encoach_backend_new_v2/docs/ENCOACH_SYSTEM_FEATURES_GUIDE.md

EnCoach Platform -- System Features Guide

Version: 1.0
Date: March 2026
Purpose: Describe every section and feature accessible through the platform navigation, organized by user role.

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Part 1: Administrator Panel

The Administrator Panel is the central management hub for the entire platform. It is accessible to users with roles: Admin, Corporate, Master Corporate, Agent, and Developer.

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1. Overview

The Overview section provides high-level dashboards that give administrators an at-a-glance view of the entire platform's health and activity.

Menu Item	Description
Admin Dashboard	The LMS-focused dashboard showing real-time counts of courses, students, teachers, batches, and enrollment status. Displays course capacity charts, student status distribution, and recent activity.
Platform Dashboard	The original platform dashboard focused on exam and assignment activity. Shows exam creation statistics, assignment completion rates, user activity trends, and entity-level performance summaries.

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2. LMS

The LMS (Learning Management System) section is the core of institutional course management. It handles the full lifecycle of courses, students, teachers, and class scheduling.

Menu Item	Description
Courses	Create, view, and manage courses. Each course has a title, code, description, maximum capacity, status (draft/active/archived), and is linked to a department. Administrators can view enrollment counts and manage course settings.
Students	Manage student records. Create new students (which automatically creates a portal user account), view student lists with filters, export student data, and manage individual student profiles including their course enrollments.
Teachers	Manage teacher records. Create teacher profiles with specialization areas, link them to portal user accounts, assign them to courses and batches, and view their teaching schedules.
Batches	Manage class batches (sections/cohorts). Each batch belongs to a course and has a date range, capacity, and enrolled students. Administrators can view batch details, manage student enrollment per batch, and track batch capacity.
Lessons	Create and manage individual lessons linked to a course, batch, and subject. Each lesson has a faculty member, date, and duration. Used to organize the day-to-day teaching schedule within a course.
Timetable	Visual timetable management with a day/time grid. Create, view, and delete teaching sessions. Sessions are linked to courses, batches, subjects, and classrooms with specific day and time slots.
Reports	LMS-specific reporting dashboards showing course enrollment trends, batch capacity utilization, student status distributions, teacher workload, and overall LMS usage analytics.

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3. Adaptive Learning

The Adaptive Learning section manages the AI-powered personalized learning engine. It controls the knowledge structure that drives diagnostic tests, proficiency tracking, and personalized learning plans.

Menu Item	Description
Taxonomy	Manage the subject knowledge hierarchy: Subjects (e.g., English, Math, IT) contain Domains, which contain Topics, which contain Learning Objectives. This taxonomy drives the adaptive engine -- diagnostic tests assess proficiency at the topic level, and learning plans are generated based on this structure. Administrators can create subjects, add domains/topics manually, or use AI to suggest topic structures.
Resources	Manage the learning resource library. Upload educational materials (PDFs, videos, links, documents, interactive content) and tag them to specific topics in the taxonomy. Resources go through a review workflow (pending, approved, rejected) and are served to students through their personalized learning plans. Track resource downloads, completion, and ratings.

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4. Institutional

The Institutional section handles university-level academic administration -- the calendar, departments, enrollment pipeline, formal exam sessions, grading, and student lifecycle.

Menu Item	Description
Academic Years	Define academic years with start and end dates. Auto-generate academic terms (semesters/quarters) within each year. Academic years organize all institutional activities -- courses, batches, exams, and grades are all scoped to an academic year.
Departments	Manage the department hierarchy with parent-child relationships. Departments organize courses and faculty. Each department can have sub-departments, a head of department, and associated courses.
Admissions	View and process individual student admission applications. Each admission goes through a workflow: submitted, confirmed, admitted, or rejected. Administrators can review application details, update status, and convert admitted applicants into enrolled students.
Admission Register	Manage admission campaigns/registers. Each register defines an admission period (open/closed), linked course, available seats, and start/end dates. Registers go through a workflow: create, confirm (open for applications), close (stop accepting).
Exam Sessions	Schedule and manage institutional exam sessions. Each session is linked to a course, batch, and academic term. Sessions go through a workflow: draft, scheduled, in progress, done. Manage exam rooms, attendees, and timing within each session.
Marksheets	Generate and validate student marksheets (grade reports). Marksheets aggregate student scores across exams within a session, apply grade configurations and result templates, and compute pass/fail status. Supports validation workflow before official release.
Student Leave	Manage student leave requests. Students submit leave requests with reasons and dates; administrators or teachers can approve or reject them. Tracks leave history per student.
Fees	View fee plans, fee terms, and individual student fee records. Manage fee structures attached to courses, including installment plans and payment tracking.
Gradebook	View and manage the institutional grading system. Displays grades per student, per course, and per academic year. Supports grading assignment types, weighted grading, and grade configuration (letter grades, percentage scales).
Student Progress	Track longitudinal student progress across courses, subjects, and academic terms. Provides a historical view of student performance, showing trends and areas that need attention.

