Admin Capability Map

QuranFlow Admin Backend Reference

Purpose: Source of truth for the QuranFlow admin backend - what exists, what it does, and how it's structured. Audience: Product Manager, Admins, Developers Last Updated: December 2025

Quick Reference

User Types

Type	Code	Description
Admin	1	Full backend access
Teaching Assistant (TA)	2	Instructor role, reviews submissions
Student	3	App user, consumes content
Failed Signup	4	Incomplete registration
Admin (View Only)	5	Read-only backend access

Student Levels

Level	Code
Level 0 (Starter)	1
Level 1	2
Level 2	3
Level 3	4
Level 4	6
Year 2	5

Key Status Values

Status	Code	Context
Enrolled	1	Student semester status
Pass	2	Student semester status
Fail	0	Student semester status
Under Review	0	Submission status
Reviewed	1	Submission status

Data Structure Summary

How Data Connects

                         ┌─────────────┐
                         │   SEMESTER  │
                         │  (container)│
                         └──────┬──────┘
                                │
         ┌──────────────────────┼──────────────────────┐
         │                      │                      │
         ▼                      ▼                      ▼
   ┌───────────┐         ┌───────────┐         ┌───────────┐
   │  CONTENT  │         │ENROLLMENT │         │  GROUPS   │
   │           │         │(user_link_│         │           │
   │• Lessons  │         │level_tag) │         │• Members  │
   │• Assess-  │         │           │         │• Appoint- │
   │  ments    │         │ User +    │         │  ments    │
   │• Resources│         │ Semester +│         │           │
   │• Quizzes  │         │ Level     │         └───────────┘
   └───────────┘         └─────┬─────┘
                               │
                    ┌──────────┴──────────┐
                    │                     │
                    ▼                     ▼
             ┌───────────┐         ┌───────────┐
             │   USER    │         │SUBSCRIPTION│
             │           │         │           │
             │• Profile  │         │• Stripe   │
             │• Type     │         │• Status   │
             └───────────┘         └───────────┘

Key Tables (Plain English)

Table	What it stores
users	All accounts (students, TAs, admins)
user_profile	Name, contact, gender, age
semester	Enrollment periods with dates
user_link_level_tag	Enrollment records - connects a user to a semester at a specific level
lessonsnew / lessonsvideos	Video lessons and their videos
assessment	Recording prompts students respond to
student_submitted_assessment	Student audio submissions
group_name / group_members	Student groups and their members
appointments	Scheduled TA sessions
subscriptions	Payment subscriptions

See Appendix A for full schema details.

Navigation Structure

DASHBOARD                               /site/index
SEMESTERS                               /semester/index
PROGRAM
    ├── Video Lessons                   /lessons-new/index
    ├── Submissions                     /assessments/index
    ├── Resources                       /resources/index
    ├── Live Sessions                   /live-sessions/index
    ├── Recordings                      /recordings/index
    ├── Tutorials                       /tutorials/index
    ├── MCQ Questions                   /mcqquestion/index
    └── Quizzes                         /quiz/index
PEOPLE
    ├── Students                        /users/index?type=3
    ├── Teaching Assistants             /users/index?type=2
    ├── Admins                          /users/index?type=1
    └── Students Management             /users/student-management
REPORTS
    ├── Student Report                  /reports/index?type=3
    ├── TA Reports                      /reports/index?type=2
    ├── Payments                        /payments/index
    ├── Promoted Students               /reports/promoted-student
    ├── Failed Sign Ups                 /reports/failed-signups
    ├── Referrals                       /reports/referrals
    └── Specific Reports                /reports/specific-reports
APPOINTMENTS
    ├── Upcoming Appointments           /appointments/index
    ├── TA Schedules                    /appointments/ta-schedule
    └── Holidays                        /appointments/public-holidays
SETTINGS
    ├── Notifications                   /site/send-notification
    ├── Tags Management                 /tags/index
    ├── Payment Plans                   /payment-plans/index
    ├── Coupons                         /coupons/index
    ├── Settings                        /settings/index
    ├── Operations                      /operations/index
    ├── Email Management                /emails/index
    ├── Welcome Package                 /semester/index-upload-file
    ├── Teacher Assignment Criteria     /teacher-assignment-criteria/index
    └── Logs                            /logs/index

Screen Reference

DASHBOARD

Path: /site/index Purpose: At-a-glance view of system health and daily operations

What you can do:

View weekly submission chart
Add/view daily notes
See TA statistics
Send live session notifications

Affects: Nothing directly - read-only overview

SEMESTERS

Path: /semester/index Purpose: Define enrollment periods that contain all content and student progress

