Admin Guide

Accessing the Admin Panel

1. Go to your instance: https://yourschool.edu/admin-login
2. Login with:
   • Username: admin
   • Password: (Set during deployment or stored in secrets file)

Admin Dashboard Overview

The Admin Panel allows you to:

• Create and manage API keys for instructors
• View system status and configuration
• Monitor active sessions
• Manage profanity filter settings

Managing API Keys

API Keys allow instructors to create and manage sessions. Each instructor needs one.

Creating a New API Key

1. In Admin Dashboard, go to “API Keys” section
2. Click “Create New API Key”
3. Enter a descriptive name:
   • Format: “Department - Instructor Name - Course Code”
   • Example: “Engineering - Prof. Smith - ME301”
4. Click “Generate Key”
5. Key appears once - have instructor copy it immediately

Key Format

API keys look like:

rmh_a1b2c3d4e5f6g7h8i9j0k1l2m3n4o5p6q7r8s9t0u1v2w3x4y5z6

Note: Keys are shown only once after creation. Instructors must save them securely.

Managing Existing Keys

You can:

• View - See all created keys and their creation dates
• Deactivate - Disable a key (instructor can’t create sessions)
• Reactivate - Re-enable a previously deactivated key
• Delete - Permanently remove a key

Key Policies

• One key per instructor (typically)
• Keys never expire unless you deactivate them
• Deactivated keys can be reactivated
• Create new key if instructor loses theirs
• Keys provide full session creation privileges

System Configuration

Profanity Filter

The system includes an automatic profanity detection system:

How it works:

• Student submits question
• System checks for profanity automatically
• Flagged questions are hidden from students
• Instructor reviews in “Flagged for Review” tab

Instructor options:

• Approve - Show censored version (profanity becomes ***)
• Reject - Keep hidden from students
• Delete - Remove permanently

To disable profanity filter (not recommended):

• Contact system administrator
• Modify configuration file
• Restart application

Monitoring

Active Sessions

View all currently active sessions:

• Session title
• Question count
• Upvote count
• Duration
• Active instructor

Session Statistics

• Total sessions created
• Questions per session (average)
• Engagement metrics
• Most active time periods

Troubleshooting as Admin

“Instructor forgot API key”

Solution:

1. Create a new API key for them
2. Have them delete the old one from password manager
3. Provide new key securely

“Key is deactivated but instructor can’t use it”

Solution:

1. Verify key is reactivated
2. Have instructor try again
3. Check browser cache (may need incognito window)
4. Verify internet connection

“Too many API keys created”

Best practices:

• One key per instructor/role
• Archive old keys (note old ones are still valid)
• Document who has which key
• Deactivate keys for people who left

“Students can see flagged questions”

This indicates a bug. Check:

1. Refresh browser to clear cache
2. Check browser console for errors
3. Report to system administrator with:
   • Session code
   • Question ID
   • Screenshot
   • Browser and OS version

“Profanity filter not working”

Check:

1. Is filter enabled in system configuration?
2. Try restarting the application
3. Check system logs for errors
4. Verify better-profanity library is installed

Database and Data

Data Storage

• Questions and votes stored in database
• Accessible via API
• Exportable by instructors (CSV/JSON)

Data Backup

• Regularly backup your database file
• Store backups in secure location
• Document backup schedule
• Test recovery procedures

Data Retention

• System keeps all data indefinitely
• Instructors can download and archive
• Database grows with usage
• Consider cleanup strategies for old sessions

Security Best Practices

1. Admin Password
   • Change from default immediately
   • Use strong password (16+ characters)
   • Store securely in password manager
   • Never share with instructors
2. API Keys
   • Never reuse keys across departments
   • Deactivate keys for staff who leave
   • Monitor key creation for unusual patterns
   • Document who has which key
3. HTTPS
   • Always use HTTPS in production
   • Install SSL certificate
   • Redirect HTTP to HTTPS
4. Database
   • Regular backups
   • Secure storage location
   • Restrict direct database access
   • Monitor for unauthorized changes
5. Server Access
   • Restrict admin login to trusted networks if possible
   • Use VPN for remote access
   • Monitor login attempts
   • Keep server software updated

Maintenance Tasks

Daily

• Monitor active sessions (optional)
• Check for error logs
• Verify backups completed

Weekly

• Review new API key requests
• Check for deactivated keys that need cleanup
• Verify system status

Monthly

• Review database size
• Archive old session data if needed
• Update documentation
• Review usage statistics

Quarterly

• Security audit
• Backup verification
• Performance review
• Plan upgrades

Common Questions

Q: Can I limit how many questions a student can submit? A: No - the system allows unlimited submissions per session. Implement this via instructor monitoring.

Q: Can students see each other’s names? A: No - all submissions and votes are anonymous.

Q: How long do sessions last? A: Indefinitely until the instructor ends them. Sessions stay active across page refreshes.

Q: Can I reset an instructor’s password? A: No - each instructor has an API key, not a password. Create a new API key if they lose theirs.

Q: What’s the maximum number of students in a session? A: No hard limit - system should handle hundreds of concurrent students.

Q: Can I export all data from the system? A: Instructors can export individual sessions. Use database tools for full system export.

Q: How do I know if profanity filter is working? A: Test by having students submit questions with common profanity. Check the “Flagged for Review” tab.

Getting Help

• Check application logs for errors
• Verify all dependencies are installed
• Test connectivity to database
• Review system requirements
• Contact system support with:
  • Error logs
  • Steps to reproduce
  • System information (OS, browser, etc.)