User roles
Every account has exactly one role. Studio accounts additionally carry an access type — Studio Manager (full) or Editor (restricted) — set by an admin in Settings.
Full control everywhere — the only role with no scope limits. Oversees every module including studio and tasks.
Runs the courses assigned to them: creates, edits, publishes, cancels and approves schedules within those courses.
Sees their own published sessions and requests “Done / Delayed Done”. Cannot create or edit schedules.
Head of Department. Manages schedules for the faculty they head — edit, publish, cancel, approve — but cannot create (removed by policy).
Read + status support within their campus. Marks Done / Delayed Done as final immediately and records actual time; does not create or edit.
Owns Promotional Videos only — creates, edits, cancels and adds UTM links to promo sessions. No other work type.
Runs the studio: assigns studios, books, cancels with reasons, resolves booking conflicts, records output.
Restricted studio access — view-only, plus Output Entry and request-only “Unutilised Slot” cancellations. No assign, no direct cancel, no conflict actions.
Runs the SME Task module — creates and assigns tasks, and oversees status. Sees only tasks they created.
Subject Matter Expert. Works the task splits assigned to them and submits a drive link on completion.
Handles the data-entry stage of a task once an SME has completed their split.
Module access
Which areas of the product each role can open. Studio Managers and Editors share the same navigation — the difference is what they can do inside (see §07).
| Module | Admin | Course Mgr | Faculty | HOD | Campus Coord | Mktg Coord | Studio | Acad Mgr | SME | Data Entry |
|---|---|---|---|---|---|---|---|---|---|---|
| Home | ● | ● | ● | ● | ● | ● | ● | ● | ● | ● |
| Schedules | ● | ● | ● | ● | ● | ● | — | — | — | — |
| Faculty directory | ● | ● | — | — | — | — | — | — | — | — |
| Reports | ● | — | ● | ● | — | — | — | — | — | — |
| Analytics | — | — | — | — | — | ● | — | — | — | — |
| Syllabus Progress | ● | ● | — | ● | ● | — | — | — | — | — |
| Academic Planning | ● | ● | — | ● | — | — | — | — | — | — |
| Studio module | ●by link | — | — | — | — | — | ● | — | — | — |
| SME Task Management | ● | — | — | — | — | — | — | ● | ● | ● |
| Faculty self-serviceAvailability · Roadmap · Activity | — | — | ● | — | — | — | — | — | — | — |
| Settings | ● | ● | — | — | — | — | — | — | — | — |
Read: ● = the module appears in that role’s navigation. Syllabus Progress is shown only for courses configured to track it. Admin reaches the Studio module directly by URL (no sidebar entry).
Work types
A schedule is always one of these eleven work types. The type decides which fields are required, whether it needs a studio booking, and whether it counts toward efficiency.
| Work type | Needs a studio? | Counts to efficiency? | Created by | What’s distinctive |
|---|---|---|---|---|
| Live Classes | Yescan switch to remote / Zoom | Yes | Admin · Course Mgr · Studio Mgr | Live broadcast. Type of Live (optional): YouTube Public, YouTube Unlisted, or Zoom — a Platform choice (Zoom 300 / Zoom 1000) appears only when Zoom is picked. Also carries an optional Zoom link. Can be converted to Fake Live; supports UTM links and multiple courses. |
| Recording | Yes | Yes | Admin · Course Mgr · Studio Mgr | Studio recording; can also run remotely. Multi-course. |
| Fake Live | Yesdual-studio capable | Yes | Studio Mgrusually by converting a Live class | Behaves like a Recording aired as “live”. Created when the Studio Manager converts a Live class, then the Course Manager reschedules it. |
| Demo Class | Yes | No | Studio Mgr only | For a job applicant (no faculty account) — uses a free-text applicant name instead of a faculty member. |
| Promotional Videos | Yes | Yes | Admin · Course Mgr · Mktg Coord | The Marketing Coordinator’s only work type. Carries a UTM link. |
| Offline Classes | Nocampus + batch | Yes | Admin · Course Mgr | The only type with structured syllabus / chapter progress tracking. |
| Doubt clearance+ student interaction | Nocampus + batch | Yes | Admin · Course Mgr | Student-facing interaction session tied to a campus and batch. |
| Study Materials / Questions Prep | No | No | Admin · Course Mgr | The only type offering the “No specific time” option — on by default, it logs workload as a required “time required” duration instead of a clock slot; turn it off to use a normal start/end time. |
| Meetings (Online) | No | No | Admin · Course Mgr | Online meeting with a Zoom link. Completion auto-approves — no Course-Manager sign-off. |
| Meetings (Offline) | Nocampus | No | Admin · Course Mgr | In-person meeting. Completion auto-approves. |
| Miscellaneous tasks | No | No | Admin · Course Mgr | Catch-all; every field optional and no course required. |
Efficiency note: for types that count, a cancellation for Technical Issue carries no penalty (removed from the calculation), while Faculty Issue or Unutilised Slot counts as zero output and lowers the efficiency percentage.
