# Administrator User Guide

Last Updated: December 2024 | Version: 2.0

This comprehensive guide covers all administrative functions in the Learning Management System. Use this reference to efficiently manage students, teachers, classes, communications, and system settings.

## Dashboard Overview

The admin dashboard is your central command center, providing quick access to all system functions and real-time statistics.

### Dashboard Elements

- Statistics Cards: Display live counts of active students, pending approvals, total classes, and teacher accounts. Click any card to navigate to that section.
- Quick Actions Panel: One-click access to common tasks like viewing pending students, creating classes, accessing reports, managing events, and launching marketing campaigns.
- Announcements Widget: Create and manage announcements visible to students, teachers, or both. Announcements appear on user dashboards immediately.
- Custom Charts: Visualize enrollment trends, monthly sign-ups, class capacity, and other metrics. Charts can be customized, reordered, and exported.
- Calendar Integration: View upcoming classes, events, and deadlines at a glance.

💡 Tip: Set aside time each morning to review the dashboard statistics and address any pending approvals or notifications to maintain smooth operations.

## Student Management

### Student Queues

Students are organized into multiple queues based on their status:

#### Pending Students

- New registrations awaiting admin review and approval
- Review uploaded documents (ID, proof of education, etc.)
- Verify demographic information and contact details
- Add internal notes for tracking and decision-making
- Approve or decline with optional email notification
- Schedule interviews through the career advisor integration

#### Accepted Students

- All approved, active students in the system
- Full access to student profiles and enrollment records
- View enrolled classes, grades, and progress
- Search and filter by name, email, student ID, or program
- Export student lists to CSV for external reporting

#### Alumni

- Students who have completed their programs
- Automatically transitioned based on class completion dates
- Maintain full historical records and transcripts
- Option to re-enroll alumni into new programs
- Update alumni graduation dates as needed

#### Denied Students

- Applications that were declined during approval process
- View denial reasons and notes
- Can be reconsidered and approved if circumstances change

#### Pre-Registered Users

- Prospective students who started but didn't complete registration
- Track interaction history and follow-up attempts
- Send reminder emails to encourage completion
- Add notes about phone calls and conversations
- Convert to full student applications
- Delete inactive pre-registrations after follow-up attempts

#### Test Engine Access

- Students with special exam-only access
- Activate/deactivate by email address
- Used for certification testing without full enrollment

### Student Profile Management

Each student profile contains comprehensive information and management tools:

#### Basic Information

- Personal details (name, DOB, contact info, address)
- Student ID generation and management
- Demographic information (gender, ethnicity, veteran status)
- Emergency contact information
- Program enrollment details

#### Profile Actions

- Edit Profile: Update any student information, change programs, modify contact details
- Reset Password: Generate and email new temporary password
- Send Email: Contact student directly with custom or templated messages
- Generate Student ID: Create unique identifier for institutional records
- Add Notes: Track interactions, decisions, and important updates (with timestamps)
- View Detailed Report: Generate comprehensive PDF with all student data
- Delete Student: Permanently remove student record (use with caution)

### Class Enrollment Management

- Enroll in Class: Add student to any available class from their profile
- Unenroll from Class: Remove student from classes with confirmation
- View Progress: See completion status, test scores, and grades for each enrolled class
- Class Schedule: View all past, current, and future classes for the student

### Advanced Student Features

#### Student Lookup & Search

- Global search across all student records
- Search by name, email, phone, or student ID
- Quick access to profiles from any admin page

#### Student Merge Tool

- Identify and merge duplicate student records
- Preserves all enrollment, grades, and document history
- Consolidates data from both records

#### To-Do List Management

- Assign checklist templates to students (orientation, document collection, etc.)
- Track completion of required tasks
- Add custom to-do items for individual students
- Monitor progress through student onboarding

## Enrollment & Approval Process

### Reviewing Applications

1. Navigate to Pending Students from dashboard
2. Click on student name to open full profile
3. Review all uploaded documents in the Documents section
4. Verify demographic and contact information
5. Check program selection and course interests
6. Add internal notes about any concerns or special circumstances

