Get started with the platform and learn how to use it.

Getting Started

# Setting Up Email Reminders

## Quick Setup Guide

Get personalized email reminders to stay consistent with your language learning! Follow these simple steps to configure your notifications.

## Step 1: Access Your Settings

1. **Sign in** to your account
2. Click on your profile picture or name in the top right corner
3. Select **Settings** from the dropdown menu
4. Navigate to **Profile** → **Notifications**

## Step 2: Configure Your Preferences

### Choose Your Notification Channels

**Email Notifications** ✉️
- ✅ **Recommended**: Keep this enabled to receive beautifully designed reminder emails
- Emails are sent from "Alexa" directly to your registered email address

**SMS Notifications** 📱  
- 🚧 **Coming Soon**: Text message reminders will be available in a future update
- You can enable this now - it will activate automatically when available

### Select Your Reminder Days

Choose which days work best for your learning schedule:

**For Beginners** 🌱
- Start with **3 days per week**: Monday, Wednesday, Friday
- This provides consistent learning with rest days in between

**For Busy Professionals** 💼  
- Try **weekdays only**: Monday through Friday
- Skip weekends to focus on work-life balance

**For Intensive Learners** 🚀
- Enable **all 7 days** for maximum progress
- Great for those preparing for specific deadlines

**Custom Schedule** 🎯
- Click any combination of day buttons to match your routine
- Blue/highlighted days = reminders enabled
- Gray days = no reminders

## Step 3: Save Your Settings

1. **Review your selections** - make sure the right days are highlighted
2. **Click "Save Preferences"** at the bottom of the section
3. **Success!** - You should see a confirmation message

## What Happens Next

### Your First Reminder
- **When**: 9:00 AM Eastern Time on your next selected day
- **Content**: Personalized message in your account's language (French, English, or Spanish)
- **Action**: Click the button in the email to go directly to your dashboard

### Ongoing Reminders
- **Frequency**: One email per day on your selected days only
- **Consistency**: Same time every day (9:00 AM Eastern)
- **Smart Delivery**: We never send duplicate emails

## Tips for Success

### Start Small
- **New to habit building?** Begin with just 2-3 days per week
- You can always add more days later as you build consistency
- Consistency matters more than frequency

### Match Your Schedule
- **Monday-Friday**: Perfect for incorporating learning into your work routine
- **Weekends only**: Great for intensive weekend sessions  
- **Mixed schedule**: Choose days when you have the most time and energy

### Create a Learning Routine
- **Same time daily**: Try to study around the same time you receive reminders
- **Short sessions**: Even 10-15 minutes of consistent practice is valuable
- **Use the dashboard**: Click the email link to jump right into learning

## Managing Your Reminders

### Making Changes
- Access Settings → Profile → Notifications anytime
- Toggle days on/off as your schedule changes
- Don't forget to click "Save Preferences"

### Temporary Pause
- **Going on vacation?** Uncheck "Email notifications" temporarily
- **Busy week?** Reduce your active days instead of stopping completely
- **Schedule change?** Adjust your days rather than stopping reminders

### Need Help?
If you run into any issues:
1. Check our [Email Reminders Troubleshooting Guide](/docs/troubleshooting/email-reminders)
2. Verify your email address is correct in Profile → General
3. Look in your spam folder for emails from `noreply@m.francoflex.com`

## Next Steps

Once your reminders are set up:

1. **Explore Features**: Check out [My Vocabulary](/docs/features/my-vocabulary) and [Personal Dashboard](/docs/features/personal-dashboard)
2. **Start Learning**: Use your first reminder email to jump into a lesson
3. **Track Progress**: Monitor your learning streaks and achievements
4. **Stay Consistent**: Let the reminders help you build a sustainable learning habit

Remember: The key to successful language learning is consistency, not intensity. Your email reminders are here to support you on this journey! 🇫🇷


# Welcome to the platform

The platform is an AI-powered language learning platform designed specifically for business contexts. Conversaflex supports French, English, and Spanish, with more languages coming soon. Our platform combines AI conversations, interactive activities, and personalized learning paths to help your organization master languages in professional settings.

## What is the platform?

The platform is built for businesses that need employees to develop language skills for the workplace. Whether it's Quebec's Law 96 compliance, onboarding multilingual teams, or expanding into new markets, our platform provides:

- **AI-powered conversations** with Madame AI in French, English, Spanish, and more
- **Interactive learning activities** for workplace scenarios
- **Personalized vocabulary management**
- **Organization-wide progress tracking**
- **Business language specialization** for professional contexts

## Key Features

### 🤖 Madame AI Conversations
Practice real conversations with our AI tutor, Madame AI. The system provides:
- Real-time voice interactions
- Conversation rating and feedback
- Context-aware responses
- Business-focused scenarios

### 📚 Interactive Learning Activities
Access interactive learning content featuring:
- Industry-specific scenarios (construction, leadership, manufacturing, mining, pharmaceutical, sports)
- Interactive exercises and assessments
- Progress tracking across activities

### 📖 My Vocabulary
Build and manage your personalized vocabulary:
- Save words directly from AI conversations
- Add custom translations and notes
- Link back to original conversation context
- Export and review your learning progress

### 🏢 Organization Management
Multi-tenant features for businesses:
- Role-based permissions (admin, member)
- Team progress dashboards
- Invite-only user registration
- Subscription management

