **Role** dropdown — **left-click** and select one of: client, reviewer, linguist, production, project_manager, admin

**Step 3.** **Left-click** **Create User** to confirm. Or **left-click** **Cancel** to close without creating.

The new user appears in the list immediately. Send the email and password to the user by a secure channel outside the platform.

---

## 4. Editing a User

**Step 1.** Find the user in the list.

**Step 2.** **Left-click** **Edit** in the Actions column for that user. You are taken to the **User Detail** page.

![User Detail page](/help-screenshots/admin/04-user-detail.png)

The page has three sections:

**Main form** (left):
- **Email** — change the login email
- **Full Name** — edit display name
- **Role** dropdown — **left-click** to change the role
- **Active User** checkbox — **left-click** to toggle active/inactive status (unchecking deactivates the user)
- **Left-click** **Save Changes** to confirm, or **Left-click** **Cancel** to discard

**User Information card** (right sidebar):
- Displays: User ID, Auth Method badge (Local or Microsoft), Created date, Status

**Assignments card** (right sidebar):
- For **Project Managers**: a table of clients they are assigned to. **Left-click** **Assign** ↔ **Assigned ✓** buttons to toggle PM assignment for each client.
- For other roles: team memberships by client. **Left-click** a **Client** to see their teams, then **left-click** **Add** ↔ **Member ✓** to toggle membership.

**Actions card** (right sidebar):
- For local-auth users: **Reset Password** button (orange). **Left-click** to trigger a password reset — a new password is generated and shown. Copy it and send to the user.
- For Microsoft users: a banner explaining password management is handled by Azure AD.

---

## 5. Deactivating a User

Deactivating a user prevents them from logging in without deleting their history.

**Option A — from the user list:**
**Left-click** **Deactivate** (button in the Actions column) for the user. A confirmation prompt appears. **Left-click** **Confirm**.

**Option B — from User Detail:**
**Left-click** the **Active User** checkbox to uncheck it → **left-click** **Save Changes**.

To **reactivate**: edit the user and re-check **Active User** → save.

---

## 6. Resetting a User Password

**Step 1.** Go to User Management → **left-click** **Edit** for the user.

**Step 2.** In the **Actions** card (right sidebar), **left-click** **Reset Password** (orange button).

A new temporary password is generated and shown on screen. Copy it and send it to the user through a secure channel. The user should change it after first login.

> This option is only available for users with **local** authentication. Microsoft-authenticated users manage their password through Azure AD.

---

## 7. Organisation Settings

Manage your organisation's members, teams, and general settings.

**Step 1.** In the sidebar, **left-click** **Settings** (⚙️). You are taken to the Org Settings layout with four tabs.

![Org Settings — Members tab](/help-screenshots/admin/05-org-settings-members.png)

### Members tab

Shows a table of all organisation members with their names, emails, org-level roles, and the date they joined.

**Changing a member's org-level role:**
**Left-click** the **Role** dropdown for any member → **left-click** the new role (admin, manager, member, viewer). The change saves immediately.

**Removing a member:**
**Left-click** **Remove** (red text) for the member. A confirmation appears. Confirm to remove them from the org (they remain a platform user but lose org membership).

**Inviting new members:**
**Left-click** **Invite Member** (top-right). The Invite Member modal opens.

![Invite Member modal](/help-screenshots/admin/06-invite-modal.png)

Fill in email and role, then **left-click** **Send Invitation**. The invitee receives an email with a sign-up link.

### Teams tab

**Left-click** the **Teams** tab to manage teams within the organisation. Teams group users for assignment purposes.

You can create teams, rename them, and add/remove members. **Left-click** **Create Team** to add a new one.

### Invitations tab

Shows pending invitations. **Left-click** the **Invitations** tab.

- To cancel an invitation: **left-click** **Cancel** next to the pending invite.
- To resend: **left-click** **Resend** (if available).

### General tab

**Left-click** the **General** tab to edit the organisation's name, slug, and logo.

Edit the fields and **left-click** **Save** to apply changes.

---

## 8. EN-First Translation Pipeline

All translations are generated from the **approved English master VTT** to ensure every target language has identical cue structure (same count, same timestamps) as English. This makes linguist side-by-side proofreading reliable.

**Pipeline order:**
1. AI processes the video → English VTT generated
2. Job enters QC with English only
3. English approved → translations dispatched automatically for all target languages
4. Target-language cards unlock for linguist review

### Origin badges

Each target-language card header shows a badge indicating translation provenance:

| Badge | Meaning | Action |
|-------|---------|--------|
| (none) | Generated from approved EN VTT — cue-aligned | None needed |
| **⚠ video-native** (red) | Legacy: generated directly from the video — may have different cue count | Use **↺ Re-translate from EN** |

![QC Detail with origin badge and EN-gate banner](/help-screenshots/admin/07-qc-detail-en-first.png)

### Re-translating a language from EN master

Use this button to fix legacy jobs (showing `⚠ video-native`) or to regenerate a translation after major EN edits.

