Platform Admin In Plain English
The admin pages as a prompt: search users, scan for stale privileged access, and fix what you find. Each account and app-role write asks you to confirm and is listed with the admin who made it.
See Platform Admin Agent In Action
Ask cross-console questions in plain English and act on the answers — user searches, permission audits, system-health checks, and confirmed account changes listed with the admin who made each.
Why Platform Admin Work Eats An Hour A Day
The admin pages number in the dozens. Most admin tasks need data from three or four of them stitched together. Platform Admin Agent runs those joins as a single prompt — and gates the writes that follow.
Stale Admin Accounts Sit Around For Months
A super-admin hasn't signed in for 142 days. Nobody runs the "stale privileged access" report unless audit asks for it. The account is wide open, the user doesn't remember they have it, and the next breach blast-radius includes them.
Onboarding Invites Drop Into A Black Hole
Twelve invites went out three weeks ago; five still haven't been accepted, and nobody noticed. The hire who flagged it is the fifth one — the four before her gave up and messaged HR. By then their start dates have slipped.
"Who Has Admin?" Takes 20 Minutes To Answer
Auditor walks in and asks for the list of admins. You open the user search, filter by role, export, then cross-reference with the department list, then with the last-sign-in list. Twenty minutes for a question whose answer should be one prompt.
Role Changes Get Made With No Paper Trail Beyond "Anup Did It"
Someone gets promoted to manager. Someone else gets demoted. The role change happens in the admin pages, the audit log captures it, but the WHY lives in a Slack thread. When the review lands six months later, the reasons are gone.
Departments And Reporting Lines Drift Out Of Date Between Reorgs
Engineering split into Platform and Product two months ago. The new managers are announced, the old org chart is still in the admin pages, half the team is filed under the old department, and the dotted-line reports were never updated. The admin sees the drift when a notification routes to the wrong manager — long after the reorg memo went out.
Integration And Licensing Drift Surface From Support, Not From The Admin Pages
The HRIS integration stopped syncing on Tuesday. An app is switched on but its licence lapsed. The admin pages have the signals; the admin finds out from a flood of "my profile is wrong" and "this app won't open" tickets. Asking "which integrations are unhealthy or stale?" would have caught it days earlier.
Platform Admin Agent At A Glance
Platform Admin AI
User management, org structure, permissions, system health — and eight confirmed writes.
Inside Platform Admin Agent — The Actual Capabilities
Every block below maps to a real tool the agent runs against your platform's user, audit, and org data. The 21 read-only tools run on demand; the 3 remediation scans can queue approval actions; the 8 writes that change accounts or app roles or stage imports route through an explicit confirmation gate.
Find Any User, Without Knowing The Exact Email
Search by name, email, role, status, department, or location — and combine filters in one prompt ("inactive admins in Engineering", "managers in the Austin office"). Pull a single user's full profile by id or email; pull aggregate stats for capacity planning.
- Search users —
search_usersby name/email plus role, status, department, location filters; default limit 20. - Full profile lookup —
get_user_detailsbyuser_idoremailreturns role, dept, location, last sign-in, status. - Aggregate statistics —
get_user_statisticswith week/month/quarter window: total active, by role, by department, recent signups, inactive count. - Permission inspection —
get_user_permissionsanswers "what can this person actually do?" without needing to elevate.
Departments, Locations, Roles — And Who's In Each
Walk the org structure without leaving chat. List all departments with user counts, all locations with user counts, and the role distribution across the business. List admins, pending invites, and the enabled marketplace apps — the cross-references that turn into "let me check on three pages" without the agent.
- List departments + user counts —
list_departments, optionalinclude_inactiveflag. - List locations + user counts —
list_locations, same shape as departments. - Role summary —
get_role_summaryreturns the full role distribution in one call. - List admins, pending invites, enabled apps —
list_admin_users,list_pending_invites,get_enabled_apps,get_system_overviewfor the one-glance state of the business.
