Administrator Guide

Welcome to the Learvana EMS Administrator Guide. As an administrator, you have full control over your institution's educational management system. This guide covers everything from initial setup to advanced features and maintenance.

Initial Setup

After creating your organization account, follow these steps to get your system ready for use.

1. Configure Organization Settings

1. Navigate to Settings in the sidebar
2. Click Organization tab
3. Update your organization information:
   • Organization name and logo
   • Contact information
   • Address and location
   • Time zone settings
4. Click Save Changes

2. Set Up Academic Year

1. Go to Settings → Academic
2. Create your first school year:
   • Year name (e.g., "2024-2025")
   • Start and end dates
   • Number of terms/semesters
3. Define grading periods and holidays
4. Set as active school year

3. Configure Grading System

1. In Settings → Academic
2. Set up your grading scale:
   • Letter grades (A-F) with percentage ranges
   • GPA calculation method
   • Pass/Fail thresholds
3. Configure grade categories and default weights

User Management

Managing users is one of your primary responsibilities as an administrator.

Adding Individual Users

1. Go to Users in the sidebar
2. Click Add User
3. Fill in user details:
   • First and last name
   • Email address
   • Username (auto-generated or custom)
   • Role (Admin, Teacher, Student, Parent)
   • Additional information (grade, department, etc.)
4. Click Create User
5. User receives email with login credentials

Bulk Import Users

For large-scale user creation:

1. Navigate to Users → Bulk Import
2. Download the CSV template
3. Fill in the template with user data:
   • One user per row
   • Include all required fields
   • Follow format guidelines
4. Upload the completed CSV file
5. Review the preview
6. Click Import Users
7. System sends welcome emails to all new users

User Roles & Permissions

Managing User Accounts

• Edit User: Click on a user, then Edit to update information
• Reset Password: Click user → Reset Password → User receives reset email
• Deactivate User: Set status to "Inactive" instead of deleting (preserves data)
• Delete User: Permanently removes user and their data (use with caution)

Organization Settings

General Settings

Contact Information

Keep your organization's contact information up to date:

• Primary contact name and email
• School phone number
• Physical address
• Website URL
• Emergency contact information

Academic Configuration

School Year Setup

Proper school year configuration is critical for accurate reporting and data organization.

Creating a School Year

1. Go to Settings → Academic
2. Click Add School Year
3. Enter details:
   • Name (e.g., "2024-2025")
   • Start date (first day of school)
   • End date (last day of school)
   • Number of terms/semesters
4. Define term dates
5. Add holidays and breaks
6. Set as active if current year

Grading Configuration

Grade Scale

Define your institution's grading scale:

• A: 90-100%
• B: 80-89%
• C: 70-79%
• D: 60-69%
• F: Below 60%

GPA Calculation

• 4.0 Scale: A=4.0, B=3.0, C=2.0, D=1.0, F=0.0
• Weighted: Honors/AP classes receive additional points
• Cumulative: Average across all terms

Class Management

Administrators can create and manage classes:

1. Go to Classes
2. Click Create Class
3. Fill in class information:
   • Class name and code
   • Subject and grade level
   • Assign teacher(s)
   • Set schedule and room
   • Maximum enrollment
4. Click Create

Subscription Management

Monitor and manage your organization's subscription plan and usage.

Viewing Subscription Details

1. Navigate to Settings → Subscription
2. View current plan details:
   • Plan name (Trial, Starter, Professional, Enterprise, Enterprise+)
   • User limits and current usage
   • Storage limits and current usage
   • Subscription status (Active, Trial, Expired)
   • Renewal date

Subscription Plans

Usage Monitoring

Keep track of your organization's resource usage:

• User Count: Number of active users vs. plan limit
• Storage Usage: Current storage vs. allocated
• Class Count: Number of active classes
• Student Count: Total enrolled students

Upgrading Your Plan

1. In Settings → Subscription
2. Click Upgrade Plan
3. Select new plan tier
4. Review pricing and features
5. Confirm upgrade
6. Changes take effect immediately

Security & Permissions

Security Best Practices

• Strong Passwords: Enforce minimum 8 characters with complexity requirements
• Password Expiration: Require password changes every 90 days (optional)
• Two-Factor Authentication: Enable for admin accounts
• Session Timeout: Auto-logout after 30 minutes of inactivity
• Login Attempts: Lock account after 5 failed attempts

Data Privacy

Learvana EMS is designed with privacy in mind:

• Data Isolation: Each organization's data is completely separate
• Role-Based Access: Users can only see data they're authorized to view
• Audit Logs: Track all system changes and access
• FERPA Compliance: Student data protection measures

Audit Logs

View system activity:

1. Go to Settings → Security
2. Click Audit Logs
3. Filter by:
   • Date range
   • User
   • Action type (login, data change, etc.)
4. Export logs for compliance

Data Management

Data Backup

Protect your data with regular backups:

• Automatic Backups: Daily backups are performed automatically
• Manual Backup: Create on-demand backups before major changes
• Backup Retention: Backups kept for 30 days
• Backup Location: Secure, encrypted cloud storage

Data Export

Export your data for external use:

1. Navigate to Settings → Data
2. Click Export Data
3. Select data type:
   • Users
   • Classes
   • Grades
   • Attendance records
   • Complete database export
4. Choose format (CSV, JSON, PDF)
5. Click Export
6. Download file when ready

Data Retention

Configure how long data is retained:

• Active Data: Current school year data
• Archived Data: Previous years (default: 7 years)
• Deleted Users: Data retained for 1 year after deletion
• Logs: Audit logs retained for 2 years

Reports & Analytics

Access comprehensive reports to understand your institution's performance.

Available Reports

Generating Reports

1. Go to Reports in the sidebar
2. Select report type
3. Set parameters:
   • Date range
   • Classes or grade levels
   • Specific users (if applicable)
   • Report format
4. Click Generate Report
5. View online or download as PDF/CSV

Dashboard Analytics

Your admin dashboard shows key metrics:

• Total users by role
• Active classes count
• Overall attendance rate
• Average GPA across institution
• Recent system activity
• Storage and user usage vs. limits

Support & Maintenance

Getting Help

Multiple support channels are available:

• Documentation: Comprehensive guides at docs
• Email Support: support@learvana.com
• Response Time: 24-48 hours for most inquiries
• Priority Support: Available for Professional and Enterprise plans
• 24/7 Support: Enterprise+ customers only

System Maintenance

Regular maintenance ensures optimal performance:

• Scheduled Maintenance: Announced 7 days in advance
• Downtime: Typically less than 2 hours
• Updates: New features released monthly
• Security Patches: Applied automatically

Troubleshooting Common Issues

Users Can't Log In

• Verify account is active (not deactivated)
• Check if password reset is needed
• Ensure user has correct school ID
• Clear browser cache and cookies

Slow Performance

• Check number of concurrent users
• Review storage usage (cleanup old files if needed)
• Verify internet connection speed
• Contact support if issues persist

Data Import Errors

• Verify CSV format matches template exactly
• Check for special characters or formatting issues
• Ensure all required fields are filled
• Test with small batch first

Training Resources

• Quick Start Guide - Get up and running quickly
• Teacher User Guide - Help for teachers
• Student User Guide - Help for students
• Video Tutorials - Coming soon
• Webinars - Monthly training sessions