alumni_lookup

Feature 7: Admin Tools

⚠️ PLANNING DOCUMENT - This describes features that are NOT YET IMPLEMENTED.

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Overview

Admin tools enable the Engagement Team and CLCs to manage the Champion Portal effectively.

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Role-Based Access

Tool	Champion	CLC	Engagement Team
View Champions	Own profile	Regional	All
Approve Champions	❌	❌	✅
Assign Roles	❌	❌	✅
Reassign Regions	❌	❌	✅
Approve Events	❌	Regional	All
Approve Stories	❌	❌	✅
Moderate Posts	❌	Regional	All
Pin Announcements	❌	Regional	All
View Reports	❌	Regional	All
Bulk Import	❌	❌	✅

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7.1 Champion Management

Approve New Champions

When a Champion completes registration:

1. Account appears in “Pending Verification” queue
2. Engagement Team reviews BUID match
3. Approve → Champion is verified, full access
4. Reject → Notification sent, limited access

Verification Queue Fields: | Field | Description | |——-|————-| | Name | Submitted name | | Email | Account email | | BUID | Submitted BUID | | Alumni Match | Matched Alumni record (if found) | | Registration Date | When account created | | Actions | Approve, Reject, Request More Info |

Assign Roles

Action	Description
Promote to CLC	Grant regional admin permissions
Demote from CLC	Remove regional admin permissions
Assign Admin	Grant Engagement Team access (rare)

View Activity Logs

Track Champion engagement:

• Last login
• Posts created
• Events submitted
• Profile completeness
• Region

Region Reassignment

Manually change a Champion’s primary region:

• Useful for moves
• Override ZIP-based assignment
• Keep history of region changes

Bulk Import

Import Champions from existing database:

• CSV upload
• Field mapping
• Duplicate detection
• Preview before import
• Import history log

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7.2 Content Moderation

Event Approval

CLC Workflow:

1. Events submitted by Champions in their region appear in queue
2. Review event details
3. Approve → Event published to calendar
4. Request Changes → Notification to Champion
5. Reject → Notification with reason

Engagement Team Workflow:

• Can approve any region
• Required for events requesting budget
• Can override CLC decisions

Story Approval

Stories go directly to Engagement Team:

1. Review story content
2. Approve → Published to portal
3. Forward to Marketing → For external publication
4. Reject → Notification with reason

Post Moderation

Moderation Queue: | Status | Description | |——–|————-| | Reported | Flagged by Champions | | Auto-flagged | Detected by content filter | | Hidden | Removed by CLC, pending review |

Actions:

• Approve (restore if hidden)
• Delete
• Warn user
• Mute user (1 day, 7 days, 30 days)
• Ban user

Pin Announcements

CLCs and Engagement Team can pin posts:

• Appears at top of board
• Badge indicates “Pinned by [Name]”
• Unpin when no longer relevant

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7.3 Content Publishing

Posts and Announcements

Engagement Team can create official posts:

• National - Visible to all Champions
• Regional - Scoped to specific region(s)

Spotlight Stories

Feature stories on the dashboard:

• Select from approved stories
• Set as “Spotlight”
• Choose scope: National or Regional
• Set display duration

Add Events

Engagement Team can create events directly:

• National events
• Multi-region events
• Skip approval workflow

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7.4 Regional Management

Region Configuration

Setting	Description
Region Name	Display name (can be friendlier than ZIP grouping)
District Mapping	Which ZIPs belong to which districts
Featured Districts	Highlight active districts (50+ alumni)
CLC Assignment	Who manages this region

District/ZIP Management

The ZIP → District → Region hierarchy:

• ZIP Code - Postal code
• District - Geographic grouping (e.g., “Downtown Nashville”)
• Region - Larger area (e.g., “Nashville Metro”)

Admin Functions:

• Rename districts/regions for friendliness
• Reassign ZIPs between districts
• Mark districts as “Featured” (visible in dropdowns)
• View alumni count per district

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Admin Dashboard

Quick Stats

• Total Champions
• Pending verifications
• Items in moderation queue
• Events pending approval
• Active users (last 30 days)

Recent Activity

• New registrations
• Recent posts
• Recent events
• Reported content

Quick Actions

• Go to verification queue
• Go to moderation queue
• Create announcement
• View reports

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Notification Settings (Admin)

Engagement Team notifications:

• New verification requests
• Escalated moderation items
• Budget event requests
• Weekly summary email

CLC notifications:

• New events in their region
• Reported posts in their region
• New Champions in their region

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Technical Notes

Admin Controllers

# Internal admin (Engagement Team) - extends existing internal portal
class Admin::ChampionsController < ApplicationController
  before_action :authenticate_user!
  before_action :ensure_admin  # Internal admin
  
  def index
    @champions = Champion.pending_verification
  end
  
  def verify
    @champion = Champion.find(params[:id])
    @champion.verify!
  end
end

# CLC admin - Champion Portal namespace
class Champions::Admin::BaseController < Champions::BaseController
  before_action :require_clc!
end

class Champions::Admin::EventsController < Champions::Admin::BaseController
  def pending
    @events = Event.pending.for_region(current_champion.region)
  end
end

Audit Logging

Track all admin actions:

class AdminAction < ApplicationRecord
  belongs_to :actor, class_name: 'User'  # or Champion for CLC
  belongs_to :target, polymorphic: true
  
  # action: 'verified', 'rejected', 'promoted_to_clc', etc.
  # details: JSON blob with additional context
end

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Related Documentation

• 01-AUTHENTICATION.md - Champion verification
• 04-CONTRIBUTIONS.md - Event/story approval workflows
• 05-DISCUSSION-BOARDS.md - Post moderation
• 08-REPORTING.md - Admin reports