# Institute Admin (Primary)

User Type: **Training Institute** (Sub-Admin: Institute Admin)
Source: *Mi Digital Academy - Education CRM Features Document*

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## Institute Admin (Primary)

The Institute Admin is the primary account holder of a Training Institute. They have full access to every institute module — dashboard, bulk licensing, student management, billing, analytics, integrations, custom learning paths, and branding — and are the only role that can manage other institute sub-admins.

### 1.1 Sub-Admin Management
**What it does:** Lets the Institute Admin create, edit, and deactivate sub-admin accounts within their institute and assign each one a sub-admin role (Academic Coordinator, Billing Manager, Student Support). This is the institute's internal access-control surface.

**Sub-features:**
- Create sub-admin accounts (name, email, role, optional notes)
- Edit sub-admin details and reassign roles
- Deactivate sub-admin accounts (immediate access revocation)
- List of sub-admins with role, status, and last activity
- Invite flow with email verification
- Available on web and mobile
- Event logging (created, edited, deactivated, role changed)
- Audit logging of all sub-admin management actions

**Institute Admin User Journey:**
1. The Institute Admin opens the institute portal → Sub-Admins and selects "Add sub-admin".
2. Enters the name, email, and selects the role "Academic Coordinator".
3. The system sends an invitation email; the sub-admin verifies and sets a password.
4. The new sub-admin appears in the sub-admin list with status "Active".
5. Later, the Institute Admin reassigns that sub-admin to "Student Support" with a confirmation showing the capability change.
6. When a staff member leaves, the Institute Admin deactivates the account; access is revoked immediately.
7. The Institute Admin opens Profile → "Activity" and confirms the management events are recorded.

**Rules & Edge Cases:**
- Only the Institute Admin can manage sub-admins; sub-admins cannot create or edit other sub-admins.
- An institute can have multiple sub-admins per role.
- Deactivation is immediate; the sub-admin's past actions remain in the audit trail.
- The Institute Admin role itself cannot be delegated or duplicated through this flow.
- All sub-admin management actions are audit-logged with the actor and timestamp.

### 1.2 Bulk License Management
**What it does:** Gives the Institute Admin full control over the institute's student licenses: purchasing bulk packages, allocating seats to students, adding/removing student accounts, transferring licenses between students, and viewing utilization.

**Sub-features:**
- Purchase bulk student licenses (tiered packages)
- Manage student seat allocation
- Add/remove student accounts
- Transfer licenses between students
- View license utilization report
- Renewal and upgrade options
- Available on web and mobile
- Event logging (purchased, allocated, transferred, renewed)
- Audit logging of all license actions

**Institute Admin User Journey:**
1. The Institute Admin opens Bulk License Management and reviews the utilization report: 180 of 200 seats used.
2. Selects "Purchase licenses" and chooses the 201–500 tier package; the volume discount is applied.
3. Completes the purchase; the new seats appear in the entitlement overview.
4. Allocates 20 seats to the new "Grade 10 — Batch B" group.
5. Transfers one license from a withdrawn student to a replacement student.
6. Sets a renewal reminder for the current package's expiry.
7. The Institute Admin opens Profile → "Activity" and confirms the license events are recorded.

**Rules & Edge Cases:**
- Purchases cannot exceed the institute's approved billing profile; large enterprise tiers route to the account manager.
- A license can only be transferred to an active student account within the same institute.
- Removing a student account frees the seat back to the pool; the student's history is retained.
- Utilization alerts fire at 80% and 95% seat usage.
- All license actions are audit-logged with the actor and timestamp.

### 1.3 Billing & Licensing Control
**What it does:** Gives the Institute Admin full visibility and control over institute billing: license usage, additional purchases, billing history, invoices, discount eligibility, expiry alerts, and renewal/upgrade management.

**Sub-features:**
- View license usage and available seats
- Purchase additional licenses
- Billing history and invoices
- Discount eligibility for bulk purchases
- License expiry alerts
- Renewal and upgrade management
- Available on web and mobile
- Event logging (viewed, purchased, renewed, upgraded)
- Audit logging of billing actions

**Institute Admin User Journey:**
1. The Institute Admin opens Billing & Licensing and reviews the entitlement overview and available seats.
2. Reviews the billing history and downloads the latest invoice for the finance team.
3. Sees a license expiry alert: 30 days remaining on the current package.
4. Selects "Renew" and chooses the upgrade to the next tier; the prorated difference is shown.
5. Completes the renewal; the new expiry date and entitlements are displayed.
6. The Institute Admin opens Profile → "Activity" and confirms the billing events are recorded.

**Rules & Edge Cases:**
- Discount eligibility is computed from the institute's cumulative license volume.
- Expiry alerts fire at 60, 30, and 7 days before expiry.
- Upgrades are prorated; downgrades take effect at the next billing cycle.
- Invoices are immutable once issued; corrections are issued as credit notes.
- All billing actions are audit-logged with the actor and timestamp.

### 1.4 Integrations & Branding
**What it does:** Lets the Institute Admin configure external integrations (LMS, SIS) and the institute's white-label/branding: SSO, roster synchronization, grade passback, and the institute's logo, colors, and portal name.

**Sub-features:**
- LMS integration (single sign-on, grade synchronization, roster updates, assignment passback)
- SIS sync (enrollment, demographic import, schedule, report card)
- Integration status and sync logs
- White-label configuration (logo, colors, portal name)
- Branding preview before publishing
- Available on web and mobile
- Event logging (configured, synced, branding published)
- Audit logging of integration and branding changes

**Institute Admin User Journey:**
1. The Institute Admin opens Integrations and connects the institute's LMS with SSO credentials.
2. Runs a test sync; the sync log shows 120 students and 8 courses synchronized.
3. Enables automated roster updates so new enrollments flow in nightly.
4. Opens Branding and uploads the institute logo, sets the color palette, and renames the portal.
5. Reviews the branding preview and publishes it; students now see the institute-branded portal.
6. The Institute Admin opens Profile → "Activity" and confirms the integration and branding events are recorded.

**Rules & Edge Cases:**
- Integration credentials are stored encrypted and never displayed in full after entry.
- A failed sync does not overwrite existing data; the sync log records the failure and the Institute Admin can retry.
- Branding changes apply platform-wide for the institute's students on publish; the previous branding is retained for rollback.
- Only the Institute Admin can configure integrations and branding.
- All integration and branding changes are audit-logged with the actor and timestamp.

### 1.5 Reporting & Data Export
**What it does:** Gives the Institute Admin full reporting and data export across the institute: student records, performance, licensing, and billing — for the institute's own records and compliance.

**Sub-features:**
- Full institute reporting (students, performance, licensing, billing)
- Batch-wise comparison reports
- Data export (CSV, PDF) for institute records
- Scheduled report delivery to institute email addresses
- Export history
- Available on web and mobile
- Event logging (generated, exported, scheduled)
- Audit logging of report generation and exports

**Institute Admin User Journey:**
1. The Institute Admin opens Reporting and generates the quarterly batch comparison report.
2. Exports the report as PDF and the underlying data as CSV for the institute's records.
3. Schedules a monthly license utilization report to the institute's finance email.
4. Reviews the export history to confirm all exports are recorded.
5. The Institute Admin opens Profile → "Activity" and confirms the reporting events are recorded.

**Rules & Edge Cases:**
- Exports are scoped to the institute's own data only.
- Scheduled reports are delivered as secure, expirable links.
- Every export is audit-logged with the actor, dataset, and timestamp.
- Large exports are generated asynchronously and notified on completion.
- The Institute Admin is the only role with unrestricted export access.