Stale-Access And Failed-Invite Scans, On Demand
Two scans you run from chat against your user and invitation data — no report to build. scan_privileged_access flags admins who haven't signed in for N days (configurable). scan_failed_invites surfaces invites that have aged out and need a resend — or, once an invite has waited 30 days, a deactivate — decision. They return evidence only unless autonomous operations, write tools and action execution in Ask AI settings are all on and autonomous operations aren't paused; then each finding someone could act on queues a pending-approval action for the admins who could make that change.
- Scan failed invites —
scan_failed_inviteswith configurablemin_invite_age_days(default 7); returns action-backed recommendations. - Scan privileged access —
scan_privileged_accesswith configurablestale_admin_days(default 90); flags admins who haven't signed in. - Recommendations are not account changes — scans return evidence and a recommended next tool; no account changes until an admin approves or confirms.
- Composable — chain scan →
get_remediation_bundle→ confirm-gated write in a single conversation.
Audit Log Search Without SQL
Filter the audit log by user, action type, and date range — "show me every role change in the last 30 days", "every deactivation this week" — without writing a query. Useful for incident response, quarterly access reviews, and answering "when did this change?" in real time.
- Search audit log —
search_platform_audit_logbyuser_id,action,date_from,date_to; default limit 25. - Agent changes are in it too —
toggle_user_active,change_user_role,send_user_invite,reset_user_passwordand the app-role writes are recorded under the admin who confirmed them, so the search finds them; My Activity and Analytics list them with who made each. - Cross-references with stale-access scan — combine sign-in history with audit activity to confirm whether a privileged account is actually idle.
- Read-only — audit log search never changes a record; useful for compliance walk-throughs and incident review.
Remediate With A Bundle You Approve Before It Runs
get_remediation_bundle turns a scan into a structured proposal — the users affected, the evidence, and the recommended next action — without changing any account. Acting on it requires one of four confirmation-gated account writes. Each write is flagged risky and surfaces the target user plus action before the agent runs it.
- Remediation bundle —
get_remediation_bundleforfailed_invitesorprivileged_access_review; returns affected users + evidence + recommended tool, and queues approval actions when autonomous operations, write tools and Ask AI action execution are all on and autonomous operations aren't paused. - 4 account writes —
toggle_user_active,change_user_role,send_user_invite,reset_user_password— every one explicitly gated. - autonomous_action_id wiring — pass the id from a bundle so the write closes out the pending action atomically.
- Domain-scoped remediation — an
autonomous_action_idcloses only an open review (pending, approved or failed) this agent's own scans queued for the same account; another agent's actions can't be closed through it.
Outcomes Teams Can Measure
Platform Admin Agent's job is to shrink the time IT admins spend on user-management plumbing and to make routine access hygiene actually routine. Measure against your pre-agent baseline so you can see what the agent absorbed and where the bottleneck is somewhere else.
- Time-to-answer for admin questions — median seconds from "who's admin in Engineering?" to a complete answer.
- Stale-privilege exposure days — average days a stale admin account sits before downgrade, scan-on vs scan-off.
- Failed-invite resolution time — median hours from invite stalling to a resend or deactivate decision.
- Audit answers per week — how often the agent is the entry point for compliance / SOC2 questions vs the admin pages.
- Confirmed-write rate — share of recommended writes the admin approves (signals scan quality and recommendation calibration).
Account And App-Role Writes, All Confirmation-Gated · Every Change Listed With Who Made It
Platform Admin has 32 chat tools — 21 read-only, three remediation scans, and 8 that write: four account writes, three app-role writes, and import staging. Every write requires confirmation; the agent surfaces the target and the action before executing. An account write runs through the same admin action as a click in Admin → Users and is recorded the same way, under the admin who confirmed it, and My Activity and Analytics list every account and app-role change made through the agent with who made each.
- 4 account writes —
toggle_user_active,change_user_role,send_user_invite,reset_user_password— all confirmation-gated. - 3 app-role writes —
grant_app_role,change_app_role,remove_app_role— App admin, Contributor or Collaborator of one app, all confirmation-gated. - Admin-only — only admins and super admins can use the agent; managers can't reach it, and only a super admin can change a super admin account through it.
