Admin Overview
Administrative capabilities and configuration overview
Admins in Agentnoon have elevated permissions to configure the platform, manage users, and maintain data integrity. This guide covers everything admins need to know to effectively manage their Agentnoon instance.
What is an Admin?
Admins are power users with special permissions to configure and maintain Agentnoon for their organization. Unlike regular users who primarily view data and create scenarios, admins control the underlying system configuration.
Who becomes an admin:
Initial admins are set up during customer onboarding
Existing admins can grant admin privileges to other users
Agentnoon (as the vendor) has super-admin access for support purposes
Admin vs Regular User Permissions
What Regular Users Can Do:
View Main Org
Create and edit scenarios (with appropriate permissions)
View Workforce Hub analytics
Use Forecast to analyze data
Export data they have access to
Submit scenarios for approval
What Only Admins Can Do:
User management: Invite users, manage permissions, configure access groups
Data management: Upload CSV files, configure live integrations, manage data refreshes
Field configuration: Create custom fields, configure formulas, define metrics
System settings: Configure approval workflows, set default views, customize colors
Rate card management: Upload and configure compensation rate cards
Auto mapping: Configure automatic field population rules
Access control: Define who can see what data based on field values
Core Admin Responsibilities
1. User Management & Access Control
Managing users:
Invite new users via email
Assign admin privileges to power users
Deactivate users who leave the organization
Reset passwords if needed
Access control:
Create access groups to limit data visibility
Configure field-level permissions (who can see/edit which fields)
Set department or location-based access restrictions
Define which users can create scenarios vs. view-only access
Example: Create an "HRBP North America" access group that only sees US and Canada employees.
2. Data Upload & Management
CSV uploads:
Upload full org data files (replaces Main Org)
Upload partial data (updates specific fields)
Validate data before upload
Troubleshoot data errors
Live integrations:
Configure SFTP, Workday, or API integrations
Set sync frequency
Monitor integration health
Handle sync failures
Data transformation hub:
Upload additional CSV files to enrich main data
Perform joins between data sources
Download merged data for upload
3. Field & Attribute Configuration
Managing fields:
Mark fields as employee fields vs position fields
Set fields as mandatory for new positions
Configure field visibility (hide sensitive fields)
Enable auto-duplication for scenario copying
Create field groups for organized editing panels
Creating custom fields:
Add new attributes to track (e.g., "Criticality", "Succession Ready")
Define field types (text, number, dropdown, date)
Set dropdown values if applicable
Formulas:
Create calculated fields based on other fields
Examples: Fully loaded cost, Pay ratio, Custom org levels
4. Rate Card Configuration
What rate cards do:
Auto-populate salaries when creating new positions
Based on criteria like pay grade, job family, location
Ensure consistent, market-aligned compensation
Setup:
Upload rate card CSV file
Map columns to Agentnoon fields
Select compensation-determining columns (checkboxes)
Choose which column maps to salary (or other comp fields)
Important: All rate card columns must exist as fields in Agentnoon first.
5. Metrics Configuration
System-calculated metrics:
Span of Control (SOC)
Manager cost ratio
IC count and cost
Total org size
Average manager salary
Customizing metrics:
Disable metrics you don't want visible
Create custom metrics (e.g., SOC excluding seasonal workers)
Define calculation rules
6. Approval Workflow Configuration
Setting up approvals:
Define Level 1 approvers (first approval stage)
Define Level 2 approvers (second approval stage)
Enable "Lock scenarios upon submission" to prevent edits during approval
Multiple Level 1 approvers possible (any one can approve)
Level 0 and Level 3 approvers are scenario-specific (set per scenario)
Approval flow: Level 0 (scenario-specific) → Level 1 (global) → Level 2 (global) → Level 3 (scenario-specific)
7. Other Admin Settings
Colors:
Customize highlight colors for departments, locations, etc.
Ensure colors align with company branding
Default views:
Save views (filters + highlights + card content) as defaults
Assign default views to specific users or scenarios
Helps onboard new users with pre-configured views
Organization roots:
Typically one CEO as root
Configure multiple roots if needed (e.g., multiple business units)
General settings:
SSO configuration
Data sync preferences
UI customization options
Ongoing Admin Maintenance
Weekly Tasks
Monitor data sync status (if using live integration)
Review user access requests
Address data error reports from users
Monthly Tasks
Review active users and deactivate former employees
Update rate cards if compensation bands change
Audit access groups for accuracy
Check for new feature releases from Agentnoon
Quarterly Tasks
Refresh training for new users
Review and optimize access control rules
Update custom fields as business needs evolve
Conduct admin best practices review
Annual Tasks
Major data cleanup (archive old scenarios, remove outdated fields)
Comprehensive access audit
Review and update approval workflows
Renew or expand Agentnoon licenses
Common Admin Workflows
Onboarding a New User
Go to Settings → Users (or Access Control section)
Click "Invite User"
Enter email address
Assign access group (determines what data they see)
Set permissions (Viewer, Planner, Approver)
Send invitation
User receives email to set up account
Uploading New Data
Export latest data from HRIS
Format CSV according to Agentnoon requirements
Go to Data Management → Upload
Select file
Map columns to Agentnoon fields (if first time)
Review validation errors (if any)
Confirm upload
Verify data in Main Org
Creating a Custom Field
Go to Settings → Fields and Attributes (or Data Management in Main Org toolbar)
Click "Add Field"
Name the field (must match CSV column if importing data)
Set field type (text, number, dropdown, date)
Configure visibility, mandatory status, auto-duplication
Save
Field now available in card content, filters, exports
Configuring an Access Group
Go to Settings → Access Control → Access Groups
Click "Create Access Group"
Name the group (e.g., "Engineering Leadership")
Set filters:
Department = Engineering (users in this group only see Engineering)
Or Location = San Francisco (users only see SF employees)
Assign users to the group
Save
Users now have filtered view automatically
Security & Data Governance
Best Practices
Principle of least privilege: Only grant admin access to those who need it
Regular audits: Review user access quarterly
Data privacy: Use access groups to protect sensitive information
Field visibility: Hide fields like SSN, personal addresses from non-admins
Password policies: Enforce strong passwords (configured in SSO if applicable)
Sensitive Data Handling
Never commit .env files or credentials to the Agentnoon system
Use access groups to restrict salary visibility
Be cautious with export permissions (exports respect access groups)
Getting Help
As an Admin, When to Contact Support
Integration failures or data sync issues
System errors or bugs
Feature requests or configuration questions
User access issues you can't resolve
Data migration assistance
Self-Service Resources
Next Steps
Configuring Approval Flows - Set up scenario approvals
Data Refresh & Sync - Manage data updates
Access Groups - Control who sees what
Fields and Attributes Management - Configure custom fields
Rate Cards - Set up compensation automation
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