System Admin
Help Center

Admin panel access

The admin panel is accessible from the account dropdown in the top navigation bar. System Administrators see a "System admin" link which leads to the admin dashboard at /public/admin/dashboard.php. The left-side admin navigation bar is present on all admin pages and provides quick access to every section.

Navigation structure

2.1 Platform Metrics

Six count tiles at the top display live totals queried directly from the database:

2.2 Activity Charts

Time-series charts below the metric tiles show day-by-day activity trends for key tables (users, boards, postings, replies), generated from created_at timestamps grouped by date. They help identify spikes, drops, or unusual patterns in platform activity.

2.3 Feedback Summary

A feedback panel shows aggregate email inbox statistics: total messages, unread count, open messages (OPEN / NEW / PENDING / IN_PROGRESS), resolved messages (RESOLVED / CLOSED), active mailboxes, and last sync timestamp. The eight most recently received emails are listed below, showing subject, sender, timestamp, status, priority, and mailbox. Click any item to open the full message in the Feedback Inbox.

3.1 Searching and Filtering

• Text search — matches against name, email, organisation, and plan level fields
• Plan level filter — dropdown populated from distinct plan values in the database
• Active status filter — show all users, active only, or inactive only
• Rows per page — 10, 25, 50, or 100

All columns are sortable by clicking the column header. Sort direction toggles on repeated clicks.

3.2 User Table Columns

3.3 Inline Actions

3.4 Editing a User

Click a user's name or the Edit button to open the user edit page (user_edit.php). From there you can modify all profile fields: name, email, phone, plan level, subscription details, UI preferences, and role assignments. All changes are logged to the audit trail.

4.1 Creating a Board

The Create Board form accepts:

• Board name (required, max 240 characters)
• Parent event, organisation, or region — at least one must be selected to define the board's hierarchy position (scope_type and scope_id)
• Available start date and available end date — control when the board is open for posting
• Keep alive (days) — extends the active period beyond the available end date; only applies when an Event is selected as the parent
• Community Administrator — selects the user who will manage incentives; they are automatically inserted into board_role as COMMUNITY_ADMIN and notified by email and SMS
• Board Access Control List — one or more user-role pairs granting Members, Moderators, or Community Admins access
• Status — ACTIVE, INACTIVE, or PENDING

4.2 Board List Views

The board list can be toggled between Grid and List view. Both views show: board name, hierarchy, availability dates, community admin, member/post/reply counts, keep-alive and effective-end dates. The Edit button opens the board edit page.

4.3 Board Hierarchy

5.1 Event Fields

5.2 Post Cutoff Enforcement

When a member attempts to open a board whose parent event has passed the post_cutoff_date, the platform returns a 403 response. System administrators are not affected by this restriction and can always access boards regardless of cutoff status.

7.1 Geographic Tree Structure

Regions are organised in a three-level hierarchy rendered as a collapsible tree view:

• Macro region — WEST, CENTRAL, or EAST
• State — US state name
• Metro — metropolitan area within the state

"Expand all" and "Collapse all" controls are available at the top of the tree. A live search box filters the tree in real time as you type, highlighting matching metro names.

7.2 Managing Region Records

• Add a new metro region by selecting a macro region and state, entering a metro name and display order, then clicking Add
• Edit an existing region record inline
• Delete a region record (all boards scoped to the deleted region will lose their parent reference)

All region mutations are logged to the audit trail.

8.1 Import Process

9.1 Audit Log Detail

The Audit Log (/public/admin/audit_logs.php) records:

• Event type (e.g. CREATE_POST, LINK_INCENTIVE, ADMIN_CREATE_BOARD)
• Entity type and entity ID (the record that was affected)
• User ID of the actor
• Timestamp and payload JSON with contextual details

This is the primary tool for investigating user activity, diagnosing data anomalies, and confirming that automated processes ran correctly.

9.4 SMS Log Detail

The SMS Log (/public/admin/sms_logs.php) is the primary tool for verifying SMS delivery, investigating failed sends, and auditing which users received SMS outreach for which boards and postings. Each entry captures recipient, message body, direction (OUTBOUND), message type, provider (VONAGE), provider message ID, delivery status, board ID, and recipient user ID.

