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Admin Overview
The Admin is the staff-facing area of UIEngine. It is where Upstate International staff run day-to-day operations: viewing the dashboard, managing users and memberships, classes and semesters, events and registrations, enrollments, payments, scholarship requests, inventory, messaging, LGL sync, email templates, settings and roles, and coupons. This section of the documentation covers the core admin pages and how to use them.
Who uses it: Staff with the Admin or Super Admin role. Some areas (for example Settings and Roles) are Super Admin only. Instructors use a separate Instructor area (not the full Admin menu) for their assigned classes.
Roles and access
| Role | What they can access |
|---|---|
| Super Admin | Everything in Admin: dashboard, users, memberships, classes, semesters, events, registrations, enrollments, payments, scholarship requests, inventory, messaging, LGL sync, email templates, Settings and Roles, coupons. Full system configuration. |
| Admin | Dashboard, users, memberships, classes, semesters, events, registrations, enrollments, payments, scholarship requests, inventory, messaging, LGL sync, email templates, coupons. Cannot change system settings or manage staff roles. |
| Instructor | https://admin.uibeta.org/instructor — dashboard of assigned classes (active and past), class roster and enrollments for those classes, profile, and class messaging. Instructors do not use the full Admin area for day-to-day teaching work. They do not manage users, memberships, payments, or settings. If someone with the Instructor role is also given Admin access, they can open Admin as well. |
Logging in
- Open your browser and go to https://admin.uibeta.org/login (or https://admin.uibeta.org/ if your site shows the sign-in form on the home page).
- Enter your email and password.
- Click Log in (or the equivalent sign-in button).
- After sign-in, staff with the Admin or Super Admin role are taken to the Dashboard at https://admin.uibeta.org/admin. Instructors are taken to https://admin.uibeta.org/instructor.
If you forget your password, use the Forgot password link on the login page (or https://admin.uibeta.org/reset-password if you use a password-reset link from email). If you do not have an account, ask a Super Admin to create one and assign you the correct role.
"Your session expired. Please sign in again."
Admin sign-ins do not last forever. When yours runs out, the next thing you click sends you back to the login page with the message "Your session expired. Please sign in again." Sign in and carry on. Anything you had not saved on the page you were on is lost, so save longer edits as you go.
"Pardon our progress…"
While a new version of the system is being deployed, the Admin (and the Portal) may show a "Pardon our progress… We'll be back shortly." screen instead of the page you asked for. This is expected during an update, not an error. Wait a few minutes, then reload. If you had a page open when the update started, actions on it will fail until the update finishes; reload the page once it is back.
Why do I have to sign in again after signing in to the website?
Because they are two separate systems. The public Upstate International website and the Admin area are different applications on different addresses, and signing in to one does not sign you in to the other. Your website login is not an Admin login, even when the email address is the same.
This is expected, not a fault. If you want to skip the extra step, bookmark https://admin.uibeta.org/login and go there directly instead of starting from the website.
Admin documentation — where to go
Use these links to find step-by-step guidance:
- Dashboard — Stats, reconciliation alerts, expiration alerts, and quick links.
- Users — Search, view, edit users; password reset; instructor access; family linking.
- Instructors — Instructor directory, class assignment, and the automatic teacher membership.
- Memberships — List and filter memberships, view detail, extend, manually create, expired view.
- Membership levels — Configure the tiers and family add-on, their prices, and active status.
- Classes and semesters — Semesters, class products, instructor assignment, capacity.
- Events and registrations — Events, instances, check-in, no-show, capacity, CSV import for conversation clubs, WordPress migration via Sync/System.
- Enrollments — List, filter, cancel enrollments; impact on capacity.
- Payments — Payment list, detail, filters; refunds and Stripe.
- Donation Products — Donation products, suggested amounts, LGL fund and campaign mapping, annual giving summary, Giving Availability.
- Recurring Donors — Recurring gift list and detail; period-end cancel or undo (Super Admin).
- Scholarship requests — Review, approve, or deny subsidized-membership requests.
- Inventory — Capacity view, status indicators, waitlists.
- Media library — Upload, organize, and reuse images across products.
- Feedback — Review in-app feedback submissions and file GitHub issues.
- Messaging — Email campaigns to classes, events, members, or teaching staff.
- Email Templates — Automated email wording, and the Email Log (including bounced addresses).
- Settings and Roles — Global settings, staff roles, and per-person permissions.
- Notification Preferences — Which staff receive which alert emails.
Other admin areas (LGL Sync, Coupons) are documented in their own sections.
Downloading CSV exports
Every CSV export in the Admin (payments, memberships, enrollments, instructors, reports, and the class export) is built to open cleanly in Excel and Numbers:
- Accented names display correctly. Files include a small hidden marker at the start (a UTF-8 byte-order mark) that tells Excel and Numbers which character set to use. Leave it in place.
- Some cells start with an apostrophe. A value that begins with
=,+,@, or a-that is not a plain negative number gets a leading'so the spreadsheet shows it as text instead of running it as a formula. This is a safety measure, not a data error. - Re-uploading the class export works as-is. On Import / Export Classes (
/admin/import), the importer removes both the hidden marker and the added apostrophes, so an exported file can be edited and uploaded again without cleanup.
Testing Suite
The Admin includes a Testing Suite (for example at https://admin.uibeta.org/admin/testing). It is for trying out workflows safely in non-production environments (for example with test mode, time machine, or scenario testing). Do not use the Testing Suite for normal production work. It is not intended for day-to-day member or staff operations. If you are unsure whether you should use it, ask Andrew.
Need help? Contact Andrew.