Super Admin Panel
The Super Admin panel is your command center for managing the entire SaaS platform. Access it from the admin navigation.
Platform Settings
Go to Super Admin > Platform Settings to configure your SaaS platform.
Stripe Configuration
| Setting | Description |
|---|---|
| Publishable Key | Your Stripe publishable key |
| Secret Key | Your Stripe secret key |
Both keys are stored encrypted in the database.
OAuth Providers
Configure Google, GitHub, Discord, and Slack credentials at the platform level. These apply to all tenant boards unless overridden.
Platform SMTP
Configure platform-wide email settings. Individual tenants can override with their own SMTP settings.
Domain Integration
Choose how custom domains are provisioned:
| Mode | Description |
|---|---|
| Manual | Show DNS instructions to tenants (no automation) |
| cPanel | Automatic domain provisioning via cPanel API |
| Cloudflare | Automatic provisioning via Cloudflare for SaaS |
Registration Mode
- Open — anyone can sign up
- Invite Only — only invited users can sign up
Trial Settings
- Trial duration (number of days)
- Features available during trial
Dashboard
Go to Super Admin > Dashboard for a high-level overview of your platform.
Time Range Filter
The dashboard includes a time range selector at the top. Choose from:
- 7 days - Last week's activity
- 30 days - Last month's activity
- 90 days - Last quarter's activity
- 1 year - Last 12 months
- All time - Complete platform history
All metrics and charts on the dashboard update based on the selected time range.
Tenant Stats Cards
| Card | Description |
|---|---|
| Total Tenants | All tenant accounts on the platform |
| Active Tenants | Tenants with active paid subscriptions |
| Trial Tenants | Tenants currently on a free trial |
| Total Users | All registered users across all tenants |
Revenue Metrics
| Metric | Description |
|---|---|
| MRR | Monthly Recurring Revenue |
| ARR | Annual Recurring Revenue |
| Active Subscribers | Tenants with paid subscriptions |
| Trial Users | Number of tenants currently in trial |
| Churn Rate | Percentage of subscribers cancelling within the selected period |
| Trial Conversion | Percentage of trial tenants that converted to paid plans |
Revenue by Plan Chart
A visual chart showing revenue distribution across your plans. Quickly identify which plans generate the most revenue and how revenue trends over time.
Cancellation Reasons Breakdown
A breakdown of reasons selected by tenants when they cancel. This helps identify common pain points and improve your offering. Reasons include: Too expensive, Switching to another product, Not enough features, Too complicated, and Other.
Recent Subscription Events
A feed of the latest subscription activity on your platform, including:
- New signups
- Plan upgrades and downgrades
- Cancellations
- Reactivations
- Payment failures
Plan Management
Go to Super Admin > Plans to create and manage subscription plans.
Plan List
The plan list shows all configured plans with their name, pricing, status (active/inactive), number of active subscribers, and sort order.
Creating a Plan
- Click Create Plan
- Fill in the plan details:
| Field | Description |
|---|---|
| Name | Display name of the plan (e.g., "Starter", "Pro", "Enterprise") |
| Slug | URL-friendly identifier for the plan |
| Description | Short description shown on the pricing page |
| Monthly Price | Price charged per month |
| Yearly Price | Price charged per year (typically discounted) |
| Featured | Whether this plan is highlighted on the pricing page |
| Sort Order | Display order on the pricing page |
| Stripe Monthly Price ID | The Stripe Price ID for the monthly billing interval |
| Stripe Yearly Price ID | The Stripe Price ID for the yearly billing interval |
- Set Usage Limits:
| Limit | Description |
|---|---|
| Max Users | Maximum registered users per tenant |
| Max Features | Maximum feature requests per board |
| Max Categories | Maximum categories per board |
| Max Products | Maximum product boards per tenant |
| Max Storage | Maximum file storage allowance |
- Configure Feature Toggles:
| Toggle | Description |
|---|---|
| Custom Domain | Whether tenants on this plan can use custom domains |
| API Access | Whether tenants on this plan can access the API |
| White Label | Whether tenants can remove Votlie branding |
| Priority Support | Whether tenants receive priority support |
- Click Save
Editing a Plan
Click Edit on any plan to modify its name, description, pricing, Stripe Price IDs, usage limits, or feature toggles. Changes to limits take effect immediately for existing subscribers.