10.1 Deactivate Expired Boards

Before clicking Run, the table lists every board that would be affected, showing: ID, Board name, Current status, Available end date, Keep alive days, Expires on (computed), and Updated timestamp. Review this list carefully.

For each candidate: sets status to INACTIVE, sets updated_at to NOW(), and writes a BOARD_EXPIRED_DEACTIVATED audit event. All updates run in a single database transaction — if any row fails, the entire batch is rolled back.

Daily, or at minimum weekly. Safe to re-run — boards already INACTIVE are excluded from the candidate query.

10.2 Remove Pending Boards

Boards in PENDING status that have not been updated in 5+ days are considered stale — created but never activated.

For each candidate: sets status to INACTIVE, sets updated_at to NOW(), and writes a BOARD_PENDING_DEACTIVATED audit event. Runs in a single transaction with full rollback on failure.

Weekly is recommended. No automated schedule — runs only when manually triggered.

11.1 Creating a Popup Message

Click "New popup message" to open the editor (popup_message_edit.php). A popup message record contains:

• Title — the headline of the announcement
• Body — rich text content of the message
• Target audience — all users, members only, or admins only
• Active from / Active to dates — the window during which the popup is shown
• Enabled / Disabled toggle — allows draft messages to be prepared and activated later

11.2 Managing Existing Popups

The popup list shows all messages with their status, date range, and audience. From the list you can edit any message or toggle it between enabled and disabled without opening the full editor. Expired messages remain in the list and can be reactivated by updating the date range.

12.1 Requests List

The requests list (/public/custom_pricing_list.php) supports search, status filter, sortable columns, sort direction toggle, and pagination (10 / 25 / 50 / 100 rows, defaulting to 25).

Status badges are colour-coded:

12.2 Custom Pricing Estimator

Click "Edit" on any request row to open the pricing estimator (/public/custom_pricing_estimator.php?id=N). The estimator computes a price proposal from four inputs:

• Min users / Max users — expected seat count range (max used for total estimate)
• Base seat price — list price per seat in dollars
• Discount rate — percentage discount to apply (0–100)

Every save creates a version record in custom_pricing_estimate_history, preserving the full parameter set and the reviewing administrator's user ID. Opening a request for the first time automatically sets its status to IN_REVIEW.

13.1 Mailbox Sync

A progress card appears during sync showing: total completed, queued, running, failed counts, and a progress bar. The currently syncing mailbox name is displayed in real time.

13.2 Message Workflow

13.3 Mailbox Management

The Feedback Mailboxes page (/public/admin/feedback_mailboxes.php) manages IMAP/API connection credentials. Administrators can add new mailboxes, update credentials, toggle active/inactive, and set sync frequency. Inactive mailboxes are excluded from the Sync All operation.

14.1 Service Health Panel

The top card shows the live status of the AI matching service, queried in real time on every page load:

• Online / Offline indicator — green dot (status: "ok") or red dot (unreachable or error)
• Reason generation mode — "rule-based" or "ai-generated"
• Sync timeout — maximum seconds the service waits for the MORSL API
• Top N — maximum number of candidate members returned per posting match run

A "Health JSON" link opens the raw /health endpoint response in a new tab for detailed diagnostic inspection.

14.2 Scoring Weights

The matching score is a weighted sum of three component scores. The weights must sum to 1.0. Two sliders control semantic and intent weights; the keyword weight is derived automatically.

The live readout updates as you drag the sliders. Click "Save weights" to push updated values to the AI service.

14.3 Rule Engine Parameters

The rule engine applies five sequential scoring layers on top of the base weights:

Click "Save rules" to push updated rule parameters to the AI service. Weights and rules can be saved independently.

14.4 Match Logs

The lower section shows recent match run records from the ai_post_match_run table. Each entry shows: run ID, posting ID, composite score, semantic score, intent score, match status (MATCHED / EXCLUDED / BORDERLINE), and timestamp. Review these logs after any configuration change to confirm scores are in the expected range.