School Administrator Guide

Access & roles

Sign in at Login → Admin. Your Firebase Auth user must have a users/{uid} document with roles including admin.

• Admins can open Admin, Teacher, and Parent portals (switcher in the header).
• Do not share admin passwords. Create separate admin users when needed (Users section).
• Security is enforced in Firestore rules, not only the UI.

Admin portal map

Families, codes & invites

• Each family has a family code (e.g. BARBOUR-9222) used at parent registration. Codes live in family_codes and on the family doc.
• Registration Invites (Families): generate mailto queue + CSV with code and how-to link. Mark sent after you email.
• Link teachers to families via teacher_ids so tuition credit and payroll nets apply.

Students & birthdays

• Date of birth is required when saving a student (admin and parent). Age is derived from DOB when possible.
• Imported students may have age but empty DOB—admin list falls back to stored age; parents must enter DOB before class registration.
• Medical notes field is labeled Medical/Allergies (stored as allergies).
• Data → Recalculate Student Ages updates age/stage from DOB in bulk.

Semesters, classes, enrollments

• Open registration per semester (registration_open) so parents can enroll.
• Parent submits → enrollment usually pending; seats reserved on submit; approve does not double-increment seats.
• Tuition: family-level session discounts + $50 admin fee (waived if prior regular classes that academic year, or manual checkbox).

Payments, balances & payroll

Money math lives in js/finance.js (ProclaimFinance):

• Balance = tuition components + unpaid orders − teacher credit − family payments (exact semester match).
• Recording a family payment recomputes enrollment stamps (no longer adds the full amount to every enrollment).
• Teacher payroll / teacher portal: gross pay, applied to tuition, amount paid, to be paid.
• Optional tools: Sync Payments page; financial snapshot scripts for implementers.

View as

Admin → View as (or eye icons on Families / Teachers). Opens parent or teacher portal as that record while you stay logged in as admin. Banner shows read-only mode; writes are blocked in the UI.

Create a user login (admin)

When someone never used “Create account with family code” (common for teachers who also need Parent Portal), use Users → Create user:

1. Enter their email, name, and a temporary password (Generate).
2. Check roles: usually Teacher + Parent for a teacher-parent; pick their Family when Parent is checked.
3. Create user — copy the temporary password from the success panel and send it securely.
4. Confirm Teachers record uses the same email and classes are assigned.

Teacher onboarding (send to instructors)

Teachers do not self-register with a family code. Before you email them:

• Teacher record exists with the correct email
• Auth user exists for that email with the teacher role — use Create user if needed
• Classes for the term list them as the assigned teacher

What to send teachers:

• First-time path: Teacher First-Time Onboarding
• Login: Login → Teacher
• Ongoing how-to: Teacher Portal guide

Data tools & safety

• Export/import JSON backups from Data section.
• Recalculate tuition, ages, class seat counts when numbers drift.
• Never deploy security rules without following DEPLOY.md order if rules change.
• End-user help hub: Help & wiki.