DAC Academy — Admin SOP

Role: Admin (Academy Director, Administration Staff) Access: Full system access

---

1. DAILY TASKS

• Review Dashboard metrics
• Check WhatsApp Log for failed messages
• Verify no unusual activity in Audit Log
• Respond to escalations from counselors/wardens

2. WEEKLY TASKS

• Review user accounts — deactivate any that are no longer needed
• Check batch capacities — open new batches if needed
• Review fee reminders — ensure notifications are going out
• Export student data for management reports
• Check accommodation levels in hostels

3. MONTHLY TASKS

• Review financial reports
• Audit fee collection against bank deposits
• Verify receipt sequence continuity
• Review system settings for any required updates
• User access audit — verify all users still need access

4. YEAR-END TASKS

• Create new academic session
• Activate new session (deactivates old one)
• Assist counselors in promoting students to next session
• Verify all students are enrolled in the new session
• Close out completed sessions

5. USER MANAGEMENT

Creating a New User

1. Navigate to Users in the sidebar
2. Click Add User
3. Fill in:
   • Name — Full name of the user
   • Email — Will be used for login
   • Role — Admin, Counselor, Warden, or Parent
   • Branch — Assign to their location (skip if parent)
   • Hostel — Required for warden accounts
   • Phone — Optional
4. Click Submit
5. IMPORTANT: Copy the temporary password shown — it will not be shown again
6. Share credentials securely with the new user

Deactivating a User

1. Find the user in the Users list
2. Click the status toggle (green → gray)
3. The user will be immediately unable to login

Resetting a User's Password

1. Find the user in the Users list
2. Click Reset Password
3. Copy the new temporary password and share with the user

6. SETTINGS MANAGEMENT

Academy Settings

• Update academy name if rebranding
• Change GST rate only when legally required
• Changing GST affects ONLY new admissions, not existing ones

Session Management

• Create sessions in advance
• Only ONE session can be active at a time
• Cannot deactivate a session with active students
• Plan activation/deactivation around academic calendar

Batch Configuration

• Set realistic capacity limits
• Configure payment schedule BEFORE admissions start
• Payment schedule defines installment structure
• Batch fees serve as defaults during admission

7. WHATSAPP NOTIFICATIONS

Configuration

1. Go to Settings → WhatsApp tab
2. Toggle notifications on/off per event type
3. Set admin/warden phone numbers for alerts

Monitoring

1. Check WhatsApp Log for sent messages
2. Investigate failed messages (status = "failed")
3. Retry failed messages by asking IT to reset the job status

8. AUDIT LOG INVESTIGATIONS

Investigating a Suspicious Change

1. Go to Audit Log
2. Filter by date range and entity type
3. Search for the affected entity ID or user name
4. Review the before/after JSON for details
5. Take corrective action if needed

Exporting Audit Data

The audit log can be filtered and reviewed but has no export function. Contact IT if a formal audit trail export is needed.

9. ANNOUNCEMENTS

Creating an Announcement

1. Navigate to Announcements
2. Click New Announcement
3. Enter:
   • Title — Short headline
   • Message — Full announcement text
   • Priority — Normal, High, Urgent
   • Target — Filter by branch, course, batch, hostel status, etc.
4. Click Submit
5. Announcements appear on parents' dashboards matching the filter criteria

10. ESCALATION RESPONSIBILITIES

As Admin, you handle:

• System errors and bugs (report to IT)
• User access issues
• Batch capacity conflicts
• Session management
• Configuration changes
• Data corrections (via DB — requires IT)