### Approval Actions

- Approve: Grants student full access to the LMS, sends welcome email, creates account credentials
- Decline: Moves application to Denied queue with optional reason notification
- Request More Info: Send email asking for additional documents or clarification
- Schedule Interview: Set up career advisor interview before final approval

### Multi-Program Enrollment

- Students can be enrolled in multiple programs simultaneously
- Each program tracks its own completion progress
- Manage program-specific requirements in Step 2 section

## Documents & Signatures

### Document Types

#### Student Uploaded Documents

- Government-issued ID
- Proof of education (diploma, transcripts)
- Certification documents
- Other supporting materials
- Actions: View, download, or delete uploaded documents

#### Required Documents (Admin Upload)

- Upload standardized documents that students must complete
- Categories: Enrollment Agreement, Disclosure Forms, Policy Acknowledgments
- Documents can be marked for digital signature
- Track which documents each student has received

#### Documents Requiring Signature

- Upload PDFs that require student digital signature
- Admin can pre-place signature fields, date fields, and text fields
- Students sign through their portal using mouse/touch signature
- Completed documents stored with timestamp and signature capture
- Admin Override: Admin can sign on behalf of student if needed

#### Signed Documents

- View all completed signature documents
- Download signed PDFs with embedded signatures
- Delete if re-signature is required
- Track signature date and signee information

#### Certificates & Awards

- Upload completion certificates, awards, and credentials
- Auto-generated course completion certificates
- Email certificates directly to students
- Manage certification exam results

### Document Template Management

- Create reusable document templates
- Define signature field positions for consistent placement
- Upload updated versions of standard forms

💡 Tip: When uploading documents that require signatures, use the interactive field placement tool to position signature boxes exactly where needed. This ensures a professional appearance and clear signing instructions.

## Grades & Transcripts

### Grade Management

- Current Grades: View grades from all enrolled classes in real-time
- Historical Grades: Add grades from courses taken at other institutions or prior to LMS implementation
- Edit Historical Grades: Update course names, grades, credits, and completion dates
- Delete Historical Grades: Remove incorrect or duplicate entries

### Transcript Generation

- Generate comprehensive PDF transcripts showing all courses and grades
- Includes both LMS courses and historical grades
- Shows clock hours, credits, and grade calculations
- Exports with official school branding

### Grade Override & Adjustments

- Admin can adjust final grades when needed
- Add grade comments and notes for record-keeping
- Track grade change history

## Financial Management

### Tuition Tracking

- Automatic Calculation: Tuition calculated based on enrolled courses from course catalog
- Course Matching: System matches enrolled classes to program costs using fuzzy matching
- Manual Entry: Add courses manually when automatic matching fails
- Registration Fee: Fixed $75 registration fee tracked separately
- Clock Hours: Total clock hours calculated from all courses

### Manual Tuition Course Entry

- Add custom courses with name, clock hours, and cost
- Marked with "Manual Entry" badge and admin name/date
- Delete manual entries as needed
- Use for non-standard programs or special pricing

### Financial Dashboard

- View financial summary for all students
- Update payment status and amounts received
- Bulk update financial records
- Filter by payment status (paid, partial, outstanding)

### Financial Forecasting

- Project expected revenue from enrolled students
- Exclude specific students from forecast calculations
- View payment timelines and expected completion dates
- Export financial reports for accounting

⚠️ Important: Always verify tuition calculations manually, especially for students with complex enrollment patterns or transfer credits. Use manual entry to correct any discrepancies.

## Teacher Management

### Creating Teachers

1. Navigate to Teachers → Create New Teacher
2. Enter teacher name, email, and profile information
3. Set temporary password (teacher changes on first login)
4. Assign permissions (view-only, grading access, full class management)
5. Save to create account and send welcome email

### Teacher Profiles

- View all classes assigned to each teacher
- Update teacher contact information and credentials
- Reset teacher passwords
- Disable/enable teacher accounts
- View teacher activity and login history

### Assistant Teachers

- Assign assistant teachers to support primary instructors
- Configure limited permissions for assistants
- Track assistant contributions to grading and feedback

## Class Management

### Creating Classes

1. Click Create New Class from Classes page
2. Enter class name, description, and course code
3. Select primary teacher from dropdown
4. Set start and end dates
5. Configure class settings (discussion enabled, drip schedule, etc.)
6. Set enrollment capacity and visibility
7. Save to publish class

