Signing in and roles
How an operator signs in, what each kind of operator can do, and what the sidebar and the status strip show.
- Operator consoleAvailable
The operator console is where our team looks after the service. It shows real customers and real money, so it is only for operators. The pictures in this knowledge base use made-up names.
This page explains how to get in and who can do what. Each screen has its own page.
Signing in
The console opens on a box that asks for an Operator key.
- Type your own operator key.
- Press Sign In.
Things to know:
- Every operator has their own key. A super admin creates it and shows it once. There is no screen in the console for creating operators.
- A super admin can also disable an operator or change their role. There is no screen for that either. Either change signs the operator out, and they come back under the new role. The last super admin cannot be disabled or given another role.
- The console does not keep your key. It keeps you signed in for a while instead. When that time runs out, the console shows the sign-in box again.
- A few wrong keys in a row are refused for a short time.
The second step
An operator who has set up a second step on the Security page is asked for a code after the key. The box adds a Code field and says "Enter the 6-digit code from your authenticator, or one of your recovery codes." The key field is locked while you type the code.
If the service requires a second step of super admins, a super admin who has none sees only the Security page after signing in, until they set one up.
Three kinds of operator
| Kind | What they can do |
|---|---|
| Super admin | Sees every page and can change things. Only a super admin sees Sync emails, Maintenance and Knowledge base. |
| Viewer | Reads the pages. Cannot change anything. Still sees customers' email addresses, usage and money. |
| Release publisher | An account made for the release process. It can read and set the Client version page, and nothing else. |
Some buttons are hidden from a viewer. Others are shown, and a viewer who presses one is told that their role does not allow it. Nothing is changed.
Changes are recorded with the name of the operator who made them. So is reading private data, such as a session's text or a customer's list of requests.
The sidebar
The sidebar on the left lists the pages. A viewer sees the same list without Sync emails, Maintenance and Knowledge base. On a narrow screen the sidebar hides behind a Menu button.
| Page | What it is for | Who can change things |
|---|---|---|
| Sessions | Look at recent work, open one, stop one | Super admin |
| Analytics | Usage and cost over a period | Read only |
| Web Search | How web searches ended, and which search services are used | Super admin |
| Keys | Keys and teams, their spend and budgets | Super admin |
| Users | Find a customer, plan, credit, organization, deletion | Super admin |
| Waitlist | Follow up on people who asked about Haruno | Super admin |
| Organizations | Organizations, members, seat plan, shared balance | Super admin |
| Tiers | The plans and their allowances | Read only |
| Promos | Promo codes | Super admin |
| Financials | Income, cost and profit | Read only |
| Integrations | Connector versions for the Windows app | Super admin |
| QuickBooks | Which QuickBooks app and environment is in use | Read only |
| Sync emails | Summaries of scheduled QuickBooks syncs | Super admin |
| Client version | Which Windows app version customers get | Super admin and release publisher |
| Health | Whether the AI service works, and prepaid credit | Super admin |
| Maintenance | Logins for the public status page | Super admin |
| Knowledge base | Keys to the internal knowledge base | Super admin |
| Security | Your own second step for signing in | Every operator, for their own account |
The status strip
The row at the top of every page is the status strip. It starts with Overall, then shows one chip for each AI setting the service offers.
| Color | Meaning |
|---|---|
| Green, healthy | Working |
| Amber, degraded | Working with more errors than usual |
| Red, unhealthy | Not working |
| Grey, unknown | No reading yet. This is not a fault |
The time on the right says how old the reading is. The strip updates itself every minute. If an update fails, it keeps the last good reading. The Health page has the detail.
Signing out
Sign Out is at the bottom of the sidebar. It ends all your sessions, on every computer where you are signed in, not only this one.
What a person in support or sales can ask an operator
- "Is the service up right now?" The status strip answers it.
- "Can you change this for the customer?" Ask who is a super admin. Only a super admin can change things, and a viewer cannot.