## How the platform Works

### Getting Started
1. **Sign up** through your organization's invitation
2. **Complete onboarding** to set your learning goals and industry focus
3. **Start practicing** with Madame AI conversations
4. **Track progress** through your personal and team dashboards

### Navigation
The platform is organized into several main sections:

- **Personal Dashboard**: View your individual progress and daily activity
- **Your Company**: Organization-wide analytics and team management
- **Practice**: Start conversations with Madame AI
- **My Vocabulary**: Manage your saved words and phrases
- **Settings**: Configure your profile, notifications, and organization settings

### Learning Flow
1. **Placement Test**: Complete an initial assessment to determine your language level
2. **Daily Practice**: Engage in regular conversations with Madame AI
3. **Interactive Activities**: Complete industry-specific learning modules
4. **Vocabulary Building**: Save and review important words and phrases
5. **Progress Tracking**: Monitor your improvement over time

## Quebec Law 96 Compliance

Our platform is specifically designed to help businesses comply with Quebec's Charter of the French Language (Bill 96):

- **Business French Focus**: Workplace vocabulary and scenarios
- **Industry-Specific Content**: Tailored to various Quebec industries
- **Progress Documentation**: Track employee language proficiency
- **Compliance Reporting**: Generate reports for regulatory requirements

## Getting Help

If you need assistance:
- Browse this documentation for detailed guides
- Check the **Troubleshooting** section for technical issues
- Contact your organization administrator
- Reach out to the platform support through your dashboard

## Next Steps

Ready to start learning? Here's what to do next:

1. **Complete your profile setup** in Settings
2. **Take the placement test** to assess your current level
3. **Start your first conversation** with Madame AI
4. **Explore interactive activities** relevant to your industry
5. **Begin building your vocabulary** by saving useful words and phrases

Welcome to your language learning journey with the platform!


Learn about the platform, your AI-powered language learning platform for business contexts.

Welcome to the platform

Learn how to use the platform features to enhance your language learning experience.

Features


# My Vocabulary

The "My Vocabulary" page helps you keep track of words and phrases you want to remember and practice. You can save words directly from your conversations with Madame AI, add your own entries, and manage them effectively.

## How Words are Saved

When you are conversing with Madame AI, you can select any text snippet from the conversation. Upon selection, a tooltip will appear with an option like "Save to Library" or a similar button. Clicking this will automatically add the selected text and its surrounding context (the message it came from) to your "My Vocabulary" list.

These automatically saved words will also include a link back to the original conversation, so you can easily revisit the context in which you encountered them.

## Accessing Your Vocabulary

You can find your saved vocabulary by navigating to the "My Vocabulary" section from the main sidebar menu (usually under "Practice" or a similar section).

## Features of the "My Vocabulary" Page

The "My Vocabulary" page displays your saved words and phrases in a table. The table columns are:
- **Expander Icon**: An arrow to expand the row for more details.
- **Word/Phrase**: The saved text.
- **Context**: A snippet of the original message context. If too long, it will be truncated with "...".
- **Notes**: A snippet of your personal notes. Truncated with "..." if too long.
- **Translation**: A snippet of your translation. Truncated with "..." if too long.
- **Actions Menu (...)**: Provides options for each item.

Here's how you can interact with your vocabulary items:

### 1. Viewing Full Details

- Click the **expander icon** (an arrow) on the left of any row.
- This will reveal an expanded section below the row, showing the full, read-only text for:
    - **Context** (if available)
    - **Notes**
    - **Translation**

### 2. Editing Notes and Translations

- To edit the notes or translation for an item:
    1. Click the **options menu ("...")** for the desired row.
    2. Select **"Edit"** from the dropdown menu.
    3. A modal (pop-up window) will appear.
    4. Inside the modal, you will see:
        - The **Word/Phrase** (read-only).
        - The **Context** (read-only, if available).
        - The **"Saved On" date** (read-only).
        - An editable text area for your **Notes**.
        - An editable text area for your **Translation**.
    5. Make your changes to the Notes and/or Translation.
    6. Click the **"Save"** button in the modal to save your changes.
    7. You can also click **"Cancel"** to close the modal and discard any changes.

### 3. Viewing Linked Conversation

-   For words saved directly from conversations, an options menu (usually a "...") will appear.
-   Clicking this menu will reveal a "View Linked Conversation" option. Selecting this will take you directly to the point in the conversation where the word was originally saved.
-   This option will not be available for words you've added manually.

### 4. Deleting an Item

-   From the same options menu ("...") for any item, you can choose "Delete".
-   A confirmation dialog will appear to ensure you don't accidentally delete words.
-   Confirming will remove the word from your vocabulary list.

## Manually Adding a New Word

You're not limited to saving words only from conversations. You can also add your own custom words or phrases:

1.  Click the **"Add New Word"** button, usually found at the top of the "My Vocabulary" page.
2.  A form or modal will appear with the following fields:
    *   **Word/Phrase (Required)**: The word or phrase you want to add.
    *   **Notes (Optional)**: Any personal notes for this word.
    *   **Translation (Optional)**: The translation of the word/phrase.
3.  Fill in the details and click **"Add Word"** (or a similar button).
4.  The new word will be added to your vocabulary list. Manually added words will not have a "Context" or "View Linked Conversation" option.

By using these features, you can build a personalized vocabulary list to aid your language learning journey with the platform and Madame AI.