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5. Academic

The Academic section manages the AI-powered exam engine -- creating exams, defining grading rubrics, generating content with AI, and managing the approval workflow for publishing exams.

Menu Item	Description
Assignments	Create and manage exam-linked assignments. Each assignment wraps an exam and assigns it to specific students or classrooms with deadlines. Supports tabs for Active, Planned, Past, and Archived assignments. Includes late submission policies, extension requests, penalty configuration, and reminder settings.
Exams List	Browse, search, and manage all exams in the system. Filter by subject, module (Reading, Writing, Listening, Speaking), and difficulty. Each exam contains exercises, passages, timer settings, and access controls (public/private). Supports both practice exercises and official exams.
Exam Structures	Define exam blueprints (templates) that specify the section layout of exams -- how many sections, what type of questions in each, difficulty distribution, and time allocation per section. Structures are reusable across multiple exams.
Rubrics	Create and manage grading rubrics that define the criteria for evaluating student responses. Rubrics specify scoring dimensions (e.g., Task Achievement, Coherence, Grammar for IELTS writing). Rubric groups organize related rubrics. Used by both human graders and the AI grading engine.
Generation	The AI exam generation interface. Select a subject, module, and topic; configure difficulty and question types; and let the AI (GPT-4o) generate complete exams with passages, questions, and answer keys. Supports generation from scratch or from existing content.
Approval Workflows	Manage the approval process for publishing exams and course materials. Configure multi-stage workflows with specific approvers, time limits per stage, auto-escalation rules, and bypass options. Track approval status (pending, approved, rejected, escalated) with comments through each stage.

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6. Management

The Management section handles platform-wide user, organization, and infrastructure management.

Menu Item	Description
Users	Full user management. Create, update, search, filter, and export users. View user details including role, entity, verification status, and activity history. Supports batch user import from spreadsheets.
Entities	Manage organizations (multi-tenant). Each entity is an institution or company using the platform. Configure entity settings, manage entity-specific roles and permissions, generate invite codes for onboarding, and set per-entity branding (logo, colors).
Classrooms	Manage virtual and physical classroom groups. Create classrooms with capacity tracking, assign students to classrooms, and use classrooms for assigning exams and assignments to groups of students.
Roles & Permissions	Create and manage roles within entities. Each role has a name and a set of granular permissions. Administrators can create custom roles, assign/remove permissions from roles, and manage the permission catalog.
Authority Matrix	A cross-reference visualization of all roles and their permissions. Displayed as an interactive grid where rows are roles and columns are permissions. Administrators can toggle permissions on/off directly from the matrix view.
User Roles	Assign roles to individual users. View all users with their current role assignments, search and filter, and assign or remove roles. Supports user-level permission overrides beyond their assigned role.

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7. Reports

The Reports section provides analytical views of platform performance and student outcomes.

Menu Item	Description
Student Performance	Detailed performance analytics per student. Shows exam scores, assignment completion rates, proficiency levels across subjects, and trends over time. Supports filtering by entity, course, and date range.
Stats Corporate	Entity-level statistics for corporate/institutional managers. Shows aggregated data across all students within an entity -- enrollment counts, average scores, completion rates, and comparative performance across courses.
Record	Historical activity records. Browse past exam sessions, assignment submissions, and user activity logs. Supports searching and filtering by date, user, and activity type.

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8. Configuration

The Configuration section manages platform-wide settings for notifications, FAQs, and approval processes.

Menu Item	Description
FAQ Manager	Create and manage Frequently Asked Questions. Organize FAQs into categories, set target audience per item (student, entity, or both), add rich content including text, images, and video links. FAQs are displayed on a public searchable page with accordion-style expand/collapse.
Notification Rules	Configure automated notification triggers. Define rules based on event types (assignment due, exam due, chapter unlock, result release), set timing (how many days before the event), frequency (once, daily, custom intervals), and delivery channel (in-app, email, or both).
Approval Config	Configure the enhanced approval workflow system. Define multi-stage approval templates with specific approvers per stage, maximum days before auto-escalation, notification emails, and bypass permissions. Applied to exam publishing and course material approval.

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9. Training

The Training section provides reference materials for language learning support.