### Class Management Features

#### Student Roster

- View all enrolled students
- Add/remove students individually
- Export roster to CSV
- View student progress and grades
- Send email to entire class

#### Course Content

- Lectures: Upload slides, PDFs, videos, and documents
- PowerPoints: Convert PPTX to web-friendly format automatically
- Videos: Embed YouTube links or upload video files
- Links: Add external resources and reading materials
- Syllabus: Upload course syllabus PDF

#### Assessments

- Tests/Quizzes: Create multiple choice, true/false, essay questions
- CSV Upload: Bulk import questions from spreadsheet
- Test Library: Reuse questions from previous tests
- AI Generation: Generate test questions using AI based on topics
- External Tests: Link to third-party assessment platforms
- Question Media: Add images/diagrams to individual questions

#### Grading & Attendance

- Grade student submissions with feedback
- Track attendance for in-person sessions
- View gradebook with all student scores
- Export grades to CSV
- Print-friendly gradebook view

#### Communication

- Discussions: Enable class forum for student questions
- Announcements: Post class-specific updates
- Direct Messaging: Email individual students

### Advanced Class Features

#### Drip Schedule

- Release course content gradually over time
- Set specific dates for lecture/test availability
- Encourage consistent student engagement
- Override schedule for individual students if needed

#### Completion Certificates

- Auto-generate certificates when students complete class
- Email certificates automatically or manually
- Customize certificate templates with branding

## Communications

### Direct Messaging

- Send email to any student from their profile
- Choose from email templates or write custom messages
- CC additional recipients
- Track sent messages in student notes

### Announcements

- Create announcements visible on student/teacher dashboards
- Target announcements to: Students Only, Teachers Only, or Everyone
- Include title and message body (supports basic HTML)
- Delete announcements when no longer relevant
- View announcement history

### Email Templates

- Create reusable email templates for common communications
- Categories: Welcome, Reminder, Follow-up, Information, Events
- Use variables like {studentName}, {className} for personalization
- Edit templates with WYSIWYG HTML editor
- Preview templates before sending
- AI-assisted template generation

### Notifications

- Configure system notification settings
- Set up alerts for pending approvals, new registrations
- Email notifications for admin actions

## Marketing & Campaigns

### Marketing Emails

1. Navigate to Marketing dashboard
2. Select Send Marketing Email
3. Choose recipient list: All Students, Pending, Pre-Registered, Custom
4. Select email type: Recruitment, Retention, Event Promotion, Information
5. Write subject line and message body
6. Add images or attachments if needed
7. Preview with AI-powered suggestions
8. Send immediately or schedule for later

### Drip Campaigns

- Create automated email sequences for lead nurturing
- Define campaign steps with delays between messages
- Add contacts to campaigns manually or automatically
- Monitor campaign progress and engagement
- Pause or stop campaigns as needed
- View campaign analytics (open rates, click rates)

### Lead Tracking

- Manage prospective student leads
- Track interactions and follow-up attempts
- Add notes from phone calls and emails
- Set reminders for future contact
- Convert leads to pre-registrations or full students

### Mentors & Partners

- Track external partners and mentors
- Manage referral programs
- Contact partners with updates
- Add notes about partnership agreements

## Events & Calendar

### Event Management

#### Creating Events

1. Navigate to Events → Create Event
2. Enter event title and description
3. Set date, start time, and end time
4. Choose visibility: Public or Private
5. Add location or virtual meeting link
6. Upload event flyer or attachment (optional)
7. Publish event

#### Event RSVPs

- View all RSVP responses
- Export attendee list for check-in
- Send confirmation emails to attendees
- Contact individual attendees
- Delete RSVPs if needed

### Calendar Integration

- View all classes, events, and deadlines in calendar view
- Color-coded by type (classes, events, deadlines)
- Export calendar to iCal format
- Filter calendar by date range or category
- Add custom calendar events

## Reports & Analytics

### Available Reports

#### Student Reports

- Pending Students Report: List of all awaiting approval with application dates
- Accepted Students Report: Active student roster with enrollment details
- Alumni Report: Graduated students with completion dates
- Student Detailed Report: Individual comprehensive reports (PDF)

