Organization Management System

1. Overview & Account Types

Individual vs Organization-Managed Accounts

Plato Math supports two distinct account types that serve different educational needs:

User Roles Hierarchy

The organization system includes five distinct user roles with specific permissions:

1. Organization Leader

• Ultimate authority over the organization
• Can manage all other organization administrators
• Controls subscription and billing
• Can transfer leadership to another admin
• Full access to all organization features

2. Organization Admin

• Can create and manage all users (except other org admins)
• Can create and manage departments
• Can view all organization data and statistics
• Cannot manage other organization admins
• Cannot manage subscription (unless they are the leader)

3. Department Head

• Manages users within their assigned departments
• Can create tutors and students in their departments
• Can move students between departments (within their scope)
• Cannot create other department heads or organization admins
• Limited to their department's data and users

4. Tutor

• Views and manages only their assigned students
• Cannot create new users
• Cannot move students between tutors
• Focuses on student progress and worksheet management
• Limited to their assigned students' data

5. Student

• Access to worksheets (if organization has active subscription)
• Can view their assigned tutors
• Standard student learning features
• Cannot manage other users

2. Organization Leadership & Administration

Organization Leader Capabilities

The Organization Leader has complete control over the organization and can:

User Management:

• Create, edit, and delete any user in the organization
• Change user roles (including promoting users to organization admin)
• Inactivate or reactivate any user
• Transfer leadership to another organization admin
• View all user credentials and login information

Administrative Control:

• Manage organization settings (name, description, login URL)
• Control subscription and billing
• Grant or revoke free access to the organization
• Access all organization data and statistics
• Override any permission restrictions

Subscription Management:

• Subscribe to organization plans
• Manage billing and payment methods
• Grant free access to the organization
• View subscription status and billing history
• Cancel or modify subscriptions

Organization Admin Capabilities

Organization Admins have extensive management capabilities but with some restrictions:

User Management:

• Create and manage department heads, tutors, and students
• Cannot create or manage other organization admins
• Cannot inactivate the organization leader
• Can view credentials for department heads, tutors, and students
• Can change roles for non-admin users

Department Management:

• Create and manage all departments
• Assign tutors and students to departments
• View department statistics and user counts
• Manage department settings and descriptions

Data Access:

• View all organization statistics
• Access all student progress data
• Manage tutor-student assignments
• View comprehensive organization reports

Key Differences Between Leader and Admin

Platform Admin Override

3. User Management System

Creating Users

The user creation process varies by role and who is performing the creation:

Username Generation

The system automatically generates unique usernames for organization users:

Generation Rules:

• Based on the user's full name
• Converted to lowercase
• Spaces and special characters replaced with underscores
• Made unique within the organization scope

Examples:

• "John Smith" → john_smith
• "María García" → maria_garcia
• "Dr. Sarah Johnson" → dr_sarah_johnson
• "John Smith" (duplicate) → john_smith_1
• "John Smith" (another duplicate) → john_smith_2

Uniqueness:

• Usernames are unique within each organization
• Same username can exist in different organizations
• System automatically handles duplicates

Password Management

Auto-Generated Passwords:

• 8-character secure passwords for all organization users
• Generated using secure random methods
• Displayed once during user creation
• Stored securely for admin access

Password Distribution:

• Passwords are shown immediately after user creation
• Can be copied to clipboard for easy sharing
• Can be printed for physical distribution
• Organization admins can view passwords later

Security Features:

• Passwords are not sent via email automatically
• Must be shared securely by organization administrators
• Users can change passwords after first login
• Passwords are stored encrypted in the database

Email Requirements

Email Requirements by Role:

• Organization Admins: Email required (for account recovery and notifications)
• Department Heads: Email optional but recommended
• Tutors: Email optional
• Students: Email optional

Email Confirmation:

• Organization admins must confirm their email before full access
• Other roles are auto-confirmed for immediate access
• Email confirmation required for password resets

User Activation

Active vs Inactive Users:

• New users are created as active by default
• Inactive users cannot log in or access worksheets
• Organization admins can inactivate users
• Inactive users can be reactivated by admins

Activation Rules:

• Cannot inactivate yourself
• Cannot inactivate the organization leader
• Non-leader org admins cannot inactivate other org admins
• Department heads can inactivate tutors and students in their departments

Role Changes

Who Can Change Roles:

• Organization leaders can change any user's role
• Organization admins can change non-admin roles
• Department heads cannot change roles
• Users cannot change their own roles

Role Change Restrictions:

• Cannot change a user's role to their own role
• Cannot demote the organization leader
• Cannot promote users to organization admin (leaders only)
• Must have appropriate permissions for the target role

User Deactivation

Deactivation Rules:

• Cannot deactivate yourself
• Cannot deactivate the organization leader
• Non-leader org admins cannot deactivate other org admins
• Department heads can only deactivate users in their departments

Deactivation Effects:

• User cannot log in
• User loses access to worksheets
• User remains in the system for data integrity
• Can be reactivated by appropriate administrators

4. Department Management

Creating Departments

Who Can Create Departments:

• Organization leaders and admins can create departments
• Department heads cannot create departments
• Platform admins can create departments in any organization

Department Creation Process:

1. Navigate to "Manage Departments" from the organization dashboard
2. Click "Create Department"
3. Enter department name (required)
4. Enter description (optional)
5. Save the department

Department Naming:

• Names must be unique within the organization
• Can contain letters, numbers, spaces, and common punctuation
• Case-sensitive (e.g., "Math Department" and "math department" are different)

Department Assignments

Tutor Assignments:

• Tutors can be assigned to multiple departments
• Department heads are automatically assigned to their departments
• Tutors can be moved between departments
• Assignment affects which students they can manage

Student Assignments:

• Students can be assigned to multiple departments
• Students are automatically assigned to departments when created
• Students can be moved between departments
• Assignment affects which tutors can manage them

Many-to-Many Relationships

Tutor-Department Relationships:

• One tutor can teach in multiple departments
• One department can have multiple tutors
• Tutors see students from all their assigned departments
• Department heads manage all tutors in their departments

Student-Department Relationships:

• One student can be enrolled in multiple departments
• One department can have multiple students
• Students can have different tutors from different departments
• Department heads see all students in their departments

Department Head Permissions

Within Their Departments, Department Heads Can:

• Create tutors and students
• Assign tutors to students
• Move students between tutors
• View student progress and statistics
• Manage department settings
• Inactivate tutors and students

Department Head Limitations:

• Cannot create other department heads
• Cannot create organization admins
• Cannot manage users outside their departments
• Cannot change user roles
• Cannot manage organization settings

Department Statistics

Available Statistics:

• Total number of tutors in the department
• Total number of students in the department
• Active vs inactive user counts
• Recent user activity
• Student progress summaries

Viewing Statistics:

• Department heads see statistics for their departments
• Organization admins see statistics for all departments
• Statistics update in real-time
• Historical data available for tracking trends

5. Tutor-Student Relationships

Assignment System

How Tutors Are Assigned to Students:

• Organization admins can assign any tutor to any student
• Department heads can assign tutors to students in their departments
• Tutors are automatically assigned to students when both are in the same department
• Multiple tutors can be assigned to the same student

Assignment Process:

1. Navigate to the student's profile page
2. Click "Assign to Tutor"
3. Select from available tutors
4. Confirm the assignment
5. Tutor immediately gains access to student's data

Many-to-Many Relationships

Tutor-Student Relationships:

• One tutor can have multiple students
• One student can have multiple tutors
• Relationships are independent of department assignments
• Tutors can manage students across different departments

Benefits of Multiple Tutors:

• Specialized instruction (e.g., one tutor for algebra, another for geometry)
• Backup coverage when primary tutor is unavailable
• Collaborative teaching approaches
• Different teaching styles for different learning needs

Student Movement

Moving Students Between Tutors:

• Organization admins can move any student to any tutor
• Department heads can move students within their departments
• Students can be assigned to multiple tutors simultaneously
• Previous tutor assignments can be removed or maintained

Moving Students Between Departments:

• Organization admins can move students to any department
• Department heads can move students within their scope
• Moving students may affect tutor assignments
• Department changes are logged for audit purposes

Tutor Permissions

What Tutors Can Do:

• View all their assigned students
• Access student progress data
• Manage student worksheet assignments
• View student statistics and completion rates
• Print student worksheets
• Grade student work

What Tutors Cannot Do:

• Create new users
• Assign students to other tutors
• Move students between departments
• Access students not assigned to them
• Change user roles or permissions
• Manage organization settings

Student Progress Tracking

Progress Monitoring:

• Real-time completion tracking
• Daily worksheet completion counts
• Progress through curriculum levels
• Time spent on worksheets
• Accuracy and performance metrics

Progress Reports:

• Individual student progress summaries
• Class-wide progress overviews
• Department-level statistics
• Historical progress tracking
• Comparative performance analysis

6. Authentication & Login System

Organization-Specific Login

Login URLs:

• Each organization has a unique login URL
• Format: https://platomath.com/[organization-slug]/login
• Example: https://platomath.com/abc-tutoring-center/login
• URLs are automatically generated from organization names

Organization Slug Generation:

• Based on organization name
• Converted to lowercase
• Spaces and special characters replaced with hyphens
• Made unique across all organizations
• Example: "ABC Tutoring Center" → abc-tutoring-center

Login Methods

Username OR Email Login:

• Organization users can log in with either username or email
• System automatically detects which format is being used
• Username takes priority if both exist
• Email fallback if username not found

Login Process:

1. Navigate to organization login URL
2. Enter username OR email
3. Enter password
4. Click "Sign In"
5. Redirected to appropriate dashboard based on role

Login Examples:

• Username login: john_tutor + password
• Email login: john@school.com + password
• Both work for the same user account

Individual vs Organization Login

Password Security

Password Generation:

• 8-character secure passwords
• Mix of letters, numbers, and symbols
• Cryptographically secure random generation
• No dictionary words or common patterns

Password Storage:

• Passwords are encrypted before storage
• Original passwords stored separately for admin access
• Secure hashing algorithms used
• No plain text passwords in database

Password Distribution:

• Passwords shown once during user creation
• Must be shared securely by administrators
• Can be viewed later by authorized admins
• Users can change passwords after first login

Account Activation

Email Confirmation Process:

• Organization admins must confirm email before full access
• Confirmation email sent automatically
• Must click confirmation link in email
• Other roles are auto-confirmed for immediate access

Activation Requirements:

• Email confirmation for org admins
• Account must be active (not inactivated by admin)
• Organization must have active subscription
• User must belong to an active organization

7. Subscription & Billing Management

Access Status

Active Access:

• Organization has active subscription or free access
• All students can access and complete worksheets
• Unlimited worksheet access for all students
• Full platform features available

No Access:

• Organization has no active subscription
• Students cannot access worksheets
• Organization leaders see "Subscribe Now" options
• Limited to basic account management only

Canceled but Still Active:

• Subscription was canceled but access continues until period end
• Students retain full access until billing period expires
• Organization leaders can reactivate anytime
• No additional charges until period ends

Pricing Structure

Current Pricing:

• $30 per student per month
• Pay only for active students
• Automatic billing adjustments
• No minimum student count

Billing Calculation:

• Counted monthly on billing date
• Only active students are charged
• Inactive students are not billed
• Automatic proration for changes

Automatic Billing

Adding Students:

• Billing automatically increases
• Prorated charges for partial months
• Immediate access for new students
• No manual billing intervention needed

Removing Students:

• Billing automatically decreases
• Prorated credits for partial months
• Students lose access immediately
• Billing reflects changes on next cycle

Subscription Management

Who Can Manage Subscriptions:

• Organization leaders can manage subscriptions
• Organization admins cannot manage subscriptions
• Platform admins can manage any subscription
• Department heads cannot manage subscriptions

Subscription Actions:

• Subscribe to organization plans
• Cancel subscriptions
• Update payment methods
• View billing history
• Grant free access (platform admins only)

Access Control

Subscription Status Effects:

• Active subscription: All students can access worksheets
• Inactive subscription: No students can access worksheets
• Free access: All students can access worksheets
• Mixed status: Only students with individual subscriptions can access

Worksheet Access Rules:

• Organization students: Require active organization subscription
• Individual students: Require individual subscription
• Free access: Overrides subscription requirements
• Platform admins: Always have access

8. Dashboard Features by Role

Organization Leader Dashboard

Full Organization Statistics:

• Total users across all roles
• Organization admins count
• Department heads count
• Tutors count
• Students count
• Departments count
• Subscription status and billing information

Quick Actions Available:

• My Students (if they have assigned students)
• View All Users
• Manage Departments
• Add Student/Tutor/Department Head
• Add Organization Admin
• Settings
• Credentials

Department Management:

• Create new departments
• View all departments with user counts
• Edit department settings
• Delete departments
• Assign users to departments