Menu Item	Description
Vocabulary	Browse vocabulary training content. Displays categorized vocabulary lists, definitions, usage examples, and related exercises. Linked to the FAISS-based recommendation engine for contextual suggestions.
Grammar	Browse grammar training content. Displays grammar rules, examples, common mistakes, and practice exercises organized by topic and difficulty level.

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10. Support

The Support section handles financial tracking, user support, and system settings.

Menu Item	Description
Payment Record	View payment history and transaction records. Shows all subscription payments, amounts, providers (Stripe/PayPal/Paymob), status, and associated packages. Supports filtering by date, user, and payment status.
Tickets	Manage support tickets. View all tickets submitted by users, assign tickets to support agents, update ticket status (open, in progress, resolved, closed), and communicate with ticket reporters.
Settings	Platform-wide settings management. Configure system parameters, AI service settings (API keys stored securely), default behaviors, and platform-level preferences.

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11. Other Admin Pages (Accessible but not in main sidebar)

Page	Description
Library	Manage the institutional library. CRUD operations for library media (books, journals, digital resources), track media movements (issue, return), and manage student library cards.
Activities	Log and track student activities. Define activity types and record student participation in extracurricular or academic activities outside the standard course structure.
Facilities	Manage institutional facilities and assets. Track rooms, equipment, and other physical resources used for teaching and examinations.

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Part 2: Teacher Panel

The Teacher Panel provides instructors with tools to manage their courses, create content, track student progress, and communicate with their classes.

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1. Teaching

The Teaching section is the teacher's primary workspace for delivering courses and managing assignments.

Menu Item	Description
Dashboard	The teacher's home screen showing an overview of their assigned courses, upcoming assignments, recent student submissions, and quick statistics (number of students, pending grading, upcoming sessions).
Courses	View and manage assigned courses. From here, teachers can access three key sub-pages per course: Chapters (organize course content into sequential chapters with materials, set unlock dates, and control access), Chapter Detail (upload and manage materials within a chapter -- PDFs, videos, audio, images, links -- with download permission controls), and AI Workbench (generate course content using AI by inputting topic, objectives, and complexity level; review and publish AI-generated chapters, materials, exercises, and rubrics).
Assignments	Create and manage assignments for classes. Define deadlines, late submission policies, penalty structures, and reminder frequencies. View assignment submissions, check plagiarism reports, grade with AI assistance, and release results. Drill into individual assignments to see per-student submission status and grading.

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2. Management

The Management section gives teachers tools to track student attendance and schedules.

Menu Item	Description
Attendance	Take and manage attendance for classes. Mark students as present, absent, or late for each session. View attendance history and trends per batch.
Students	View the list of students enrolled in the teacher's courses and batches. Access individual student profiles and performance summaries.
Timetable	View the teacher's personal teaching schedule in a visual day/time grid format. Shows all assigned sessions across courses and batches.

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3. Communication

The Communication section enables teacher-student interaction and class announcements.

Menu Item	Description
Discussions	View and manage discussion boards for courses. Teachers can enable/disable discussion boards per course or chapter, create discussion threads, reply to student questions, pin important posts, and mark questions as resolved. Supports file attachments.
Announcements	Create and broadcast announcements to classes. Set priority (normal, important, urgent), target specific courses or batches, optionally send via email in addition to in-app notification. Manage drafts and publish when ready.

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4. Account

Menu Item	Description
Profile	View and update personal profile information (name, email, specialization, contact details).

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Part 3: Student Panel

The Student Panel provides learners with access to their courses, adaptive learning engine, progress tracking, and communication tools.

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1. Learning

The Learning section is the student's primary workspace for accessing courses and completing assignments.

Menu Item	Description
Dashboard	The student's home screen showing enrolled subjects, upcoming deadlines (assignments, quizzes, exams), recent announcements, personal progress statistics, and AI study tips. Includes an AI coaching assistant for on-demand help.
My Courses	Browse all enrolled courses. Each course shows its chapters, completion progress, and available materials. Students can navigate into individual courses to see the chapter structure, access unlocked chapter content, download materials (when permitted by the teacher), and track their progress through the course.
Subject Registration	Register for available subjects within the current academic term. View available subjects, prerequisites, and capacity. Submit registration requests for subjects the student wants to take.
Assignments	View all active, upcoming, and past assignments. Submit completed work through the platform, view deadlines and submission status, request deadline extensions (when allowed), track submission history, and receive AI-generated feedback and plagiarism reports.

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2. Adaptive Learning

The Adaptive Learning section provides AI-powered personalized education that adapts to each student's level.

