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Admin Dashboard with Team Management

Date: 2026-01-30
Status: Implemented
Type: Feature Addition

Summary​

Enhanced the admin dashboard with a tabbed interface for Users, Teams, Statistics, and System Health. Added team management functionality allowing admins to create teams and share conversations with entire teams for improved collaboration.

Features Added​

1. Tabbed Admin Dashboard​

The admin dashboard now has four organized tabs:

Users Tab

  • User list with role management
  • Promote/demote admin privileges
  • View user activity and statistics
  • Inline role updates

Teams Tab

  • Create and manage collaboration teams
  • View team members and owners
  • Team-based conversation sharing
  • Add/remove team members

Statistics Tab

  • Daily activity charts (last 30 days)
  • Top users by conversations
  • Top users by messages
  • DAU/MAU metrics

System Health Tab

  • MongoDB connection status
  • Authentication status (OIDC SSO)
  • RAG server operational status
  • Real-time health monitoring

2. Team Management​

Team Structure:

interface Team {
  _id: string;
  name: string;
  description?: string;
  owner_id: string;
  created_at: Date;
  updated_at: Date;
  members: TeamMember[];
}

interface TeamMember {
  user_id: string; // Email
  role: 'owner' | 'admin' | 'member';
  added_at: Date;
  added_by: string;
}

Team Roles:

  • Owner: Team creator, full control
  • Admin: Can manage members and settings
  • Member: Can access shared conversations

3. Team-Based Conversation Sharing​

Conversations can now be shared with:

  • Individual users (existing)
  • Teams (new) - All team members get access
  • Public links (existing)

Updated conversation sharing structure:

sharing: {
  is_public: boolean;
  shared_with: string[];        // User emails
  shared_with_teams: string[];  // Team IDs
  share_link_enabled: boolean;
  share_link_expires?: Date;
}

API Endpoints​

Team Management​

GET /api/admin/teams

  • List all teams (admin only)
  • Returns team details with member counts

POST /api/admin/teams

  • Create a new team
  • Request body: 
    {
      "name": "Platform Engineering",
      "description": "Platform team conversations",
      "members": ["user1@example.com", "user2@example.com"]
    }

PATCH /api/admin/teams/[id]

  • Update team details
  • Modify members and settings

DELETE /api/admin/teams/[id]

  • Delete a team
  • Only owner or admin can delete

Conversation Sharing with Teams​

POST /api/chat/conversations/[id]/share

  • Share with teams: 
    {
      "is_public": false,
      "shared_with": ["user@example.com"],
      "shared_with_teams": ["team-id-1", "team-id-2"]
    }

UI Components​

Admin Dashboard Tabs​

<Tabs value={activeTab} onValueChange={setActiveTab}>
  <TabsList>
    <TabsTrigger value="users">Users</TabsTrigger>
    <TabsTrigger value="teams">Teams</TabsTrigger>
    <TabsTrigger value="stats">Statistics</TabsTrigger>
    <TabsTrigger value="health">System Health</TabsTrigger>
  </TabsList>
  
  <TabsContent value="users">
    {/* User management */}
  </TabsContent>
  
  <TabsContent value="teams">
    {/* Team management */}
  </TabsContent>
  
  {/* ... other tabs */}
</Tabs>

Updated sidebar to show:

  • Admin Dashboard title with shield icon
  • Feature list:
    • User & Role Management
    • Team Collaboration
    • Usage Analytics
    • System Monitoring

Database Schema​

Teams Collection​

{
  _id: ObjectId,
  name: "Platform Engineering Team",
  description: "Team for platform engineering discussions",
  owner_id: "owner@example.com",
  created_at: ISODate("2026-01-30T00:00:00Z"),
  updated_at: ISODate("2026-01-30T00:00:00Z"),
  members: [
    {
      user_id: "owner@example.com",
      role: "owner",
      added_at: ISODate("2026-01-30T00:00:00Z"),
      added_by: "owner@example.com"
    },
    {
      user_id: "member@example.com",
      role: "member",
      added_at: ISODate("2026-01-30T00:00:00Z"),
      added_by: "owner@example.com"
    }
  ],
  metadata: {
    department: "Engineering",
    tags: ["platform", "infrastructure"]
  }
}