Subscription Management:

• View subscription status
• Subscribe to organization plans
• Manage billing information
• Grant free access
• View billing history

Settings Access:

• Organization name and description
• Login URL management
• User limits and permissions
• Subscription settings
• Free access controls

Credentials Viewing:

• View all user passwords
• Copy credentials to clipboard
• Print credentials for distribution
• Export credential lists

Organization Admin Dashboard

User Management:

• Create tutors, students, and department heads
• View all users in the organization
• Edit user information and roles
• Inactivate/reactivate users
• Assign tutors to students

Department Management:

• Create and manage departments
• Assign tutors and students to departments
• View department statistics
• Move students between departments

Student and Tutor Management:

• View all students and their progress
• Assign tutors to students
• Move students between tutors
• View tutor performance data

Limited Settings Access:

• Cannot manage other org admins
• Cannot manage subscription
• Cannot transfer leadership
• Can view organization settings

Credentials Viewing:

• View passwords for department heads, tutors, and students
• Cannot view other org admin passwords
• Cannot view organization leader password
• Can copy and print credentials

Department Head Dashboard

Department-Specific User Management:

• Create tutors and students in their departments
• View users only in their departments
• Manage tutor-student assignments
• Inactivate users in their departments

Create Users in Their Departments:

• Add new tutors to their departments
• Add new students to their departments
• Assign tutors to students
• Set up initial user configurations

Move Students Within Scope:

• Move students between tutors in their departments
• Move students between departments they manage
• Cannot move students outside their scope
• Cannot move students to other departments

View Department Statistics:

• User counts for their departments
• Student progress summaries
• Tutor performance metrics
• Department activity reports

Limited to Their Departments:

• Cannot see users from other departments
• Cannot manage other department heads
• Cannot create organization admins
• Cannot access organization-wide settings

Tutor Dashboard

View Assigned Students:

• List of all students assigned to them
• Student progress and completion status
• Daily worksheet completion counts
• Student department assignments

Student Progress Management:

• Access individual student worksheets
• View student statistics and performance
• Print worksheets for students
• Grade completed worksheets

Cannot Create Users:

• Cannot add new tutors
• Cannot add new students
• Cannot change user roles
• Cannot manage user assignments

Limited to Assigned Students:

• Cannot see students not assigned to them
• Cannot access other tutors' students
• Cannot view organization-wide data
• Cannot manage department settings

Student Dashboard

Access to Worksheets:

• Full worksheet access if organization has subscription
• Individual subscription not required
• Same features as individual students
• Progress tracking and completion

View Their Tutors:

• List of assigned tutors
• Tutor contact information
• Department assignments
• Tutor availability

Standard Student Functionality:

• Daily worksheet assignments
• Progress tracking
• Completion statistics
• Learning path management

9. Quick Actions & Navigation

My Students

View All Users

Manage Departments

Add Student/Tutor/Department Head

Add Organization Admin

Settings

Credentials

10. User Interface Features

User Filtering

Filter Options:

• All: Show all users in the organization
• Admins: Show only organization admins
• Dept Heads: Show only department heads
• Tutors: Show only tutors
• Students: Show only students

Filter Benefits:

• Quick role-based user management
• Focused views for specific tasks
• Easier user administration
• Role-specific workflows

User Statistics

Counts by Role:

• Total organization admins
• Total department heads
• Total tutors
• Total students
• Active vs inactive counts

Department Overview:

• User counts per department
• Department activity levels
• Recent user additions
• Department performance metrics

Department Overview

Department Listings:

• All departments with user counts
• Department descriptions
• Active user statistics
• Department management options

User Counts:

• Tutors per department
• Students per department
• Total department users
• Active vs inactive users

Recent Users

Recently Added Users:

• List of newest users
• Creation dates and times
• User roles and assignments
• Quick access to user profiles

Subscription Status

Active/Inactive Indicators:

• Visual subscription status
• Billing information
• Access level indicators
• Subscription management options

Login URL Display

Organization-Specific Login Links:

• Unique login URL for each organization
• Easy sharing with users
• Bookmark-friendly URLs
• Mobile-responsive login pages

11. Security & Permissions

Permission Matrix

Access Restrictions

What Users Cannot Access:

• Users cannot access data outside their permission level
• Department heads cannot see other departments
• Tutors cannot see students not assigned to them
• Students cannot access administrative features

