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Admin Guide
Comprehensive administrative guide for managing Source-License platform operations, users, licenses, and system configuration.
- Access URL: http://localhost:4567/admin (or your domain/admin)
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Default Credentials: Set in your
.envfile during installationADMIN_EMAIL=admin@yourdomain.com ADMIN_PASSWORD=your_secure_admin_password
- First Time Setup: Change default password immediately after first login
- Minimum 12 characters
- Mix of uppercase, lowercase, numbers, and symbols
- Cannot reuse last 5 passwords
- Must change every 90 days (configurable)
Enable 2FA for enhanced security:
- Go to Admin Profile → Security Settings
- Click Enable Two-Factor Authentication
- Scan QR code with authenticator app
- Enter verification code to confirm
The admin dashboard provides real-time insights into your licensing platform:
- Total Revenue: Complete sales overview
- Active Licenses: Currently valid licenses
- Total Customers: Registered user count
- Monthly Sales: Revenue trends
- License Activations: Usage statistics
- Pending Orders: Orders awaiting processing
- Generate License: Create instant licenses
- Create Product: Add new software products
- View Recent Orders: Monitor latest transactions
- System Health: Check application status
- Recent license activations
- New customer registrations
- Payment notifications
- System alerts and warnings
Navigate to Admin → Customers to view all registered users:
Customer List Features:
- Search by email, name, or ID
- Filter by status (active, inactive, suspended)
- Sort by registration date, last login, license count
- Export customer data
Click any customer to view detailed information:
- Profile Information: Name, email, registration date
- Account Status: Active, inactive, or suspended
- License History: All licenses owned by customer
- Order History: Complete purchase records
- Login Activity: Recent login attempts and locations
Account Management:
- Edit Profile: Update customer information
- Reset Password: Force password reset
- Suspend Account: Temporarily disable account
- Delete Account: Permanently remove customer (cascade deletes)
- Email Customer: Send notifications or support messages
License Operations:
- View Licenses: All customer licenses
- Generate License: Create manual license for customer
- Transfer License: Move license to different customer
- Revoke License: Deactivate specific license
Navigate to Admin → Admins → New Admin:
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Basic Information:
Email: admin@company.com Name: John Administrator -
Security Settings:
Temporary Password: [Generate secure password] Require Password Change: ✓ (recommended) Account Status: Active -
Role Assignment:
- Super Admin: Full system access
- Admin: Standard administrative privileges
- Support: Limited customer support access
- Custom: Define specific permissions
Source-License supports granular permission system:
System Permissions:
- Manage system settings and configuration
- Access logs and monitoring tools
- Manage admin accounts and roles
- Perform system maintenance
Customer Permissions:
- View and edit customer accounts
- Access customer support tools
- Manage customer licenses
- Process refunds and chargebacks
Product Permissions:
- Create and edit products
- Manage product pricing and features
- Configure license settings
- Upload product files
Financial Permissions:
- View financial reports
- Process manual payments
- Manage tax configurations
- Access revenue analytics
Navigate to Admin → Products → New Product:
Product Name: My Software Pro
Description: Professional software license
Category: [Select category]
Status: Active
Base Price: $99.00
Setup Fee: $0.00 (optional)
Currency: USD
Tax Configuration: [Select applicable taxes]
License Type: One-time purchase / Subscription
Max Activations: 3 (devices per license)
License Duration: Perpetual / 365 days
Trial Period: 30 days (optional)
Grace Period: 7 days (for subscriptions)
Upload software files for automatic delivery:
- Supported Formats: ZIP, EXE, DMG, AppImage, etc.
