Staff journeys overview
Staff work is organized by hub. Role gates control which hubs appear; within a hub, permission keys control individual tiles and actions.
Teach hub (Instructor and TA)
Instructors and TAs open Teach from the sidebar (or mobile bottom nav when they can teach). The hub lists offerings they are staffed on.
For each offering they can:
| Area | What they do |
|---|---|
| Content | Build weeks and items (video, reading, text, assignment, quiz, exam, discussion) |
| Assessments | Question banks, attach questions, create quizzes/exams, release results, override scores |
| Gradebook | Weighted components; seed from a template; enter scores; submit; lock (instructor only) |
| Live | Schedule Zoom sessions (system blocks overlapping sessions — one host license assumed); import or override attendance |
| Discussions | Configure the board, moderate threads, grade participation |
| Announcements | Post updates that appear in the course player |
| Roster | See enrolled students; export / announce where permitted |
| Projects / feedback / live quiz | Where enabled for the offering (S6E surfaces) |
Grade lock posts official records to the transcript. A TA cannot lock. Only an Academic Admin can reopen a locked gradebook.
Typical teach flow
- Open Teach → select offering.
- Build or adjust week content and gating.
- Configure assessments and gradebook weights (must total 100%).
- Schedule live sessions; run class; import attendance.
- Grade submissions; optionally use AI essay suggestions.
- Instructor submits then locks the gradebook.
- If a correction is needed after lock → Academic Admin reopens → instructor re-locks.
Academic Admin — curriculum desk
Academic admins use the Academic hub (programs.manage gate).
| Tile / area | Purpose |
|---|---|
| Programs | Diploma / certificate / degree; credit & semester caps; electives; passing threshold; certificate signatory |
| Courses | Credit hours, default USD/EGP prices, free/standalone flags, prerequisites, interest counts |
| Offerings | Attach course to semester (cohort) or self-paced; seats; attendance threshold; staff (instructor/TA); regional prices |
| Semesters / years | Academic calendar and registration windows (often shared with admin ops) |
| Assessment templates | Default gradebook blueprints |
| Grading schemes | Letter bands, percent ranges, GPA points, passing flag |
| Translations | Human or AI-assisted course/program text; verify before use |
| Credentials | Issue or regenerate transcripts and certificates |
| Advising / reports / surveys | Advising desk, academic reports, staff surveys |
School Admin — admissions, users, theme
Administrative admins use the Admin hub (users.manage gate).
| Area | What they do |
|---|---|
| Users | Create and suspend accounts; assign roles |
| Application forms | Field types, required flags, document uploads |
| Applications queue | Filter by status; accept / reject / waitlist with notes; matriculate accepted applicants |
| Enrollment admin | Override enrollment, manage waitlists, place or lift financial holds |
| Theme editor | School name, light/dark logos, favicon, color tokens, live preview |
| Help CMS | Categories and articles for in-app Help (not these System Docs) |
| Events / communications | School events and communication reports where enabled |
Typical admissions flow
- Build or update the application form for the intake.
- Students submit → queue shows under review.
- Decide accept / waitlist / reject with notes.
- Matriculate accepted applicants into the program.
- Student enrolls in offerings subject to windows, seats, and holds.
Finance administration
Financial admins (offerings.pricing gate for the finance desk) work from Finance hub admin tiles; all users still see personal wallet tools.
| Task | Detail |
|---|---|
| Pricing | Offering prices and regional (country) overrides |
| Invoice queue | Enrollment invoices; create manual invoices |
| Manual payments | Record and verify cash / transfer / cheque |
| Refunds | Approve; credit returns to the student wallet |
| Wallet | Grant points or top up money (EGP/USD buckets stay separate) |
| Reports | Outstanding balances and paid revenue, split by USD and EGP |
| Donations | Students/staff with permission can donate; finance oversees |
Money is always integer minor units (cents / piastres). No float math; no automatic FX conversion.
Super Admin — control plane
Super Admins open Super Admin (shield) for platform operations:
| Section | Contents |
|---|---|
| People | Shortcut to users |
| Access | Roles hub (permission matrix overrides), security (e.g. flush sessions) |
| Appearance | Theme editor |
| School | Shortcuts into academics, finance, credentials, admissions, enrollments, reports |
| Evidence | Audit log, observability (queues, failed jobs, backups), health |
| Ops | Scheduled tasks, system tests, feedback identity reveals |
Every important write (enrollment, payment, grade lock, admissions decision, and similar) is recorded via AuditLogWriter. Super Admin bypasses permission checks; empty matrix keys (e.g. features.manage, roles.manage_matrix) remain Super Admin only unless the Roles hub grants them.
Cross-role collaboration examples
| Scenario | Who acts |
|---|---|
| Student blocked by financial hold | Financial or Administrative Admin lifts hold → student enrolls/pays |
| Locked grade needs correction | Academic Admin reopens → Instructor fixes → Instructor locks again |
| New term setup | Academic Admin: offerings & staff; Administrative Admin: forms & windows; Financial Admin: prices |
| Certificate after completion | Academic or Administrative Admin issues → student shares public verify link |
See Roles guide and Portal navigation.