Learn how to use the My Vocabulary feature to save, review, and manage words and phrases from your conversations.

My Vocabulary


# Interactive Activities

Interactive Activities are engaging, multimedia language learning exercises designed specifically for business contexts. These activities are hosted on Genially and provide immersive scenarios relevant to your industry and workplace situations.

## Accessing Interactive Activities

You can access Interactive Activities from the sidebar menu under "Practice", from your profile dropdown, or by navigating directly to `/learning`. The main page displays activity cards showing titles, descriptions, completion status, and estimated time.

## How They Work

Each interactive activity focuses on industry-specific scenarios like construction site safety, leadership meetings, manufacturing processes, or pharmaceutical compliance. Activities include multimedia content with audio, video, and interactive elements that adapt to your proficiency level and chosen industry.

Activities automatically track your progress and mark as complete when you finish all sections. Some may require you to click "Mark as Complete" at the end. Your completion status syncs with your personal dashboard and unlocks new activities based on your skill development.

## Saving Vocabulary

While completing activities, you can select any text to highlight important words or phrases. A tooltip will appear allowing you to save terms to your vocabulary list. These saved words will include context from the activity and link back to where you encountered them.

## Tips for Success

Complete activities in the suggested order to build skills progressively. Take your time with multimedia content and don't hesitate to replay audio or video sections. Use the vocabulary saving feature frequently to build your business terminology.

After completing an activity, practice related topics with Madame AI to reinforce what you've learned. The combination of structured activities and AI conversation provides comprehensive preparation for real workplace situations.

Learn how to access and complete interactive learning activities tailored to your industry and skill level.

Interactive Activities


# Personal Dashboard and Learning Goals

Your Personal Dashboard is your learning command center, showing your daily activity, progress toward goals, and language proficiency development. Access it from the sidebar under "Your Progress" or from your profile dropdown.

## Dashboard Overview

The dashboard displays your recent conversation sessions with Madame AI, completed interactive activities, and vocabulary additions. You'll see streaks for consecutive days of practice, total conversation time, and your current level based on the placement test.

A progress chart shows your improvement over time, tracking conversation ratings, vocabulary growth, and activity completion. Recent achievements and milestones are highlighted to celebrate your learning journey.

## Setting Learning Goals

In the dashboard settings, you can set personalized learning goals that align with your professional needs. Goals might include daily conversation minutes, weekly vocabulary targets, or industry-specific competency milestones.

The system tracks your progress toward these goals and provides gentle reminders when you're falling behind. Goals adapt based on your performance and can be updated as your language skills improve.

## Learning Analytics

Your dashboard provides insights into your learning patterns, showing which times of day you're most productive, what types of activities you prefer, and areas where you're excelling or need more practice.

The analytics help identify optimal study schedules and suggest personalized learning paths. You can see how your performance compares to organization averages while maintaining individual privacy.

## Tips for Success

Set realistic, achievable goals that fit your schedule. Even 10-15 minutes of daily practice creates meaningful progress. Use the dashboard's insights to identify your peak learning times and schedule sessions accordingly.

Review your progress weekly to stay motivated and adjust goals as needed. The visual progress tracking helps maintain momentum during challenging periods of language learning.

Track your language learning progress and manage your personal learning goals.

Personal Dashboard and Learning Goals


# AI Customization Settings

The platform allows you to personalize Madame AI's conversation style, topics, and difficulty level to match your learning preferences and professional needs. Access these settings through your profile settings under the "Learning" tab.

## Conversation Preferences

You can adjust how Madame AI interacts with you during conversations. Settings include conversation pace (slow, normal, fast), correction frequency (immediate, at end, minimal), and response complexity level based on your current proficiency.

The AI can focus on specific industries like construction, healthcare, or manufacturing, tailoring vocabulary and scenarios to your workplace context. You can also set preferred conversation topics such as daily routines, professional meetings, or customer service interactions.

## Learning Style Adaptation

Madame AI adapts to your learning style preferences. If you prefer structured conversations, the AI will guide discussions with clear topics and transitions. For more natural practice, you can enable free-flowing conversations that mirror real workplace interactions.

The system remembers your vocabulary gaps and automatically incorporates words you've struggled with into future conversations. It also adjusts difficulty based on your recent performance, gradually increasing complexity as your skills improve.

## Memory and Context

Your AI settings include memory preferences where you can provide context about your role, industry, and specific language learning goals. This helps Madame AI create more relevant conversation scenarios and provide targeted feedback.

You can update your professional context, current projects, or specific areas where you need language support. The AI uses this information to create realistic workplace scenarios during your practice sessions.

## Tips for Optimization

Start with slower conversation speeds and frequent corrections while building confidence. As you improve, gradually increase the pace and reduce correction frequency to simulate real conversations.

Regularly update your industry and role information to keep conversations relevant. The more context you provide, the better Madame AI can tailor conversations to your specific workplace needs and language learning objectives.

Customize Madame AI's behavior, conversation topics, and learning preferences to match your goals.

AI Customization Settings


# Placement Test Results

The Placement Test is your initial language proficiency assessment that determines your starting level and personalizes your learning experience with the platform.

## Understanding Your Results

Your placement test results show your current level on the international CEFR scale (A1-C2), and for French learners, on the Quebec francisation scale (1-12). The results break down your performance in key areas like listening comprehension, vocabulary, and workplace communication.

