Administrator Guide

Overview

The Admin Dashboard provides complete control over the Phonics AI platform. As an administrator, you can manage user accounts, configure API keys, control registration, and monitor platform statistics.

Admin Capabilities

Getting Started

Accessing the Admin Dashboard

1. Sign In with Admin Account

   Use your admin credentials to log in. You'll be automatically redirected to the Admin Dashboard.

2. Navigate the Dashboard

   Use the sidebar menu to access different sections: Dashboard, User Management, and App Settings.

Dashboard Overview

The main dashboard displays key platform statistics at a glance:

User Management

The User Management section allows you to view and manage all user accounts on the platform.

Viewing Users

The user list displays all accounts with the following information:

• Name & Email - User identification
• Role - Learner, Teacher, Parent, or Admin
• Status - Active or Deactivated
• Joined Date - When they registered

Filtering Users

Use the filter options to find specific users:

• Search - Search by name or email
• Role Filter - Show only learners, teachers, parents, or all
• Status Filter - Show active, deactivated, or all users

Creating a New User

1. Click "Add User"

   Find the Add User button in the top-right of the User Management page.

2. Fill in User Details

   Enter the user's display name, email address, and a temporary password.

3. Select Role

   Choose the appropriate role: Learner, Teacher, Parent, or Admin.

4. Create Account

   Click Create to add the user. They can reset their password using the "Forgot Password" feature.

Editing Users

To edit an existing user:

1. Click the Edit button (pencil icon) next to the user
2. Modify the user's name, email, or role as needed
3. Click Save Changes to apply

Deactivating vs. Deleting Users

Action	Effect	Reversible?	Use Case
Deactivate	User cannot log in, but data is preserved	Yes - can reactivate	Temporary suspension, graduated students
Delete	User account and all data permanently removed	No - permanent	Privacy requests, duplicate accounts

App Settings

The Settings page allows you to configure platform-wide options.

API Key Management

The Gemini API key powers AI features including pronunciation feedback and the Phoni helper chatbot.

Updating the API Key

1. Navigate to Settings

   Go to Admin Dashboard → App Settings.

2. Find API Key Section

   Locate the "Gemini API Key" card.

3. Enter New Key

   Paste your Gemini API key into the input field.

4. Save

   Click "Update API Key" to save the changes.

Getting a Gemini API Key

1. Visit Google AI Studio
2. Sign in with your Google account
3. Create a new API key or use an existing one
4. Copy the key and paste it in the Admin Settings

Registration Control

Control whether new users can register on the platform.

When to Disable Registration

• School Holidays - Prevent registrations during breaks when support isn't available
• Capacity Limits - If you've reached your desired user count
• Maintenance - During system updates or migrations
• Controlled Rollout - When piloting with a specific group

Toggling Registration

1. Navigate to Settings

   Go to Admin Dashboard → App Settings.

2. Find Registration Section

   Locate the "User Registration" card.

3. Toggle the Switch

   Click the toggle to enable or disable registration.

4. Customize Message (Optional)

   When disabled, set a custom message explaining why registration is closed.

What Users See

When registration is disabled, users visiting the registration page will see:

• A "Registration Closed" message
• Your custom explanation (if set)
• A link to sign in (for existing users)
• A link back to the home page

Feature Toggles

Control which features are available to users:

Feature	Description	Requires API Key
AI Pronunciation Feedback	Personalized feedback on user pronunciation using Gemini AI	Yes
Speech Recognition	Voice recording and browser-based speech recognition	No
Phoni Chatbot	AI-powered helper owl for user questions	Yes

Best Practices

Security Guidelines

• Limit Admin Accounts - Only create admin accounts for those who truly need full access
• Use Strong Passwords - Require admins to use complex passwords
• Rotate API Keys - Periodically update API keys as a security measure
• Audit User Accounts - Regularly review user list for inactive or suspicious accounts
• Document Changes - Keep a log of significant admin actions

User Management Tips

• Batch Deactivations - At the end of a school year, deactivate graduated students rather than deleting
• Role Verification - Verify teacher and admin role requests before granting
• Communication - Notify users before deactivating their accounts when possible

Monitoring Platform Health

• Check Stats Regularly - Monitor the dashboard for unusual activity patterns
• Review New Registrations - Keep an eye on new user growth
• Track Active Users - A drop in active users may indicate issues

Troubleshooting

Common Issues

Data & Privacy

User Data

As an admin, you have access to:

• User profile information (name, email, role)
• Account status and activity dates
• Platform usage statistics

Privacy Responsibilities

• Data Protection - Handle user data responsibly and in compliance with applicable laws
• Access Control - Only access user data when necessary for administration
• Deletion Requests - Honor user requests for account deletion promptly
• Secure Access - Don't share admin credentials or leave sessions unattended