Guide for Admins

This guide covers admin access for managing users. For general app info, see Getting Started.

Accessing admin

If you've been given the Admin role, you'll see a shield icon in the header bar of the app. Tap it to open the admin panel at admin.zinguist.com in your browser.

From the admin panel you can:

• View all users and their status, including their roles, permissions, and whether they've completed the in-app onboarding walkthrough
• Activate pending users and assign them a role (Admin, Native speaker, or Learner)
• Create new users
• Manage user permissions, roles, and enrollments
• Manage course enrollments (start, edit, reactivate, or delete)
• Add languages (Languages tab)
• Add recommended podcast shows and episodes for each language (Podcasts tab)
• Set which app version should remind people to update (App Updates tab)
• View organisation-wide charts (Analytics tab), including the app version distribution chart
• Force everyone to accept an updated privacy policy or terms again (Compliance tab)
• View a learner's progress from their profile (View Analytics), including which course videos they have finished or started, and how they did on each module quiz

Managing languages

Open the Languages tab to see the languages in Zinguist and add a new one. Each language has a name people see (for example Vietnamese) and a short code (for example vi). The code is how the app tells languages apart when you enroll someone, assign a teaching language, or add content.

Adding a language only puts it on the list. It does not assign anyone to that language, and it does not create phrases or recordings. After you add a language:

1. Set it as a teaching language on a native speaker's profile. You can also set it for someone who is not a native speaker, if they have been allowed to record content.
2. Enroll learners in that language when you start or change their enrollment.
3. Ask native speakers to create recordings and phrases in that language so learners have something to study.

Courses are not tied to a language, so you do not need a new course when you add a language. Write the name in English. The app shows that name exactly as you typed it. A new language will not automatically match the language set on someone's phone until a later app update includes it.

Each language has a Rotate speakers checkbox, on by default. While it is on, a learner cannot book the native speaker they had for the session just before or after the time they pick, so they hear a range of voices. It does not apply when no other native speaker has times available, so a language with a single speaker works as normal. Turn it off for a language where rotation does not make sense.

You cannot delete a language from the admin panel. If a name or code needs correcting, contact the Zinguist team.

Recommended podcasts

Open the Podcasts tab to add, edit, or remove listening recommendations for a language. Each item needs a title, a link (the show itself or a specific episode), whether it is a Show or an Episode, and an optional description.

There is no switch for this. The Recommended Podcasts card on Progress, and the Open podcasts option after a listening module quiz, appear for a learner only when their language has at least one podcast in this list. Add a link for a language and every learner studying that language sees the card.

Require Connect phrases to places before Learn

This is off for everyone to start with. While it is off, Learn works as usual.

Switch on Require Connect phrases to places before Learn on the user's profile, under Feature flags, if they should finish that course module before they can Learn a new phrase. Use it for people trying out the app and for new participants. Leave it off for people already part-way through a course who are already using Learn, so they are not sent back through earlier videos.

If you switch it on for someone who has not updated the app yet, they can open Learn, but saving a place will fail and the app will explain why. Only switch it on for people who have the updated app.

If Course module quizzes is also on, finishing that module includes the quiz. If quizzes are off, watching the videos is enough.

Course module quizzes

This is off for everyone to start with. While it is off, learners watch modules in video order and do not see quizzes.

Switch on Course module quizzes on the user's profile, under Feature flags, to show a quiz at the end of each module. They need to pass before the next module unlocks. This needs app version 2.7.0 or later. Use it for people trying out the app and for new groups starting together. Leave it off for people on an older version of the app (they have no quiz screen, so later modules would stay locked) and for people already part-way through a course, unless you want them to pass any quizzes they have not done yet before they can continue.

Give someone the Bypass video order permission only if they should skip ahead, open recaps, or skip quizzes.

Session scheduling (preview)

This is off for everyone to start with. While it is off, learners cannot book or move a session themselves, and native speakers do not see Availability.