#### Class Reports

- Class Summary: Overview of all classes with enrollment counts
- Gradebook Export: All student grades for a specific class
- Attendance Report: Track attendance patterns
- Class Roster: Printable class lists

#### Financial Reports

- Tuition Summary: Total tuition by student and program
- Payment Status: Outstanding balances and payment tracking
- Revenue Forecast: Projected income based on enrollments
- Financial Export: CSV for accounting software

#### Marketing Reports

- Campaign Performance: Email open rates and engagement
- Lead Conversion: Track leads through enrollment funnel
- Interaction Export: All marketing interactions to CSV

### Custom Report Builder

- Select specific data fields to include
- Filter by date range, program, or status
- Save report templates for recurring use
- Export to CSV or PDF

### Charts & Visualizations

- Create custom charts for dashboard display
- Chart types: Bar, Line, Pie, Area
- Metrics: Enrollments over time, completion rates, test scores, demographics
- Reorder charts by dragging
- Delete outdated charts
- Export chart data to CSV

## System Settings

### Branding

- Upload Logo: Primary logo appears on all pages and emails
- Director Signature: Upload signature for certificates and documents
- Color Scheme: Set primary and secondary colors for consistent branding
- School Name: Configure institution name and contact info

### Dropdown Options

- Manage dropdown values for student registration forms
- Course Names: Add/remove available programs
- Affiliate Programs: Manage referral partner options
- Document Types: Customize document categories

### Email Configuration (SMTP)

- Configure email server settings
- Test email delivery
- Set from address and reply-to address
- Monitor email send logs

### User Account Settings

- Update your admin profile
- Change password
- Set notification preferences

## Best Practices & Tips

### Daily Tasks

- ✅ Review dashboard for pending approvals
- ✅ Check and respond to student messages
- ✅ Process new student applications within 24 hours
- ✅ Monitor class enrollments and capacity
- ✅ Review and address any error notifications

### Weekly Tasks

- 📊 Review enrollment trends and analytics
- 📧 Follow up with pre-registered users
- 📝 Update student notes and interaction records
- 🎓 Process grade approvals and transcript requests
- 💰 Review financial reports and payment status

### Monthly Tasks

- 📈 Generate and review comprehensive reports
- 🎯 Analyze marketing campaign performance
- 🔍 Audit student records for accuracy
- 📚 Review and update course catalog and tuition
- 👥 Meet with teachers to review class performance

### Data Quality

- Use Notes: Document all important decisions and interactions
- Verify Information: Double-check student data before approval
- Regular Backups: Export critical data regularly
- Consistent Naming: Use standard formats for class names and codes
- Document Verification: Ensure all uploaded documents are legible and complete

### Communication Guidelines

- Respond Promptly: Answer student inquiries within 1 business day
- Professional Tone: Maintain professional language in all communications
- Use Templates: Save time with pre-written responses for common questions
- Personalize: Always include student name and specific details
- Proofread: Check spelling and grammar before sending

### Security & Privacy

- 🔒 Never share your admin password
- 🔒 Log out when leaving your workstation
- 🔒 Verify student identity before sharing sensitive information
- 🔒 Follow FERPA guidelines for student data privacy
- 🔒 Regularly review and remove inactive user accounts

### Troubleshooting Common Issues

#### Student Can't Log In

1. Verify student is in "Accepted" status, not Pending or Denied
2. Use "Reset Password" to send new credentials
3. Check that email address is correct in student profile
4. Ask student to check spam folder for password email

#### Document Upload Fails

- Ensure file size is under 10MB
- Verify file format is PDF, JPG, PNG, or DOCX
- Try different browser if issue persists
- Contact technical support if problem continues

#### Email Not Sending

- Check SMTP settings in System Settings
- Verify recipient email address is valid
- Check email send logs for error messages
- Test with personal email address first

💡 Pro Tip: Bookmark frequently used pages (Pending Students, Class List, Marketing Dashboard) for quick access. Use browser tabs to work on multiple student profiles simultaneously for faster processing.

Need Help? For technical issues, feature requests, or questions not covered in this guide, contact your system administrator or IT support team.

© 2024 Learning Management System | Administrator Guide v2.0