What you can do:

Create new semester (auto-creates default resources and tags)
Edit semester dates and settings
Delete semester (blocked if students enrolled)
Manage welcome package resources per semester

Key states:

registration_status = 1 → Registration open
is_current = 1 → Active semester for content

Affects: Students, all content visibility

PROGRAM

Video Lessons

Path: /lessons-new/index Purpose: Manage the core video curriculum students watch

What you can do:

Create/edit/delete video lessons
Attach multiple videos per lesson
Auto-extract video thumbnails
Bulk delete

Affects: What students see in app curriculum

Submissions (Assessments)

Path: /assessments/index Purpose: Define what students submit audio recordings for

What you can do:

Create/edit/delete assessments (recording prompts)
Attach questions and audio files
View assessment details

Affects: What students submit recordings for, TA review queue

Resources

Path: /resources/index Purpose: Provide downloadable materials for each level

What you can do:

Create/edit/delete downloadable resources (PDFs, docs)
Assign to specific levels within a semester

Affects: What students can download

Live Sessions

Path: /live-sessions/index Purpose: Schedule group learning sessions

What you can do:

Create live sessions (auto-creates one per level)
Edit session details and dates
Delete sessions

Affects: Student calendar, notifications

Recordings

Path: /recordings/index Purpose: Store recorded live session replays

What you can do:

Create/edit/delete session recordings
Filter by level and type

Affects: Recorded session library for students

Tutorials

Path: /tutorials/index Purpose: Provide supplementary PDF-based learning materials

What you can do:

Create/edit/delete tutorials with PDF attachments
Assign to levels

Affects: Tutorial section in app

MCQ Questions

Path: /mcqquestion/index Purpose: Build the question bank for quizzes

What you can do:

Create/edit/delete multiple choice questions
Set correct answers and options

Affects: Quiz question bank

Quizzes

Path: /quiz/index Purpose: Create assessments from the question bank

What you can do:

Create/edit/delete quizzes
Link MCQ questions to quizzes
Transfer quizzes between semesters

Affects: Student quiz experience

PEOPLE

Students

Path: /users/index?type=3 Purpose: Manage individual student accounts and progress

What you can do:

View all students with performance stats
Create new student
Edit student profile, level, semester, tags
Deactivate student
Reset student progress (lessons, assessments)
Revert progress reset
Reset to Level 1
Set/revert temporary password
Promote student to next level
Revert promotion
Resend registration email
Register Level 4 student for Year 2

Key business logic:

Passing marks = 3.5
Level 4 students can be promoted to Year 2
Password is auto-generated (4 chars, lowercase)

Teaching Assistants

Path: /users/index?type=2 Purpose: Manage TA accounts and view their assignments

What you can do:

View all TAs
Create/edit/delete TA accounts
View assigned students

Admins

Path: /users/index?type=1 Purpose: Manage who has backend access

What you can do:

View all admin users
Create/edit/delete admin accounts
Set view-only permission

Students Management

Path: /users/student-management Purpose: Miscellaneous admin tools (grab-bag page)

Note: Despite the name, this is NOT a student management screen. It's a collection of misc tools that don't fit elsewhere.

Contains:

Tool	What it does	Path
Level 0 promotion	Promote students who didn't submit assessments	`/user-link-level-tag/level-zero-not-submitted-assesment-students-promotion`
Live Session Holidays	Link to holiday management	`/live-session-holidays/index`
Support Links Management	Manage help/FAQ links	`/support-links/index`

REPORTS

Student Report

Path: /reports/index?type=3 Purpose: Track student performance metrics

What you can do:

View student performance metrics
Export selected students to CSV
Export full student report

TA Reports

Path: /reports/index?type=2 Purpose: Track TA performance and their students

What you can do:

View TA performance and their students
Export TA data to CSV
Weekly submissions by teacher

Payments

Path: /payments/index Purpose: View payment transaction history

What you can do:

View payment history

Promoted Students

Path: /reports/promoted-student Purpose: Track level advancement

What you can do:

View students who were promoted
View repeat signup students

Failed Sign Ups

Path: /reports/failed-signups Purpose: Track incomplete registrations

What you can do:

View incomplete registrations

Referrals

Path: /reports/referrals Purpose: Track referral program performance

What you can do:

View referral data

Specific Reports

Path: /reports/specific-reports Purpose: Run custom queries and edge-case reports

What you can do:

Custom report generator
Active students not in active semester
Repeat students with email status

APPOINTMENTS

Upcoming Appointments

Path: /appointments/index Purpose: View and manage scheduled 1:1 sessions

What you can do:

View all scheduled appointments
Create appointment for a group
Add single student appointment
Cancel appointments

Affects: Student-TA sessions

TA Schedules

Path: /appointments/ta-schedule Purpose: Configure when TAs are available for booking

What you can do:

Configure TA weekly availability
Set timezone for TA
Add/remove appointment slots
Manage TA holidays

Affects: What slots students can book

Holidays

Path: /appointments/public-holidays Purpose: Define system-wide non-working days

What you can do:

Manage public holidays (system-wide)
Remove holidays

Affects: Appointment availability for all TAs

SETTINGS

Notifications

Path: /site/send-notification Purpose: Send broadcast push notifications

What you can do:

Send push notifications to all users

Affects: All app users

Tags Management

Path: /tags/index Purpose: Create tags for user segmentation and marketing

What you can do:

Create/edit/delete tags
Syncs with InfusionSoft

Affects: User segmentation, marketing automation

Payment Plans

Path: /payment-plans/index Purpose: Define pricing options at checkout

What you can do:

Create/edit/delete payment plans

Affects: Checkout options for new students

Coupons

Path: /coupons/index Purpose: Manage discount codes

What you can do:

Create/edit/delete coupons
Syncs with Stripe

Affects: Discounts at checkout

Settings

Path: /settings/index Purpose: General app configuration

What you can do:

General app settings

Operations

Path: /operations/index Purpose: Bulk data imports and one-time migrations

What you can do:

Bulk promote Year 1 to Year 2 (CSV upload)
Bulk user registration (CSV upload)
Upload backend resources
Data migration between databases

Affects: Mass user changes

Email Management

Path: /emails/index Purpose: Configure automated email templates

What you can do:

Create/edit/delete email templates
Preview and test send emails

Affects: All automated emails

Welcome Package

Path: /semester/index-upload-file Purpose: Define materials for new student onboarding

What you can do:

Manage resources for new student welcome package

Affects: New student experience

Teacher Assignment Criteria

Path: /teacher-assignment-criteria/index Purpose: Define rules for auto-assigning students to TAs

What you can do:

Define rules for auto-assigning students to TAs

Affects: Student-TA matching

Logs

Path: /logs/index Purpose: View system activity logs

What you can do:

View system logs

Support Links

Path: /support-links/index Access: Via Students Management page (not in main nav) Purpose: Manage help/FAQ links shown to students

What you can do:

Create/edit/delete help/support links
Links appear in app for students

Affects: Help resources visible to students

Key Business Rules

Student Lifecycle

Semester Protection: Cannot delete semester if students are enrolled
Level Progression: Students progress 0 → 1 → 2 → 3 → 4 → Year 2
Year 2 Enrollment: Level 4 students must explicitly sign up for Year 2
Passing Threshold: 3.5 marks required to pass

Content & Submissions

Submission Flow: Under Review (0) → Reviewed (1) by TA
Content Scoping: All content is scoped to a semester

Semesters

Registration vs Active: Can be different - registration opens before semester becomes active
Active Semester: is_current = 1 determines which semester content is served from

Automation

TA Assignment: Can be automated based on criteria rules
Password Generation: Auto-generated, 4 characters, lowercase only

External Integrations

Feature	External Service	Notes
Tags	InfusionSoft	Marketing automation sync
Coupons	Stripe	Discount codes
Payments	Stripe	Payment processing
Subscriptions	Stripe / Goodwill	Recurring billing

Decision Guide: Where Should Feature X Go?

When deciding where a new feature belongs, ask:

Is it content students consume? → PROGRAM section
Is it about managing a user type? → PEOPLE section
Is it time-based/scheduled? → APPOINTMENTS or Live Sessions
Is it a one-time bulk action? → Operations (under Settings)
Is it a setting that affects system behavior? → Appropriate Settings subsection
Is it read-only data/metrics? → REPORTS section

If none fit cleanly → Document it and discuss. May indicate need for reorganization.

