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NeuroForge Admin Panel Guide

Self-Hosted Edition

This manual walks you through everything an administrator can do in the NeuroForge Admin Panel when running the self-hosted edition: creating access tokens, managing users in bulk, tuning global limits, reading analytics, auditing activity, and watching server health.

Generate Token (Manual User Creation)

The token generation system issues signed access tokens carrying the username, max prompts, and optional expiration.

Form Fields

Field	Description
Username	The user's identifier (email or handle)
Max Prompts	Total monthly allowance
Expiration	ISO date (optional) - token stops working after this date

After Clicking "Generate Token"

• A brand-new token is returned and shown below the form
• Click Copy and hand it to the user (DM, email, etc.)

Good to Know

• You can create multiple tokens for the same username if needed (e.g., rolling keys)
• Expired tokens are rejected automatically
• New users will only become visible in the admin panel once they login the first time with their generated token which also activates their account on first time usage

Manage Users

This is your control room for individual accounts and bulk operations.

User Statistics Explained

Metric	Description
Used	Prompts consumed so far (this billing cycle)
Remaining	maxPrompts - used (floors at 0)
Total	The current maxPrompts assigned
Usage %	round((used / maxPrompts) * 100)

User Statuses

Status	Color	Meaning
Active	🟢 Green	Can still prompt; not near depletion
Low	🟡 Yellow	Over 80% consumed; consider topping up
Depleted	🔴 Red	100% used OR deliberately terminated
Removed	⚫ Gray	Permanently disabled; cannot be re-enabled

User Actions

Reset Usage

Sets used → 0, remaining → total, usage% → 0%

Example: was 10/10 used → becomes 0/10 used

Update Prompts

Changes total (maxPrompts) without altering used.

Example: user had used=5, total=10 
→ update to total=20 
→ now used=5, remaining=15, usage=25%

Terminate

Immediately blocks access: sets maxPrompts = 0, used = 0, status appears as Depleted.

Remove

Permanent ban: status becomes Removed, maxPrompts=0. This prevents the account from being re-created by any existing/old token.

Filters, Views, and Utilities

• Search by username
• Filters: status toggles (All, Active, Low, Depleted, Removed), usage %, ranges
• Card/Table view toggle
• Refresh list
• Export CSV: downloads the currently filtered list

CSV Export Columns:

User, Prompts Used, Prompts Remaining, Total Prompts, % Usage, Status

Import CSV (Bulk User Creation)

1. Click Import CSV
2. Download the Example CSV to see the required format:

user,maxPrompts,expires
jane@acme.com,150,2025-12-31
dev-team,300,

expires is optional (leave empty for no expiry)

3. Upload your file. You'll see:
   • A progress bar
   • Validation errors (e.g., "row 3: invalid date format")
   • On success, a result table with a new Token column for each user
4. Click Download updated CSV with tokens to save the full list

Global Limits

These are platform-wide guardrails that apply to all users and all models. Changing them restarts the backend quickly to take effect.

Token Limits

Setting	Description
MAX_TOTAL_TOKENS	Ceiling for input + output tokens per response
MAX_OUTPUT_TOKENS	Hard cap for model output length (subset of total)
GEMINI_OUTPUT_TOKENS	Per-model fine-tuning (Gemini tends to be verbose)
GEMINI_OUTPUT_ACCEPTABLE	Tolerance limit (Gemini often ignores the request limit)

History & Context Limits

Setting	Description
MAX_CONTEXT_MESSAGES	How many prior messages are carried forward per thread
MAX_MESSAGE_CHARS	Max chars per past message kept in context

Thread Limits

Setting	Description
MAX_THREAD_MESSAGES	Soft cap for thread length (users should start a new thread after reaching this)

Analytics

The Analytics tab gives you a visual pulse of the system:

Available Charts

• KPI Cards: Total users, active users, removed, depleted/terminated
• Status Distribution (pie): How your user base segments across statuses
• Top 10 by Prompts Used (bar): Your highest-volume accounts
• New Users per Day (line): Last 14 days growth curve
• Total Prompts: Used vs Remaining (bars)

Export Analytics CSV

One click to snapshot your current view for reporting.

System Logs (Audit Trail)

Everything important gets recorded here. You'll see:

• Admin actions: generate token, update prompts, reset usage, terminate/remove user, clear logs, import/export CSV, etc.
• System events: logins/logouts, backend restarts (from limit changes), rate-limit denials
• User signals: notable user-level system events (if enabled)
• Error events: parse failures, bad CSV rows, invalid tokens, etc.

