Admin Training
Everything you need to manage HintMint across your organization, from user provisioning and license management to security configuration and compliance controls.
Admin Console Overview
The HintMint admin console is your central hub for managing every aspect of your organization's deployment. Access it by clicking the gear icon in the top-right corner of the HintMint desktop app or by navigating to app.hintmint.com/admin in your browser.
The admin console is organized into six main sections:
- Users & Teams: manage individual accounts, team groupings, and role assignments
- Licenses: view seat allocation, assign or revoke licenses, and monitor utilization
- Analytics: track adoption metrics, meeting coverage, and feature usage across your org
- Security: configure authentication, data access controls, and audit logging
- Integrations: manage connected apps, API keys, and webhook configurations
- Settings: organization-wide preferences, branding, and notification defaults
User Management
HintMint provides flexible tools for adding, organizing, and managing users across your organization. You can manage users individually or in bulk depending on your team size.
Adding Users
Navigate to Users & Teams
Open the admin console and click Users & Teams in the left sidebar. You will see a list of all current users and pending invitations.
Invite individually or in bulk
Click Invite Users and enter email addresses one at a time, paste a comma-separated list, or upload a CSV file. Each invitation includes the user's name, email, team assignment, and role template.
Set permissions and role template
Assign each user a role (Admin, Manager, or Member) and select a default role template (Sales, Recruiting, Consulting, or Executive) that determines their in-meeting experience.
Send invitations
Click Send Invites to dispatch onboarding emails. Users receive a link to download HintMint and activate their account. Pending invitations expire after 14 days and can be resent from the Users list.
Team Organization
Group users into teams to apply shared settings, prompt libraries, and analytics views. Teams can mirror your actual org structure (e.g., Sales West, Engineering, Customer Success) or be organized by function. A user can belong to multiple teams.
Deactivating Users
When a team member leaves or no longer needs HintMint, deactivate their account from the Users list. Deactivation immediately revokes access and frees the license seat. Meeting data associated with deactivated users is retained according to your data retention policy and can be reassigned to another user or archived.
License Assignment
HintMint uses a seat-based licensing model. Each active user requires one license seat. The Licenses section of the admin console shows your current allocation, usage, and renewal date.
- View total seats purchased, seats in use, and seats available at a glance
- Auto-assign licenses to new users as they accept invitations, or require manual assignment
- Set up license pools for different departments with independent seat limits
- Receive alerts when utilization exceeds 80% so you can request additional seats before hitting the cap
- Export a license audit report for procurement and compliance reviews
Usage Analytics Dashboard
The analytics dashboard gives admins visibility into how HintMint is being adopted and used across the organization. Use these insights to identify power users, spot adoption gaps, and measure the impact of HintMint on meeting productivity.
Key Metrics
- Active users: daily, weekly, and monthly active user counts with trend lines
- Meeting coverage: percentage of scheduled meetings where HintMint was active
- Feature adoption: breakdown of which features are used most (transcription, coaching, summaries, action items)
- Time saved: estimated hours saved per user based on automated note-taking and summary generation
- Action item completion rate: percentage of HintMint-generated action items marked as done
Custom Reports
Build custom reports by selecting date ranges, teams, and metrics. Reports can be exported as CSV or PDF and scheduled for automatic delivery to stakeholders on a weekly or monthly cadence.
Security Settings
HintMint is built with enterprise security requirements in mind. The Security section of the admin console gives you granular control over authentication, data access, and audit compliance.
Authentication
- Enforce multi-factor authentication (MFA) for all users or specific roles
- Require password complexity rules including minimum length and special characters
- Set session timeout durations and automatic lockout after failed login attempts
- IP allowlisting to restrict access to corporate networks or approved VPNs
Data Access Controls
- Control whether users can export meeting transcripts and summaries
- Restrict meeting data visibility so users only see their own meetings, or enable team-wide sharing
- Define which roles can access the analytics dashboard and usage reports
- Configure API access permissions and rate limits per integration
Audit Logging
HintMint maintains a comprehensive audit log of all admin actions, user logins, data access events, and configuration changes. Audit logs are retained for 12 months and can be exported for compliance reviews or forwarded to your SIEM via the webhook integration.
SSO Configuration
HintMint supports SAML 2.0 and OpenID Connect (OIDC) for single sign-on integration with your identity provider. SSO is available on Enterprise plans.
Open Security > Single Sign-On
Navigate to the Security section in the admin console and click Single Sign-On. Select your protocol (SAML 2.0 or OIDC).
Configure your identity provider
HintMint provides the ACS URL, Entity ID, and metadata XML you need to set up the application in your IdP (Okta, Azure AD, Google Workspace, OneLogin, etc.).
Enter IdP details in HintMint
Paste your IdP metadata URL or upload the metadata XML file. For OIDC, enter the Client ID, Client Secret, and Discovery URL.
Test and enable
Use the Test Connection button to verify the integration with a test user. Once confirmed, toggle SSO to Active. You can optionally enforce SSO-only login to prevent password-based access.
Data Retention Policies
HintMint allows admins to define how long meeting data is stored and when it is automatically purged. Configure retention policies to align with your organization's compliance requirements and data governance standards.
- Set retention periods for transcripts, summaries, and recordings independently (30, 60, 90, 180, or 365 days, or indefinite)
- Apply different retention rules per team or meeting type for granular compliance
- Enable automatic deletion of raw audio data after summary generation if your policy prohibits long-term audio storage
- Users receive a notification 7 days before their data is scheduled for deletion
- Deleted data is irrecoverable — a 72-hour soft-delete window allows admins to cancel pending deletions