Results also indicate your strengths and areas for improvement, helping focus your learning efforts.

## How Results Shape Your Learning

Your placement test score determines the initial difficulty level for Madame AI conversations and suggests appropriate interactive activities. The system uses these results to recommend vocabulary sets and conversation topics that match your proficiency level.

As you progress, the platform adjusts content difficulty based on your ongoing performance, but the placement test provides the crucial baseline for your personalized learning path.

## Viewing Your Detailed Results

Access your detailed placement test results from your personal dashboard. The results page shows your score breakdown, level recommendations, and suggested learning priorities based on your performance.

You can review specific questions you answered incorrectly to understand areas needing attention. The system provides explanations and resources for improvement in weak areas identified by the test.

## Retaking the Placement Test

You can retake the placement test after significant practice to update your proficiency level. This is particularly useful after completing several weeks of consistent practice with Madame AI and interactive activities.

A higher placement test score unlocks more advanced content and adjusts AI conversation complexity to match your improved skills.

## Tips for Accurate Assessment

Take the placement test in a quiet environment when you can focus completely. Answer honestly rather than guessing, as accurate results ensure appropriate content difficulty for effective learning.

Don't study specifically for the placement test - it's designed to assess your current abilities, not test preparation skills. The more accurately it reflects your true level, the better your personalized learning experience will be.

Understand your language proficiency assessment and how placement test results guide your learning path.

Placement Test Results


# Conversation Rating System

The platform includes a comprehensive rating system that allows you to provide feedback on your conversations with Madame AI. This feedback helps improve your learning experience and the AI's responses to better match your needs.

## Overall Conversation Ratings

After each conversation session, you can rate the overall experience on a scale from 1 to 5 stars. This rating considers factors like conversation flow, topic relevance, difficulty level, and how helpful the session was for your learning goals.

Your conversation ratings help the system understand your preferences and adjust future sessions accordingly. Higher-rated conversation types become more frequent, while lower-rated approaches are modified or reduced.

## Individual Response Feedback

During conversations, you can provide immediate feedback on individual AI responses using thumbs up/down buttons. This granular feedback helps Madame AI understand which types of responses, corrections, or explanations work best for your learning style.

Thumbs up responses indicate that the AI's reply was helpful, appropriate, or well-timed. Thumbs down feedback suggests the response was confusing, too advanced, too simple, or not relevant to the conversation context.

## How Ratings Improve Learning

Your rating data creates a personalized learning profile that guides future conversation content. The AI learns to avoid response patterns you've rated negatively and emphasizes approaches that received positive feedback.

Over time, this creates increasingly customized conversations that match your learning preferences, communication style, and professional vocabulary needs.

## Rating Previous Conversations

You can revisit and rate previous conversations from your conversation history. This is useful for reflecting on sessions after you've had time to process the content or practice new vocabulary.

Access conversation history from your dashboard to review transcripts and add ratings to sessions you may have completed without rating initially.

## Tips for Effective Rating

Rate conversations honestly based on their actual helpfulness rather than difficulty level. A challenging but educational conversation deserves a high rating, while an easy but irrelevant one might rate lower.

Use individual response feedback frequently during conversations to provide real-time guidance. This immediate feedback is particularly valuable for improving AI response timing and appropriateness.

Consider rating conversations a few hours later when you can better assess how much you retained and whether the content was practically useful for your language learning goals.

Learn how to rate conversations and individual responses to improve your AI learning experience.

Conversation Rating System


# Organization Roles and Permissions

The platform uses a role-based access control system to manage who can perform different actions within your organization. Understanding these roles will help you properly set up your team and manage access to different features.

## Role Hierarchy

The platform has four distinct roles, arranged from least to most privileges:

```
Learner → Teacher → Admin → Owner
```

Each higher role inherits all capabilities of roles below it, plus additional permissions. Only users with higher roles can manage users with lower roles.

## Role Descriptions

### Learner
**Level 0** - Basic learning participant

The Learner role is designed for users who want to focus on learning without any management responsibilities.

**Learner Capabilities:**
- Participate in AI conversations with Madame AI
- Complete interactive learning activities
- Build and manage personal vocabulary
- View personal progress dashboard
- Join assigned learning groups
- View materials and assignments within their group

**Learner Restrictions:**
- Cannot invite other users
- Cannot create or manage groups
- Cannot access organization settings or analytics
- Cannot manage other learners
- Cannot access team dashboards

**Best For:** Employees or students who are purely focused on learning

---

### Teacher
**Level 1** - Learning group manager

Teachers are instructors or coordinators who manage learners within assigned groups. Teachers have a middle-ground role with specific management capabilities limited to their assigned groups.

**Teacher Capabilities:**
- All Learner capabilities
- Manage learners assigned to their groups
- Add learners to their assigned groups
- Remove learners from their assigned groups
- View detailed information about their group's learners
- Track learner progress within their groups
- Access learner performance data for their groups
- Provide feedback within their groups

**Teacher Restrictions:**
- Cannot create new groups
- Cannot assign other teachers
- Cannot access organization-wide settings
- Cannot invite users outside their group management scope
- Cannot change billing information
- Cannot access organization analytics or dashboards
- Cannot manage other teachers

**Example Workflow:**
1. Admin creates a learning group called "Advanced - Morning Sessions"
2. Admin assigns you (Teacher) to that group
3. You can now add learners to the group and manage their learning progress
4. You can view only your assigned learners and groups, not other groups

**Best For:** Instructors, trainers, team leads, or coordinators responsible for managing specific learner groups

---

### Admin
**Level 2** - Organization manager

Admins have broad control over organization structure, users, and settings. They can create groups, assign teachers, and manage most aspects of the organization except billing.

