1.1 About the Platform

This is the Salvation Army's E-Learning platform used for theological education across multiple countries including Kenya, Rwanda, Burundi, Zimbabwe, and others. The platform supports the full educational lifecycle: student enrollment, curriculum management, online examinations, assignment submission and grading, reading material distribution, certificate generation, and inter-user communication.

As an Administrator, you hold the highest authority on the platform and are responsible for overseeing all operations, approving students and exams, configuring system settings, managing users, and ensuring data integrity.

1.2 System Requirements

To use the Web Admin panel, you need a modern web browser with JavaScript enabled.

Additional requirements:

• Stable internet connection
• Screen resolution of 1280x720 or higher recommended (the interface is responsive but works best on desktop)
• Pop-up blockers should allow the platform domain for file downloads

1.3 Accessing the Web Admin

To access the website, open your browser and navigate to:

https://app.saltcollegeandresourcecentre.com

If you are not logged in, you will be redirected to the login page.

1.4 Logging In

The platform uses a three-step authentication flow for security. Follow these steps to log in:

Step 1: Enter Credentials

1. On the login page, you will see the College branding on the left and the login form on the right.
2. In the Username field, enter the username provided to you by the system administrator. For admin users, this is typically your assigned username (not a registration number).
3. In the Password field, enter your password. You can click the eye icon to toggle password visibility.
4. Optionally, check Remember Me to persist your session.
5. Click the Login button.

If credentials are valid, the system advances to Step 2. If invalid, an error message appears in a red banner above the form.

Step 2: Verify Access Code (OTP)

1. After successful credential verification, an access code (OTP) is sent to your registered phone number via SMS and/or email, depending on the system notification channel configuration.
2. A blue information banner displays a message confirming the code was sent.
3. Enter the access code in the large centered input field. The code is typically 6 digits (configurable in System Settings).
4. Click Verify Access Code.
5. If the code is incorrect or expired, an error message is displayed. You can click Resend Access Code to receive a new one.

Step 3: Change Password (if required)

If the system requires you to change your password, you will be presented with a password change form instead of being logged in directly.

1. An amber warning banner states: "Your password must be changed before you can continue."
2. Enter your Current Password.
3. Enter a New Password that meets the following requirements:
   • At least 8 characters long
   • Contains at least 1 letter, 1 number, and 1 special character
4. Re-enter your new password in the Confirm New Password field.
5. Click Change Password.
6. On success, you will see a confirmation message and be redirected to log in with your new credentials.

Step Indicator: A progress bar at the top of the form shows three segments. Each lights up as you advance through the authentication steps.

1.5 Navigation

After logging in, you are directed to the Admin Dashboard. The interface consists of:

• Sidebar (left): A fixed navigation panel with the College logo at the top, menu items in the middle, and your user profile (name and role) at the bottom. The sidebar has a dark navy background with white text. The currently active page is highlighted in blue.

The sidebar menu items for administrators are:

1. Dashboard
2. Users
3. Students
4. Grading
5. Billing
6. Certificates
7. Suspensions
8. Intake Config
9. Sessions
10. Achievements
11. Subjects
12. Exam Dates
13. Exam Approvals
14. Student Exams
15. Reports
16. Announcements
17. Countries
18. Territories
19. System Logs
20. SMS Log
21. Chat
22. Schema
23. Settings

• Main Content (right): The main content area to the right of the sidebar displays the active page. Each page has a Page Header at the top showing the page title, a subtitle, and optional action buttons (e.g., "Add Session", "Export Excel").
• Theme: The interface supports both light and dark themes. Dark mode adjusts backgrounds, text colors, and card styles for comfortable viewing in low-light environments.
• Responsive Layout: On smaller screens, the sidebar collapses and the layout adjusts to single-column views.

1.6 Logging Out

To log out of the platform:

1. Use the logout option available in the user profile area or the application header.
2. After logging out, your login session will end and you will be redirected to the login page.
3. Sessions expire automatically based on the configured token expiry time in System Settings.

The Admin Dashboard provides an at-a-glance overview of the platform's operational status. When you log in, this is the first page you see.

2.1 Statistics Cards

The dashboard displays 6 statistic cards arranged in a responsive grid (3 columns on desktop, 2 on tablet, 1 on mobile):

While the dashboard is loading data, placeholder cards with a pulsing animation are shown.

2.2 Recent Activity & Quick Actions

Below the statistics cards, two panels appear side by side:

• Recent Activity: Displays a feed of recent platform activity as activity occurs.
• Quick Actions: Provides shortcut buttons to commonly used admin pages:
  • Manage Students -- navigates to the Students page
  • Grading Config -- navigates to the Grading page
  • Billing -- navigates to the Billing page
  • Reports -- navigates to the Reports page

This page allows you to view and manage all system users, including administrators, ETOs (Education Training Officers), tutors, and students.