- autonomous_action_id support — bundle-driven workflows atomically close the proposed action when the write succeeds.
- Who made each change — agent-driven account changes are recorded as a click in Admin → Users is, with the requesting admin as the actor and marked as made through the agent; Analytics lists every admin's, and the agent's own tool call is recorded separately in the app's activity analytics.
WHAT TEAMS TRY INSTEAD
The four alternatives — and why none of them can both audit and act with the platform's own role model
IT and HR ops teams have been promised admin AI for years. The honest gap is that most options either read but cannot act, act but cannot prove they should have, or run outside the audit log that supervision actually checks.
Pasting reports into ChatGPT, Claude, or Copilot
General-purpose AI offering advice on copied user lists
- Reads live user, department, and role data through the platform — no CSV pasted into a chat window
- Acts on the records (toggle active, change role, resend invite, reset password) with confirmation, not prose suggestions
- Permission-aware, with every tool call recorded on the agent's activity pages, so personally identifiable data stays under your access rules — AI requests go to the platform's configured model providers
ServiceNow Now Assist for ITSM admins
Vendor-trapped admin AI inside one ticketing platform
- Reads the people directory, departments, and role assignments from the system of record — not a synced shadow copy in ITSM
- Acts directly on MangoApps user records, not on a ticket that an admin then has to re-execute manually
- Covers stale privileged access scans natively — no separate IGA bolt-on
Custom Rails-console scripts and SQL reports
An IT team running raw queries the rest of the org cannot reproduce
- Same answers in plain English without console access — fewer eyes on raw user tables
- Every account change is recorded as a click in Admin → Users is — under the admin who confirmed it, marked with the agent tool and run that made it
- New tools ship with the platform — no engineering time to extend the script library
The manual fallback — clicking through the admin pages
An ops team browsing screens to compile what should be one query
- Stale privileged access scans return in seconds instead of an afternoon of department-by-department clicking
- Bulk remediation bundles draft themselves — admins confirm each action instead of writing the runbook
- Each finding returns its evidence — last sign-in, account status and the recommended step — and every account change is listed with the admin who made it
PLATFORM ADVANTAGE
Platform Admin Agent inherits everything the admin pages already enforce
A standalone admin AI has to plumb identity, role gates, audit, and approval flows. Platform Admin Agent gets them for free.
Admin-only access
Only admins and super admins can use the agent — managers and employees can't reach it. Super admin accounts change through it only at a super admin's hand, and nobody can demote or deactivate themselves.
Confirmation-gated writes
4 account writes (toggle active, change role, resend invite, reset password), 3 app-role writes (give, change, remove) and import staging each pause for explicit confirmation. The model proposes; the admin commits.
One record of who changed what
Every account change made through the agent is recorded as a click in Admin → Users is, with the requesting admin as the actor, and Analytics lists each one with who made it. No exemption for the bot did it.
Stale privileged access scan
Native scan for admin and elevated-role accounts that have not signed in recently — a periodic IGA chore most tenants ship with no tooling.
Cross-app data plane
Searches users, departments, locations, roles, and the audit log in one prompt — not seven admin tabs.
Integration and licensing health
Checks app enablement, licensing and agent-configuration drift, and integration sync freshness in one prompt — without exposing credentials.
INDUSTRY FIT
Industries where admin AI removes the most drag
Platform Admin Agent helps every tenant, but it shines where the admin team is small, the compliance bar is high, or the workforce churn is constant.
Retail
Seasonal hires and terminations land cleanly — the stale-access scan flags admin accounts unused for 90 days, and the invite scan surfaces seasonal hires who never accepted.
Healthcare
Privileged-access reviews for clinical admins and EHR custodians run from one prompt — each stale admin comes back with last sign-in and a recommended step.
Manufacturing
Shift-leader role changes happen in chat with explicit confirmation and are listed with the admin who confirmed them, and plant-floor rosters pasted into chat are staged for import.
Financial Services
Access reviews run from one prompt, and every role change made through the agent is listed under the admin who confirmed it.
Hospitality
Stale-access scans flag admin and super admin accounts that haven't signed in recently, before the next general manager review.