Updated Conversations Collection​

{
  // ... existing fields ...
  sharing: {
    is_public: false,
    shared_with: ["user1@example.com"],      // Individual users
    shared_with_teams: ["team-id-1"],        // NEW: Team-based sharing
    share_link_enabled: false,
    share_link_expires: null
  }
}

Access Control​

Team Permissions​

  • Team Creation: Admin users only
  • Team Management: Team owner and admins
  • Member Addition: Team owner and admins
  • Member Removal: Team owner and admins (cannot remove owner)
  • Team Deletion: Team owner only

Conversation Access via Teams​

When a conversation is shared with a team:

  1. All team members get read access
  2. Members can view conversation history
  3. Members can comment (if permission granted)
  4. Original owner retains full control

Use Cases​

1. Department Collaboration​

Scenario: Platform Engineering team needs to share infrastructure conversations

Solution:

1. Admin creates "Platform Engineering" team
2. Adds team members
3. Users share conversations with the team
4. All team members can access and collaborate

2. Project-Based Sharing​

Scenario: Cross-functional team working on a project

Solution:

1. Create project-specific team (e.g., "Project Phoenix")
2. Add members from different departments
3. Share relevant conversations with project team
4. Everyone stays informed

3. Knowledge Sharing​

Scenario: Best practices and solutions need to be accessible to entire teams

Solution:

1. Create knowledge-sharing teams by domain
2. Share high-value conversations with teams
3. New team members automatically get access
4. Organizational knowledge preserved

Benefits​

  1. Simplified Sharing: Share with entire teams instead of individual users
  2. Scalable Collaboration: Easy to add/remove team members
  3. Organized Access: Team-based permissions align with org structure
  4. Reduced Admin Overhead: Manage access at team level
  5. Better Visibility: Clear dashboard for admin oversight

Migration Notes​

  • Backward Compatible: Existing conversation sharing still works
  • No Data Migration: shared_with_teams defaults to empty array
  • Gradual Adoption: Teams are optional, individual sharing still available

Future Enhancements​

  1. Team Roles: More granular permissions (viewer, commenter, editor)
  2. Team Analytics: Usage statistics per team
  3. Team Channels: Dedicated conversation spaces for teams
  4. Team Templates: Pre-configured team structures
  5. Team Notifications: Alert team members of new shared conversations
  6. Team Search: Find conversations by team
  7. Team Hierarchies: Support for nested teams (e.g., parent org → sub-teams)

Testing​

Create a Team​

  1. Navigate to Admin Dashboard → Teams tab
  2. Click "Create Team"
  3. Enter team name and description
  4. Add members
  5. Verify team appears in list

Share Conversation with Team​

  1. Open a conversation
  2. Click share button
  3. Select "Share with Team"
  4. Choose team from dropdown
  5. Team members can now access the conversation

Verify Team Access​

  1. Log in as team member
  2. Navigate to shared conversations
  3. Verify access to team-shared conversations
  4. Confirm appropriate permissions

Conventional Commit​

feat(admin): add tabbed dashboard with team management

- Add tabbed interface for Users, Teams, Statistics, System Health
- Implement team creation and management APIs
- Add team-based conversation sharing
- Update conversation schema with shared_with_teams field
- Create Teams collection in MongoDB
- Add team member management (add/remove/roles)
- Update sidebar with admin features list
- Add team access control and permissions

Enables team-based collaboration by allowing admins to create
teams and share conversations with entire teams. Includes full
CRUD operations for teams and seamless integration with existing
conversation sharing.

Signed-off-by: Sri Aradhyula <sraradhy@cisco.com>