Administration

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Administrator Panel

Overview

The YuChat Administrator Panel provides centralized management of users, workspaces, organizations, and system settings.

Key functions:

• Manage accounts and roles
• Control workspaces and participants
• Manage organizations and assign administrators
• View activity analytics and statistics
• Assign and revoke system administrator access

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Roles and Access Levels

Role	Capabilities
System Admin	Full access to all workspaces and users; creates organizations; assigns administrators; views all statistics
Org Admin	Manages assigned organizations; views all workspaces within organizations; assigns org-level admins
WS Admin	Manages their workspaces; assigns user roles; manages participants and channels; views workspace statistics

note

System Admin is created during instance setup and assigns other administrators from existing YuChat users.

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Panel Sections

• Accounts
• Workspaces
• Workspace Participants
• Channels
• Statistics
• Organizations
• System Administrators
• Keycloak Sync

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Accounts

Account Management

Search and filter by:

• Email or username
• Type: Regular, AI Bot, Voice Bot, Integration Bot, Guest
• Status: Pending, Active, Suspended

View:

• Creation date
• Workspace memberships (name, role, status, join date, exit date, reason)

Actions:

• Delete user

Email	Username	Type	Status	Created	Workspaces	Actions
User identifier	Display name	Regular / AI Bot / Voice Bot / Integration Bot / Guest	Pending / Active / Suspended	Registration date	Membership details	Delete

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Workspaces

Workspace Management

Search and filter by:

• Identifier
• Display name
• Subdomain
• Type: Regular, Demo, Uber

View:

• Creation, update, and deletion dates
• Organization
• Active participants, guests, pending users, chat count

Actions:

• View participants
• Add to organization
• Delete workspace

Identifier	Name	Subdomain	Type	Created	Updated	Deleted	Organization	Active	Guests	Pending	Chats	Actions
Unique ID	Display name	e.g., web.yuchat.ai	Regular / Demo / Uber	Date	Date	Date	Org name	Count	Count	Count	Count	View / Assign Org / Delete

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Workspace Participants

Participant Management

1. Select a workspace from the dropdown
2. Search by full name

View:

• Full name, email
• Status: Pending, Active, Suspended
• Registration date, exit date, exclusion reason
• Role: Owner, Admin, Member, Guest

Actions:

• Change role
• Suspend membership

Name	Email	Status	Registered	Exited	Reason	Role	Actions
Username	Email	Active / Pending / Suspended	Date	Date	Reason	Owner / Admin / Member / Guest	Change Role / Suspend

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Channels

Channel Management

Search and filter by:

• Name
• Type: Public, Private, General, Breakout
• Workspace

View:

• Creation, archive, and deletion dates
• Participants (username, email, role, join/exit dates)

Actions:

• Exclude participant
• Change role

Name	Type	Workspace	Created	Archived	Deleted	Participants
Channel name	Public / Private / General / Breakout	WS name	Date	Date	Date	See below

Participants table:

Username	Email	Role	Joined	Exited	Actions
Name	Email	Member / Owner / Admin	Date	Date	Exclude / Change Role

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Statistics

Activity Analytics

Filters:

• Organization (default: All)
• Workspace (if organization selected)
• Time interval: 7 / 30 / 90 / 365 days

Account metrics:

• Total, Regular, Suspended, Guests, Bots

Activity graphs:

• Messages per day
• Calls per day
• Call participants per day
• Workspaces with calls per day
• Audio notes per day
• Video notes per day
• Screen recordings per day

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Organizations

Organization Management

Search by name

View:

• Creation date
• Paid until date

Actions:

• View workspaces
• View/add administrators
• Delete organization
• Edit organization

Name	Created	Paid Until	Actions
Organization name	Date	Date	View WS / Manage Admins / Delete

Creating an organization:

• Name (required)
• Paid until date (required)

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System Administrators

System Administrator Management

View:

• Account ID
• Email
• Username

Actions:

• Revoke administrator rights

Account ID	Email	Username	Actions
Unique ID	Email	Username	Revoke Admin Rights

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Keycloak Sync

Configure user synchronization from Keycloak to workspaces and channels

The Keycloak Sync section allows you to create and manage rules for automatic user synchronization from a Keycloak directory (LDAP/AD) into YuChat workspaces and channels.