3.1 Viewing All Users

The Users page presents a table with built-in search, sorting, and pagination. The table displays the following columns:

Searching: Use the search bar at the top of the table (placeholder: "Search users...") to filter users by any visible field. The search provides fast results.

Sorting: Click any column header to sort the table by that column. Click again to toggle between ascending and descending order.

3.2 Creating a New User

To create a new non-student user (Admin, ETO, or Tutor):

1. Navigate to Users in the sidebar.
2. Click the Add User button (if available in the page header).
3. Fill in the required fields:
   • First Name, Surname, Last Name
   • Email Address
   • Contact (Phone Number)
   • Role -- select from Admin, ETO, or Tutor
   • Territory -- select the territory this user belongs to
4. Click Save or Create.
5. The new user will receive their login credentials via the configured notification channel.

3.3 Modifying User Details

1. Locate the user in the table using the search bar.
2. Click on the user row or the Edit action button.
3. Update the necessary fields.
4. Click Save to apply changes.

3.4 Resetting User Passwords

If a user is locked out or has forgotten their password:

1. Find the user in the Users table.
2. Select the Reset Password action.
3. The system will generate a temporary password and the user will be required to change their password on next login.

3.5 Locking/Unlocking Accounts

User accounts can be locked (status change) to prevent login:

1. Find the user in the Users table.
2. Use the Lock or Unlock action as needed.
3. A locked user will see an error when attempting to log in.

3.6 User Roles

The platform has four user roles:

This section covers the management of student records, approvals, and data imports.

4.1 Student List

The Students page displays a table with the following columns:

Searching: Use the search bar (placeholder: "Search by name, admission no...") to filter students across all visible fields.

4.2 Student Detail View

Clicking on a student row navigates to a detailed view showing:

• Personal information (name, email, phone, territory, rank)
• Academic history (enrolled levels, subjects, grades)
• Assignment submissions and marks
• Exam history and scores
• Billing records
• Achievement records
• Suspension history (if any)

4.3 Bulk Upload of Admission Numbers

To import multiple student admission numbers at once:

1. Prepare a CSV file with a single column containing admission numbers. The file should have a header row.

   Example CSV:

   admission_no
   2026001
   2026002
   2026003

2. Navigate to the Students page.
3. Click the Bulk Upload button.
4. Select your CSV file.
5. Click Upload.
6. The system processes the file and creates student records with an "Uploaded" status.
7. A summary of successful imports and any errors is displayed.

4.4 Two-Level Approval Workflow

Student registration follows a multi-step approval workflow. Understanding each status is essential:

Approval Flow

1. A student record begins as either Uploaded or New.
2. It moves to ETO Pending, where the territory ETO reviews it.
3. Once the ETO approves, it moves to Pending Admin.
4. The Administrator gives final approval, moving the student to Approved status. The student is now active and can use the platform.

As an Admin, to approve students:

1. Navigate to Students.
2. Filter or search for students with a "Pending Admin" status.
3. Review the student's details (name, territory, admission number).
4. Click Approve to move the student to "Approved" status, or Reject with a reason.

4.5 Rank-Based Learning Level Assignment

The system automatically assigns each new student's starting learning level based on their Salvation Army rank. This assignment is enforced during registration and cannot be overridden by administrators.

How It Works

• When a student registers (or is imported), the system checks their rank.
• Students with the rank of Soldier are automatically placed at the Foundation level. Upon completion of all Foundation subjects, they may apply to progress to the Certificate level, and subsequently to the Diploma level.
• Students with any rank other than Soldier (e.g., Officer, Envoy, Captain, Major) are automatically placed at the Certificate level. They skip Foundation entirely and may proceed to the Diploma level after completing Certificate.
• This rule is enforced by the system and cannot be overridden by administrators. Soldiers are always forced to start at Foundation, and non-Soldiers always start at Certificate.

4.6 Updating Student Email

1. Open the student's detail view.
2. Locate the email field.
3. Enter the new email address.
4. Save changes.

4.7 Restoring Legacy Student Data

For importing full student records from legacy systems, a 17-column CSV format is supported:

The CSV must include columns for: admission number, first name, surname, last name, email, contact, territory, rank, gender, date of birth, corps/church, appointment date, and additional demographic fields.

1. Prepare the CSV file following the required column order.
2. Navigate to the Students page.
3. Use the Import Legacy Data option.
4. Upload the CSV file.
5. Review the import summary for any errors.

Subjects (also called courses) are the core units of study in the platform. Each subject belongs to a learning level and has associated costs, pass marks, and exam/assignment configurations.

5.1 Subject List

The Subjects page displays a table with the following columns:

Searching: Use the search bar (placeholder: "Search subjects...") to filter by subject name, code, or level.

5.2 Creating Subjects

1. Click the Add Subject button in the page header.
2. Fill in the required fields:
   • Subject Code -- must follow the naming conventions described below
   • Subject Name -- the full descriptive name
   • Learning Level -- select Foundation, Certificate, or Diploma
   • Pass Mark -- the minimum passing score (typically 50)
   • Subject Cost -- the fee charged for this subject
3. Click Create to save the new subject.

