Staff guide

Coordinator: application files

1. On “My account”, use “New application file” to assign a service and an advisor to a registered student.
2. Use “Manage file” on a card to change the status or the advisor assignment.
3. Narrow the list with the status filter; it searches all records.

A status change is not an admission or visa decision. A completed or closed process cannot be reopened.

Coordinator: parent requests

1. “Parent requests” lists the pending requests.
2. Approve by choosing the student only after verifying identity and relationship internally, or reject the request.

Coordinator: lessons and attendance

1. On “Lessons and recordings”, use “Create lesson” to enter the name, lesson type (online or in person), time zone, date with start and end time, the place for in-person lessons or the Meet link for online lessons, the teacher and the students.
2. Use “Manage lesson” on a card to assign a teacher.
3. After the lesson ends, enter each student's status and a reason, then choose “Confirm attendance”. This is also how you correct attendance a teacher has finalized.
4. In “Bulk absence preview”, save personal drafts for confirmed absences.
5. While sending is on, parent notifications are queued automatically when attendance is finalized. For absences finalized while sending was off, choose “Queue notifications” with the same selection.
6. “Notification status” shows the state for each parent and channel (e-mail, account). An e-mail marked “Outcome unknown” is not resent automatically: check the provider's log and choose “Queue again” if it was not sent.

Saving a draft is not sending it. “Accepted by provider” does not guarantee delivery. The lesson filter only covers the 100 newest lessons loaded on the page.

Teacher: my live lessons

1. “My live lessons” shows only lessons assigned to you, each in its own time zone (Turkey or Germany time).
2. For a scheduled online lesson, “Go to live lesson” opens Google Meet in a new tab.
3. Once the lesson has started, use “Open attendance” to choose each student's status, then “Save choices”. Students you do not choose stay “Pending”.
4. After the lesson ends and nobody is pending, tick the box and choose “Finalize attendance”. Beforehand you see a summary of the statuses and, if parent notifications are on, how many parents will be notified.

Only an authorized person can correct finalized attendance, with a reason. A row changed in another tab is not saved; reload the page and choose again.

Teacher: homework and materials

1. On the attendance page, “Homework and materials” opens the lesson's homework page.
2. Enter a title, instructions and the due day and time in the lesson's time zone, then choose “Save draft”. Drafts are invisible to students.
3. On the draft's page, select the students, tick the box and choose “Publish”. For corrections use “Save new version”; earlier versions stay in the history.
4. Under hand-ins you see each student's latest attempt and reply with “Send feedback”. To stop accepting hand-ins, choose “Close homework”.
5. “Add material” adds an https link labelled with a level and topic.

There is no file upload yet. You can only give homework in lessons assigned to you; after publishing, the list of students does not change.

Advisor: assigned files

1. “My account” shows only files assigned to you where you hold the permission (university admission and/or visa).
2. In a permitted process card, choose the new status and “Save process status”.

Coordinator and advisor: student documents

1. Open “Document review” in the menu. Coordinators see every student; advisors only see students of cases assigned to them within their permissions.
2. Search the student by name and press “Open documents”. Under “Request documents”, tick the documents and press “Request documents”.
3. Check an uploaded document with “Download file”; every download is logged. Press “Accept”, or write a note and press “Request correction”.
4. Close a request that is no longer needed by ticking the box and pressing “Withdraw request”; files are not deleted.

Decisions apply to the latest uploaded file only; if the document changed in another tab, nothing is saved. An accepted document is not an admission or a visa decision.

Moderator: Q&A

1. On “Student Q&A”, every question and answer has “Remove content”.
2. Enter a reason and choose “Confirm removal”. The reason is written to the action log.

Admin: roles and permissions

1. On “Staff and permissions”, use “Find an account” to search for the account the person created and verified themselves, by name or full e-mail address.
2. E-mails are shown masked. Choose “Choose this account” for the right person; the account ID is copied into the role form.
3. Choose the role. For advisors, set university admission and visa separately.
4. Choose “Save role and permissions”.

The last Admin cannot be demoted, and you cannot change your own Admin role here.

Not connected yet

These are never shown as if they worked; this guide will be updated when the institution provides them.

• Document upload stays closed until the institute sets the file types and a size limit. There is no automatic virus scan or retention rule for uploaded files yet.
• File upload is not connected for homework and materials; only text and https links are shared.
• These screens do not create accounts or send invitations or e-mails.
• Automatic Meet attendance is not connected; the teacher or coordinator records attendance manually.
• Absence notifications stay switched off until the institution approves them; after that, e-mails go only to addresses on the test list. Tour e-mails are not sent.