Log Features

• Search by text
• Filter by type (All/Admin/System/User/Error)
• Export current logs to JSON
• Clear Logs (with confirmation)

Example Log Entries:

SYSTEM / Login – "Admin logged in successfully"
ADMIN / Update Prompts – "User: alice, New Prompts: 200"
ERROR / Import CSV – "Row 4: unknown column 'maxPromptz'"

Server Monitor

A clean, real-time overview for both processes:

Admin Panel Metrics (Port 3002)

• CPU Load – % usage over the last sample window
• Memory – Current RSS in MB
• MongoDB – Connection status + pool count
• API Speed – Rolling average response time
• Sessions – Active admin sessions
• Uptime – Since process start
• Node / Platform / CPU cores – Environment basics

Main Backend Metrics (Port 3001)

• Similar metrics as admin panel
• Also shows Active Threads (open user conversations)
• Shows Total Users count

Live offline detection

If you backend is down, this will be flagged here as system degraded and show as offline

Limits, Billing, and Prompt Consumption

How It Really Works

• One end-to-end battle prompt (all three models respond) consumes 1 prompt total
• Tournament/Analysis stages consume 1 prompt per analysis round
• The full prompt→analysis→final flow costs 3 prompts, not 6

Cycles & Resets

• User allowances reset monthly on the user's billing date
• Resetting an individual user in Manage Users sets used=0 without changing their total
• Global hard limits (timeouts, tokens, memory) apply regardless of the user's remaining balance

Security & Roles

Best Practices

• Prefer expiring tokens for contractors/trials
• Rotate tokens if one is suspected compromised
• Export logs regularly and store them off-box

Troubleshooting

User Can't Log In

• Check System Logs for SYSTEM / Login errors
• Confirm token not expired; confirm user status not Removed/Terminated
• If Terminated, use Update Prompts to restore > 0

"Tokens Exceeded" or "Took Too Long" Errors

• Raise MAX_TOTAL_TOKENS or MAX_OUTPUT_TOKENS gradually
• If latency hits the 30s timeout: try lowering output caps or simplifying prompts

Import CSV Fails

• Download the Example CSV and match headers exactly: user,maxPrompts,expires
• Dates must be ISO (YYYY-MM-DD)
• Keep under a few thousand rows for smooth UX; if you plan more, split files

Analytics Show 0 But Users Exist

• Click Refresh
• Check that /api/users returns data (network/auth)
• If you recently changed Global Limits, wait a moment for the backend restart

Backup & Maintenance Tips

• Logs are in your admin app's /logs directory. Snapshot them periodically
• Use PM2 (or your process manager) to keep both Admin and Backend online
• After OS updates or Node upgrades, validate Server Monitor shows both services healthy

Requirements (Self-Hosted)

Component	Requirement
Node.js	v18.20.8+
CPU	≥ 2 cores (scale with traffic)
RAM	≥ 2 GB (4 GB recommended)
Disk	≥ 500 MB (plus headroom for logs/data)
Database	MongoDB or MySQL
OS	Linux (Ubuntu, Alma, Amazon Linux, etc.)

Support, Licensing, and Customization

• Your one-time license covers lifetime use and updates
• We provide install, update, and usage guides for both the Admin Panel and the NeuroForge App
• We also include developer docs (code structure and endpoints) for teams who want to extend NeuroForge

Real-World Scenarios

A. "Client used up everything mid-demo."

Solution: Manage Users → search client → Update Prompts from 50 → 100 (keeps their used count intact), then click Reset Usage if you want to grant a clean slate.

B. "We offboarded a freelancer."

Solution: Manage Users → Terminate to pause immediately. If you need an irrevocable block (and to prevent token resurrection), Remove. Hide removed users via filter.

C. "We're shipping a long report; responses keep getting cut."

Solution: Global Limits → raise MAX_OUTPUT_TOKENS by +250 steps, keep MAX_TOTAL_TOKENS reasonable, and watch Server Monitor. If response times climb, back off by 100–200.

D. "We imported 100 users and ops wants a list of all their tokens."

Solution: Use Import CSV with your master list → validate → success → Download updated CSV with tokens → store securely (password-vault or encrypted share).

Conclusion

The NeuroForge Admin Panel gives you complete control over your self-hosted AI Battle Arena. Use it wisely, monitor regularly, and your users will have a seamless experience.

For technical support or custom development inquiries, contact your account manager or visit our support portal.