Momento/docs/story-3.8-admin-console.md

Story 3.8: Admin Console — Complete Management Dashboard

Epic: 3 — The SaaS Commercial Engine Priority: High Status: ready-for-dev Depends on: 3.1 (quota tracking), 3.6 (Stripe tiers), 3.7 (billing UX) Blocks: — Related: FR13 (real-time quota indicator), FR21 (audit logging), FR18 (fallback rules)

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Problem Statement

The admin console exists but is a hollow shell:

• Dashboard: 3 of 4 metrics are hardcoded strings ("24", "1,234", "856"). Trends are fake. "Recent Activity" is a placeholder div.
• Users page: No pagination, no search, no edit, no subscription info. Shows only name/email/role/date. Cannot see what plan a user is on, how much they consume, or manage their subscription.
• No billing/subscription visibility: The Subscription model has real data (tier, status, Stripe IDs, period dates) but there is zero admin UI for it.
• No usage analytics: UsageLog collects per-user, per-feature requestsCount and tokensUsed but nobody can see it. No charts, no breakdown, no per-user drill-down.
• FeatureFlag model unused: Schema exists (key, enabled, tiers) with zero code references and zero admin UI.
• No i18n: Dashboard, users, AI pages have hardcoded English/French text. The admin.* locale block (260+ keys) only exists in en.json.
• Design inconsistency: Admin pages use raw Tailwind (text-gray-900, bg-white) instead of the design tokens (text-foreground, bg-paper, font-memento-serif). The sidebar is properly styled but the content area looks like a different app.

This story transforms the admin console into a production-ready management dashboard with real data, real metrics, and real controls.

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User Stories

US-1: Real Dashboard Metrics

As an admin, I want to see real, live metrics on the dashboard, So that I understand the health and growth of the platform.

Acceptance Criteria:

• Given I navigate to /admin
• When the page loads
• Then I see 6 metric cards with real data:

Metric	Source	Computation
Total Users	User.count()	Current count
Total Notes	Note.count()	Current count
AI Requests (30d)	UsageLog.sum(requestsCount) where periodStart in last 30 days	Aggregate
Active Subscribers	Subscription.count() where status = ACTIVE and tier != BASIC	Count
Tokens Used (30d)	UsageLog.sum(tokensUsed) where periodStart in last 30 days	Aggregate, formatted (e.g., "1.2M")
Revenue (30d)	Stripe API or Subscription count × price	If Stripe not connected, show subscriber count × plan price as estimate

• And each card shows a trend arrow comparing to the previous 30-day period (computed from UsageLog and User.createdAt)
• And data is fetched server-side (no client loading state for metrics)
• And the page uses the font-memento-serif heading + text-foreground / bg-paper design tokens (NOT raw gray/white)

US-2: Dashboard Charts

As an admin, I want to see usage trends over time, So that I can spot patterns and growth trajectories.

Acceptance Criteria:

• Given I am on the dashboard
• When I scroll below the metric cards
• Then I see a 7-day area chart showing daily AI requests (sourced from UsageLog grouped by periodStart day)
• And I see a user growth line chart (users created per day, last 30 days)
• And charts use Recharts (already a dependency — verify) with the Momento color palette:
  • Line/area: #ACB995 (sage) or #D4A373 (ochre)
  • Grid: border-border/40
  • Labels: text-[11px] text-muted-foreground
  • Background: transparent (inherits bg-paper)

US-3: Recent Activity Feed

As an admin, I want to see recent platform activity, So that I can monitor what's happening in real-time.

Acceptance Criteria:

• Given I am on the dashboard
• When I view the "Recent Activity" section
• Then I see the last 20 significant events:
  • New user registration (icon: UserPlus, text: "[Name] signed up", relative time)
  • Subscription created/upgraded (icon: Crown, text: "[Name] upgraded to [Tier]", relative time)
  • Subscription canceled (icon: AlertTriangle, text: "[Name] canceled [Tier]", relative time)
  • High usage alert (icon: Zap, text: "[Name] used 90%+ of quota", relative time)
• And each event shows relative time ("2 minutes ago", "3 hours ago")
• And events are sourced from UsageLog (high usage), Subscription.createdAt (new subs), Subscription.canceledAt (cancellations), User.createdAt (signups)

US-4: Enhanced User Management

As an admin, I want to see and manage comprehensive user data, So that I can support users and manage the platform.