Switch on Session scheduling (preview) on the user's profile, under Feature flags, to turn on learner booking, native speaker availability, and rescheduling. Create session on a participant's page does not need this switch.

App updates

Open the App Updates tab to set which version of the app people should be on. Use the version number shown in the app, such as 2.6.0.

• Latest version: people on an older version see a quiet reminder (a dot on Profile and a line at the bottom of Progress) and a button that opens the App Store or Google Play. Leave this blank if you do not want a reminder. If you forget to update it after a release, people are simply not reminded.
• Minimum version: people on an older version cannot use the app until they update. Leave this blank unless you need to stop old versions from working, for example after an important fix. Check the App version distribution chart on Analytics first so you know how many people you would block.

The same numbers apply to iOS and Android. The panel does not check the App Store or Google Play for you. Wait until the version you want is available in both stores, then set Latest. The App Store often approves an update later than Google Play, so do not set Latest as soon as a new version is submitted.

These reminders only appear in versions of the app that already include them. People on an older version will not see them until they update once.

Compliance

Open the Compliance tab after a material update to the privacy policy or the terms of service. Force all users to re-consent makes every user accept that policy again the next time they open the app. Existing consent records stay as the audit history.

Creating users

From the admin panel, click Create User. That creates their login, sends a welcome email with a temporary password, and sets their role and permissions in one step.

What you fill in depends on the Permission Preset you pick:

• Learner: you can optionally create their first enrollment by choosing both a course and a target language. Leave both blank if you will add an enrollment later from their profile. The language they are learning belongs to the enrollment, not to the person.
• Native speaker: you can assign one or more teaching languages (the languages they will be matched with participants for). The first language in the list is the one they see first when they open the app. Set primary on this form is not saved. Open their profile and use Set primary there to choose a different one. You can also assign teaching languages to someone who is not a native speaker, if they have been allowed to record content. No target language field is shown.
• Admin: no language fields. In the mobile app, admins pick a viewing language with the language chip on NSP, Phrases, and Conversations. That chip only changes what they browse (participants, phrases, conversations, and content they create or assign). It does not change their own enrollment. Progress, their course, and session booking still follow the language they are enrolled in.

After you create them, open their profile to change roles, permissions, enrollments, or teaching languages. On their profile you can replace the full set of teaching languages at any time. If you remove the Native speaker role, you will be asked whether to clear their teaching languages.

The user list can be filtered by teaching language, for example to find everyone teaching Spanish.

The new person gets a welcome email with a temporary password. The first time they sign in, that temporary password takes them straight to a Set Your Password screen. They choose their own password there and are signed in straight away. They do not need Forgot password? for this. That is only for people who already chose a password and cannot remember it.

Once their account is active, they see a short walkthrough the first time they open the app. It explains coaching, native speaker practice, and daily exercises. On their profile in the admin panel, you can see whether they have finished it.

User status badges

On the Users list and each person's profile, coloured labels appear when something needs attention:

• Onboarding pending (amber): they have not finished the in-app walkthrough yet. They will see it the next time they open the app.
• Dormant (rose): they have signed in at least once, but have not used the app for more than six months. Consider whether the account should be deleted.

People who have never signed in will not show Dormant. They may show Onboarding pending once their account is active.

Managing course enrollments

An enrollment ties a person to one course in one language for a set learning period. Each person has at most one active enrollment at a time. That enrollment is the language they are learning. Progress, their course, phrase goals, recommended podcasts, and who they can book a session with all follow it. Memorised phrases, recall practice, videos watched, listening time, and milestones are kept with that enrollment. The language chip on NSP, Phrases, and Conversations is only for browsing. It does not change the enrollment.

The language and course belong to the enrollment, not to the person. To move a learner to a different language, start a new enrollment in that language. The old one is archived so their previous progress is kept.