5.3 Modifying Subjects

1. Find the subject in the table.
2. Click the Edit action.
3. Update any fields as needed.
4. Click Save.

5.4 Subject Code Conventions

Subject codes follow a structured format that encodes the learning level, language, and subject area:

Format: [Level][Language][SubjectArea][Number]

Level Prefix:

Language Code (optional):

Examples:

5.5 Approving Student Subject Selections

When students enroll in subjects, their selections may require admin approval:

1. Review incoming subject selection requests.
2. Verify the student meets prerequisites for the selected subject and level.
3. Approve or reject the selection.

5.6 Subject Progression by Level

Subjects are organized into learning levels (Foundation, Certificate, Diploma), and students must complete all subjects in one level before they can access subjects in the next level.

How Progression Works

1. The administrator configures how many subjects each learning level contains (e.g., 11 subjects in Foundation).
2. A student must pass all subjects in their current level before the system makes subjects in the next level visible to them.
3. For example, if Foundation has 11 subjects, all 11 must be completed and passed before Certificate-level subjects become available.
4. The same rule applies when moving from Certificate to Diploma.

What Administrators Should Know

• The number of subjects per level is determined by the subjects you create and assign to each learning level.
• Progression is automatic -- when a student passes the last remaining subject in their current level, the next level's subjects become visible in their subject registration list.
• Students cannot manually skip levels or register for subjects above their current level.
• If you add new subjects to a level, students who have already completed that level are not affected.

Exam management involves three separate pages for different aspects of the exam lifecycle: paper approvals, date scheduling, and student exam application approvals.

6.1 Exam Paper Approvals

When tutors create exam papers, they require administrative approval before becoming available to students.

The approval table displays the following columns:

To approve an exam paper:

1. Navigate to Exam Approvals in the sidebar.
2. The page header shows the count of papers pending approval (e.g., "5 papers pending approval").
3. Review the paper details -- subject, title, type, max score, and the creating tutor.
4. Click the Approve button on the row. The button shows "Approving..." while processing.
5. Once approved, the paper is removed from the pending list and becomes available for exam scheduling.

6.2 Exam Scheduling

This page manages the schedule of when exams are available to students.

The exam dates table displays:

To create a new exam date:

1. Click the Add Exam Date button in the page header.
2. A modal dialog appears with four fields:
   • Subject -- select from a dropdown of all available subjects (shown as "Code - Name")
   • Exam Date -- select using the date picker
   • Start Time -- select the exam start time
   • End Time -- select the exam end time
3. Click Create. The modal closes and the table refreshes with the new entry.

To delete an exam date:

1. Click the Delete button on the row you wish to remove.
2. A confirmation dialog appears: "Are you sure you want to delete this exam date?"
3. Click OK to confirm or Cancel to abort.

6.3 Student Exam Approvals

When students apply to sit for an exam, their applications require administrative approval.

The table displays:

To approve a student's exam application:

1. Review the student's name, admission number, and the exam they wish to take.
2. Click the Approve button. It shows "Processing..." while the request completes.

To reject a student's exam application:

1. Click the Reject button on the relevant row.
2. A modal dialog appears with the title "Reject Student Exam Selection".
3. You MUST provide a reason for rejection in the text area. The rejection reason is required -- the Reject button remains disabled until comments are entered.
4. Click Reject to confirm.

6.4 Uploading Downloadable Exams

For exams that are distributed as PDF documents (rather than taken online):

1. Navigate to the exam paper management area.
2. Select the relevant exam paper.
3. Upload a PDF file containing the exam.
4. Set the download deadline if applicable.
5. Students can then download the exam paper within the allowed timeframe.

6.5 Manual Exam Marking

For essay-type exams, manual marking by tutors or administrators is required:

1. Access the exam paper's submissions.
2. Review each student's essay response.
3. Enter the score and any marking comments.
4. Save the marks.

6.6 Awarding Final Scores

The final course score is calculated using the formula:

Final Score = (Assignment Average x Assignment Weight%) + (Exam Score x Exam Weight%)

By default, both weights are 50%. These weights are configurable in System Settings.

6.7 Viewing Exam Performance

Use the Reports section to download comprehensive exam performance data, including scores, pass rates, and retake counts.

Assignments are uploaded by tutors as reading materials with submission requirements. Administrators oversee the assignment lifecycle, including approval of tutor-marked assignments and handling exceptions.

7.1 Uploading Assignments

1. Navigate to the relevant subject's assignment area.
2. Click Upload Assignment.
3. Select the file (PDF or Word document).
4. Select the language for this assignment (English, French, Kiswahili, or Portuguese). Students will only see assignments that match their preferred language.
5. Set the due date for the assignment.
6. Click Upload to publish.

