Ruhavyn Administrator FAQ

Document

Administrator FAQ

Version

1.1

Last Updated

February 8, 2026

Owner

Ruhavyn Enterprise Team

Classification

Public

Setup & Implementation

How do I add users to Ruhavyn?

Option 1: Individual Invitations

1. Go to Admin Dashboard → Users
2. Click Invite User
3. Enter email address and role
4. User receives invitation email

Option 2: Bulk Import (CSV)

1. Go to Admin Dashboard → Users → Import
2. Download the CSV template
3. Fill in user emails and names
4. Upload the completed file
5. Users are invited automatically

Option 3: SSO Auto-Provisioning

With SSO enabled, users are automatically provisioned when they sign in with your identity provider.

Can I bulk import users from our HR system?

Yes! You can:

• Import via CSV file (all tiers)
• Use SCIM provisioning (Complete Care tier)
• Integrate with your HRIS via API (Complete Care tier)

How do I set up Single Sign-On (SSO)?

SSO is included in Complete Care and available as a paid add-on for Essential Care and Advanced Care:

1. Contact info@healingsunhaven.com to begin setup
2. Provide your IdP metadata (SAML) or OIDC configuration
3. We configure your SSO connection to your identity provider
4. Test with a pilot group
5. Roll out to all users

Supported Providers:

• Azure Active Directory
• Okta
• Google Workspace
• Any SAML 2.0 / OIDC provider

How long does implementation take?

Do you provide training materials?

Yes! We provide:

• User onboarding guide (PDF)
• Admin quick-start video (10 min)
• Employee launch email templates
• Posters and promotional materials
• Live training sessions (Complete Care)

Contact info@healingsunhaven.com for materials.

User Management

How do I deactivate a user?

1. Go to Admin Dashboard → Users
2. Find the user and click their row
3. Click Deactivate
4. User immediately loses access

Deactivated users can be reactivated later if needed.

How do I reactivate a user?

1. Go to Admin Dashboard → Users → Inactive
2. Find the user
3. Click Reactivate
4. User regains access immediately

Can I see which employees are using the platform?

You can see adoption metrics (who has logged in), but not content metrics (what they did). For example:

You CAN see:

• User has logged in
• Last login date
• Account status (active/inactive)

You CANNOT see:

• Diary content
• Mood entries
• Therapy conversations
• Specific content accessed

Can I see user activity data?

You see aggregated, anonymized analytics only:

• Total sessions this week
• Features used (meditation, diary, R-TV)
• Engagement trends over time
• Aggregate mood trends (minimum 10 users)

Individual user activity is never visible to admins.

Can I read user diary entries?

No. This is technically impossible. Diary entries are protected by Row Level Security (RLS) at the database level. Only the user who created an entry can read it. This protection cannot be overridden by anyone, including Ruhavyn staff.

This is by design to ensure complete employee privacy and trust.

User Offboarding Checklist

When an employee leaves your organization:

1. Deactivate the user in Admin Dashboard → Users → Deactivate
2. Verify access revocation: The user immediately loses all platform access and active sessions are invalidated
3. Review audit logs: Check for any actions that need documentation (Admin Dashboard → Audit Logs)
4. Update seat count: The deactivated seat becomes available for a new user
5. Data retention: Personal wellness data is retained for 30 days in case the user returns. Request full deletion via support@healingsunhaven.com if needed.
6. SSO cleanup: If using SSO, remove the user from your identity provider to prevent re-provisioning

Department Management

Can I organize users by department?

Yes. Admins can assign users to departments for more granular analytics:

• Assign departments manually via Admin Dashboard → Users → Edit User
• View department-level engagement breakdowns in Analytics (Advanced Care/Complete Care)
• Compare wellness metrics across departments (anonymized, minimum 10 users per department)

Department analytics help identify which teams benefit most from the program and where additional support may be needed.

Analytics & Reporting

What analytics are available?

How do I export reports?

1. Go to Admin Dashboard → Analytics
2. Select the report type and date range
3. Click Export
4. Choose format: PDF or CSV
5. Download immediately or schedule recurring exports

Can I see ROI metrics?

Yes! Our Impact Dashboard shows:

• Estimated stress-related savings
• Engagement vs. industry benchmarks
• Wellness program effectiveness metrics
• Quarterly impact reports (PDF export)

How do I track engagement?

The Engagement Dashboard shows:

• Daily/weekly/monthly active users
• Session frequency and duration
• Feature adoption funnel
• Trend comparisons (week-over-week, month-over-month)

What is the burnout early warning dashboard?

Advanced Care and Complete Care tiers include aggregate burnout risk indicators:

• Overall team stress trends
• Usage pattern changes
• Engagement drop-off alerts

Note: This uses anonymized, aggregate data. Individual employees are never identified.