Activating and Deactivating Plans
- Activate - Makes the plan visible on the pricing page and available for new signups
- Deactivate - Hides the plan from the pricing page. Existing subscribers on this plan are not affected and continue with their current subscription
Deleting a Plan
You can only delete a plan that has no active subscribers. If tenants are currently on the plan, you must first move them to a different plan before deleting.
Free Plans
To create a free plan, set both the monthly and yearly prices to $0. Free plans do not require Stripe Price IDs since no payment processing is needed. Tenants on free plans are created immediately without going through Stripe Checkout.
Plan pricing is managed in your Stripe Dashboard. Votlie references Stripe Price IDs to connect plans to Stripe's billing. Create your products and prices in Stripe first, then enter the Price IDs in Votlie.
Tenant Management
Go to Super Admin > Tenants to manage all customer accounts.
Tenant List
The tenant list displays all customer accounts with the following columns:
- Name / Slug - The tenant's display name and URL slug
- Plan - The subscription plan they are on
- Status - Current account status
- Trial End Date - If on trial, when the trial expires
- Created Date - When the tenant signed up
Search and Filtering
- Search by tenant name, slug, or admin email address
- Filter by status to quickly find tenants in a specific state (Active, Trial, Suspended, etc.)
Tenant Statuses
| Status | Meaning |
|---|---|
| Active | Paid subscription in good standing |
| Trial | Currently on free trial |
| Suspended | Subscription expired or payment failed |
| Cancelled | Tenant cancelled their subscription (in grace period or expired) |
| Pending Payment | Signed up but payment not yet completed |
| Pending Deletion | Scheduled for deletion, within the 7-day grace period |
Creating a Tenant Manually
- Click Create Tenant
- Enter the tenant's name, admin email, and workspace name
- Assign a plan
- Click Create
This is useful for creating accounts for specific customers without going through the signup flow.
Tenant Detail Page
Click on any tenant to view their full detail page:
- Overview - Summary of the tenant's plan, status, subscription dates, and usage metrics
- Editing - Modify the tenant's name, slug, plan, trial dates, or other settings
- Internal Notes - Add private notes visible only to super admins (useful for tracking support interactions or special arrangements)
Suspending and Reactivating
- Suspend - The tenant's board becomes inaccessible. Users see a "Suspended" page. Useful for payment issues or policy violations.
- Reactivate (Unsuspend) - Restores full access to the tenant's board immediately.
Impersonation
Click Impersonate to log in as the tenant's admin. This allows you to:
- Diagnose issues from the tenant's perspective
- Help configure their board settings
- Verify that features are working correctly
When impersonating, a banner appears at the top of the page. Click "Stop Impersonating" to return to the super admin view. The tenant is not notified of impersonation sessions.
Deleting a Tenant
Scheduled Deletion (7-day grace period):
- Click Schedule Deletion - The tenant is marked for deletion with a 7-day grace period
- During the grace period, the tenant status changes to Pending Deletion
- You can click Cancel Deletion at any time during this period to restore the tenant
- After 7 days, the tenant is permanently deleted (all data removed by the cron job)
Immediate Deletion:
Click Permanently Delete to remove the tenant and all their data immediately. This action cannot be undone. All tenant data is permanently removed, including users, features, votes, comments, settings, and custom domains.
Domain Management
Go to Super Admin > Domains to manage custom domains across all tenants.