- File Size Limit: Configurable (default 500MB)
- Storage Location: Secure download directory
- Access Control: Time-limited download links
License Key Format: XXXX-XXXX-XXXX-XXXX / UUID / Custom
Auto-Generate Licenses: ✓ (on purchase)
Email Delivery: ✓ (send license via email)
API Integration: ✓ (available via REST API)
Organize products into logical categories:
- Software Licenses: Main applications
- Plugins & Extensions: Add-ons and plugins
- Support & Services: Technical support packages
- Training & Documentation: Educational materials
Perform operations on multiple products:
- Bulk Price Update: Update pricing across products
- Status Changes: Activate/deactivate multiple products
- Export Product Data: Generate reports
- Duplicate Products: Create similar products quickly
Navigate to Admin → Licenses → Generate License:
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Product Selection:
Product: [Select from dropdown] Quantity: 1-1000 licenses -
Customer Assignment:
Customer Email: customer@example.com Order Reference: [Optional order ID] -
License Configuration:
Custom Max Activations: [Override product default] Custom Expiration: [Override product default] License Notes: [Internal notes] -
Delivery Options:
✓ Send Email Notification ✓ Generate Download Link □ Hold for Manual Delivery
For volume licensing or enterprise customers:
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Bulk Generation Settings:
Product: Enterprise Software License Quantity: 50 licenses License Key Format: XXXX-XXXX-XXXX-XXXX -
Export Options:
✓ Generate CSV file ✓ Create PDF report ✓ Email summary to admin
Available Actions:
- Activate: Enable suspended license
- Suspend: Temporarily disable license
- Revoke: Permanently disable license
- Extend: Add time to expiration date
- Transfer: Move to different customer
Monitor and control license activations:
Activation Details:
- Machine Fingerprint: Unique device identifier
- Activation Date: When license was activated
- IP Address: Activation location
- System Information: OS, hardware details
- User Agent: Application information
Activation Actions:
- View Details: See full activation information
- Deactivate: Remove activation from device
- Block Device: Prevent future activations
- Transfer Activation: Move to different device
Generate comprehensive license usage reports:
Report Types:
- Activation Summary: Overall activation statistics
- Customer Usage: Per-customer activation patterns
- Geographic Distribution: Activation locations
- Device Analysis: Hardware and OS statistics
- Compliance Report: License terms adherence
Export Options:
- PDF reports for executive summaries
- CSV data for analysis
- JSON API for integration
- Real-time dashboard metrics
Navigate to Admin → Orders to manage all transactions:
Order Status Types:
- Pending: Awaiting payment confirmation
- Completed: Payment successful, license delivered
- Failed: Payment processing failed
- Refunded: Payment returned to customer
Click any order to view complete information:
Order Information:
Order ID: #12345
Customer: customer@example.com
Date: 2024-01-15 14:30:00
Status: Completed
Payment Method: Stripe
Items & Pricing:
Product: Software License Pro
Quantity: 1
Unit Price: $99.00
Subtotal: $99.00
Tax: $8.91
Total: $107.91
Payment Details:
Transaction ID: pi_1234567890
Payment Gateway: Stripe
Card Last 4: ****1234
Payment Date: 2024-01-15 14:30:45
For special cases requiring manual intervention:
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Create Manual Order:
Customer Email: customer@example.com Product: [Select product] Payment Method: Manual/Bank Transfer/Check Amount: $99.00 -
Order Notes:
Internal Notes: Enterprise customer - annual contract Customer Notes: License for development team -
License Generation:
✓ Generate license automatically ✓ Send customer notification ✓ Create activation record
Configure Stripe payment processing:
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API Keys:
Publishable Key: pk_live_... Secret Key: sk_live_... Webhook Secret: whsec_... -
Webhook Setup:
Endpoint URL: https://yourdomain.com/api/webhook/stripe Events: payment_intent.succeeded, payment_intent.payment_failed
Set up PayPal payment processing:
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API Credentials:
Client ID: your_paypal_client_id Client Secret: your_paypal_client_secret Environment: production / sandbox -
Webhook Configuration:
Webhook URL: https://yourdomain.com/api/webhook/paypal Events: PAYMENT.CAPTURE.COMPLETED, PAYMENT.CAPTURE.DENIED
Monitor recurring billing and subscriptions:
Subscription Status:
- Active: Currently billing and valid
- Past Due: Payment failed, in grace period
- Canceled: Subscription terminated
- Unpaid: Payment issues, requires attention
Configure automatic billing for subscription products:
Billing Cycles:
- Weekly: Every 7 days
- Monthly: Every 30 days
- Quarterly: Every 90 days
- Annually: Every 365 days
- Custom: Define specific intervals
Configure shopping cart behavior:
Cart Settings:
Session Timeout: 30 minutes
Guest Checkout: Enabled
Tax Calculation: Automatic
Shipping: Digital delivery only
Discount Codes:
Code: WELCOME10
Discount: 10% off
Valid From: 2024-01-01
Valid Until: 2024-12-31
Usage Limit: 100 uses
Navigate to Admin → Tax Settings:
Enable Taxes: ✓
Display Tax Breakdown: ✓
Tax-Inclusive Pricing: □
Round Tax Amounts: ✓
Auto-Apply Taxes: ✓
Create and manage tax rates:
Tax Name: Sales Tax
Rate: 8.75%
Status: Active
Description: Local sales tax
Define when taxes apply:
- Geographic Rules: Based on customer location
- Product Rules: Specific products subject to tax
- Customer Rules: Business vs. consumer taxation
Navigate to Admin → Customize to modify appearance:
Site Name: Your Company Name
Logo Upload: [Upload company logo]
Favicon: [Upload favicon.ico]
Primary Color: #007bff
Secondary Color: #6c757d
Homepage Title: Welcome to Our Software
Homepage Description: Professional licensing solutions
Footer Text: © 2024 Your Company. All rights reserved.
Customize automated email communications:
License Delivery Email:
Subject: Your Software License - Order #{{order_id}}
Template: [HTML email template]
Variables: {{customer_name}}, {{license_key}}, {{download_link}}
Welcome Email:
Subject: Welcome to {{site_name}}
Template: [Customer onboarding template]
Variables: {{customer_name}}, {{account_url}}
For advanced customization, developers can modify ERB templates:
Template Locations:
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views/layouts/main_layout.erb: Main site layout -
views/partials/_navigation.erb: Navigation menu -
views/index.erb: Homepage template -
views/cart.erb: Shopping cart page
Note: For detailed template customization instructions, refer to the built-in Code Guide accessible via Admin → Code Guide.
