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Introduction

This chapter is for administrators. It covers the areas used to manage the platform, monitor usage, and configure shared settings.

Administration is for

Use the administration sections when you need to:

  • review and route intents
  • manage users and groups
  • inspect platform objects and logs
  • adjust shared platform settings
  • stop every agentic activity at once with the emergency stop

Intents

Intents connect user needs to agents. They are also how an agent becomes available inside OpenCTI, OpenAEV, or OpenCRQ.

Use this section when you want to:

  • review which intents exist
  • see which agents are bound to them
  • check which platforms declared them
  • adjust routing priorities
  • make one of your own agents answer a capability in a connected product

For most teams, this is the page that explains why one request reaches one agent instead of another. The Intents page covers bindings, verticals, and priorities in detail.

Users

The Users section is where administrators manage user accounts.

Use it to:

  • review users
  • create users
  • edit user details
  • manage access and profile-level settings
  • review a user's personal API keys (the API Keys tab of their page) and revoke one

This is also where administrators usually confirm whether a user should be an admin or a standard user.

A user's page also carries a Focus mode card: decide their focus mode, or leave it to their groups (see Focus mode).

Groups

Groups help you organize users and share entities with a selected audience.

Use it to:

  • create groups
  • manage membership
  • control group-based sharing

If your organization uses team-based access, this page is often the key to who can see and edit shared agents and resources.

A group's Overview tab carries a Focus mode card that decides the focus mode of its members (see Focus mode).

Focus mode

Focus mode is a chat-first home without the left navigation. Each person can turn it on and off, unless an administrator decides it for them, on their user page or on one of their groups:

  • User's choice (a user only) - the person decides. Set on a user, it exempts them from their groups' focus mode.
  • Focus by default - the person starts in focus mode and can still open the full interface; once they leave it, their choice is kept.
  • Focus and dashboard only - the person stays in focus mode with the dashboard. They cannot leave it, and a page outside focus mode and the dashboard (an agent, a setting, an operation) shows a notice with the way back instead of the page. Conversations, the presentations and reports produced in them, the dashboard's CTEM pages and briefing, and their profile stay reachable.

What is set on the user wins; otherwise, when their groups decide differently, the most restrictive group applies (Focus and dashboard only over Focus by default). Inherit from groups on a user, and Not set on a group, decide nothing.

An administrator is never held to Focus and dashboard only: it applies to them as Focus by default, so no administrator can be kept from the settings.

Focus mode decides what the interface offers, not what a person may do: their permissions, and what they can reach through the API, are unchanged. Changing it is recorded in the audit log.

Objects

Objects gives administrators a cross-user view of the platform's library entities, whoever owns them: agents, knowledge bases, prompts, skills, MCP servers, custom tools, integrations, presentations, videos (the Video Studio's, opened in their editor), templates, machines (the computers enrolled with XTM One Desktop or the headless runner), flows, datasets, evaluations, variables and channel bots. A type whose pages your deployment does not offer (Flows, Evaluations, custom variables, XTM One Desktop) is not listed either.

The library pages (Agents, Presentations, Templates, Flows, Evaluations, Variables, the XTM One Desktop page, and so on) list the same three tiers for everyone, administrators included: your own items, the items shared with you, and the items published to the whole company. Objects is where you find an item of one of these types that another person owns and has not shared.

Once you open an item, you see it whole, whoever owns it: an agent shows every integration, knowledge base, tool, skill, prompt, handover and assignment it is bound to, its runs, its chats and its delegations, and each of them opens and can be edited, as can the item itself. Reading the delegations of an agent that other users started (the consultations, transfers and background tasks on its Delegations tab carry their task descriptions and results) is recorded in Logs (action break_glass, entity Agent Delegations), naming the agent and the users whose delegations you read, one entry per administrator, agent and fifteen-minute window; your own delegations are not counted. The same holds the other way round: an integration, a knowledge base or a tool lists every agent that uses it. When you edit a colleague's agent, its pickers keep what the agent is already bound to, next to the items you can see yourself.

Use it to:

  • search any of these entities by name
  • filter by type or by owner
  • open any item directly (a row leads to the item's own page)

This is helpful when you need a cross-platform inventory, or when a user asks you to look at something they built, rather than a page-by-page review.

Machines

Filter by Machines to see every computer enrolled with the platform, whoever enrolled it: how many there are, who owns each one, and whether it is still deployed. Each row shows the machine's operating system, whether it is Online, Offline (with the time it was last seen) or Revoked, and the version of the runner it runs. The connection state is the live one the XTM One Desktop page shows, not a stored flag, so a machine that stopped without disconnecting reads as offline here too.

Opening a row shows the machine's own page: its host details, its permission model, its pending approvals and its recent commands, with the same edit, revoke and delete actions an administrator has on the XTM One Desktop page. Reading the command history of a machine you neither own nor hold a configure-level share on (a view-only share is not enough - the full history then comes from your administrator role; a company-managed machine is yours to manage and is not counted) is recorded in Logs (action break_glass, entity Runner Commands): the commands carry shell output and file contents, so the trail says who looked at whose machine, one entry per administrator, machine and fifteen-minute window. Machines are not listed when the runner feature is disabled for the deployment.

Logs

Logs show the audit trail of user actions and important platform events.

Use them when you need to:

  • review configuration changes
  • check who changed what
  • investigate activity
  • support troubleshooting

When something changed and no one is sure why, this is usually the first admin page to check.

Settings

Settings is where administrators configure the shared behavior of XTM One.

Common areas include:

  • AI models
  • general assistant behavior
  • channels and bots
  • integrations
  • quotas
  • MCP endpoint settings
  • security
  • observability
  • platform parameters

The Settings page covers those tabs in more detail.

What may vary by deployment

The standard XTM One administration menu focuses on intents, users, groups, objects, logs, and settings.

Some deployments may include additional administration modules beyond this core set.

What regular users should know

Regular users usually do not need the administration sections.

If you cannot see them, that is normal. Access is usually limited to administrators.

Next step

Continue with Intents to route capabilities to agents, Settings for the detailed platform configuration areas, or My profile for the settings users manage themselves.