Admin Guide
Welcome to the AICA administration guide. As an organization administrator, you have full control over your AICA workspace — from managing users and projects to configuring integrations and monitoring costs.
Organization Setup
After your organization is created, head to Settings > Organization to configure your workspace.
Organization Settings
- Organization name — displayed across the platform and in reports.
- Default timezone — used for scheduling reports and displaying timestamps.
- Default language — sets the language for analysis prompts and UI.
Configuring Delivery Options
AICA can deliver analysis results to multiple destinations. Go to Settings > Delivery to configure:
| Delivery channel | Description |
|---|---|
| CRM (Bitrix24) | Push analysis results directly to CRM deal/contact cards |
| Send summary reports to specified email addresses | |
| Webhooks | POST analysis results to any external URL (n8n, Zapier, custom systems) |
You can enable multiple delivery channels simultaneously. For example, push results to your CRM and also trigger a webhook for your internal dashboard.
User Management
Inviting Team Members
- Go to Settings > Users.
- Click Invite User.
- Enter the team member's email address.
- Select a role (see below).
- Click Send Invite.
The invited user will receive an email with a link to join your organization.
Available Roles
| Role | What they can do |
|---|---|
| Admin | Full access: manage users, projects, integrations, billing, and all records |
| Supervisor | View and review all records within assigned projects, manage agents, create alerts |
| Agent | View only their own records and personal performance metrics |
Changing Roles
Go to Settings > Users, find the user, and click the role dropdown to change their role. Changes take effect immediately.
Deactivating Users
To remove a user's access without deleting their history, click Deactivate next to their name. Deactivated users cannot log in, but their historical data (reviews, annotations) is preserved.
Deactivating a user does not delete their associated call records or analysis results. If you need to reassign their records, do so before deactivating.
Project Management
Projects are how you organize calls by team, campaign, or business unit. Each project has its own settings, team, and analysis configuration.
Creating a Project
- Go to Projects > New Project.
- Enter a project name (e.g., "Sales Team Q1", "Support Inbound").
- Assign team members — select which supervisors and agents belong to this project.
- Choose an analysis template (or create a custom one).
- Click Create.
Project Settings
Within each project, you can configure:
- Analysis template — defines what AICA evaluates (quality criteria, scoring rubric, compliance checks).
- Prompt profile — customizes the AI analysis instructions for your specific use case.
- Auto-assignment rules — how incoming calls are matched to this project.
Archiving and Deleting Projects
- Archive — hides the project from active views but preserves all data. You can restore archived projects at any time.
- Delete — permanently removes the project and all associated records. This action cannot be undone.
Deleting a project permanently removes all call records, transcripts, and analysis results associated with it. Archive the project instead if you might need the data later.
Integrations
Connecting Bitrix24
AICA integrates with Bitrix24 to automatically push analysis results into your CRM.
- Go to Settings > Integrations > Bitrix24.
- Click Connect Bitrix24.
- You will be redirected to Bitrix24's OAuth authorization page.
- Grant AICA the requested permissions.
- Once authorized, you will be returned to AICA with the connection confirmed.
Configuring CRM Field Mapping
After connecting Bitrix24, configure which analysis fields are pushed to your CRM:
- Go to Settings > Integrations > Bitrix24 > Field Mapping.
- For each AICA analysis field (e.g., quality score, summary, improvement suggestions), select the corresponding Bitrix24 field.
- Click Save Mapping.
Common mappings:
| AICA field | Typical Bitrix24 field |
|---|---|
| Quality score | Custom field on Deal/Contact |
| Call summary | Comment or Activity note |
| Improvement suggestions | Task or Comment |
| Compliance result | Custom field (pass/fail) |
If the Bitrix24 fields you need do not exist yet, create them in Bitrix24 first (as custom fields), then return to AICA to set up the mapping.
Setting Up Webhooks
For external systems (n8n, Zapier, or your own backend):
- Go to Settings > Integrations > Webhooks.
- Click Add Webhook.
- Enter the destination URL.
- Select which events trigger the webhook (e.g., "Analysis completed", "Alert triggered").
- Optionally add a secret token for signature verification.
- Click Save.
AICA sends a POST request with a JSON payload containing the analysis results to your webhook URL each time the selected event occurs.
Billing & Budget
Viewing the Usage Dashboard
Go to Settings > Billing to see your current usage:
- Transcription minutes — total audio minutes processed.
- Analysis count — number of calls analyzed by AI.
- Cost breakdown by provider — see how much each service (transcription, LLM analysis) contributes to your total.
Setting Budget Limits
To prevent unexpected costs:
- Go to Settings > Billing > Budget.
- Set a monthly budget limit (in USD).
- Configure alert thresholds (e.g., notify at 70%, 90%, and 100% of budget).
- Choose alert delivery (email, in-app notification).
When the budget limit is reached, AICA will pause processing new calls and notify all admins.
Set your alert threshold at 70% to give yourself time to review usage and adjust the budget before processing is paused.
Understanding Cost Breakdown
Costs are broken down into:
| Cost component | Description |
|---|---|
| Transcription | Audio-to-text conversion (billed per minute of audio) |
| LLM Analysis | AI analysis of transcripts (billed per call analyzed) |
| Storage | Transcript and result storage (included in base plan) |
Security
Role-Based Access Control
AICA enforces strict role-based access control (RBAC):
- Admins see everything across the organization.
- Supervisors see all records within their assigned projects.
- Agents see only their own records.
All API requests are authenticated and authorized on every call. There is no way to bypass role restrictions through the UI or API.
API Credentials Management
If you use the AICA API for custom integrations:
- Go to Settings > API.
- Click Generate API Key.
- Copy the key immediately — it will not be shown again.
- To revoke a key, click Revoke next to it.
Treat API keys like passwords. Never share them in chat, email, or commit them to source code. If a key is compromised, revoke it immediately and generate a new one.
Audit Log
The audit log records all significant actions in your organization:
- User logins and role changes
- Project creation and deletion
- Integration configuration changes
- API key generation and revocation
Go to Settings > Audit Log to review recent activity. Use filters to narrow by user, action type, or date range.