Acceptance Criteria:

• Given I navigate to /admin/users

• When the user table loads

• Then each row shows:

  • Name + avatar initial
  • Email
  • Role badge (USER / ADMIN)
  • Subscription tier badge (Free / Pro / Business / Enterprise) with color:
    • Free: bg-secondary text-secondary-foreground
    • Pro: bg-violet-100 text-violet-700
    • Business: bg-amber-100 text-amber-700
    • Enterprise: bg-emerald-100 text-emerald-700
  • AI usage this period (sum of requestsCount from current period UsageLog, formatted as number)
  • Created date
  • Actions (role toggle, delete, new: view details)

• And there is a search bar at the top that filters by name or email (client-side for now, debounced 300ms)

• And there is pagination (25 users per page) with page controls

• And there is a subscription filter dropdown: All / Free / Pro / Business / Enterprise

• And clicking a user row opens a User Detail Drawer (slide-in from right, 400px)

US-5: User Detail Drawer

As an admin, I want to see detailed information about a specific user, So that I can troubleshoot issues and manage their account.

Acceptance Criteria:

• Given I click on a user row in the user table

• When the drawer opens

• Then I see:

  Profile Section:

  • Avatar initial + name + email
  • Role badge
  • Member since date
  • Last active (from most recent UsageLog.createdAt or session.expires)

  Subscription Section:

  • Current plan badge (tier)
  • Status badge (ACTIVE / CANCELED / PAST_DUE / TRIALING)
  • Billing period: "[start] – [end]"
  • Stripe customer ID (clickable link to Stripe dashboard if available)
  • "Manage in Stripe" button (opens portal for that customer)

  Usage Section:

  • Per-feature usage table for current period:
    • Feature name
    • Requests used / limit
    • Tokens used
    • Progress bar (same visual as UsageBreakdown from Story 3.7)
  • "View full history" link (future scope, just a placeholder for now)

  Account Actions:

  • Edit name (inline edit, save via server action)
  • Reset password (sends reset email)
  • Change role dropdown
  • Impersonate user (future scope — button disabled with tooltip "Coming soon")
  • Delete user (red, with double-confirm for users with notes)

• And the drawer uses the same design tokens as the settings panels (rounded-xl border border-border/40 bg-paper)

• And closing the drawer refreshes the user list

US-6: Subscriptions Overview Page

As an admin, I want to see all subscriptions in one place, So that I can monitor revenue and plan distribution.

Acceptance Criteria:

• Given I navigate to /admin/subscriptions (new sidebar nav item)

• When the page loads

• Then I see:

  Summary Cards (top):

  • Total subscribers (count of non-BASIC active subscriptions)
  • Monthly recurring revenue estimate (subscriber count × plan price)
  • Churn rate (canceled in last 30d / total subscribers 30d ago)
  • Most popular plan (tier with highest count)

  Subscriber Table:

  • Columns: User name, Email, Tier, Status, Period end, MRR, Actions
  • Filterable by tier and status
  • Sortable by period end (default: expiring soonest first)
  • Paginated (25 per page)
  • Actions: View user drawer, Open Stripe portal, Cancel subscription (with confirm)

  Tier Distribution:

  • Simple horizontal bar chart showing count per tier
  • Colors: Free (gray), Pro (violet), Business (amber), Enterprise (emerald)

• And the sidebar nav includes "Subscriptions" with a CreditCard icon between "Users" and "AI Management"

US-7: Usage Analytics Page

As an admin, I want to see platform-wide AI usage analytics, So that I can optimize costs and understand feature adoption.

Acceptance Criteria:

• Given I navigate to /admin/usage (new sidebar nav item)

• When the page loads

• Then I see:

  Period Selector: Last 7 days / 30 days / 90 days (pill toggle, default 30d)

  Aggregate Cards:

  • Total AI requests (period)
  • Total tokens consumed (period, formatted: "1.2M")
  • Average requests per user (period)
  • Cost estimate (tokens × $0.002/1K tokens for gpt-4o-mini as rough estimate)

  Feature Breakdown:

  • Bar chart: requests per feature (semantic_search, auto_tag, auto_title, reformulate, chat, brainstorm_*)
  • Sorted by volume descending
  • Each bar shows count + percentage of total

  Top Users Table:

  • Columns: Rank, User name, Requests, Tokens, Tier
  • Top 25 users by request count
  • Clickable rows → user detail drawer

  Daily Trend Chart:

  • Area chart: daily request count over selected period
  • Tooltip shows date + count

• And all data is sourced from UsageLog aggregated via Prisma groupBy

US-8: Feature Flags Management

As an admin, I want to toggle features on/off per tier, So that I can roll out features gradually.