7.2 Configurable Assignment Minimum

Each subject has a configurable minimum number of assignments that must be available per learning period. This setting controls both uploading and exam eligibility:

• The default minimum is 10 assignments per subject.
• Administrators can change this value in System Settings (see Section 18: System Settings) under the Min Assignments / Subject setting.
• Tutors and Admins can upload up to this configured limit per subject per learning period.
• Students must complete all assignments for a subject before they can apply for an exam in that subject. If the minimum is set to 10, students must submit and receive marks for all 10 assignments.

7.3 Viewing Pending/Unmarked Assignments

1. Use the assignment management interface to view all submitted assignments.
2. Filter by status (unmarked, pending review, marked).
3. Assignments awaiting tutor marking are highlighted.

7.4 Approving Tutor-Marked Assignments

After tutors mark assignments, administrators can review and approve the marks:

1. View assignments that have been marked by tutors.
2. Review the score and any marking comments.
3. Approve the mark to finalize it, or send it back for re-marking with comments.

7.5 Manual Assignment Marking (Override)

Administrators can override assignment marks:

1. Navigate to the specific assignment submission.
2. Enter the corrected score.
3. Provide a justification comment for the override.
4. Save the override. The original mark and the override are both recorded in the audit trail.

7.6 Allowing Late Submissions

If a student has a valid reason for a late submission:

1. Find the student's assignment record.
2. Use the option to extend the deadline or accept the late submission.
3. Document the reason for the exception.

7.7 Uploading Reading Materials

Reading materials are supplementary documents made available to students:

1. Navigate to the materials section for the relevant subject.
2. Click Upload Material.
3. Select the file (PDF, Word, or other supported formats).
4. Provide a title and description.
5. Click Upload to make the material available to enrolled students.

7.8 Language-Based Content Filtering

The platform supports language-based filtering for assignments, reading materials, and exams. This ensures that students only see content in their preferred language.

How It Works

• When a tutor or admin uploads an assignment or reading material, they must select the language (English, French, Kiswahili, or Portuguese).
• Students who enrolled in a subject with English as their preference will only see English assignments and materials.
• Students who enrolled with Kiswahili will only see Kiswahili assignments and materials.
• The same applies for French and Portuguese.
• Materials uploaded without a language tag are visible to all students regardless of their language preference. This maintains backward compatibility with older content.

Exam Filtering

The same language filtering applies to exams. Exam papers are filtered by the student's preferred language, so students only see exam papers that match the language they selected during subject enrollment.

Student Language Preference

A student's language preference is set during subject enrollment. When a student registers for a subject, they choose their preferred language. This choice determines which assignments, materials, and exams are shown to them for that subject.

The Grading Configuration page allows you to view and modify the grade thresholds used across the entire platform.

8.1 Viewing Current Configuration

The page displays a table with four columns:

8.2 Six-Tier Grading Scale

The default grading configuration consists of 6 tiers:

8.3 Modifying Grade Boundaries

To edit the grading configuration:

1. Click the Edit Configuration button in the page header.
2. The table switches to edit mode -- all cells become editable input fields.
3. Modify any grade name, minimum score, maximum score, or display order as needed.
4. Click Save Changes to apply. The button shows "Saving..." while processing.
5. Click Cancel at any time to discard your changes and revert to the saved values.

If saving fails, an error message is displayed in a red banner above the table with the error description.

8.4 Grading Formula

The final grade for a subject is determined by combining assignment and exam performance:

Final Score = (Assignment Average x Assignment Weight%) + (Exam Score x Exam Weight%)

Default weights:

• Assignment Average: 50%
• Exam Score: 50%

These weights are configurable in System Settings (see Section 18). The weights must sum to exactly 100%.

The Assignment Average is the mean score of all graded assignments for the subject. The Exam Score is the student's score on the final exam for the subject.

8.5 Editing Final Scores (Admin Override)

As an administrator, you can override a student's final score when necessary (e.g., to correct grading errors or apply special considerations):

1. Navigate to the student's subject record.
2. Locate the final score field.
3. Enter the corrected score.
4. Provide an administrative comment explaining the reason for the override.
5. Save the change. The system records both the original calculated score and the admin override in the audit trail.

The Billing page allows you to calculate, view, and export student billing information.

9.1 Calculating Student Billing

To calculate billing for a specific student:

1. In the Calculate Student Billing card, enter the Student ID (the numeric ID of the student).
2. Click the Calculate button. The button shows "Calculating..." while processing.
3. The results appear in the Billing Result card below, displaying:
   • Student Name
   • Total Amount -- the full billing amount, displayed prominently in green
   • Student Type -- "New Student" or "Continuing" (first-time vs. returning)
   • Billing Date -- when the billing was calculated
   • Line Items -- a table showing each subject enrolled and its individual cost

9.2 Viewing Billing History

After calculating billing for a student, the Billing History section automatically loads below the result, showing a table of all previous billing records for that student:

9.3 Exporting to Excel

To download a billing report as an Excel spreadsheet:

1. Click the Export Excel button in the page header.
2. If a Student ID is entered in the input field, the export is filtered to that student.
3. If no Student ID is entered, the export includes all billing records.
4. The file downloads automatically as billing_report.xlsx.