Navigate to Admin → Reports → Sales:
Revenue Metrics:
- Total Revenue: All-time sales
- Monthly Revenue: Current month sales
- Average Order Value: Mean transaction amount
- Revenue Growth: Month-over-month change
Sales Charts:
- Revenue trends over time
- Product sales distribution
- Payment method breakdown
- Geographic sales distribution
Generate detailed financial reports:
Report Types:
- Revenue Summary: High-level financial overview
- Product Performance: Sales by product
- Customer Analysis: Revenue per customer
- Tax Report: Tax collection summary
- Refund Report: Refund and chargeback tracking
Monitor license utilization and compliance:
Usage Metrics:
- Total Licenses: All generated licenses
- Active Licenses: Currently valid licenses
- Activation Rate: Percentage of licenses activated
- Activation Efficiency: Activations per license
License Distribution:
- Licenses by product
- Licenses by customer segment
- Geographic license distribution
- License status breakdown
Understand customer behavior and patterns:
Customer Metrics:
- Customer Acquisition: New registrations
- Customer Retention: Repeat purchase rate
- Customer Lifetime Value: Average revenue per customer
- Churn Rate: Customer attrition
Behavioral Analysis:
- Login frequency patterns
- License usage patterns
- Support ticket correlation
- Purchase behavior analysis
Navigate to Admin → Settings for system configuration:
Site URL: https://yourdomain.com
Admin Email: admin@yourdomain.com
Support Email: support@yourdomain.com
Time Zone: America/New_York
Date Format: MM/DD/YYYY
Force HTTPS: ✓ (production)
Session Timeout: 28800 seconds (8 hours)
Max Login Attempts: 5
Account Lockout Duration: 30 minutes
JWT Token Expiry: 3600 seconds (1 hour)
SMTP Host: smtp.gmail.com
SMTP Port: 587
SMTP Username: your-email@gmail.com
SMTP Password: [App password]
Enable TLS: ✓
Monitor and maintain database health:
Database Statistics:
- Total records by table
- Database size and growth
- Query performance metrics
- Connection pool status
Maintenance Operations:
- Backup Database: Create manual backup
- Optimize Tables: Improve performance
- Clean Logs: Remove old log entries
- Repair Tables: Fix corruption issues
Monitor application logs and system events:
Log Categories:
- Application Logs: General application events
- Error Logs: Errors and exceptions
- Security Logs: Authentication and security events
- Payment Logs: Transaction processing logs
Log Operations:
- View Logs: Real-time log viewing
- Download Logs: Export for analysis
- Clear Logs: Remove old entries
- Log Rotation: Automatic log management
Configure automatic backup schedules:
Backup Frequency: Daily
Backup Time: 02:00 AM
Retention Period: 30 days
Backup Location: [Local/Cloud storage]
Backup Contents:
- Complete database dump
- Configuration files
- Upload directories
- Application logs
Create immediate backups:
- Navigate to Admin → System → Backup
- Select backup components:
✓ Database ✓ Configuration ✓ Uploaded files ✓ Logs - Choose compression level and encryption
- Download backup file
Monitor system health and performance:
System Metrics:
- CPU Usage: Server processor utilization
- Memory Usage: RAM consumption
- Disk Space: Storage utilization
- Database Performance: Query response times
Application Metrics:
- Response Times: Page load performance
- Error Rates: Application error frequency
- Uptime: System availability
- Active Sessions: Current user sessions
Configure alerts for system issues:
Alert Types:
- High CPU Usage: >80% for 5 minutes
- Low Disk Space: <10% available
- Database Errors: Connection failures
- Payment Failures: Payment processing issues
Notification Methods:
- Email notifications to admin team
- Webhook notifications to monitoring services
- In-app dashboard alerts
- SMS alerts for critical issues
Issue: Licenses not generating automatically Solution:
- Check product configuration
- Verify order completion status
- Review error logs for exceptions
- Test manual license generation
Issue: Payments failing or not completing Solution:
- Verify payment gateway credentials
- Check webhook configuration
- Review payment gateway logs
- Test with small transaction
Issue: License emails not being delivered Solution:
- Check SMTP configuration
- Verify email templates
- Test with manual email send
- Check spam/blacklist status
In case of system failure:
- Assess Damage: Determine extent of issue
- Restore from Backup: Use latest clean backup
- Verify Data Integrity: Check database consistency
- Test Core Functions: Verify licensing and payments
- Notify Stakeholders: Communicate with customers
If security breach suspected:
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Immediate Actions:
- Change all admin passwords
- Revoke all JWT tokens
- Review recent access logs
- Block suspicious IP addresses
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Investigation:
- Analyze security logs
- Check for data modification
- Review user account changes
- Document timeline of events
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Recovery:
- Patch security vulnerabilities
- Restore from clean backup if needed
- Implement additional security measures
- Monitor for continued threats
This admin guide provides comprehensive coverage of all administrative functions in Source-License. For technical development information, refer to the Development Guide and the built-in Code Guide accessible through the admin panel.