Appendix A: Data Schema Details

Core Tables

users

Field	Type	Notes
user_id	int	Primary key
username	string
email	string
user_type	int	1=admin, 2=TA, 3=student, 4=failed signup, 5=view-only admin
user_activation_status	int	0=blocked, 1=active
stripe_customer_id	string	Stripe integration
timezone	string	User's timezone
temp_pass	string	Temporary password
gcm_regid	string	Push notification token
device_type	int	Mobile device type

user_profile

Field	Type	Notes
user_id	int	Foreign key to users
first_name	string
last_name	string
gender	string
age	int
contact	string	Phone number
contact_dialcode	string	Country code
profile_picture	string	Image path

semester

Field	Type	Notes
semester_id	int	Primary key
name	string	e.g., "Spring 2025"
start_date	date
end_date	date
registration_status	int	1=registration open
is_current	int	1=active semester
content_availability_date	date	When content becomes available
registration_start_date	date	When registration opens

user_link_level_tag (Enrollment Records)

Field	Type	Notes
user_link_level_tag_id	int	Primary key
user_id	int	Foreign key to users
semester_id	int	Foreign key to semester
level_tag_id	int	Foreign key to level_tag
user_semester_status	int	0=fail, 1=enrolled, 2=pass
elective_id	int	Year 2 elective choice
is_core_enrollment	int	Core vs elective enrollment

level_tag

Field	Type	Notes
level_tag_id	int	Primary key
name	string	"Level 0", "Level 1", etc.

lessonsnew

Field	Type	Notes
id	int	Primary key
status	int	10=active, 0=inactive
created_at	datetime
updated_at	datetime

lessonsvideos

Field	Type	Notes
id	int	Primary key
lesson_id	int	Foreign key to lessonsnew
video_url	string	Video source URL
thumbnail	string	Thumbnail image
title	string
description	string

assessment

Field	Type	Notes
assessment_id	int	Primary key
title	string
description	string

student_submitted_assessment

Field	Type	Notes
student_submitted_assessment_id	int	Primary key
assessment_id	int	Foreign key to assessment
owner_id	int	Student user_id
assessment_status	int	0=under review, 1=reviewed
assessment_week	int	Week number
level_tag_id	int	Student's level at submission
reviewed_by	int	TA user_id
reviewed_date	datetime
rejection_reason	string	If rejected
user_link_level_tag_id	int	Foreign key to enrollment

group_name (Student Groups)

Field	Type	Notes
id	int	Primary key
name	string	Group name
teacher_id	int	Assigned TA user_id
created_by	int	Admin user_id
prevent_delete	int	Protection flag

group_members

Field	Type	Notes
id	int	Primary key
group_id	int	Foreign key to group_name
user_link_level_tag_id	int	Foreign key to enrollment

appointments

Field	Type	Notes
id	int	Primary key
group_id	int	Foreign key to group_name
ta_id	int	TA user_id
student_id	int	Student enrollment id
apt_time	datetime	Appointment time
re_schedule	int	Reschedule flag
new_apt_time	datetime	If rescheduled

subscriptions

Field	Type	Notes
id	int	Primary key
stripeSubscriptionId	string	Stripe subscription ID
user_link_level_tag_id	int	Foreign key to enrollment
payment_plan_id	int	Foreign key to payment plan
coupon_id	int	Applied coupon
status	int	Subscription status
start_date	date
end_date	date
next_billing_date	date
cycles	int	Total billing cycles
cycles_remaining	int	Remaining cycles

support_links (New - Dec 2025)

Field	Type	Notes
id	int	Primary key
title	string	Link title
url	string	Link URL
order	int	Display order

Appendix B: Controller Reference

Backend Controllers

Controller	Path Prefix	Primary Actions
SiteController	`/site`	index, login, logout, send-notification, profile
SemesterController	`/semester`	index, create, update, delete, index-upload-file
LessonsNewController	`/lessons-new`	index, create, update, delete
AssessmentsController	`/assessments`	index, create, update, delete, view
ResourcesController	`/resources`	index, create, update, delete
LiveSessionsController	`/live-sessions`	index, create, update, delete
RecordingsController	`/recordings`	index, create, update, delete
TutorialsController	`/tutorials`	index, create, update, delete
McqquestionController	`/mcqquestion`	index, create, update, delete
QuizController	`/quiz`	index, create, update, delete, transfer-all
UsersController	`/users`	index, create, update, delete, student-management, student-subscription
StudentGroupController	`/student-group`	index, view, create, update, add-students, transfer-student
ReportsController	`/reports`	index, view, promoted-student, failed-signups, referrals, specific-reports
AppointmentsController	`/appointments`	index, create, delete, ta-schedule, public-holidays
TagsController	`/tags`	index, create, update, delete
PaymentPlansController	`/payment-plans`	index, create, update, delete
CouponsController	`/coupons`	index, create, update, delete
SettingsController	`/settings`	index
OperationsController	`/operations`	index, year-two-promotion, user-registration, data-migration
EmailsController	`/emails`	index, create, update, delete, review
TeacherAssignmentCriteriaController	`/teacher-assignment-criteria`	index, create, update, delete
LogsController	`/logs`	index
SupportLinksController	`/support-links`	index, create, update, delete
PaymentsController	`/payments`	index