Usage Overview
Once the SaaS Module is installed and configured, you operate as the Super Admin (SA) -- the central administrator who manages all tenant instances, plans, billing, and platform operations. This guide covers the day-to-day workflows for running your SaaS platform.
Super Admin Dashboardโ
The Super Admin Dashboard is your central control panel. Access it from SaaS โ Dashboard in the CRM sidebar.
The dashboard displays:
- Total Tenants -- Active, trial, suspended, and total tenant counts.
- Revenue Overview -- Monthly recurring revenue and payment history.
- Recent Activity -- Latest tenant sign-ups, upgrades, and suspension events.
- System Health -- Resource usage and any alerts requiring attention.
The dashboard updates in real time. Use it as your primary monitoring tool to stay on top of platform activity without drilling into individual tenant records.
Tenant Managementโ
How Tenants Are Createdโ
Tenants can be created in two ways:
- Self-Service Sign-Up -- Customers visit your landing page, select a plan, and sign up. The SaaS Module automatically provisions a new CRM instance for them.
- Admin-Created -- As a Super Admin, you can manually create tenant instances from the SaaS dashboard.
Creating a Tenant Manuallyโ
- Navigate to SaaS โ Tenants.
- Click Create Tenant.
- Fill in the tenant details:
- Tenant Name -- The organization or business name.
- Admin Email -- The email for the tenant's primary administrator.
- Subdomain / Domain -- The URL the tenant will use to access their CRM.
- Plan -- Select the subscription plan.
- Trial Period -- Override the default trial period if needed.
- Click Create.
The system provisions the tenant instance and sends a welcome email to the admin address with login credentials.
Use manual tenant creation for onboarding enterprise clients who require custom configurations or dedicated databases (BYODB).
Viewing and Managing Tenantsโ
From the SaaS โ Tenants list, you can:
| Action | Description |
|---|---|
| View Details | Open the tenant's profile with usage stats and history |
| Edit | Modify tenant settings, plan, or domain |
| Suspend | Temporarily disable the tenant's CRM access |
| Reactivate | Restore access for a suspended tenant |
| Delete | Permanently remove the tenant and their data |
Deleting a tenant is irreversible. All data associated with the tenant instance will be permanently removed. Always confirm with the tenant before proceeding.
Tenant Statusesโ
| Status | Description |
|---|---|
| Active | Tenant has a valid subscription and full access |
| Trial | Tenant is in the free trial period |
| Suspended | Access is disabled due to overdue payment or admin action |
| Expired | Trial has ended without conversion to a paid plan |
Automated Provisioningโ
When a customer signs up through the landing page, the SaaS Module handles the entire provisioning process:
- Customer selects a plan and completes the registration form.
- Payment is processed (or trial begins if the plan includes a trial period).
- The system creates a new CRM instance with the selected plan's feature limits.
- A subdomain or custom domain is assigned.
- The welcome email is sent with login credentials and getting started instructions.
This entire flow happens automatically with no Super Admin intervention required.
Usage Quota Monitoringโ
Each tenant's usage is tracked against their plan's limits in real time.
What Is Trackedโ
The module tracks quotas for any CRM entity configured in the plan:
| Entity | Example Limit |
|---|---|
| Deals | Up to 500 active deals |
| Contacts | Up to 2,000 contacts |
| Companies | Up to 200 companies |
| Custom Entities | Any CRM entity converted to a quota |
Quota Visibility for Tenantsโ
Tenants can view their real-time usage from within their CRM instance. A usage summary shows:
- Current usage for each tracked entity.
- Plan limits for each entity.
- Percentage of quota consumed.
- Warnings when usage approaches the limit.
Quota Enforcementโ
When a tenant reaches their plan limit for an entity:
- New records for that entity cannot be created.
- A notification informs the tenant that they have reached their limit.
- The tenant is prompted to upgrade their plan for higher limits.
As a Super Admin, you can override quota limits for individual tenants from their tenant profile if needed -- for example, to grant a temporary increase during a migration period.
Module Access Controlโ
Control which CRM modules each tenant can access based on their subscription plan.
Configuring Module Accessโ
- Navigate to SaaS โ Settings โ Plans & Pricing.
- Edit the plan you want to configure.
- In the Module Access section, enable or disable individual CRM modules.
- Click Save.
Tenants on that plan will only see and have access to the enabled modules in their CRM navigation.
Billing and Subscriptionsโ
Payment Lifecycleโ
| Event | What Happens |
|---|---|
| Sign-Up | First payment or trial begins |
| Trial Expiry | Tenant is prompted to select a paid plan |
| Recurring Payment | Automatic charge at the billing cycle interval |
| Payment Failed | Retry logic and notification; suspension after retries |
| Plan Change | Upgrade takes effect immediately; downgrade at cycle end |
Managing Subscriptionsโ
From a tenant's profile, you can:
- View payment history and invoice records.
- Change the tenant's plan (upgrade or downgrade).
- Apply credits or discounts.
- Manually suspend or reactivate billing.
Billing features require the Concord CRM Invoice Module. Without it, payment processing and invoice generation will not be available.
Email Notifications and Lifecycle Communicationโ
The module sends automated emails at key points in the tenant lifecycle:
- Welcome Email -- Sent upon successful provisioning with login details.
- Trial Expiry Reminder -- Sent before the trial period ends.
- Payment Confirmation -- Sent after each successful payment.
- Suspension Notice -- Sent when a tenant account is suspended.
- Plan Change Confirmation -- Sent when a tenant upgrades or downgrades.
Customize email templates from SaaS โ Settings โ Notifications.
Best Practicesโ
- Start with clear plan tiers -- Define Starter, Professional, and Enterprise plans with distinct feature sets to create natural upgrade paths.
- Enable trial periods -- Lower the sign-up barrier by offering free trials on entry-level plans.
- Monitor the dashboard daily -- Keep an eye on new sign-ups, revenue trends, and suspended accounts.
- Set up payment retry logic -- Configure grace periods before automatic suspension to reduce involuntary churn.
- Test the full sign-up flow -- Periodically go through the customer experience from landing page to provisioned tenant to ensure everything works smoothly.
- Use BYODB for enterprise clients -- Offer dedicated databases as a premium option for clients with strict data compliance requirements.