Quick Start for Administrators

This guide covers the key administrative features of VivaEdu, including audit logging, user management, and demo environments.

Admin Console (Ops)

VivaEdu includes a dedicated Admin Console for institutional operations and oversight. It is a web console (not an LMS view).

• Start here: Admin Console overview →
• Monitoring: Queues, workers, incidents →
• Governance: Retention, users, audit logs →

Administrator Role

Administrators in VivaEdu have elevated access to:

• Audit Logs: View comprehensive logs of all sensitive actions across the platform
• Demo Mode: Access and test demo environments
• Institution-wide Oversight: Monitor platform usage and compliance

Accessing the Admin Dashboard

1. Open your institution’s VivaEdu URL in a browser
2. Go to /admin
3. Sign in with an administrator account

Audit Logs

What Gets Logged

VivaEdu automatically logs the following sensitive actions:

• Teacher CSV exports (student data and class rosters)
• Admin audit log access and exports
• Class archive and purge operations
• Session redo grants (teacher-initiated resets)
• Verification batch sends
• Admin queue job retries and removals
• Accommodations updates
• Student recording consent changes
• Student GDPR requests (data export and deletion)
• Scheduled retention sweeper operations

Viewing Audit Logs

1. Navigate to Admin Dashboard → Audit Logs
2. Filter logs by:
   • Date range
   • Action type
   • Actor (user who performed the action)
   • Entity type and ID
   • Search across all fields
3. View details including:
   • Timestamp
   • Actor name and email
   • Action performed
   • Entity affected
   • Metadata (additional context)
   • IP address and user agent

Exporting Audit Logs

You can export audit logs as CSV for external analysis:

1. Apply your desired filters
2. Click Export to CSV
3. The export will download with all matching records

Demo Mode

Private Demo Overview

VivaEdu includes a private demo system that creates isolated testing environments:

Accessing Demo Mode as Admin

In demo mode, administrators can see audit logs scoped to their demo tenant, allowing you to verify that sensitive actions are being logged correctly. It's pre-filled with some starting audit logs.

Data Retention & Compliance

Automatic Data Deletion

VivaEdu follows strict data retention policies for GDPR compliance:

• Media deletion: audio and video files are deleted after a configured window (defaults can vary by deployment)
• Data purge: older assignment records can be purged after a configured window
• Audit logs: retained for a configured window

Manual Data Operations

Administrators should be aware that:

• Teachers can manually delete vivas (with confirmation)
• Teachers can archive entire classes (deletes all assignments within)
• Students can request data exports
• Students can request account deletion

Consent Management

VivaEdu implements granular consent management. The Trust and Compliance section provides a much more comprehensive overview of this.

• Camera Consent: Required if instructor enables "camera required" for a viva
• Recording Consent: Account-wide consent for viva audio capture

Students can revoke consent at any time in their settings. Consent changes are logged in the audit system.

Best Practices