Who can create which work type
Only five roles can create a schedule at all. Faculty, HOD, Campus Coordinator and the task roles never create schedules.
| Role | Can create? | Work types they may create |
|---|---|---|
| Admin | Full | All types except Demo Class |
| Course Manager | Scoped | All types except Demo Class, within their managed courses |
| Marketing Coordinator | Scoped | Promotional Videos only |
| Studio Manager | Full | Live Classes · Recording · Fake Live · Demo Class these publish immediately on create |
| Studio Editor | — | None |
| HOD | — | None create was intentionally removed |
| Faculty | — | None |
| Campus Coordinator | — | None |
| Academic Mgr · SME · Data Entry | — | None task module only |
Schedule actions by role
What each role can do to a schedule. “Scoped” means only within the role’s assignment — a Course Manager’s courses, an HOD’s faculty, a Campus Coordinator’s campus, or the Marketing Coordinator’s promo sessions.
Using the new Schedules workspace
Queues find the next job
Admin, Course Manager and HOD accounts get work queues for Needs approval, Fake live requests, Studio slot cancelled and Unpublished. Everyone with schedule access can use Today, Studio pending, Late live classes and Cancelled views; Faculty also gets a personal Pending queue.
List and detail stay together
Selecting a row opens its details beside the list, so the user can review several schedules without repeatedly opening and closing a popup. The actions shown in the detail pane still follow the matrix below.
Filters, mobile and shortcuts
All, Today, Week and Month are quick ranges; extra filters appear as removable chips. Below 861 px, queues become a horizontal chip row, schedules become cards and details open as a bottom sheet. Desktop shortcuts include Alt+N, arrow keys, Enter, Space, 1–9, E, D, ? and Esc.
Multi-batch progress is explicit
For an Offline Class linked to several batches, the Chapter / Task cell shows a separate progress reading and Update progress button for every batch. Choose the named batch button directly; there is no batch dropdown. Single-batch schedules keep the familiar one-button layout.
No access change: queues, quick ranges, the split detail pane and keyboard shortcuts are faster routes to records and actions the signed-in role already has. Counts and results remain role-scoped, and a shortcut never bypasses the permission checks below.
| Action | Admin | Course Mgr | Faculty | HOD | Campus Coord | Mktg Coord | Studio Mgr | Studio Editor |
|---|---|---|---|---|---|---|---|---|
| Create | Full | Scopedmanaged course | — | — | — | Scopedpromo only | Full | — |
| Edit date / time / details | Full | Scopedmanaged or own | — | Scopedtheir faculty | — | Scopedpromo only | Full | — |
| Delete moves to Trash | Full | Scopedonly ones they created | — | Scopedonly ones they created | — | Scopedpromo only | — | — |
| Duplicate | Full | Scoped | — | — | — | Scopedpromo only | Full | — |
| Publish / Unpublish | Full | Full | — | Scopedtheir faculty | — | Scopedpromo only | —published on create | — |
| Cancel | Full | Scopedmanaged course | — | Scopedtheir faculty | — | Scopedpromo only | Fullreleases the studio slot | RequestUnutilised Slot only |
| Mark Done / Delayed Done | Full | Scopedmanaged course | Requestown sessions | Scopedtheir faculty | Fullown campus · final immediately | Scopedpromo only | — | — |
| Assign / change studio | Full | Scopedmanaged course | — | — | — | — | Full | — |
| Approve / reject requests | Full | Scopedmanaged course | — | Scopedtheir faculty | — | — | — | — |
| Enter actual time / output | Full | Scopedmanaged course | Scopedown, after Done* | Scopedtheir faculty | Scopedown campus | Scopedpromo only | Full | FullOutput Entry |
What each role can see
- AdminEvery schedule, in every state.
- Course ManagerAll sessions in the courses they manage, anything they created, and their own faculty’s published sessions.
- FacultyOnly their own published sessions (drafts are hidden).
- HODSessions for the faculty they head — including drafts.
- Campus CoordinatorEvery session in their campus.
- Marketing CoordinatorAnything they created, plus the full history of promotional videos.