**Admin Capabilities:**
- All Teacher capabilities
- Create new learning groups
- Edit and delete learning groups
- Assign teachers to groups
- Remove teachers from groups
- Add learners to any group in the organization
- Remove learners from any group
- Manage all organization members
- Change member roles (with restrictions below)
- Access organization management dashboard
- View organization-wide analytics and reporting
- Manage organization settings and configuration
- Create and send invites to new organization members
- Delete users from the organization
- Manage notification preferences for the organization

**Admin Restrictions:**
- Cannot change billing information or subscription details
- Cannot remove or modify the Owner's role
- Cannot transfer ownership
- Cannot delete the organization
- Admins cannot change other Admins' roles (only Owners can do this)

**Admin-Specific Group Controls:**
- Create groups for different departments or learning levels
- Assign multiple teachers to a single group for collaboration
- Move learners between groups as needed
- Archive or deactivate groups
- Set group capacity limits

**Example Workflow:**
1. You create a new group: "Business Language - Sales Team"
2. You assign three teachers to the group
3. Those teachers can now manage learners in that group
4. You can also directly add or remove learners from any group

**Best For:** Organization managers, HR representatives, learning coordinators, or department heads responsible for overall learning program management

---

### Owner
**Level 3** - Full organizational control

The Owner has complete control over the organization, including billing, subscriptions, and all management functions. Every organization must have at least one Owner.

**Owner Capabilities:**
- All Admin capabilities
- Change billing information and manage subscriptions
- Upgrade or downgrade subscription plans
- View and manage billing history
- Add or remove payment methods
- Delete the entire organization
- Transfer ownership to another member
- Promote other members to Owner
- Demote other Admins or Owners
- Access all organization data and analytics
- Configure advanced organization settings
- View audit logs and compliance information

**Owner Responsibilities:**
- Managing organization subscription and payments
- Ensuring compliance with business requirements
- Overseeing the overall organization structure
- Making strategic decisions about group and role assignments
- Managing organization security and data access

**Owner Restrictions:**
- None - Owners have unrestricted access

**Example Workflow:**
1. You own the organization
2. You can manage all groups and users
3. You have access to billing and subscription management
4. You can promote team members to Admin to help manage the organization
5. You can transfer ownership if you need to

**Best For:** Organization founder, company owner, or designated account manager

---

## Permission Comparison Matrix

| Permission | Learner | Teacher | Admin | Owner |
|------------|:-------:|:--------:|:-----:|:-----:|
| **Learning Features** | | | | |
| Practice with Madame AI | ✅ | ✅ | ✅ | ✅ |
| Interactive Activities | ✅ | ✅ | ✅ | ✅ |
| Personal Vocabulary | ✅ | ✅ | ✅ | ✅ |
| Personal Dashboard | ✅ | ✅ | ✅ | ✅ |
| **Group Management** | | | | |
| View Assigned Groups | ✅ | ✅ | ✅ | ✅ |
| Create Groups | ❌ | ❌ | ✅ | ✅ |
| Edit Groups | ❌ | ❌ | ✅ | ✅ |
| Delete Groups | ❌ | ❌ | ✅ | ✅ |
| Manage Group Learners | ❌ | ✅* | ✅ | ✅ |
| **User Management** | | | | |
| Manage Learners | ❌ | ✅* | ✅ | ✅ |
| Invite Users | ❌ | ❌ | ✅ | ✅ |
| Change User Roles | ❌ | ❌ | ✅† | ✅ |
| Remove Users | ❌ | ❌ | ✅ | ✅ |
| Create Sub-Admins | ❌ | ❌ | ❌ | ✅ |
| **Organization Settings** | | | | |
| View Org Dashboard | ❌ | ❌ | ✅ | ✅ |
| View Org Analytics | ❌ | ❌ | ✅ | ✅ |
| Change Org Settings | ❌ | ❌ | ✅ | ✅ |
| Manage Billing | ❌ | ❌ | ❌ | ✅ |
| Delete Organization | ❌ | ❌ | ❌ | ✅ |
| Transfer Ownership | ❌ | ❌ | ❌ | ✅ |

**Legend:**
- ✅ = Role has permission
- ❌ = Role does not have permission
- ✅* = Teachers can only manage within their assigned groups
- ✅† = Admins can change lower roles, not other Admins or Owners

---

## Setting Up Your Organization

### Step 1: Identify Your Needs

Think about your organization's structure:
- Who needs to manage learners?
- Who should handle group creation and management?
- Who will be responsible for billing and organization settings?