Public Sector
Every tool call the agent makes is recorded on its My Activity and Analytics pages, and every account change with the admin who made it. AI requests go to the platform's configured model providers.
WHY MANGOAPPS WINS
An embedded admin agent beats a generic AI, an ITSM bolt-on, or a console script library on every axis
The argument IT, HR ops, security, and audit all share — and the one ServiceNow or Workday structurally cannot answer.
Cheaper than the alternatives
No ServiceNow Now Assist add-on, no Workday admin assistant module, no engineering retainer for a custom Rails-console wrapper.
More secure
Admin-only access, confirmation-gated writes, every account change recorded under the admin who confirmed it. AI requests go to the platform's configured model providers, like every MangoApps agent.
Easier to deploy
License it and enable it from Manage Apps, and it's in Ask AI for every admin. Toggle the writes capability when ready. No identity provider rewire, no separate vendor onboarding.
Easier to use
Lives inside Ask AI on every admin page. New admins productive day one — they ask about users, roles and access in plain English, and Platform Help shows where a setting lives.
Easier to manage
Writes stay off until an admin switches them on, and Ask AI's action execution setting can stop them tenant-wide. Every change made through the agent is listed on Analytics with who made it. Per-business preferences sit beside every other app's settings.
Easier to extend
Shares the agentic-tool framework with every other MangoApps agent. New admin tools (more scans, more reports, more remediation flows) ship as tools, not as a release train.
AI is actually better
A general AI can describe what a stale privileged access scan should look like. Platform Admin Agent runs it, generates a remediation bundle, and executes it — confirmation-gated, recorded, admin-only.
At our head office within HR, marketing, and finance, we use ChatGPT quite a bit, and MangoApps AI Helper is a useful tool for us. As I go around to the stores, I’ve been showing them how the AI Intranet Helper can find things and answer plain language questions about our resources, and they’re quite excited about that.
Alison van Zijl
Head of Human Resources
Full House
Customer Success
MangoApps Customers
Organizations that trust MangoApps to run every workflow across their workforce.
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Frequently Asked Questions About Platform Admin Agent
32 tools across user management, org structure, scans, and audit. The 21 reads cover user search, profile lookup, statistics, department + location + role rollups, permission inspection, enabled-apps list, admin list, pending-invite list, audit-log search, and app, integration and agent health checks. The scan_privileged_access / scan_failed_invites sweeps and get_remediation_bundle return evidence and, with autonomous operations, write tools and Ask AI action execution all on and autonomous operations not paused, queue approval actions. Writes are toggle_user_active, change_user_role, send_user_invite, reset_user_password, grant_app_role, change_app_role, remove_app_role and stage_data_import — all confirmation-gated.
No. Every account and app-role write tool requires explicit confirmation — the agent shows the target user, the proposed change, and waits for "confirm" before it runs. Recommendations come from the scan + bundle pair; the actual write only happens after an admin says yes.
Every agent-driven account change runs through the same admin action as a click in Admin → Users and is recorded the same way: the actor is the requesting admin, the action is the one the change runs through, and the request parameters are captured, marked as made through the agent with the tool and the agent run that made it. App-role changes are recorded under the admin who confirmed them too. My Activity lists your own changes and Analytics every admin's, with who made each; the agent's own tool calls are recorded separately in the app's activity analytics. When an autonomous_action_id is passed (from get_remediation_bundle), the pending action closes out atomically with the write.
scan_privileged_access returns admins / super-admins whose last sign-in is older than stale_admin_days (default 90). It returns evidence — last sign-in age and inactive status — and a recommended next tool. It changes no account: with autonomous operations, write tools and action execution in Ask AI settings all on and autonomous operations not paused, each finding someone could act on queues a pending-approval action and notifies only the admins who could make that change. The remediation bundle wraps the recommendation; the admin's confirmation runs the write.
No — the agent is admin-only. Admins and super admins can use it, and its reads cover the whole business for them; managers can't reach it. Super admin accounts can be changed through the agent only by a super admin, nobody can change their own role or deactivate themselves, and the last active super admin or admin can't be removed.
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