**Step 1.** Open **QC Detail** for the job.

**Step 2.** Expand the target-language card.

**Step 3.** **Left-click** **↺ Re-translate from EN**.
> The button is disabled until English is approved.

**Step 4.** In the confirmation modal, optionally type a **Reason** (written to the audit log).

**Step 5.** **Left-click** **Re-translate**. The language QC resets to Pending and a cue-aligned translation is generated.

---

## 9. All Platform Operations

As Admin you have access to all other platform features documented in the other role guides:
- **Uploading videos** — see Client Guide §3
- **QC Review and approval** — see Reviewer Guide §4–6
- **Bulk job operations** — see Production Guide §3
- **Failure retry** — see Production Guide §8
- **Brief management** — see Production Guide §9 and Project Manager Guide §6
- **Glossary management** — see Project Manager Guide §5
- **Final Review** — see Reviewer Guide §9 and Project Manager Guide §3
- **Audit Log** — see Production Guide §10

---

## 10. Deleting Jobs

As Admin you can delete any job. **This is irreversible.**

**From All Jobs:**
**Left-click** the **Delete** icon on any job row → confirmation modal → **left-click** the checkbox to confirm you understand the action is permanent → **left-click** **Delete**.

**Bulk delete:**
Select multiple jobs with checkboxes → Action dropdown → **Delete Selected** → **left-click** confirmation checkbox → **left-click** **Delete**.

---

## 11. Timeline Preview & Rendering

Admins have full access to the QC Detail page including the **Timeline Preview** bar and **Render Changes** panel.

### Reading the Timeline bar

| Colour | Meaning |
|--------|---------|
| Blue | Video segment — no narration |
| Orange | AD Audio segment — narration plays here |
| Light orange | TTS cue queued for regeneration |
| Red line | Pause Point — video pauses to insert narration |
| Red tick | Pause Point manually adjusted |

### Render Accessible Video Changes

The purple panel activates when changes are pending:

| Message | What triggered it |
|---------|------------------|
| "N TTS cue(s) queued for regeneration" | Cues queued for TTS re-synthesis |
| "Pause points have been adjusted" | Pause points moved or added |
| "Audio Description script was replaced" | New AD VTT file uploaded |

**Run Whisper pause refinement** — tick when you changed the number or position of AD cues; leave unchecked for pause-timing-only adjustments.

**Left-click Render Changes** when it becomes active (turns purple). A spinner shows while rendering; the page updates automatically on completion.

---

## 12. Mouse Interactions Reference

| Action | Where | What happens |
|--------|-------|--------------|
| **Left-click** **Create User** | User Management | Opens create user modal |
| **Left-click** **Edit** | User list row | Opens User Detail page |
| **Left-click** **Deactivate** | User list row | Opens deactivation confirmation |
| **Left-click** **Reset Password** | User Detail Actions card | Generates and shows temporary password |
| **Left-click** role dropdown | User Detail form | Opens role selector |
| **Left-click** **Save Changes** | User Detail form | Saves user edits |
| **Left-click** **Assign** toggle | PM Assignments | Assigns/removes PM-client assignment |
| **Left-click** **Add/Member** toggle | Team Memberships | Adds/removes user from a team |
| **Left-click** **Settings** | Sidebar | Opens Org Settings layout |
| **Left-click** org settings tab | Settings header | Switches to Members/Teams/Invitations/General |
| **Left-click** member role dropdown | Members tab | Changes member's org-level role |
| **Left-click** **Remove** | Members tab | Removes member from org |
| **Left-click** **Invite Member** | Members tab | Opens invitation modal |
| **Left-click** **Send Invitation** | Invite modal | Sends email invitation |
| **Left-click** **Cancel** | Invitations tab | Cancels a pending invite |
| **Left-click** **Delete** icon | Job row | Opens delete confirmation |
| **Left-click** delete confirmation checkbox | Delete modal | Enables the Delete button |
| **Left-click** **Delete** | Delete modal | Permanently deletes the job |
| **Left-click** **AI Cost Dashboard** | User Management header | Opens cost analytics in new tab |
| **Left-click** org filter dropdown | User Management | Filters users by organisation |

---

## 13. Keyboard Shortcuts

All shortcuts from other roles apply to Admin as well:

| Key | Context | Action |
|-----|---------|--------|
| `A` | QC Detail | Approve current language |
| `R` | QC Detail | Open Request Changes modal |
| `Cmd/Ctrl + S` | QC Detail | Save VTT |
| `1` / `2` / `3` | QC Detail | Switch view modes |
| `Esc` | Any modal | Close modal |
| `Enter` | Job title edit | Save title change |
| `Cmd/Ctrl + Enter` | VTT cue edit | Save cue text |

---

## 14. Common Issues

| Issue | Cause | Fix |
|-------|-------|-----|
| Cannot create user — "Email already in use" | User already exists | Edit the existing user to change their role if needed |
| Password reset not available | User uses Microsoft auth | Password is managed by Azure AD — contact IT |
| Cannot remove org member | Member is the org owner | Owners cannot be removed; transfer ownership first |
| User can't log in after creation | Sent wrong credentials | Reset password from User Detail page |
| Delete confirmation checkbox won't enable Delete | Checkbox must be ticked | Left-click the "I understand" checkbox first |
| Org settings not saving | Form validation error | Check for red error messages below fields |