### Step 2: Define Roles

**Typical Small Organization (10-50 people):**
- 1 Owner (executive or owner)
- 1-2 Admins (HR or learning coordinators)
- 0-3 Teachers (optional, if organizing by team)
- Rest as Learners

**Typical Medium Organization (50-500 people):**
- 1-2 Owners
- 2-5 Admins (one per department)
- 5-20 Teachers (team leads or department coordinators)
- Rest as Learners

**Typical Large Organization (500+ people):**
- 2-3 Owners (executive leadership)
- 5-10 Admins (department heads, learning managers)
- 20-50 Teachers (team leads, coordinators)
- Rest as Learners

### Step 3: Create Groups

Once roles are defined, create learning groups:
1. Login as Owner or Admin
2. Go to Organization → Groups
3. Click "Create New Group"
4. Add group name, description, and capacity
5. Assign teachers to the group
6. Add learners to the group

### Step 4: Communicate Roles

Clearly communicate to your users:
- What their role is
- What they can and cannot do
- Who their manager/coordinator is
- How to get help if they need it

---

## Changing User Roles

### Who Can Change Roles

- **Owners** can change anyone's role (except their own)
- **Admins** can change roles of Learners and Teachers (not other Admins or Owners)
- **Teachers and Learners** cannot change any roles

### How to Change a User's Role

1. Navigate to **Settings** → **Organization** → **Members**
2. Find the user whose role you want to change
3. Click the role dropdown next to their name
4. Select the new role
5. Click **Save**

### Role Change Rules

- You cannot change someone's role to a role equal to or higher than yours
- To change an Admin's role, you must be the Owner
- Changing a role affects their access immediately
- The user is notified of role changes

---

## Best Practices

### Role Assignment

✅ **Do:**
- Assign the lowest role necessary for each user
- Review roles quarterly for relevance
- Use Admins only for those who need group/user management
- Use Teachers specifically for group coordinators
- Keep the Owner count minimal (1-3 people)

❌ **Don't:**
- Make everyone an Admin "just in case"
- Assign Owner role to multiple people unless necessary
- Leave roles unchanged as team structure evolves
- Assign high roles to temporary team members

### Security

✅ **Do:**
- Review who has Admin access regularly
- Remove users who leave the organization
- Change roles when responsibilities change
- Monitor who has access to sensitive data
- Use Owners only for those who need billing access

❌ **Don't:**
- Share login credentials between users
- Give Admin access to users who don't need it
- Forget to remove access for departing employees
- Assume users need higher roles than they do

### Organization Structure

✅ **Do:**
- Create groups that match your organizational structure
- Assign specific teachers to specific groups
- Keep groups at a manageable size
- Use group names that clearly describe the learning focus
- Archive old groups instead of deleting them

❌ **Don't:**
- Create too many overlapping groups
- Leave groups empty or unused
- Assign too many learners to one teacher
- Use vague or confusing group names
- Delete groups that might be needed later

---

## Getting Help

### Common Role Questions

**Q: I need to invite a new user. What role should I assign?**
A: Start with "Learner" for standard participants. Only assign "Teacher" if they need to manage others. Only assign "Admin" if they need to manage groups and other users.

**Q: Can I change my own role?**
A: No. You cannot change your own role. Ask the Owner to change your role if needed.

**Q: My teacher needs to manage two different groups. Is that possible?**
A: Yes! A teacher can be assigned to multiple groups. They'll see all their assigned groups and can manage learners in each one.

**Q: Can I have multiple Owners?**
A: Yes. The Owner can promote another user to Owner status. This is useful for shared responsibility of billing and organization settings.

### Need More Help?

- Contact your organization's Owner or Admin
- Check the troubleshooting section in our documentation
- Reach out to the platform support through your dashboard



Learn about the different user roles in the platform and what permissions each role has access to within your organization.

Organization Roles and Permissions


# Learning Group Management

Learning groups are the foundation of organizing learners and teachers in the platform. This guide explains how to create groups, assign members, and manage your organization's learning structure.

## What Are Learning Groups?

Learning groups are organizational units within your organization that bring together:
- **Teachers**: Instructors or coordinators who manage the group
- **Teacher Leaders**: Designated teachers with enhanced permissions to manage learners in their groups
- **Learners**: Participants who engage in learning activities within the group
- **Group Settings**: Configuration for group capacity, status, and metadata

Groups allow you to:
- Organize learners by department, skill level, or learning objective
- Assign specific teachers to manage groups
- Track progress at the group level
- Control access to learning materials and activities
- Scale learning programs across your organization

## Who Can Manage Groups?

### Permission Hierarchy for Group Management

| Action | Learner | Teacher | Teacher Leader | Admin | Owner |
|--------|:-------:|:--------:|:-------------:|:-----:|:-----:|
| View assigned groups | ✅ | ✅ | ✅ | ✅ | ✅ |
| Create groups | ❌ | ❌ | ❌ | ✅ | ✅ |
| Edit group settings | ❌ | ❌ | ❌ | ✅ | ✅ |
| Delete groups | ❌ | ❌ | ❌ | ✅ | ✅ |
| Assign/remove teachers | ❌ | ❌ | ❌ | ✅ | ✅ |
| Assign/remove teacher leaders | ❌ | ❌ | ❌ | ✅ | ✅ |
| Add learners to their groups | ❌ | ✅* | ✅** | ✅ | ✅ |
| Remove learners from their groups | ❌ | ✅* | ✅** | ✅ | ✅ |
| View /team page (all learners) | ❌ | ❌ | ✅*** | ✅ | ✅ |
| Manage learners in any group | ❌ | ❌ | ❌ | ✅ | ✅ |

**\* Teachers can only manage learners in groups they are assigned to**
**\*\* Teacher Leaders have enhanced permissions to manage all learners in their assigned groups**
**\*\*\* Teacher Leaders see only learners from their groups in /team page (flat list)**