Acceptance Criteria:

• Given I navigate to /admin/settings (existing page)
• When I scroll to a new "Feature Flags" section
• Then I see a table of feature flags from the FeatureFlag model:
  • Key (string, editable)
  • Enabled toggle (switch)
  • Tiers multiselect (checkboxes: BASIC, PRO, BUSINESS, ENTERPRISE)
  • Last updated date
• And I can create a new feature flag via "Add Flag" button
• And I can delete a feature flag
• And changes take effect immediately (writes to DB, revalidatePath('/admin/settings'))
• And the section uses the existing SettingsSection / SettingToggle component patterns

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Technical Design

New Files to Create

File	Description
app/(admin)/admin/subscriptions/page.tsx	Subscriptions overview page
app/(admin)/admin/subscriptions/subscription-table.tsx	Subscriber table client component
app/(admin)/admin/usage/page.tsx	Usage analytics page
app/(admin)/admin/usage/usage-client.tsx	Usage analytics client component (charts)
components/admin/user-detail-drawer.tsx	Slide-in user detail panel
components/admin/charts/area-chart.tsx	Recharts wrapper with Momento theme
components/admin/charts/bar-chart.tsx	Recharts wrapper with Momento theme
app/actions/admin-subscriptions.ts	Server actions: getSubscriptions, cancelSubscription, getSubscriptionSummary
app/actions/admin-usage.ts	Server actions: getUsageAggregate, getUsageByFeature, getTopUsers, getDailyUsage
app/actions/admin-feature-flags.ts	Server actions: getFeatureFlags, createFeatureFlag, updateFeatureFlag, deleteFeatureFlag

Files to Modify

File	Change
app/(admin)/admin/page.tsx	Replace mock metrics with real DB queries, add chart components, add activity feed, apply design tokens
app/(admin)/admin/users/page.tsx	Add search bar, subscription filter, apply design tokens, pass subscription data to UserList
app/(admin)/admin/user-list.tsx	Add subscription tier column, usage column, row click handler → drawer, pagination, apply design tokens
components/admin-sidebar.tsx	Add "Subscriptions" and "Usage" nav items
components/admin-metrics.tsx	Apply design tokens (bg-paper instead of bg-white, text-foreground instead of text-gray-900)
app/(admin)/admin/settings/page.tsx	Add Feature Flags section
app/(admin)/admin/settings/admin-settings-form.tsx	Add Feature Flags management UI
app/actions/admin.ts	Update getUsers() to include subscription and usage data, add pagination params

Data Aggregation Queries

// Dashboard metrics
const [
  totalUsers,
  totalNotes,
  aiRequests30d,      // UsageLog.sum({ requestsCount }, { periodStart: { gte: 30dAgo } })
  activeSubscribers,   // Subscription.count({ status: ACTIVE, tier: { not: BASIC } })
  tokensUsed30d,       // UsageLog.sum({ tokensUsed }, { periodStart: { gte: 30dAgo } })
  prevMonthUsers,      // User.count({ createdAt: { lt: 30dAgo } })
  prevMonthRequests,   // UsageLog.sum for previous period
] = await Promise.all([...])

// Daily usage for charts
const dailyUsage = await prisma.usageLog.groupBy({
  by: ['periodStart'],
  _sum: { requestsCount: true, tokensUsed: true },
  where: { periodStart: { gte: startDate } },
  orderBy: { periodStart: 'asc' },
})

// Top users
const topUsers = await prisma.usageLog.groupBy({
  by: ['userId'],
  _sum: { requestsCount: true, tokensUsed: true },
  where: { periodStart: { gte: startDate } },
  orderBy: { _sum: { requestsCount: 'desc' } },
  take: 25,
})

// Users with subscription + usage (enhanced getUsers)
const users = await prisma.user.findMany({
  skip: (page - 1) * 25,
  take: 25,
  include: {
    subscription: { select: { tier: true, status: true, currentPeriodEnd: true } },
    usageLogs: {
      where: { periodStart: { gte: currentPeriodStart } },
      select: { requestsCount: true, tokensUsed: true },
    },
  },
  orderBy: { createdAt: 'desc' },
})

Dependencies to Verify

Package	Status	Action
recharts	Verify in package.json	Install if missing (npm i recharts)
date-fns	Already installed	No action
@tanstack/react-query	Already installed	No action

Design Tokens (Existing — Consistent with Main App)

All admin pages MUST use these tokens instead of raw Tailwind colors:

Element	Current (WRONG)	Correct Token
Page background	bg-white / bg-gray-50	bg-paper (#F2F0E9)
Text primary	text-gray-900	text-foreground / text-ink
Text secondary	text-gray-600	text-muted-foreground / text-muted-ink
Cards	bg-white border-gray-200	bg-paper border-border/40 (or bg-card)
Headings	text-3xl font-bold text-gray-900	font-memento-serif text-3xl font-medium text-foreground
Subtitles	text-gray-600 mt-1	text-[11px] text-muted-foreground uppercase tracking-[0.2em]
Dark mode	Manual dark: classes	Automatic via CSS variables
Sidebar active	Custom classes	memento-active-nav class (already defined)

Sidebar Navigation (Updated)

ADMIN_NAV_ITEMS = [
  { titleKey: 'admin.sidebar.dashboard',     href: '/admin',               icon: LayoutDashboard },
  { titleKey: 'admin.sidebar.users',          href: '/admin/users',         icon: Users },
  { titleKey: 'admin.sidebar.subscriptions',  href: '/admin/subscriptions', icon: CreditCard },
  { titleKey: 'admin.sidebar.usageAnalytics', href: '/admin/usage',         icon: BarChart3 },
  { titleKey: 'admin.sidebar.aiManagement',   href: '/admin/ai',           icon: Brain },
  { titleKey: 'admin.sidebar.settings',       href: '/admin/settings',     icon: Settings },
]

i18n Keys to Add (15 locales)

All new keys under admin.* namespace. The full admin block (260+ keys) needs to be propagated to all 15 locale files. New keys for this story:

{
  "admin": {
    "sidebar.subscriptions": "Subscriptions",
    "sidebar.usageAnalytics": "Usage Analytics",
    "dashboard.totalNotes": "Total Notes",
    "dashboard.aiRequests": "AI Requests",
    "dashboard.activeSubscribers": "Active Subscribers",
    "dashboard.tokensUsed": "Tokens Used",
    "dashboard.revenueEstimate": "Revenue (est.)",
    "dashboard.recentActivity": "Recent Activity",
    "dashboard.noActivity": "No recent activity.",
    "dashboard.newSignup": "{name} signed up",
    "dashboard.upgraded": "{name} upgraded to {tier}",
    "dashboard.canceled": "{name} canceled {tier}",
    "dashboard.highUsage": "{name} reached {percent}% of quota",
    "dashboard.userGrowth": "User Growth",
    "dashboard.dailyRequests": "Daily AI Requests",
    "subscriptions.title": "Subscriptions",
    "subscriptions.description": "Monitor and manage subscription plans",
    "subscriptions.totalSubscribers": "Total Subscribers",
    "subscriptions.monthlyRevenue": "Monthly Revenue (est.)",
    "subscriptions.churnRate": "Churn Rate",
    "subscriptions.popularPlan": "Most Popular",
    "subscriptions.table.user": "User",
    "subscriptions.table.tier": "Plan",
    "subscriptions.table.status": "Status",
    "subscriptions.table.periodEnd": "Period End",
    "subscriptions.table.mrr": "MRR",
    "subscriptions.table.actions": "Actions",
    "subscriptions.manageStripe": "Manage in Stripe",
    "subscriptions.cancelConfirm": "Cancel subscription for {name}?",
    "subscriptions.tierDistribution": "Plan Distribution",
    "usage.title": "Usage Analytics",
    "usage.description": "Platform-wide AI feature consumption",
    "usage.totalRequests": "Total Requests",
    "usage.totalTokens": "Total Tokens",
    "usage.avgPerUser": "Avg per User",
    "usage.costEstimate": "Est. Cost",
    "usage.featureBreakdown": "Feature Breakdown",
    "usage.topUsers": "Top Users",
    "usage.rank": "#",
    "usage.requests": "Requests",
    "usage.tokens": "Tokens",
    "usage.dailyTrend": "Daily Trend",
    "usage.last7d": "Last 7 days",
    "usage.last30d": "Last 30 days",
    "usage.last90d": "Last 90 days",
    "users.search": "Search users...",
    "users.filterTier": "Filter by plan",
    "users.allTiers": "All plans",
    "users.usageThisPeriod": "AI usage",
    "users.detail.title": "User Details",
    "users.detail.memberSince": "Member since",
    "users.detail.lastActive": "Last active",
    "users.detail.subscription": "Subscription",
    "users.detail.billingPeriod": "Billing period",
    "users.detail.stripeId": "Stripe ID",
    "users.detail.manageStripe": "Manage in Stripe",
    "users.detail.usagePeriod": "Usage this period",
    "users.detail.editName": "Edit name",
    "users.detail.resetPassword": "Send reset email",
    "users.detail.impersonate": "Impersonate",
    "users.detail.impersonateSoon": "Coming soon",
    "users.detail.deleteWithNotes": "This user has {count} notes. Confirm deletion?",
    "settings.featureFlags": "Feature Flags",
    "settings.featureFlagsDescription": "Toggle features on/off per subscription tier",
    "settings.addFlag": "Add Flag",
    "settings.flagKey": "Key",
    "settings.flagEnabled": "Enabled",
    "settings.flagTiers": "Available for",
    "settings.deleteFlag": "Delete flag",
    "settings.confirmDeleteFlag": "Delete feature flag \"{key}\"?"
  }
}