Access: System Admin, Org Admin, WS Admin (within their workspaces)

Configuration List

The section displays a table of existing sync configurations:

Workspace	LDAP OU	Update Existing	Created	Updated	Actions
Workspace name	Distinguished Name of OU	Yes / No	Creation date	Last update	Edit / Delete

Creating / Editing a Configuration

The configuration dialog has 4 tabs:

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Tab 1 — General Settings

Parameter	Description	Required
Workspace	Target workspace for user synchronization	Yes
LDAP OU	LDAP organizational unit to sync users from (e.g. CN=Users,DC=company,DC=com)	Yes
Update Existing	When enabled, attributes of already existing users will be updated on each sync	No

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Tab 2 — Attribute Mapping

Configure mapping between Keycloak attributes and YuChat profile fields:

YuChat Field	Default Keycloak Field	Description
Department	department	Department name
Position	position	Job title
Phone	phone	Phone number
Entry DN	entryDn	LDAP Distinguished Name
Full Name	displayName	Display name

Mapping can be overridden per configuration (e.g. use memberOf instead of entryDn for group-based filtering).

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Tab 3 — Filters

Additional user filtering by Keycloak attributes:

Parameter	Description
Attribute Name	Keycloak attribute name (e.g. dev_team)
Value	Filter value (e.g. ios)
Comparison Type	EQ — exact match, LIKE — partial match

Multiple filters can be added. Users not matching the filters will not be synced.

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Tab 4 — Chat-to-Group Mapping

Configure automatic user assignment to workspace channels (chats) based on their Keycloak group membership.

Prerequisite: A workspace must be selected on the "General Settings" tab — the channel list loads automatically.

Each mapping rule includes:

Parameter	Description	Required
Chat	Workspace channel where users will be added. Select from the dropdown list of available channels	Yes
Keycloak Groups	Keycloak group names, comma-separated. Users belonging to any of the listed groups will be added to the channel	Yes
Remove Non-Members	When enabled, users who no longer belong to any of the specified Keycloak groups will be automatically removed from the channel	No

How to configure:

1. Go to the "Chat-to-Group Mapping" tab
2. Click "Add Mapping"
3. In the "Chat" field, select a channel from the dropdown
4. In the "Keycloak Groups" field, enter group names separated by commas (e.g. Sales, Marketing)
5. Enable "Remove Non-Members" if users should be automatically removed when they leave all specified groups
6. Repeat steps 2–5 for each channel that needs synchronization
7. Click "Save"

Example:

Suppose a workspace has channels "Sales" and "Development", and Keycloak has groups Sales, Development, QA:

Chat	Keycloak Groups	Remove Non-Members
Sales	Sales	✅
Development	Development, QA	✅

Result:

• Users from the Sales group are automatically added to the "Sales" channel
• Users from Development or QA groups are added to the "Development" channel
• When a user is removed from a group in Keycloak, they will be excluded from the corresponding channel on the next sync

Multiple mappings can be added for the same channel with different groups.

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Common Tasks

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Remove User from All Workspaces

Scenario: Employee left the company

1. Go to Accounts
2. Find user by email or username
3. Click Delete

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View Monthly Activity

Scenario: Generate activity report

1. Go to Statistics
2. Select organization and workspace
3. Set interval to 30 days
4. Review graphs: Messages/day, Calls/day, etc.

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Promote User to Workspace Admin

Scenario: Expand admin team

1. Go to Workspace Participants
2. Select the workspace
3. Find the user
4. Click Change Role → Administrator

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Delete Inactive Workspace

Scenario: Remove test workspace

1. Go to Workspaces
2. Filter by Type: Demo
3. Find the workspace
4. Click Delete Workspace

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Move Workspace to Organization

Scenario: Group workspaces together

1. Go to Workspaces
2. Find the workspace by identifier or name
3. Click Add Organization or Change Organization
4. Select the organization

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Assign System Administrator

Scenario: Grant system admin access

1. Go to System Administrators
2. Click Add Administrator
3. Find user by email or username
4. Confirm

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Auto-Add Users to Channels by Keycloak Group

Scenario: Users from the AD/Keycloak group "Sales" should automatically join the "Sales" channel

Steps:

1. Go to Keycloak Sync
2. Find the configuration for the target workspace and click Edit (or create a new one)
3. Go to the "Chat-to-Group Mapping" tab
4. Click "Add Mapping"
5. In the "Chat" field, select the Sales channel
6. In the "Keycloak Groups" field, enter Sales
7. Enable "Remove Non-Members" if needed
8. Click "Save"

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Suspend Guest Access

Scenario: Guest violated policies

If workspace is unknown:

1. Go to Accounts
2. Filter by Type: Guest
3. Find user by email or username
4. Note the workspace from their membership list
5. Go to Workspace Participants
6. Select that workspace
7. Find the participant and click Suspend Membership

If workspace is known:

1. Go to Workspace Participants
2. Select the workspace
3. Find the participant and click Suspend Membership