App Management

Overview

The App Management system allows administrators to control which applications are available within the workspace, manage app-specific permissions, and configure access for different user roles. This centralized control ensures proper licensing, security, and functionality across your organization.

Administrator Access Required

App management functions require administrator privileges. Only users with administrator roles can enable/disable applications, modify app permissions, and configure role-based access.

Enable or disable applications workspace-wide
Configure role-based app permissions
Manage application licensing and access
Monitor app usage and user assignments

Workspace Applications

The Workspace Apps interface provides a comprehensive view of all available applications in your Agent Teammate workspace, along with their current status and role assignments.

Available Applications

Access App Management

Navigate to Workspace Admin in the sidebar and select Apps to view the Workspace Apps dashboard.

Review Application Grid

The app management interface displays all workspace applications in a grid format, showing:

Application Name: The name of each application (AI Mate, AI Studio, CRM, etc.)
Description: Brief description of the app's functionality
Role Assignment: Which roles currently have access (USER, ADMINISTRATOR)
Edit Controls: Configuration options for each application

Workspace Apps dashboard showing all available applications with their current role assignments and edit controls

Application Catalog

Your workspace includes the following core applications:

Application	Description	Default Access
AI Mate	AI assistant and automation features	USER role access
AI Studio	Create, automate, and innovate with AI	USER role access
CRM	Customer relationship management system	USER role access
Phone	Communication and calling features	USER role access
Website	Website management and editing tools	USER role access
Listings	Property and listing management	USER role access
Social Media Manager	Social media publishing and management	USER role access

App Management Tips

Role-Based Access: Applications are assigned to specific roles rather than individual users
Edit Controls: Use the edit button (pencil icon) to modify app settings
Visual Status: Icons and descriptions help identify each application quickly
Centralized Control: All app permissions are managed from this single interface

Configuring Application Settings

Each application can be individually configured to control access, permissions, and workspace-wide availability through the Edit App interface.

Editing Application Configuration

Select Application to Edit

Click the edit button on any application card to open the configuration dialog.

Enable/Disable Application

Use the "Enable App within the workspace" toggle to control application availability:

Enabled (ON): Application is available to assigned roles
Disabled (OFF): Application is hidden from all users regardless of role

Configure Role Permissions

Review and modify which roles have access to the application:

Current Permissions: View roles that currently have access
Role Changes: Add or remove role permissions as needed
Security Module: Note that detailed permissions can be changed in the Security module

Save Configuration

Click Update to apply your changes to the application settings.

Edit App dialog for AI Studio showing enable/disable toggle, role permissions, and update controls

Application Configuration Options

Setting	Description	Impact
Enable App Toggle	Controls workspace-wide app availability	When disabled, app is hidden from all users
Role Permissions	Shows which roles can access the application	Users with these roles can see and use the app
Security Module Link	Reference to advanced permission controls	Detailed permissions managed in Security settings

Permission Management: App permissions can be changed within the Security module for more granular control. The basic role assignments shown here provide the foundation for application access.

Role-Based Application Access

Understanding how roles interact with application permissions is crucial for maintaining proper access control and security within your workspace.

Role Assignment Strategy

Best Practices for Role Management

Principle of Least Privilege: Grant only the minimum app access needed for each role
Role Consistency: Ensure similar job functions have consistent app access
Regular Reviews: Periodically audit role assignments and app permissions
Documentation: Maintain records of why specific roles have access to certain apps

Application Access Hierarchy

How different roles typically interact with applications:

Administrator Role

Administrators typically have access to:

All workspace applications by default
App management and configuration controls
User assignment and permission management
Advanced features within each application

Standard User Role

Standard users receive access to:

Core business applications (CRM, Website, etc.)
Communication tools (Phone, Social Media Manager)
AI-powered features (AI Mate, AI Studio)
Basic functionality within assigned applications

Custom Roles

Custom roles can be configured with:

Specific application combinations based on job function
Limited or enhanced access to certain features
Department-specific application portfolios
Temporary or project-based access permissions

Application Status Management

Control the availability of applications across your workspace with enable/disable functionality and status monitoring.

Application States

Status	Description	User Impact
Enabled	Application is active and available	Users with appropriate roles can access and use the app
Disabled	Application is hidden workspace-wide	App is not visible to any users, regardless of role
Role-Restricted	Application available only to specific roles	Only users with assigned roles can see and use the app

Managing Application Availability

Important Considerations

User Impact: Disabling apps affects all users immediately
Data Preservation: Disabling apps doesn't delete user data
Licensing: Consider licensing implications when enabling/disabling apps
Dependencies: Some apps may depend on others for full functionality
Communication: Notify users before making significant app changes

Application Usage Monitoring

Track application usage and optimize your workspace configuration based on actual user engagement and business needs.

Usage Analytics

Key Metrics to Monitor

Application Adoption: Which apps are most/least used by your team
Role-Based Usage: How different roles interact with various applications
Feature Utilization: Which application features are being leveraged
User Engagement: Frequency and duration of app usage
Access Patterns: Peak usage times and workflow patterns

Optimization Strategies

Use usage data to improve your workspace configuration:

Remove Unused Apps: Disable applications with low adoption rates
Expand Successful Apps: Provide broader access to highly-used applications
Training Opportunities: Identify apps that need user education
Role Adjustments: Modify role assignments based on actual usage patterns

Troubleshooting Common Issues

Application Management Problems

Issue	Possible Cause	Solution
User cannot see an application	App disabled or role lacks permissions	Check app status and verify user's role has access
App settings won't save	Insufficient permissions or system error	Ensure admin privileges and try refreshing the page
All users lost app access	Application was disabled workspace-wide	Re-enable the application in the Apps management section
Role changes not reflected	Cache or session needs refresh	Ask users to log out and log back in
Edit button not working	Browser compatibility or JavaScript issues	Try a different browser or clear browser cache

Important: Always test application changes with a non-administrator account to ensure proper functionality. Application changes take effect immediately and impact all users.

Advanced App Management

Integration with Security Module

For more granular control over application permissions:

Access Security Settings

Navigate to the Security section in Workspace Admin for advanced permission controls.

Configure Detailed Permissions

Set specific feature-level permissions within applications, not just basic access control.

Implement Custom Policies

Create custom security policies that govern how applications can be used within your workspace.

App Management Setup Complete! You now have comprehensive control over your workspace applications. Regular monitoring of app usage and permissions will help maintain optimal security and productivity for your team.