Menu Item

Description

My Subjects

The entry point for the adaptive learning engine. Displays all subjects the student is studying with their overall mastery level. From here, students can: take a Diagnostic Test (AI-administered assessment to determine initial proficiency across topics), view their Proficiency Profile (detailed breakdown of mastery per topic within a subject), access their Learning Plan (AI-generated personalized study path with ordered topics based on proficiency gaps), and study individual Topics (AI-curated learning content with practice exercises and mastery quizzes that adapt difficulty based on performance).

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3. Progress

The Progress section shows academic performance, attendance, and the overall learning journey.

Menu Item	Description
Grades	View grades for all courses, assignments, and exams. Shows current marks, feedback from teachers, and detailed score breakdowns by grading criteria.
Attendance	View personal attendance records across all enrolled courses. Shows attendance percentage, absent dates, and any leave requests with their approval status.
Timetable	View personal class schedule in a visual day/time grid. Shows all upcoming sessions with course, subject, teacher, and room information.
My Journey	A longitudinal progress timeline showing the student's overall academic journey. Displays enrolled courses with completion percentages, per-subject proficiency trends, and a recent activity timeline (exams taken, assignments submitted, chapters completed). Provides a holistic view of growth over time.

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4. Communication

The Communication section enables students to interact with teachers and classmates.

Menu Item	Description
Discussions	Participate in course and chapter discussion boards. Create new discussion threads, reply to existing threads (nested replies), ask questions about assignments or course content, and view pinned/resolved posts. Students can see other participants within the same class.
Messages	Direct messaging between users. View inbox (with read/unread indicators and unread count badge), send messages to teachers or classmates within the same class, attach files, and optionally send an email copy. Includes a sent messages view.
Announcements	View announcements from teachers and system administrators. Announcements are displayed with priority indicators (urgent, important, normal) and sorted by date.

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5. Account

Menu Item	Description
Profile	View and update personal profile information (name, email, contact details, preferences).

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Part 4: Public Pages (No Login Required)

These pages are accessible without authentication.

Page	Description
Login	User authentication with email and password. Redirects to the appropriate dashboard based on user role after successful login.
Register	New user registration. Supports open registration or invite-code-based registration to join a specific entity with a predefined role.
Forgot Password	Password recovery via email. Users enter their email to receive a verification link for password reset.
Admission Application	Public admission form for prospective students. Users can apply to an open admission register without logging in, providing personal details and required documents. They can check application status afterward.
FAQ	Public Frequently Asked Questions page. Searchable, accordion-style display of FAQ items organized by category. Content is filtered based on the user's role (student or entity) if logged in, showing all items if accessed publicly.
Official Exam Access	Special exam access pages for official/proctored exams. Supports three modes: (1) token-based link access where students open a unique URL, (2) landing page access with an exam code, and (3) a dedicated exam login screen isolated from the rest of the platform.

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Part 5: AI Features (Embedded Across the Platform)

AI capabilities are embedded throughout the platform rather than being a standalone section. Here is where AI appears:

Feature	Where It Appears	What It Does
AI Study Coach	Student Dashboard	Chat-based coaching assistant that provides hints, concept explanations, writing help, and study tips.
AI Exam Generation	Admin > Generation, Teacher > AI Workbench	Generates complete exams (passages, questions, answer keys) from subject taxonomy using GPT-4o.
AI Grading	Admin > Assignments, Teacher > Assignments	Automatically grades writing (rubric-based IELTS band scoring), speaking (transcription + evaluation), math (step evaluation), and IT (code evaluation) using GPT-4o.
AI Course Content	Teacher > AI Workbench	Generates course outlines, chapter content, exercises, and grading rubrics from high-level requirements.
AI Diagnostics	Student > My Subjects	Administers adaptive diagnostic tests that adjust question difficulty based on responses to accurately assess proficiency.
AI Learning Plans	Student > My Subjects	Generates personalized learning plans based on diagnostic results and proficiency gaps.
AI Content Recommendations	Student > Topic Learning	Suggests additional learning materials based on student performance and learning history using FAISS similarity search.
AI Plagiarism Detection	Teacher > Assignments, Admin > Assignments	Analyzes submitted text using GPTZero to detect AI-generated content, providing per-sentence analysis and downloadable reports.
AI Search	Admin Header Bar	Semantic search across the platform using AI.
AI Analytics	Admin > Reports	Generates narrative reports, identifies content gaps, and provides batch optimization suggestions.
AI Tip Banner	Student Dashboard	Context-aware training tips selected using FAISS-based recommendation.
Text-to-Speech	Listening Exams	Converts exam text to natural speech using AWS Polly (11 neural voices).
Speech-to-Text	Speaking Exams	Transcribes student speaking responses using local Whisper model.
AI Avatar Videos	Speaking Exams	Generates avatar-based video prompts for speaking exams using ELAI.

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End of System Features Guide