This page provides two functions side by side: generating certificates and verifying existing ones.

10.1 Generating Certificates

The Generate Certificate card on the left side allows you to create certificates for students who have completed a learning level.

1. Enter the Student ID (numeric ID).
2. Enter the Academic Level ID (the ID of the learning level the student completed, e.g., Foundation, Certificate, or Diploma).
3. Click Generate Certificate. The button shows "Generating..." while processing.
4. The result is displayed below the form, showing the certificate details including the serial number, student name, level, generation date, and file location.

10.2 Certificate Features

Generated certificates include:

• PDF Format: Professional document layout with the Salvation Army and College branding
• QR Code: Each certificate contains a unique QR code that links to a public verification page
• Serial Number: A unique serial number for identification and verification

10.3 Downloading Certificates

After generating a certificate, the PDF file can be downloaded:

1. Use the download link provided in the generation result.
2. The PDF is retrieved from the file storage system.

10.4 QR Code Verification

Anyone can verify a certificate's authenticity without logging in:

1. Scan the QR code on the printed certificate, or
2. Enter the certificate serial number in the Verify Certificate card on the right side of the Certificates page.
3. Click Verify.
4. The verification result displays the certificate details if valid, or an error message ("Certificate not found") if the serial number is invalid.

10.5 Generating Transcripts

Transcripts include a comprehensive record of all subjects taken by a student, including:

• Subject codes and names
• Scores for each component (assignments, exams)
• Final scores and grades
• Pass/fail status
• Overall GPA or classification

Academic sessions represent distinct academic periods or terms within the platform.

11.1 Creating Sessions

1. Click the Add Session button in the page header.
2. A modal dialog appears with a single input field for Session name.
3. Enter a descriptive session name (e.g., "2026 Term 1", "January 2026 Intake").
4. Click Create. The button shows "Creating..." while processing.
5. The new session appears in the list.

11.2 Viewing and Searching Sessions

The Sessions page displays a table with three columns:

The page header shows the total count (e.g., "12 sessions configured").

Searching: Use the search bar above the table (placeholder: "Search sessions...") to filter sessions by name. The filtering is performed in real-time as you type.

11.3 Updating Session Status

Sessions can be activated or deactivated to control which session is currently in use for student enrollment and academic activities.

Intake periods define when new student enrollments are accepted. This page shows the current intake status and configured intake periods.

12.1 Current Intake Status

At the top of the page, a status banner indicates whether an intake period is currently active:

• Green banner: "Intake period is currently ACTIVE" -- enrollments are being accepted
• Yellow banner: "No active intake period" -- enrollments may be restricted

The behavior setting is also displayed as a badge (e.g., "WARNING" or "BLOCK").

12.2 Intake Period Table

The table displays all configured intake periods with the following columns:

12.3 Intake Behavior Settings

The intake behavior setting (configured in System Settings) determines what happens when a student tries to enroll outside an active intake period:

The Suspension Management page allows you to view and manage student suspensions.

13.1 How Suspension Works

Students can be automatically suspended after 3 failed exam attempts on the same subject. When suspended:

• The student is blocked from retaking the exam for that subject.
• A suspension record is created with the date and subject information.
• The student (or their ETO) can appeal the suspension.
• Only an Administrator can lift or decline a suspension.

13.2 Viewing Suspended Students

The suspension table displays:

If no students are currently suspended, the table displays "No suspended students".

13.3 Lifting Suspensions

To lift a suspension and allow the student to continue:

1. Click the Lift button (green) on the relevant row.
2. A modal dialog appears titled "Lift Suspension".
3. Enter admin comments in the text area explaining why the suspension is being lifted. Comments are required -- the Confirm button is disabled until comments are provided.
4. Click Confirm. The button shows "Processing..." while the request completes.
5. The student is removed from the suspension list and can resume their studies for that subject.

13.4 Declining Appeals

To decline a suspension appeal and keep the student suspended:

1. Click the Decline button (red) on the relevant row.
2. A modal dialog appears titled "Decline Suspension".
3. Enter admin comments explaining the reason for declining. Comments are required.
4. Click Confirm.
5. The suspension remains in effect.

The Achievements page allows you to manage student achievement records -- special recognitions, awards, or notable accomplishments.

14.1 Viewing and Adding Achievements

To view a student's achievements:

1. Enter the Student ID in the input field.
2. Click View Achievements. The button shows "Loading..." while fetching data.
3. Achievement cards appear below, each showing:
   • The achievement description
   • The date it was recorded
   • Who added the record (e.g., "Added by Admin")
   • A Delete link on the right

To add a new achievement:

1. Enter a Student ID first (the "Add Achievement" button only appears after a Student ID is entered).
2. Click the Add Achievement button (green).
3. A modal dialog appears with two fields:
   • Achievement description -- a text area for the description (e.g., "Awarded Best Student in Theology 2026")
   • Achievement date -- a date picker
4. Click Add. The button shows "Adding..." while processing.
5. The achievement list refreshes to include the new entry.

14.2 Deleting Achievements

1. Find the achievement in the student's achievement list.
2. Click the Delete link on the right side of the achievement card.
3. A confirmation dialog appears: "Delete this achievement?"
4. Click OK to confirm deletion, or Cancel to keep it.

Announcements are platform-wide messages visible to all users. This page displays and manages system announcements.

15.1 Viewing Active Announcements

The page displays announcements as individual cards, each showing:

• Title -- the announcement headline (bold text)
• Message -- the full announcement text
• Timestamp -- when the announcement was created (displayed on the right side in small gray text, formatted as date and time)

If no announcements exist, the message "No announcements" is displayed.

15.2 Creating Platform-Wide Announcements

To create a new announcement:

1. Use the announcement creation interface (accessible from the page header or a dedicated form).
2. Enter a Title for the announcement.
3. Enter the Message body.
4. Click Create or Publish.
5. The announcement is immediately visible to all platform users.

16.1 Managing Countries

The Countries page manages the list of countries in which the platform operates.

Viewing Countries

The table displays:

Adding a Country

1. Click the Add Country button in the page header.
2. A modal appears with two fields:
   • Country Name -- e.g., "Kenya"
   • Phone Code -- e.g., "+254"
3. Click Create. Both fields are required.

Editing a Country

1. Click the Edit button on the country row.
2. The same modal opens with pre-filled values.
3. Modify the name or phone code.
4. Click Update.

Deleting a Country

1. Click the Delete button on the country row.
2. A confirmation modal appears: "Are you sure you want to delete this country? This action cannot be undone."
3. Click Delete to confirm, or Cancel to abort.

16.2 Managing Territories

Territories represent Salvation Army territorial divisions within countries.

Viewing Territories

The table displays:

Searching: Use the search bar (placeholder: "Search territories...") to filter by territory name, code, or country name.

Adding a Territory

1. Click the Add Territory button in the page header.
2. A modal appears with three fields:
   • Territory Name -- e.g., "Kenya Territory"
   • Territory Code -- e.g., "+254"
   • Country -- select from a dropdown of configured countries
3. All three fields are required. Click Create to save.

Editing a Territory

1. Click the Edit button on the territory row.
2. The modal opens with pre-filled values.
3. Modify any field and click Update.

16.3 Territory Code Conventions

Territory codes typically use international phone country codes:

The Reports page provides downloadable Excel reports for various aspects of the platform. Reports are displayed as cards in a responsive grid layout (3 columns on desktop, 2 on tablet, 1 on mobile).

17.1 Available Report Types

Each report card shows:

• An icon (color-coded by report type)
• The report title
• A description of what data the report contains
• A Download Excel button

17.2 Generating Reports

To download a report:

1. Navigate to Reports in the sidebar.
2. Locate the desired report card.
3. Click the Download Excel button. A download icon appears next to the text.
4. The button shows "Downloading..." while the server generates the report.
5. The Excel file (.xlsx) downloads automatically to your browser's download folder.

Downloaded file names:

The System Settings page allows you to configure platform-wide behavior. Settings are organized into three sections.

18.1 Grading Weights

This section controls how assignment and exam scores are weighted in the final grade calculation.

18.2 OTP Configuration

Controls the behavior of the access code (OTP) used during login:

18.3 Platform Settings

General platform behavior configuration:

18.4 Saving Settings

1. Modify any settings as needed across all three sections.
2. Click the Save Changes button in the page header.
3. The button shows "Saving..." while the request processes.
4. On success, the button briefly shows "Saved!" with a green checkmark for 3 seconds.

19.1 System Logs

The System Logs page provides access to two types of logs via tabbed navigation:

Login Logs Tab

Tracks all login attempts across the platform.

Event Logs Tab

Tracks system events and administrative actions.

Features:

• Tab switching: Click "Login Logs" or "Event Logs" tab to switch views. Each tab shows a count badge (e.g., "Login Logs 245").
• Search: A search bar filters the active tab's data. For login logs, search by username, IP, or status. For event logs, search by event type, description, or user.

19.2 SMS Log

The SMS Log page provides a record of all SMS messages sent by the platform (OTPs, notifications, announcements).

The page header shows the total count (e.g., "1,234 messages").

Searching: Use the search bar (placeholder: "Search by recipient, phone, message, status...") to filter SMS records.

19.3 Schema Management

The Schema Management page is a powerful administration tool that provides integrity checking, backup, and data quality functions.

Status Dashboard

Four status cards appear at the top of the page:

Data Integrity Check

1. Click Run Integrity Check in the "Data Integrity Check" card.
2. The system scans for:
   • Duplicate admission numbers
   • Duplicate email addresses
   • Orphaned records
   • Status inconsistencies
3. Results are displayed showing counts of duplicates and total issues found.

Fix Duplicates

1. Click Fix All Duplicates in the "Fix Duplicates" card.
2. A confirmation dialog appears: "This will auto-resolve all detected duplicate student records. Continue?"
3. Click OK to proceed. The system keeps the most recent record and removes older duplicates.
4. A result message is displayed upon completion.

Data Backup & Export

Three export buttons are available:

Click any export button to initiate the download. The button shows "Downloading..." while the file is being generated.

Table Row Counts

A detailed table showing every data table and its current row count, sorted by count (largest first). This helps identify the most active areas and verify data volumes.

Integrity Log

A table at the bottom of the page displays all recorded integrity issues with:

Click Refresh to reload the integrity log.

The Chat page provides a real-time messaging interface for communicating with ETOs, tutors, and students.

20.1 Chat Interface

The chat interface consists of:

• Contact List (left panel): Shows a list of users you can message, including their name, role, unread message count, and a preview of the last message.
• Message Area (right panel): Displays the conversation with the selected contact.
• Connection Status: A badge at the top indicates your connection status:
  • Connected (green) -- real-time messaging is active
  • Connecting... (yellow) -- establishing connection
  • Disconnected (red) -- not connected; a reconnect button is available
  • Error (red) -- connection error occurred

20.2 Sending Messages

1. Select a contact from the contact list on the left.
2. Type your message in the input field at the bottom of the message area.
3. Click the Send button (paper airplane icon) or press Enter.
4. Messages appear in real-time for both you and the recipient.

Common Login Issues

File Upload Errors

Permission Errors

Data and Display Issues

Browser-Specific Issues

Getting Support

If you encounter issues not covered in this guide:

1. Check the System Logs for related error entries.
2. Check the SMS Log if notification delivery is the issue.
3. Run a Schema Integrity Check if data-related issues are suspected.
4. Contact the technical support team with:
   • A clear description of the problem
   • The steps you took before the error occurred
   • Any error messages displayed (screenshots are helpful)
   • Your browser type and version
   • The date and time the issue occurred

The Student Record Management page provides administrators with powerful diagnostic and repair tools for individual student records. This feature is accessible from the admin sidebar under Student Records. It allows you to search for a student by email or admission number, view full diagnostic information about their account state, and perform a range of corrective actions.

22.1 Searching for a Student

To look up a student record:

1. Navigate to Student Records in the admin sidebar.
2. Enter the student's email address or admission number in the search field.
3. Click Search. The button shows "Searching..." while the request completes.
4. If found, the student's full diagnostic information is displayed, including their name, admission number, email, admission status, user enabled flag, academic level, territory, MCP status, and subject selection summary.
5. If not found, a message "No student found with that email or admission number" is displayed.

22.2 Clear Email

Use this action when a new student has entered the wrong email address during registration and cannot re-register because the email is already in the system.

1. Search for the student by their current (incorrect) email or admission number.
2. Click the Clear Email button (blue).
3. A confirmation dialog appears showing the current email and a warning that this will clear the email field.
4. Click Confirm to proceed.
5. The student's email is reset to blank, allowing them to re-register with the correct email.

22.3 Soft Reset

Use this action for continuing students who need their registration data reset while preserving all previous academic performance records (exam scores, assignment marks, grades).

1. Search for the student by email or admission number.
2. Click the Soft Reset button (teal).
3. A confirmation dialog displays what will be reset and what will be preserved:
   • Reset: Registration data, contact information, password flags
   • Preserved: Exam scores, assignment marks, grades, academic history
4. Click Confirm to execute the reset.
5. The student can then re-register with updated information while retaining their academic progress.

22.4 Fix Academic Level Approval

Use this action when a student's academic level is stuck in the approval pipeline -- typically when the ETO or Admin approval step has not been completed or is in an inconsistent state.

1. Search for the affected student.
2. Click the Fix Acad. Approval button (purple).
3. The system displays the current approval state of the student's academic levels.
4. Click Confirm to fix the approval flags.
5. The academic level approval is corrected, allowing the student to proceed with subject selections and exams.

22.5 Modify Admission Number

Use this action to change a student's admission number (registration number). This updates the admission number across all related records.

1. Search for the student whose admission number needs changing.
2. Click the Modify Adm. No button (dark teal).
3. A dialog appears with the current admission number and a field for the new admission number.
4. Enter the new admission number. The system validates the format and checks for duplicates.
5. Click Confirm to apply the change.

22.6 Repair Record

This is a comprehensive fix for students who cannot login or whose account is in an inconsistent state. The repair action checks and corrects all critical flags simultaneously.

The repair operation fixes the following:

1. Search for the student who cannot log in or access their account.
2. Click the Repair Record button (green).
3. A summary of all flags that will be corrected is displayed.
4. Click Confirm to apply all fixes.
5. The student should now be able to log in and access their account normally.

22.7 Force Approve

Use this action to push a student through the entire approval pipeline in one step. This bypasses the normal ETO-then-Admin two-step approval flow and immediately approves the student at all levels.

1. Search for the student who needs immediate approval.
2. Click the Force Approve button (amber).
3. A confirmation dialog shows the student's current approval state and explains that all pending approvals will be completed.
4. Click Confirm to force-approve the student.
5. The student's admission status, academic level approvals, and subject selections are all set to approved status.

22.8 Purge Record

This is a destructive operation that permanently deletes a student record from the system. All associated data is removed, including academic levels, subject selections, exam attempts, assignment submissions, and billing records.

1. Search for the student whose record needs to be completely removed.
2. Click the Purge Record button (red).
3. A two-step confirmation dialog appears:
   • Step 1: Displays the student's full name and admission number and asks you to confirm.
   • Step 2: Requires you to type the student's admission number to confirm deletion.
4. Click Delete Permanently to execute the purge.

Reports V2 is a comprehensive reporting dashboard that provides in-depth analytics across four key areas: enrollment, academic performance, billing, and graduation. This feature is accessible from the admin sidebar under Reports V2. Each report can be filtered by territory, learning level, and academic session, and can be exported to Excel.

23.1 Enrollment Summary

The Enrollment tab provides a detailed breakdown of student enrollment across the platform.

The report displays the following summary metrics at the top:

Below the summary cards, a detailed table shows enrollment grouped by territory, with columns for new, continuing, approved, pending, and total counts. You can also view enrollment by learning level (Foundation, Certificate, Diploma) by scrolling down the page.

The approval status breakdown includes:

• Approved (D) -- Students who have been fully approved and can access their courses
• Pending ETO (EP) -- Students awaiting ETO-level approval
• Pending Admin (P) -- Students approved by ETO, awaiting final Admin approval
• New (N) -- Newly registered students not yet in the approval pipeline

23.2 Academic Performance

The Performance tab displays academic performance analytics including pass/fail rates and average scores.

Key metrics displayed:

The performance data is broken down by:

• Per Subject: Average score, pass rate, number of students, highest and lowest individual scores
• Per Learning Level: Aggregate performance for Foundation, Certificate, and Diploma students

23.3 Billing Summary

The Billing tab provides a financial overview of student billing across territories and learning levels.

Summary metrics include:

The detailed table shows billing grouped by territory and learning level, making it easy to identify which regions or programs have the highest outstanding balances.

23.4 Graduation Summary

The Graduation tab tracks student progress toward completion and certificate issuance.

Key metrics displayed:

The detailed table shows graduation data grouped by learning level (Foundation, Certificate, Diploma) and territory.

23.5 Exporting Reports

All Reports V2 can be exported to Excel:

1. Select the desired report tab (Enrollment, Performance, Billing, or Graduation).
2. Apply any filters (territory, learning level, session) to narrow the data.
3. Click the Excel button (green) in the filter bar.
4. The Excel file downloads automatically with the report data matching the current view and filters.

Downloaded file names:

The CSV Upload with Preview feature allows administrators to upload previous student performance data via CSV files using a guided three-step process. This feature is accessible from the admin sidebar under CSV Upload. The upload process includes data preview and selective inclusion, ensuring data accuracy before committing to the database.

24.1 Step 1: Upload CSV File

The first step is to select and upload a CSV file containing previous student performance data.

1. Navigate to CSV Upload in the admin sidebar.
2. Click the Choose File button or drag and drop a CSV file into the upload area.
3. The file must be in CSV format (.csv) and follow the required column structure.
4. Click Upload & Preview. The button shows "Processing..." while the file is parsed.
5. The system parses the CSV and displays a preview of the data, including a count of students and academic levels found in the file.

Required CSV columns:

24.2 Step 2: Review and Select

After the CSV is parsed, the data is displayed in a review table grouped by student and academic level. This allows you to selectively include or exclude specific academic levels before uploading.

1. Review the parsed data. Each row shows a student name, admission number, academic level, and the number of subjects found for that level.
2. Use the toggle switch in the "Include" column to include or exclude specific academic levels:
   • Green toggle (ON) -- This academic level will be included in the upload
   • Gray toggle (OFF) -- This academic level will be skipped
3. The summary bar at the bottom shows how many academic levels and students are selected.
4. Click Continue to Step 3 to proceed, or Back to return to the file upload step.

24.3 Step 3: Confirm and Upload

The final step presents a summary of the data that will be uploaded and asks for confirmation.

1. Review the upload summary:
   • Number of students to be processed
   • Number of academic levels to be created or updated
   • Total subject records to be inserted
2. Click Confirm Upload to commit the data to the database. The button shows "Uploading..." with a progress indicator.
3. Upon completion, a success message displays with a summary of records created:
   • Number of academic levels created
   • Number of subject selections inserted
   • Number of records skipped (duplicates or errors)
4. Click Upload Another to start a new upload, or navigate to another page.