New enrollments start at week 1. 8 Weeks Social is no longer offered when you activate a user, create a user, or start a new enrollment. Learners already on Social keep that course, and you can still reactivate an archived Social enrollment.

From a person's profile you can:

• Start a new enrollment: pick a course and a language. If they already have an active enrollment, it is archived first so their old progress is kept. This is also how you move a learner to a different language.
• Edit an enrollment: change the week number, the start date, or the graduation date. This works for the active enrollment and for archived ones, so you can correct old records as well as current ones. You cannot change the course or language here. To change either, start a new enrollment.
• Pause or resume the active enrollment: use Pause when they are temporarily away, for example on holiday. Pausing does not archive the enrollment or change any recorded progress. It tells native speakers and other admins not to expect activity from that participant for a while. Native speakers see a "Paused" label for that participant in the app. Click Resume when they are back.
• Reactivate an archived enrollment: use this when someone returns to a course they previously stopped. Their previous progress (memorised phrases, recall schedule, videos, and listening) picks up where they left off. If they currently have a different active enrollment, it is archived first.
• Permanently delete an enrollment: removes the enrollment and everything attached to it, including memorised phrases, recall attempts, video progress, module quiz progress and quiz attempts, listening, and milestones for that enrollment. Use this to clear test data or correct a mistake. It cannot be undone.

Archiving or deleting an enrollment never affects their other enrollments. After a deleted enrollment, they can start again with a new one.

Learners watch course modules in order. Without Course module quizzes, a module unlocks after the previous one's videos are finished. With that switch on, they must also pass the quiz if the module has one. Give someone Bypass video order only if they should skip ahead, open recaps, or skip quizzes.

Deleting phrases that learners have already studied

In the mobile app, a phrase normally cannot be deleted once a learner has learned it. Admins can still remove a blocked phrase from the Phrases screen, including phrases they did not create:

1. Choose Delete or Delete with recording from the phrase menu and confirm as usual.
2. If learner progress is blocking deletion, you will be asked to confirm a second time to delete everything.
3. Confirming removes every memorisation record for that phrase, photos of places that were only used by that phrase, the phrase itself, and (when you chose delete with recording) its audio, unless another phrase still uses that recording.

Only people with the Admin role can do this. Native speakers without admin access must clear learner progress themselves from Participant Phrases first.

Learner progress

On an active learner's profile, View Analytics opens charts for recall, phrases learned, listening, and memorisation. At the top of that page, Course videos starts collapsed. It shows how many videos they have finished on their current enrollment, how many they have started, and how much of the video time that is (for example 1 of 22 completed, 7 in progress · 48m of 3h 12m). Expand it to see each module, each video, and whether it is completed, in progress, or not started.

Videos they have started show how far through they are (for example 3m 12s of 8m 30s). A finished video counts as its full length. Each module heading adds those lengths together (3/5 · 6m of 22m). The 7 days / Lifetime toggle does not change this list.

Module quizzes sits under that card and works the same way: the whole current enrollment, not the last 7 days. It starts collapsed on how many quizzes they have passed (for example 2 of 8 passed, 1 not passed). Expand it to see each module quiz.

A pass means every question was correct. A first-time pass says so, with the date. If they needed more than one try, the card lists the questions they missed before passing and how many times each was wrong, plus the correct answer. A quiz they have tried but not passed shows the latest score (for example latest 4 of 6) and the questions wrong on that try, including the answer they chose and the correct answer, when that try saved their answers. Quizzes they have not opened yet stay in the list as not started.

Quizzes finished before the app started saving each question still show whether they passed, how many tries it took, and the date. They do not list the questions that were missed. Tries from before the app started saving the answer they picked still list the question and the correct answer, without what they chose.

Maintenance

When Zinguist is down for maintenance, the app shows a maintenance screen on its own. If it cannot reach the server, it shows a different screen. You do not need to do anything. The app checks from time to time and goes back to normal once the server is back.