---

Pages Architecture

/admin — Dashboard (Rewrite)

┌─────────────────────────────────────────────┐
│ Dashboard                                   │ ← font-memento-serif
│ Overview of your platform                   │ ← text-muted-foreground
├─────────┬─────────┬─────────┬──────────────┤
│ Users   │ Notes   │ AI Req  │ Subscribers  │ ← 4 real metrics
│ 142  ↑12│ 3,241 ↑8│ 12.4K ↑24│ 23 ↑15%    │
├─────────┴─────────┴─────────┴──────────────┤
│ ┌───────────────────┐ ┌───────────────────┐│
│ │ Daily AI Requests │ │ User Growth       ││ ← Recharts
│ │ ▁▂▃▅▇█▇▅▃▂▁▁▂▃  │ │ ▁▂▃▃▄▅▅▆▇▇█      ││
│ └───────────────────┘ └───────────────────┘│
├─────────────────────────────────────────────┤
│ Recent Activity                             │
│ ● Sepehr upgraded to Pro — 2 min ago       │
│ ● Jane signed up — 15 min ago              │
│ ● ...                                      │
└─────────────────────────────────────────────┘

/admin/users — Enhanced User Management (Rewrite)

┌─────────────────────────────────────────────┐
│ Users                              [+ Add]  │
│ Manage users and permissions                │
├─────────────────────────────────────────────┤
│ 🔍 Search...          [Plan ▼] [All plans] │
├──────┬────────┬──────┬──────┬──────┬───────┤
│ Name │ Email  │ Role │ Plan │ Usage│ Date  │
│ John │ j@e.co │ USER │ Pro  │ 847  │ May 2 │ ← row click → drawer
│ Jane │ j@e.co │ ADMIN│ Free │  23  │ Apr 28│
├──────┴────────┴──────┴──────┴──────┴───────┤
│ ← 1  2  3  →                    25 per page│
└─────────────────────────────────────────────┘

/admin/subscriptions — New Page

┌─────────────────────────────────────────────┐
│ Subscriptions                               │
│ Monitor and manage subscription plans       │
├─────────┬─────────┬─────────┬──────────────┤
│ 23 Subs │ €228/mo │ 4.2% Churn│ Pro (most) │ ← summary cards
├─────────┴─────────┴─────────┴──────────────┤
│ Tier Distribution                           │
│ Free ████████████████ 119                   │
│ Pro  █████████ 15                           │
│ Biz  ██████ 6                               │ ← horizontal bars
│ Ent  ███ 2                                  │
├─────────────────────────────────────────────┤
│ [Tier ▼] [Status ▼]                        │
├──────┬──────┬──────┬──────┬────────────────┤
│ User │ Tier │Status│ Until│ Actions        │
│ ...  │ ...  │ ...  │ ... │ [Stripe] [Cancel]│
└──────┴──────┴──────┴──────┴────────────────┘

