Org Admin Guide

Organization Admin Guide

This guide covers organization-level administration for Effort Tracker, including license management, organization-wide data operations, and user management.

Accessing Organization Settings

Navigate to Organization Settings > Effort Tracker (under Extensions section).

Org Admin Interface Overview

The organization admin interface has three tabs:

1. Import / Export - Organization-wide data operations
2. Purge Data - Delete records across projects
3. License Management - Subscription and user management

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License Management

The License Management tab shows your subscription status and organization users.

Subscription Status

The status panel shows three cards:

Card	Description
Plan	Current tier (Free, Paid, Paused, Past Due)
Users	Current users / seat limit
Actions	Seat management and subscription controls

Free Tier Actions

• Seats: Enter number of seats to purchase
• Buy Seats: Opens Paddle checkout to purchase a subscription

Paid Tier Actions

• Manage Subscription: Opens Paddle billing portal
• Total Seats: Update your current seat count
• Update Seats: Apply the new seat count

Status Types

Status	Description
Free	Using free tier (up to 5 users)
Paid	Active paid subscription
Paused	Subscription paused - resume to continue
Past Due	Payment failed - update payment method

Organization Statistics

View aggregate statistics across all projects:

• Total Records: Total effort entries in the organization
• Projects: Number of projects with effort data
• Total Hours: Sum of all logged hours

Organization Users

View all users who have logged effort across your organization:

Column	Description
User ID	Azure DevOps user identifier
User Name	Display name (if available)
Logs	Total effort entries by this user

Note: Users without a display name will show an empty name column but still count toward licensing.

Refreshing License Status

Click the refresh button to:

• Sync subscription status from Paddle
• Update user counts
• Refresh statistics

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Import / Export

Exporting All Organization Data

Export all effort data across all projects:

1. Go to Import / Export tab
2. Click Download All Organization Data
3. A ZIP file downloads containing all projects' data

Importing Organization Data

Import effort logs with project assignment:

1. Click Download Template
2. Fill in data including projectName and userId columns
3. Click Select CSV File
4. Review and import

Organization Import CSV Format

workItemId,date,hours,activityType,notes,projectName,userId,userDisplayName
123,2025-01-15,4.5,Development,Implemented feature,ProjectA,user-guid-here,John Doe
456,2025-01-15,2.0,Testing,Wrote tests,ProjectB,user-guid-here,Jane Smith

Column	Required	Description
workItemId	Yes	The work item ID
date	Yes	Date in YYYY-MM-DD format
hours	Yes	Hours as decimal
activityType	Yes	Must match existing type
notes	No	Optional notes
projectName	Yes	Target project name
userId	Yes	Azure DevOps user ID
userDisplayName	No	User's display name

Important: Importing new users counts toward your license limit. If the import would exceed your limit, it will be rejected.

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Purge Data

Delete effort records across your entire organization. Use with extreme caution!

Purge with Filters

Delete specific records matching criteria:

1. Go to Purge Data tab
2. Select filter criteria:
   • Projects
   • Users
   • Areas
   • Activity Types
   • Work Item IDs
3. Click Purge Filtered Records
4. Confirm the deletion

Purge All Organization Data

Delete ALL effort data from the organization:

1. Click Purge ALL Data
2. Type your organization name to confirm
3. Click Confirm Purge

Warning: This deletes ALL effort data across ALL projects. This action is irreversible!

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License Enforcement

Free Tier Limits

The free tier includes:

• Up to 5 users per organization
• All features included
• No time limit

When you exceed 5 users:

• New users cannot log effort
• Existing users can continue
• Upgrade to add more users

License Exceeded

When license limits are exceeded:

1. A warning message appears in the extension
2. New users cannot create entries
3. Existing users can still edit their entries
4. Import operations are blocked

Adding Seats

For Free Tier (new subscription):

1. Go to License Management tab
2. Enter the number of seats in the Seats field
3. Click Buy Seats
4. Complete payment in the Paddle checkout
5. Subscription activates immediately

For Paid Tier (existing subscription):

1. Go to License Management tab
2. Update the Total Seats field
3. Click Update Seats
4. Prorated charges apply automatically

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Subscription Management

Viewing Your Subscription

Active subscriptions show:

• Current seat count
• Next billing date
• Customer email
• Manage button to access billing portal

Managing Your Subscription

Click Manage Subscription to access the Paddle portal where you can:

• Update payment method
• View invoices
• Cancel subscription
• Download receipts

To update seats, use the Total Seats field and Update Seats button directly in the extension.

Subscription Status Changes

Event	Result
Paused	Users can view but not create entries
Past Due	Grace period, update payment to continue
Canceled	Falls back to free tier limits
Resumed	Full access restored

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Best Practices

Before Organization Changes

1. Export data: Always export before major operations
2. Communicate: Inform project admins of changes
3. Plan downtime: Major purges may briefly affect performance

License Management

• Monitor user growth monthly
• Add seats proactively before hitting limits
• Remove inactive users' data if they won't return

Data Governance

• Establish retention policies
• Archive old data before purging
• Document who has org admin access

Next Steps

• Licensing - Detailed licensing information
• Troubleshooting - Common issues