### User Roles and Group Access

**Admins and Owners:**
- Full control over all groups in the organization
- Can create, edit, and delete groups
- Can assign teachers, teacher leaders, and learners to any group
- Can view all groups and their members
- Can designate teacher leaders for any group

**Teacher Leaders:**
- Can view and manage groups where they are designated as leaders
- Can add and remove learners within their assigned groups
- Have access to the /team page showing all learners from their groups (flat list view)
- Cannot create new groups or modify group settings
- Cannot manage teachers or other teacher leaders
- Multiple teacher leaders can be assigned to one group for shared management

**Teachers:**
- Can only view groups they are assigned to
- Can add and remove learners within their assigned groups (if granted)
- Cannot create new groups or modify group settings
- Cannot manage other teachers
- Do not have access to the consolidated /team page view

**Learners:**
- Can only view groups they are assigned to
- Cannot modify group membership or settings
- Can access learning materials within their groups

## Creating a Learning Group

### Step-by-Step Guide

1. **Navigate to Groups**
   - Go to your organization dashboard
   - Select **Management** → **Groups**
   - Click **Create New Group**

2. **Enter Group Information**
   - **Group Name**: Clear, descriptive name (e.g., "Business Language - Sales Team")
   - **Description**: Optional description of the group's purpose and learning objectives
   - **Status**: Choose between Active, Inactive, or Archived
   - **Max Capacity**: Optional maximum number of learners (leave blank for unlimited)

3. **Assign Teachers**
   - Click **Add Teachers**
   - Select teachers from the available list
   - You can assign multiple teachers to one group for collaboration
   - Teachers can be assigned to multiple groups

4. **Add Initial Learners** (Optional)
   - Click **Add Learners**
   - Select learners to add to the group
   - You can add learners at creation time or later

5. **Review and Create**
   - Review your group settings
   - Click **Create Group**

### Group Configuration Options

**Group Name**
- Required field
- Should be descriptive and unique within your organization
- Examples: "Advanced - Montreal", "Business Language - Legal Team", "Conversational - Level 1"

**Description**
- Optional field
- Use to explain the group's purpose and learning focus
- Can include information about prerequisites, learning objectives, or group norms

**Status**
- **Active**: Group is actively in use
- **Inactive**: Group is temporarily suspended (members still have access but cannot be modified)
- **Archived**: Group is no longer in use but data is preserved

**Max Capacity**
- Optional field
- Limits the number of learners that can be added to the group
- Useful for maintaining manageable group sizes
- Leave blank for unlimited capacity

## Managing Group Members

### Adding Members to a Group

**For Admins/Owners:**

1. Navigate to the group
2. Click **Manage Members**
3. Click **Add Members**
4. Select the member type (Teacher or Learner)
5. Select members to add
6. Click **Confirm**

**For Teachers:**
- Can only add learners to their assigned groups
- Cannot add other teachers
- Follow the same steps but only see their assigned group(s)

### Removing Members from a Group

**For Admins/Owners:**

1. Navigate to the group
2. Click **Manage Members**
3. Find the member to remove
4. Click the **Remove** button
5. Confirm the removal

**For Teachers:**
- Can remove learners from their assigned groups
- Cannot remove teachers or modify teacher assignments

### Member Types

**Teacher Leaders**
- Designated teachers with enhanced group management permissions
- Can add/remove learners within their assigned groups
- Have access to a consolidated /team view showing all learners from their groups
- Multiple teacher leaders can be assigned to one group
- Can only be assigned/removed by Admins or Owners
- Cannot manage other teachers or teacher leaders
- Ideal for department heads, team leads, or senior instructors

**Teachers**
- Instructors or coordinators who support the group
- Can add/remove learners within their assigned groups (if granted)
- Cannot manage other teachers
- Only Admins can assign and remove teachers
- Do not have consolidated /team access

**Learners**
- Participants in the learning program
- Can be added/removed by their group's teacher leaders, teachers, or admins
- Can view and participate in their assigned groups
- Cannot modify group membership or settings

## Managing Teacher Leaders

### What is a Teacher Leader?

A **Teacher Leader** is a designated teacher with enhanced permissions to manage learners across their assigned groups. This role is ideal for:
- Department heads managing multiple teams
- Senior instructors coordinating large learning programs
- Team leads responsible for tracking learner progress
- Coordinators overseeing multiple learning groups

### Key Benefits

**For Organizations:**
- Distribute management responsibilities across trusted teachers
- Scale learning programs without requiring full admin access
- Maintain clear accountability for learner management
- Enable team-based learning coordination

**For Teacher Leaders:**
- Consolidated view of all learners in /team page (flat list)
- Ability to add and remove learners from their groups
- Enhanced oversight of learner progress across groups
- Clear designation as a group leader

### Assigning Teacher Leaders

Only Admins and Owners can assign teacher leaders:

1. **Navigate to the Group**
   - Go to **Management** → **Groups**
   - Select the group you want to manage

2. **Add Members**
   - Click **Add Members** button
   - Search for the teacher you want to designate as leader

3. **Select Member and Role**
   - Select the teacher from the list
   - Choose **Teacher** as the role type
   - Check the **"Make teacher leader"** checkbox

4. **Confirm Assignment**
   - Click **Add Member**
   - The teacher is now designated as a teacher leader for this group