- Studio / EditorPublished sessions plus anything they created (drafts hidden). Editors see the same, view-only.
- Task rolesNo schedule visibility at all.
Conflict details are a narrow exception, not wider list access. While creating or editing a schedule, a Course Manager can open a time-conflict indicator and see the same useful detail an Admin sees — faculty, work type, subject, course, batches, studio, status and creator — even when that conflicting session is outside their normal list scope. The schedule does not become visible in their lists, counts, filters or exports.
Two useful nuances. Publishing is not course-scoped for Course Managers (any CM can publish any session), but marking Done and cancelling are limited to their courses — this is deliberate. *Faculty can technically record output on their own completed sessions, but the button was removed from their screen in a 2026 update.
Schedule lifecycle
A session moves through a small set of statuses. The badge you see (“Task Status”) is a single label the system derives from three independent things.
Publish published_at
A session starts as a Draft (hidden from faculty & studio) or is published on create. Course Managers and Admins toggle Draft ↔ Scheduled.
Approval approval_status
Normally “scheduled”. Cancelled is effectively final — the session can’t be edited or given output, and cancelling always records a reason. Cancelling a studio session also frees its studio slot.
Completion faculty_status
Faculty request Done / Delayed Done and a manager approves. A Campus Coordinator’s mark is final immediately: no approval request or manager notification is created, and reports update as completed straight away. On the day (until 10 AM next day) only “Done” is offered; after that, “Delayed Done”.
Two direct-completion paths: Campus Coordinator marks are final for any eligible campus schedule. Online and Offline Meetings also complete without Course-Manager approval when Faculty marks them. All other Faculty completion marks continue through the normal request-and-approval flow.
Studio workflow
Studio accounts come in two tiers. A Studio Manager has full control; an Editor is restricted to viewing, recording output, and requesting unutilised-slot cancellations. Admin acts as a full Studio Manager.
| Studio action | Studio Manager | Editor | Admin |
|---|---|---|---|
| See the Timeline hover popupfull booking details | Full | Full | Full |
| Assign / reassign a studio | Full | — | Full |
| Cancel directly (any of 3 reasons) | Full | — | Full |
| Choose “cancel task” vs “release slot only” | Full | — | Full |
| Request an Unutilised-Slot cancellation | Full | Requesttheir only cancel path | Full |
| Approve / reject cancellation requests | Full | — | Full |
| Fix / Dismiss booking conflicts | Full | —view-only | Full |
| Review / assign booking requests | Full | — | Full |
| Record output (Output Entry) | Full | Full | Full |
Same popup, tier-aware cancel. Both tiers now see the identical Timeline hover popup with the full booking details (work type, subject, faculty, course/batch, date, time, studio, chapter/task, status, approval, notes, history). Only the Cancel schedule action inside differs — a Studio Manager cancels directly with any of the three reasons, while an Editor may submit an Unutilised-Slot request only.
Two hand-off loops
- Fake LiveThe Studio Manager converts a Live class to Fake Live → the responsible Course Manager sets a new date/time → it returns to the Studio Manager for a fresh studio slot.
- Slot releaseWhen a Studio Manager releases only the slot (Faculty / Technical issue), a “reschedule” card goes to the session’s Course Manager (and Admin) → they set a new time → it re-enters the studio queue.
Tasks module
A separate workflow run by the Academic Manager. A task is split among SMEs; once an SME finishes a split (with a drive link), the data-entry stage opens up. There is no separate approver — completion simply notifies whoever created or assigned it.
Task statuses
The same three-step flow applies to both the SME split and the later Data Entry stage. Missing the 11:59 PM (IST) deadline moves the item to its “delayed” state automatically. A cancelled task freezes all further changes.
Who can do what
| Task action | Admin | Academic Mgr | SME | Data Entry |
|---|---|---|---|---|
| Create a task | Full | Scopedtheir own | — | — |
| Edit a task | Full | Scopedtheir own | — | — |
| Reassign a split | Full | Scopedtheir own | — | — |
| Assign / reassign Data Entry | Full | Scopedtheir own | — | — |
| Cancel a task | Full | Scopedtheir own | — | — |
| Work an SME split + submit drive link | Full | Fullas overseer | Scopedtheir split | — |
| Work a Data Entry assignment | Full | Fullas overseer | — | Scopedtheir assignment |
| Override any status | Full | Full | — | — |
| See tasks | All | Own created | Own splits | Own assignments |
Active accounts only: Academic Managers, SMEs and Data-Entry users must be marked active to make any change — an inactive account is read-only even within its own scope.