Domain Statuses
| Status | Meaning |
|---|---|
| Pending | Domain added, awaiting DNS configuration |
| Active | DNS verified and SSL provisioned |
| Failed | DNS verification or SSL provisioning failed |
Adding a Custom Domain
- Click Add Domain
- Select the tenant
- Enter the domain name
- Click Add
The system generates the required DNS records for the tenant to configure.
Domain Actions
| Action | Description |
|---|---|
| Check Status | Re-check DNS and SSL status |
| Make Primary | Set as the tenant's primary domain |
| Retry Verification | Re-attempt DNS verification |
| Retry Integration | Re-attempt domain provisioning |
| Reprovision | Full re-provisioning of the domain |
| Retry SSL | Re-attempt SSL certificate provisioning |
| Delete | Remove the domain |
Domain Event Log
Each domain has an audit trail showing all provisioning events, status changes, and errors — useful for diagnosing configuration issues.
Domain Settings
Configure the integration mode and credentials:
- Manual — generates DNS instructions only
- cPanel — enter cPanel credentials for automatic provisioning
- Cloudflare — enter Cloudflare API credentials for automatic provisioning
Click Test Connection to verify your credentials work.
Click Redetect if you change your hosting environment to automatically identify the available domain management method.
Revenue Tracking
Go to Super Admin > Revenue for detailed financial insights:
- Monthly Recurring Revenue (MRR) and Annual Recurring Revenue (ARR)
- Revenue breakdown by plan
- Subscription lifecycle events (new signups, upgrades, downgrades, cancellations)
- Payment tracking history
Platform Announcements
Go to Super Admin > Announcements to communicate with all tenants.
Platform announcements work the same as board-level announcements but are visible across all tenant boards. Use them for:
- Platform maintenance notices
- New feature announcements
- Policy changes
- System-wide alerts
You can schedule announcements for a future date and send them via email to all tenants.
Email Templates
Go to Super Admin > Email Templates to customize tenant lifecycle emails.
Available Templates
| Template | When It's Sent |
|---|---|
| Welcome | When a new tenant signs up |
| Trial Started | When a trial begins |
| Trial Expiring | 7, 3, and 1 day before trial expiry |
| Trial Expired | When the trial period ends |
| Trial Converted | When a trial converts to paid |
| Payment Receipt | After successful payment |
| Payment Failed | When a payment attempt fails |
| Subscription Renewed | When a subscription renews |
| Subscription Cancelled | When a tenant cancels |
| Subscription Reactivated | When a cancelled subscription is resumed |
| Plan Downgraded | When a tenant downgrades their plan |
| Tenant Suspended | When a tenant is suspended |
| Tenant Reactivated | When a suspended tenant is restored |
| Payment Method Expiring | When a saved card is about to expire |
Each template can be edited, toggled on/off, previewed, and test-sent.
Team and Roles
Go to Super Admin > Team to manage your platform operations team.
Inviting a Team Member
- Click Invite
- Enter their email address
- Assign a role
- Click Send Invitation
The invitee receives an email with a link to accept and create their account.
Managing Team Members
- View all super admin team members
- Change a member's role or permissions
- Remove a team member
- Resend an invitation if missed
Roles and Permissions
| Permission Area | Controls Access To |
|---|---|
| Tenants | View, create, edit, suspend, delete tenants |
| Plans & Billing | Manage plans, view revenue |
| Domains | Manage custom domains |
| Platform Settings | Configure Stripe, OAuth, SMTP, hosting |
| Email Templates | Edit platform email templates |
| Announcements | Create and manage platform announcements |
| Team | Invite and manage super admin team members |
Create custom roles with specific permission combinations to give team members only the access they need.
Super Admin Account
Go to Super Admin > My Account to manage your own profile:
- Update your name and email
- Change your password
- Upload or remove your avatar
- Update notification preferences
Next Steps
- SaaS Troubleshooting - Fix platform issues
- Tenant Signup - How customers sign up
- Subscriptions - Subscription management