The admin dashboard

For procurement & IT

The admin dashboard covers the running of Alexandria at your institution: who has which role, which courses exist, what usage costs, and the settings that apply across every course.

It is distinct from connecting your LMS, which is a one-time setup task covered under LMS administrators.

Access requires the Admin role and is scoped to your own institution.

Overview

Total users, courses, and documents, plus users active in the last thirty days, alongside a summary of the institution settings currently in force.

Two buttons sit beside the tab row, at the top right of the page: Questions and Lessons. They leave the dashboard for the institution-wide catalogs of practice exercises and lessons, which are documented under the institution catalog.

Users

A searchable list of everyone at the institution, filterable by role, showing messages sent, last active, and join date.

Roles can be changed inline. Four roles are assignable:

Role	Can
Student	Use courses they are enrolled in
Educator Assistant	Assist with a course, with fewer permissions than an educator
Educator	Create and manage courses, materials, and questions; see course insights
Admin	Everything above, plus institution settings and user management

Export to Excel, at the top right of the list, downloads an .xlsx of the same columns. The export follows whatever search text and role filter are active, so narrow the list first if you want a subset rather than everyone.

Admin dashboard Users tab with the email search narrowed to seed-student-01, the heading count reading 100 of 302, and the green Export to Excel button at the top right of the list — Filter first, then export: the count next to the Users heading is what the spreadsheet will contain.

Courses

Every course at the institution, searchable, showing enrolment counts. A course can be set to unlimited usage individually.

Courses can also be imported from an Alexandria export file, with a step to resolve a course-code conflict where one exists.

Resyncing a document

Some administrator controls sit outside the dashboard, in the course library where the material itself lives. Resync is one of them: it puts a document back through processing, which is what you want when a document was indexed from an older version of the file, or when its text or topics look wrong.

To reach it, open a course, go to the library tab, and select a document in a module folder. The Explore panel opens on the right, with the document’s actions along the top.

A course library folder named Week 3 - Turbulence with four items listed, and the Explore side panel open on the right for a document called Master thesis, showing an action row of Hide, Edit, Delete, Resync, Extract blocks, Extract structure, Extract blocks (2-page) and View blocks above a Quick start section, an AI-written Introduction, and a Topics list of eleven topics led by Computational Fluid Dynamics with 172 sources — The Explore panel for a document. Resync sits in the action row, between Delete and the extraction controls.

Costs

Usage and cost visibility across the institution: provider cost, total tokens, and number of model calls, over a period you choose.

Three breakdowns, by feature, by course, and by user, each of which can be selected to filter the others. This is the fastest way to answer where usage is concentrated.

Admin dashboard Costs tab set to Last 30 Days, showing cards for provider cost of 15.88 euro, 23,596,678 total tokens and 2,466 LLM calls, a Provider cost over time area chart running daily from Jul 3 to Aug 2, and a By feature table whose Feature, Calls, Tokens and Provider euro columns are led by chat_answer at 970 calls and 6.23 euro, then quiz_generate, content_embedding and chat_reformulate — Costs. The period control sits above the cards; the breakdown tables continue below the chart.

Academic periods

Periods place courses under Current, Upcoming, or Past. They are defined once for the institution and then selected per course.

Periods can be entered by hand, or extracted from your academic calendar: upload the calendar as a PDF or image and Alexandria proposes the periods it finds, with a confidence indication, for you to review before saving.

Settings

General

Institution name as it appears across the product
Default course language for new courses
Sovereignty floor: see below

Data residency

The sovereignty floor sets the least strict data handling permitted at your institution:

Setting	Meaning
Global	Worldwide model routing
EU Hosted	Models in EU regions only
EU Sovereign	EU-based provider

Per-course selection is documented under course settings.

Domain role mappings

Assign a role automatically by email domain, so that staff arriving from a known domain become Educators without manual intervention.

LMS configuration

Provider, API address, and scheduled sync, plus the credentials Alexandria uses to call your LMS’s REST API. This is separate from the LTI registration that handles launching.

For Brightspace, API versions can be set where an instance requires versions other than the defaults, and a test connection control confirms the settings work before you rely on them.

Feature flags

Whether educators may create courses
Whether students may create courses
Whether research mode is available

Course analytics

Analytics can be switched off institution-wide. Where disabled, the analytics views show a maintenance message rather than running.

Default course tabs

Which tabs new courses start with: library, chat, socratic, practice, activity.