/admin/usage — New Page

┌─────────────────────────────────────────────┐
│ Usage Analytics                             │
│ Platform-wide AI feature consumption        │
├─────────────────────────────────────────────┤
│ [7d] [30d] [90d]                            │ ← period toggle
├──────────┬──────────┬──────────┬────────────┤
│ 12.4K    │ 1.2M     │ 87       │ $2.40     │ ← aggregate cards
│ Requests │ Tokens   │ Avg/user │ Est. cost │
├──────────┴──────────┴──────────┴────────────┤
│ Feature Breakdown                           │
│ semantic_search ████████████████ 4,200      │
│ auto_tag        ██████████ 2,800            │ ← horizontal bars
│ auto_title      █████ 1,400                 │
│ chat            ███ 900                     │
├─────────────────────────────────────────────┤
│ Daily Trend                                 │
│ ▁▂▃▅▇█▇▅▃▂▁▁▂▃                             │ ← area chart
├─────────────────────────────────────────────┤
│ Top 25 Users                                │
│ # │ User      │ Requests │ Tokens │ Tier   │
│ 1 │ Sepehr    │ 3,200    │ 420K   │ Pro    │
│ 2 │ ...       │ ...      │ ...    │ ...    │
└─────────────────────────────────────────────┘

---

Implementation Order

Step	Task	Est.
1	Fix design tokens on all existing admin pages (replace bg-white/text-gray-900 with tokens)	1.5h
2	Rewrite dashboard with real metrics (6 cards)	2h
3	Add dashboard charts (daily requests + user growth)	2h
4	Add recent activity feed	1.5h
5	Enhance getUsers() with subscription + usage data + pagination	1h
6	Add search bar + tier filter + subscription column + pagination to users page	2h
7	Build user detail drawer	3h
8	Create subscriptions page (summary + table + tier distribution)	3h
9	Create usage analytics page (aggregates + charts + top users)	3h
10	Add feature flags section to settings page	1.5h
11	Update admin sidebar with 2 new nav items	0.5h
12	i18n: propagate full admin.* block to all 15 locales	2h
Total		~23h

---

Out of Scope

• Impersonate user — requires careful security design, deferred
• Admin API key management — viewing/rotating BYOK keys, deferred
• Export admin data as CSV — deferred to a follow-up
• Real-time WebSocket updates — polling/refresh is sufficient
• Email notifications for admin events — deferred
• Admin audit log (who did what) — deferred to Epic 4 (FR21)
• Backup/restore UI — the dump-db.sh script is sufficient for now
• Advanced charting (heatmaps, cohort analysis) — deferred
• Bulk user operations (mass delete, mass role change) — deferred
• SSO/SAML management — Epic 4 scope

---

Edge Cases & Error Handling

• No UsageLog data yet (fresh install) → charts show empty state, metrics show 0
• Redis down → usage section shows "Unable to load" gracefully (fail-open)
• Stripe not configured → subscription page shows "Connect Stripe" CTA instead of subscriber table
• User has no subscription → show "Free" badge, no subscription section in drawer
• User deletion with notes → double-confirm dialog showing note count
• Self-management protection → admin cannot delete self, change own role, or cancel own subscription via admin UI
• Pagination with filters → filter + search are client-side on the fetched page (acceptable for <10K users); server-side filtering if user base grows
• Dark mode → all new components must work in both modes via CSS variables

---

Testing Notes

• Visual: Verify all pages in both light and dark mode
• Responsive: Dashboard charts should stack on mobile; tables should scroll horizontally
• i18n: Switch language and verify all admin keys render correctly
• Data: Seed test data with UsageLog entries across multiple users and periods
• Access: Verify non-admin users are blocked at middleware level
• Performance: Dashboard with 10K+ UsageLog entries should load in <2s (verify query performance)