Role-Based Limitations:

• Non-leader org admins cannot manage other org admins
• Department heads cannot create other department heads
• Tutors cannot create users
• Students cannot manage other users

Password Security

Credential Handling:

• Passwords encrypted in database
• Original passwords stored separately for admin access
• Secure password generation
• No plain text storage

Access to Credentials:

• Organization leaders can view all passwords
• Organization admins can view non-admin passwords
• Department heads can view passwords for their users
• Platform admins can view all passwords

Role Limitations

Role Change Restrictions:

• Cannot change your own role
• Cannot demote the organization leader
• Cannot promote users beyond your authority level
• Must have appropriate permissions for target role

User Management Restrictions:

• Cannot inactivate yourself
• Cannot inactivate the organization leader
• Cannot manage users outside your scope
• Cannot access restricted administrative functions

Organization Isolation

Data Separation:

• Each organization's data is completely isolated
• Users can only access their organization's data
• No cross-organization data access
• Secure multi-tenant architecture

Login Isolation:

• Organization users can only log in via their organization's URL
• Individual users can only log in via the standard login
• No cross-login between account types
• Secure authentication boundaries

12. Credential Management

Viewing Credentials

Who Can See User Passwords:

• Organization Leaders: All users including other org admins
• Organization Admins: Department heads, tutors, and students
• Department Heads: Tutors and students in their departments
• Platform Admins: All users across all organizations

Credential Display:

• Passwords shown in secure format
• Copy-to-clipboard functionality
• Print-friendly layouts
• Export options available

Password Distribution

Secure Sharing Methods:

• In-person credential sharing
• Secure messaging platforms
• Encrypted email communications
• Printed credential sheets
• Secure file sharing

Best Practices:

• Never share credentials via unsecured channels
• Verify recipient identity before sharing
• Use temporary passwords when possible
• Encourage users to change passwords after first login

Credential Security

Security Measures:

• Passwords are encrypted in the database
• Original passwords stored separately for admin access
• Secure password generation algorithms
• No plain text password storage

Access Controls:

• Role-based credential access
• Audit logging for credential views
• Secure credential display interfaces
• Time-limited credential access

Print Functionality

Printing Credentials:

• Print-friendly credential layouts
• Organization branding on printed sheets
• Secure printing options
• Batch printing for multiple users

Print Features:

• User name and role information
• Username and password clearly displayed
• Organization login URL included
• Security warnings and instructions

Copy to Clipboard

Copy Functionality:

• One-click password copying
• Copy all credentials at once
• Formatted text for easy sharing
• Secure clipboard handling

Copy Features:

• Individual password copying
• Bulk credential copying
• Formatted credential text
• Easy sharing and distribution

13. Organization Settings

Basic Information

Organization Details:

• Organization name (editable)
• Organization description
• Unique organization slug
• Contact information

Name Management:

• Can change organization name
• Slug updates automatically
• Login URL updates with slug changes
• Name changes are logged

Subscription Details

Subscription Information:

• Current subscription status
• Billing cycle information
• Payment method details
• Subscription start and end dates

Status Management:

• View subscription history
• Manage billing information
• Update payment methods
• Cancel or modify subscriptions

Free Access Control

Granting Free Access:

• Platform admins can grant free access
• Special promotion codes
• Educational institution partnerships
• Trial periods for new organizations

Free Access Management:

• Enable/disable free access
• Set expiration dates
• Track free access usage
• Monitor free access benefits

User Limits

Managing User Counts:

• View current user counts by role
• Monitor user growth
• Set user limits if needed
• Track user activity

Permission Management:

• Control user creation permissions
• Manage role assignments
• Set access levels
• Configure user restrictions

Login Configuration

Organization-Specific Login:

• Unique login URL for each organization
• Customizable login pages
• Organization branding options
• Mobile-responsive design

Login Settings:

• Username vs email login preferences
• Password requirements
• Session timeout settings
• Security configurations

14. Troubleshooting & Common Issues

Login Problems

Username vs Email Login Issues:

Organization Login URL Issues:

Password Issues:

Permission Denied

Understanding Role Limitations:

Access Restrictions:

User Activation

Handling Inactive Accounts:

Account Status Issues:

Subscription Issues

Access Problems Due to Subscription Status:

Subscription Status Confusion:

Department Assignment

Troubleshooting User Assignments:

Assignment Conflicts: