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zappier-edge/docs/USER-MANAGEMENT.md

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User Management Walkthrough

How the company manages pricing, customer types, and customer accounts in the admin console at /admin.

Audience: operations staff. For invoicing/reports see ACCOUNTING.md; for the end-user view see CUSTOMER-PORTAL.md.

1. Admin accounts

Admin sign-ins live in the admin_users table — passwords are stored as scrypt hashes, never in plain text. On an empty database the table is seeded from the environment:

Account Username Password (dev default) Env override
Primary admin admin admin-dev-key ADMIN_USER / ADMIN_KEY
Demo / stakeholder demo $$$Adm1n### DEMO_ADMIN_USER / DEMO_ADMIN_PASSWORD

The seed runs only when the table is empty — after that, accounts are managed in the console and survive restarts (SQLite) and env changes.

Sign-in issues a session token; API access is also possible with the x-admin-key: $ADMIN_KEY header (used by automation).

2. Users tab (admin account management)

The Users tab lists every admin account and manages their lifecycle:

Admin users

  • Create — username (letters, digits, . _ -) plus a password of at least 8 characters. The new account can sign in immediately.
  • Deactivate / Activate — a deactivated account is blocked from signing in right away (401), and reactivation restores access. Deactivation persists in the database.
  • Safety guard — the console refuses to deactivate the last active admin, so you can never lock everyone out.

Existing sessions stay valid until sign-out or server restart; deactivation blocks new logins.

3. Rate card (per-endpoint pricing)

The Rate card tab sets list prices per API operation. Changes apply to the next API call — no restart.

Rate card

Three price kinds:

  • free — never charged (e.g. status, storage-list).
  • fixed — a flat fixedCents per call (e.g. transform at 4¢).
  • variable — baseCents per call plus size-based charges: perKbCents per KB of metadata and perMbCents per MB of file attachments (e.g. storage: 10¢ + 1¢/KB + 50¢/MB). This is how storing data with metadata or attachments is priced by size.

Add an endpoint with its operationId from openapi.yaml. Deleting an endpoint makes calls to it fail with 403 unless the customer's type has a default rule.

4. Customer types (tiers)

The Customer types tab defines plans:

Customer types

  • Multiplier — scales every list price (0.5 = 50% of list, 0.25 = 75% off).
  • Monthly credit (cents) — free included usage per month, consumed before anything is billable.

Defaults: free (1×, $1 credit), pro (0.5×, $10 credit, 8¢ default rule), business (0.25×, $100 credit, 8¢ default rule).

5. Customers

The Customers tab manages individual accounts:

Customers

  • Type — assign any tier.
  • Multiplier override — a per-customer deal that replaces the tier multiplier (e.g. a strategic account at 0.2×).
  • Email — used for portal login/claiming and email invoicing.
  • Billing — Stripe (metered via the billing job) or Purchase order (manual invoicing with PO numbers and 30-day terms).
  • Create — generates a customer id and API key. The API key is shown once in the notification — copy it immediately.

Customers created here can claim their portal account: the first signup at /portal with a matching email sets their password on the existing account instead of creating a new one.

6. Admin API reference

Everything the UI does is available over HTTP (x-admin-key or session Bearer):

  • POST /admin/api/login
  • GET /admin/api/users · POST /admin/api/users · POST /admin/api/users/:username/activate|deactivate
  • GET /admin/api/pricing · PUT/DELETE /admin/api/endpoints/:id
  • PUT/DELETE /admin/api/tiers/:id
  • GET/POST /admin/api/customers · PUT /admin/api/customers/:id
  • POST /admin/api/invoices/generate · GET /admin/api/invoices · POST /admin/api/invoices/:id/issue|paid
  • GET /admin/api/reports/billing · GET /admin/api/reports/usage-trend
  • GET /admin/api/zapier/status