Admin Guide

Welcome to the Define.wtf Admin Guide. This section covers all administrative tools and capabilities for managing your team's acronym dictionary, users, and workspace settings.

Who Can Access Admin Functions?

Admin capabilities require either the admin or owner role. These roles grant access to:

Owner: Full workspace control including user management, role assignment, settings, and destructive operations
Admin: Most administrative functions except user role changes and critical workspace settings

If you don't have admin access, contact your workspace owner to request elevated permissions.

Core Admin Capabilities

Acronym Management

Manage all acronyms in your workspace with advanced controls:

Create & Edit: Add new acronyms or modify existing definitions
Lock/Unlock: Prevent or allow edits to specific acronyms (useful for standardized terms)
Deprecate: Mark acronyms as outdated while keeping them searchable and linked
Soft Delete: Move acronyms to trash (recoverable)
Permanent Delete: Hard-delete from trash (requires ?permanent=true flag)
Restore: Recover deleted acronyms from trash
Sentiment Filtering: Filter acronyms by sentiment in admin view

Learn more in the Managing Acronyms guide.

User Management

Control who has access to your workspace and their permissions:

User Directory: View all workspace members with activity indicators
Role Assignment: Assign roles (viewer, editor, admin, owner)
Permission Control: Grant granular permissions for specific actions
Stale User Detection: Identify inactive users
Status Management: Deactivate or remove users

See the Managing Users guide for detailed instructions.

Category Management

Organize acronyms into logical categories:

Create Categories: Build a taxonomy with a vibrant 16-color palette
Edit Names & Colors: Customize categories to match your team's needs
Assign Definitions: Link acronyms to multiple categories
Delete & Reassign: Remove categories with option to reassign items
Definition Counts: View how many definitions exist in each category

Explore the Managing Categories guide.

Collections

Create curated lists of acronyms for onboarding or team references:

Create Collections: Build themed or role-based collections
Reorder Items: Use drag-and-drop to organize
Onboarding Flags: Mark collections to show new team members
Quick Access: Link collections in your workspace

See Managing Collections for details.

Bulk Operations

Efficiently manage large datasets:

Bulk Import: Upload CSV with up to 5,000 acronyms and auto-create categories
Preview Changes: Review changes before importing
Smart Deduplication: Update existing acronyms or create new ones
Export Data: Download acronyms in CSV, JSON, or PDF format
Filter Exports: Export by category, status, and more

Learn more in Bulk Import and Export.

Webhooks & Integrations

Automate workflows with external systems:

Event Subscriptions: Subscribe to acronym, user, and category changes
Webhook Configuration: Set endpoints and retry policies
Event Delivery: Reliable delivery with automatic retries
Debug Log: View all webhook attempts

See Webhooks for setup instructions.

Settings

Configure workspace-level preferences:

Profile: Workspace name, logo, and description
Members: Add/remove team members and adjust settings
Slack Integration: Connect your Slack workspace for /define slash commands
Security: API tokens, IP whitelisting (enterprise), SSO settings
Compliance: Audit logs, data retention policies
Billing: Subscription and usage

Visit Settings for configuration details.

Permission Model

Define.wtf uses a permission-based system layered on roles. Each role has default permissions, but admins can customize them per-user. Common permissions include:

acronym:create — create new acronyms
acronym:edit — edit acronym definitions
acronym:delete — delete acronyms
user:invite — invite new members
user:change_role — change user roles (owner only)
tenant:manage_settings — modify workspace settings
tenant:export — export workspace data
admin:view — access admin dashboard

Admin Dashboard

The admin dashboard provides at-a-glance metrics:

Total Acronyms: All non-deleted acronyms in your workspace
Total Definitions: Aggregate definition count across acronyms
Active Users: Members who've accessed in the last 30 days
Recent Activity: Feed of latest changes with user and timestamp
Trends Chart: Visualize growth over time

See Admin Dashboard for an in-depth walkthrough.

Best Practices

Organization

Use categories strategically — Group acronyms by department, project, or domain
Lock standardized terms — Prevent accidental modifications to official acronyms
Archive outdated items — Use the deprecate feature instead of deletion for compliance

Team Management

Regular audits — Review inactive users and remove unnecessary access
Role hierarchy — Assign minimal roles; escalate permissions as needed
Document standards — Create collections for onboarding to ensure consistency

Data Quality

Bulk import reviews — Always use preview mode before importing
Deduplication strategy — Choose whether to update or create new on imports
Retention policy — Establish guidelines for when to hard-delete soft-deleted items

Security

Rotate API tokens — Change tokens quarterly or when team members leave
Monitor webhooks — Check webhook delivery logs for failures
Audit logs — Review who changed what and when

Getting Help

If you encounter issues:

Check the relevant guide section (e.g., Managing Acronyms)
Review the User Guide for general features
Contact support with your workspace ID and details
Check our FAQ for common questions

Next Steps: Start with the Admin Dashboard to view your workspace metrics, then explore Managing Acronyms to learn how to control your content.

Admin Guide

On this page