Compliance Reporting

For compliance and audit purposes, admins can:

• Export audit logs in CSV or JSON format (Advanced Care/Complete Care)
• Generate quarterly impact reports as PDF documents for stakeholder review
• Build custom reports selecting specific metrics and date ranges (Complete Care)
• Schedule recurring exports for automated compliance documentation

Security & Compliance

How is data protected?

Do you provide audit logs?

Yes! Audit logs capture:

• Admin actions (user management, settings changes)
• Authentication events (logins, failures)
• API access and usage
• Data export requests

Retention: 90 days

Export: CSV and JSON (Advanced Care/Complete Care)

Can we do a security review?

Absolutely. We provide:

• SOC 2 Readiness Report (available now)
• Vendor Security Questionnaire (pre-filled SIG)
• Penetration test results (available upon request)
• Security architecture review (Complete Care)

Contact support@healingsunhaven.com for documentation.

Where are your servers located?

Primary: United States

EU hosting: Available upon request (GDPR compliance)

Are you GDPR compliant?

Yes. We support:

• Right to access (data export)
• Right to erasure (account deletion)
• Right to data portability (JSON export)
• Data Processing Addendum (DPA) available
• EU data residency option

Are you HIPAA compliant?

Our infrastructure is built on HIPAA-ready systems. Business Associate Agreement (BAA) available upon request.

Note: Ruhavyn is a wellness platform, not a healthcare provider. We don't process Protected Health Information (PHI) by default.

Billing & Subscriptions

How does billing work?

Can we pay by invoice?

Yes! Invoice payment is available for:

• Annual subscriptions
• 50+ seats
• Enterprise contracts

Contact info@healingsunhaven.com for invoicing.

How do we upgrade our tier?

1. Contact info@healingsunhaven.com
2. Discuss your needs and get a quote
3. Sign updated agreement
4. New features enabled immediately

Or request an upgrade through the Admin Dashboard.

What happens when we add more users?

Annual contracts: Pro-rated charge for new seats

Monthly billing: Added to next invoice

Automatic provisioning: New users get immediate access

Can we get a refund?

Refund policy:

• Monthly subscriptions: Cancel anytime, no refund for partial month
• Annual subscriptions: Pro-rated refund for unused portion (within first 90 days)
• Enterprise contracts: Per contract terms

Contact support@healingsunhaven.com for refund requests.

API & Integrations

How do I generate an API key?

1. Go to Admin Dashboard → Settings → API
2. Click Generate New Key
3. Name your key (e.g., "HRIS Integration")
4. Copy the key immediately (shown only once)
5. Store securely. Never share it via email or chat.

What can I do with the API?

How do webhooks work?

Webhooks notify your systems of events in real-time:

1. Register a webhook URL in Admin Dashboard
2. Select events to receive (user.created, user.deactivated, etc.)
3. We send HTTPS POST requests with event data
4. Verify with HMAC-SHA256 signature

Supported events:

• user.created
• user.deactivated
• user.reactivated
• session.completed
• report.generated

Can we integrate with our HRIS?

Yes! Integration options:

• CSV import/export (all tiers)
• API integration (Advanced Care/Complete Care)
• SCIM auto-provisioning (Complete Care)
• Custom integrations (Complete Care)

We support integration with major HRIS platforms. Contact info@healingsunhaven.com for specific integration guidance.

What's the API rate limit?

Need more? Contact info@healingsunhaven.com.

Third-Party Service Providers

Ruhavyn works with carefully selected third-party service providers to deliver a secure, reliable, and high-quality platform experience. All third-party providers are contractually bound to strict data protection, confidentiality, and security obligations that align with our privacy and compliance standards.

We regularly review and audit our third-party relationships to ensure ongoing compliance with our security, privacy, and regulatory commitments.

Our approach to third-party management includes:

• Thorough security and privacy assessments before onboarding any provider
• Contractual data protection obligations and confidentiality agreements
• Regular compliance reviews and audits
• Immediate action protocols if any provider fails to meet our standards

For questions about our third-party providers, to request our vendor list, or to review our subprocessor documentation, please contact: info@healingsunhaven.com

Support

How do I contact support?

Email: support@healingsunhaven.com

General Inquiries: info@healingsunhaven.com

What's your response time?

Do you have a knowledge base?

Yes! Visit our Help Center for:

• Setup guides
• Video tutorials
• Best practices
• Troubleshooting articles

Can we get a dedicated account manager?

Dedicated Customer Success Manager included with:

• Complete Care tier
• 500+ seat deployments
• Strategic partnerships

Contact info@healingsunhaven.com to discuss.

Quick Reference

Tier Comparison

Key Contacts

Related Trust Center Documents