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Admin Guide Overview

Admin and Super Admin capabilities for managing NirmIQ organizations and settings.

User Roles​

IntelliSE has three user roles with different permissions:

User​

Capabilities:

  • Create and manage projects (within tier limits)
  • Create requirements and FMEA entries
  • View organization settings (read-only)
  • Collaborate with team members

Cannot:

  • Change organization settings
  • Manage hierarchy configuration
  • Invite or remove users
  • Change subscription tier

Admin​

Capabilities:

  • All User capabilities PLUS:
  • Manage organization settings
  • Configure custom hierarchy
  • Invite and remove users within organization
  • View organization usage and billing
  • Migrate projects to new hierarchy

Cannot:

  • Access other organizations
  • Change platform-wide settings
  • Manage Super Admin features

Super Admin​

Capabilities:

  • All Admin capabilities PLUS:
  • Access all organizations (platform-wide view)
  • Configure Global AI Settings - Company-wide AI configuration
  • View AI Usage Statistics - Track AI usage across all organizations
  • Manage default hierarchy configurations
  • View platform analytics
  • System configuration

Restriction:

  • Reserved for Gannet Solutions team only

Admin Dashboard​

Access admin features from the sidebar. The dashboard provides at-a-glance statistics and quick actions.

Dashboard Overview​

The Admin Dashboard displays:

  • Total Users - Active users in your organization
  • Active Projects - Projects with recent activity
  • Recent Migrations - Hierarchy migrations in last 30 days
  • Usage Stats - Monthly capacity percentage

Recent Activity Feed​

View the latest actions in your organization:

  • Requirement changes (created, updated, deleted)
  • FMEA modifications
  • User actions with timestamps

Quick Actions​

  • Hierarchy Migration Wizard - Launch migration tool
  • Organization Settings - Configure organization
  • Documentation - Access help docs

Organization Settings​

  • Organization name
  • Subscription tier (view only - contact support to change)
  • Usage stats (projects, users, storage)
  • Billing information

Hierarchy Configuration​

  • View current active hierarchy
  • Create custom hierarchy
  • View hierarchy history (all versions)
  • Activate previous version

User Management​

  • View all organization users
  • Invite new users (email invitation)
  • Change user roles (User - Admin)
  • Remove users from organization

Project Migration​

  • Migrate projects when hierarchy changes
  • 5-step wizard for safe migration
  • Preview before applying changes
  • Guarded execution with checkpoint verification

Security Settings​

Configure enterprise security features:

Super Admin Features (Super Admin Only)​

  • Global AI Settings - Configure company-wide AI as fallback for users
  • AI Usage Statistics - Track AI usage (total, user vs. company, monthly trends)
  • View platform-wide analytics
  • Manage system configuration

Key Admin Tasks​

Common Tasks​

  1. Configure Hierarchy - Set up custom requirement structure
  2. Invite Team Members - Add users to organization
  3. Migrate Projects - Update projects to new hierarchy
  4. Manage Subscription - View and upgrade tier

One-Time Setup Tasks​

  1. Initial Hierarchy - Configure before creating projects
  2. Invite Team - Add all users upfront
  3. Set Naming Conventions - Establish requirement naming standards

Regular Maintenance​

  1. Review Usage - Monitor project and user limits
  2. Update Hierarchy - Refine as methodology evolves
  3. Manage Users - Add/remove as team changes
  4. Migrate Projects - After hierarchy updates

Organization Settings​

View Settings​

  1. Click "Admin" in sidebar
  2. Select "Organization Settings"

See:

  • Organization name
  • Subscription tier
  • Project count / limit
  • User count / limit
  • Storage used
  • Billing cycle and next payment

Update Organization Name​

  1. Go to Organization Settings
  2. Click "Edit Name"
  3. Enter new name
  4. Save
info

Changing organization name doesn't affect projects, users, or data.

Hierarchy Configuration​

Most important admin task. See detailed guide:

👉 Hierarchy Configuration Guide

Quick Overview​

Default Hierarchy:

1. Customer Request (CR)
2. System Requirement (SYS)
3. Subsystem Requirement (SUB)
4. Function Requirement (FUN)
5. Subfunction Requirement (SFUN)
6. Detailed Requirement (L6)

Custom Example (Agile):

1. Epic (EP)
2. Feature (FEAT)
3. User Story (US)

When to Customize:

  • Using Agile methodology
  • Industry-specific structure (automotive, aerospace, medical)
  • Company-specific standards
  • Different from traditional systems engineering

User Management​

Admins can invite and manage users within their organization.

👉 User Management Guide

Quick Actions​

Invite User:

  1. Admin → User Management
  2. Click "Invite User"
  3. Enter email address
  4. Select role (User or Admin)
  5. Send invitation

Remove User:

  1. Admin → User Management
  2. Find user in list
  3. Click "⋮" menu
  4. Select "Remove"
  5. Confirm
warning

Removing a user doesn't delete their projects or requirements. Data is preserved.

Project Migration​

When you change hierarchy configuration, existing projects need migration.

👉 Hierarchy Migration Guide

When to Migrate​

Migrate projects when:

  • ✅ Hierarchy configuration changes
  • ✅ Adding or removing hierarchy levels
  • ✅ Changing requirement type names
  • ✅ Switching methodology (e.g., traditional → Agile)

Don't migrate when:

  • ❌ Just renaming organization
  • ❌ Adding users
  • ❌ Changing subscription tier

Migration Process​

  1. Review Changes - See what will change
  2. Select Projects - Choose which projects to migrate
  3. Map Types - Map old types to new types
  4. Preview - See how requirements will update
  5. Execute - Apply migration

Subscription Management​

View Current Tier​

Admin → Organization Settings shows:

TierProjectsHierarchyAI ImportPrice
Free3Default only❌ NoFree
Professional100✅ Custom✅ Yes$29/month
EnterpriseUnlimited✅ Custom✅ Yes$99/month

Upgrade Subscription​

Currently, contact support to upgrade:

📧 Email: madhu.chellappa@gmail.com

Coming soon: Self-service upgrade via Stripe integration

Downgrade Considerations​

If downgrading:

  • Existing projects are preserved (read-only if over limit)
  • Can't create new projects over limit
  • Custom hierarchy remains active
  • AI import disabled on Free tier

Best Practices​

Planning Hierarchy​

  1. Design Before Implementation - Sketch on paper first
  2. Start Simple - 3-4 levels often enough
  3. Get Team Buy-In - Involve users in decision
  4. Test on Pilot - Create test project before rolling out
  5. Document Decision - Explain why you chose this structure

Managing Users​

  1. Role Assignment - Be conservative with Admin role
  2. Onboarding - Share documentation with new users
  3. Regular Review - Remove inactive users
  4. Communication - Notify team before hierarchy changes

Hierarchy Changes​

  1. Minimize Changes - Plan carefully to avoid frequent migrations
  2. Communicate Early - Warn users before migrating
  3. Test Migration - Use test project first
  4. Backup - Export important projects before migration (coming soon)
  5. Monitor - Check projects after migration

Troubleshooting​

Can't Access Admin Features​

Cause: User role, not Admin

Solution: Contact organization Admin to promote you

Hierarchy Config Disabled​

Cause: Free tier doesn't allow custom hierarchy

Solution: Upgrade to Professional or Enterprise

Can't Invite Users​

Causes:

  • Reached user limit for tier
  • Email already in system
  • Invalid email format

Solutions:

  • Upgrade tier for more users
  • Check if user already exists
  • Verify email address

What's Next?​

Choose your admin task:

Configuration​

Security​

Integrations​

Super Admin Only​