### Teacher Leader Permissions

**What Teacher Leaders Can Do:**
✅ Add learners to their assigned groups
✅ Remove learners from their assigned groups
✅ View all learners from their groups in /team page (flat list)
✅ Access member details and progress for their learners
✅ Manage multiple groups as teacher leader

**What Teacher Leaders Cannot Do:**
❌ Create, edit, or delete groups
❌ Change group settings (name, description, capacity)
❌ Add or remove teachers or other teacher leaders
❌ Manage learners in groups where they are not designated as leader
❌ Access full admin controls

### /Team Page for Teacher Leaders

Teacher leaders have special access to the /team page with these features:

**Flat List View:**
- Shows all learners from ALL groups where the user is a teacher leader
- Combines learners from multiple groups into one manageable list
- Easier oversight compared to switching between individual groups

**What They See:**
- Learner names and contact information
- Progress metrics and activity status
- Target language settings
- Member management actions (when permitted)

**What They Don't See:**
- Learners from groups where they are not a teacher leader
- Other teachers or admins
- Organization-wide member lists
- Groups they are not assigned to

**Example:**
If Sarah is a teacher leader for "Sales Team - Language Training" and "Marketing Team - Language Training":
- She sees all learners from both groups in one consolidated list
- Total learners displayed: Sales (15) + Marketing (12) = 27 learners
- She can manage all 27 learners from the /team page

### Multiple Teacher Leaders Per Group

Groups can have multiple teacher leaders for collaborative management:

**Use Cases:**
- Large groups requiring shared oversight
- Co-teaching arrangements
- Primary and backup coordinator setup
- Cross-functional team management

**How It Works:**
1. Assign multiple teachers as teacher leaders to the same group
2. All designated teacher leaders have equal permissions for that group
3. Each teacher leader sees the same learners in their /team view
4. Changes made by one teacher leader are immediately visible to others

**Best Practices:**
- Limit to 2-3 teacher leaders per group to avoid confusion
- Clearly communicate roles and responsibilities
- Use for groups with 30+ learners requiring distributed management
- Coordinate between teacher leaders to avoid duplicate work

## Editing Groups

### Modifying Group Settings

Only Admins and Owners can edit group settings:

1. Navigate to the group
2. Click **Edit Group**
3. Update the desired fields:
   - Group name
   - Description
   - Status
   - Max capacity
4. Click **Save Changes**

### When to Edit Groups

**Update group name:**
- When organizational structure changes
- To clarify the group's purpose
- When combining or renaming programs

**Change description:**
- To update learning objectives
- To communicate new prerequisites
- To provide updated information to members

**Change status:**
- Set to **Inactive** to temporarily pause a group
- Set to **Archived** when a program ends
- Set to **Active** to resume a previously inactive group

**Modify capacity:**
- Increase to accept more learners
- Decrease to limit future additions
- Remove limit by leaving blank

## Deleting Groups

### Before You Delete

Deleting a group is permanent. Consider these alternatives:

- **Archive instead of delete**: Set status to "Archived" to preserve data
- **Inactivate temporarily**: Set status to "Inactive" if the group might resume
- **Remove members first**: Remove all learners and teachers before deleting

### Delete Process

Only Admins and Owners can delete groups:

1. Navigate to the group
2. Click **Settings** → **Delete Group**
3. Review the warning about permanent deletion
4. Confirm the deletion

**Important:** All group data will be permanently removed. Learner records and conversations are not affected, but group assignment information will be lost.

## Group Organization Strategies

### By Department

Create groups organized by organizational department:
- Sales Team - Language Training
- HR Department - Language Training
- Technical Team - Language Training

**Benefits:**
- Clear organizational structure
- Easy to identify responsible teachers
- Promotes team cohesion

### By Skill Level

Create groups based on learner proficiency:
- Beginner - Level 1
- Intermediate - Level 2
- Advanced - Level 3
- Business Language - Advanced

**Benefits:**
- Targeted content for each level
- Appropriate pace for learners
- Better learning outcomes

### By Learning Objective

Create groups focused on specific outcomes:
- Business Language - Sales & Negotiations
- Business Language - Customer Service
- Conversational - Daily Life
- Professional Language - Writing & Presentations

**Benefits:**
- Clear learning goals
- Relevant content for specific needs
- Measurable progress

### By Location/Team

Create groups for geographic or functional divisions:
- Montreal Office - Language Training
- Toronto Team - Language Training
- Remote Employees - Language Training

**Benefits:**
- Time zone appropriate scheduling
- Team-specific learning needs
- Location-based support

## Best Practices for Group Management

### Creating Effective Groups

✅ **Do:**
- Create groups that match your organizational structure
- Use clear, descriptive names
- Assign specific teachers to specific groups
- Set realistic capacity limits
- Document group purpose in the description

❌ **Don't:**
- Create too many overlapping groups
- Use vague or ambiguous group names
- Assign too many learners to one teacher (recommended max: 20-30)
- Leave groups empty after creation
- Create "general" or "default" groups without purpose

### Managing Members

✅ **Do:**
- Assign multiple teachers to large groups
- Designate teacher leaders for enhanced oversight
- Use the /team page for consolidated learner management (teacher leaders)
- Review group membership quarterly
- Remove inactive learners or graduates
- Communicate group changes to members
- Balance workload across teachers and teacher leaders

❌ **Don't:**
- Overload teachers with too many groups (recommended max: 3-5 groups per teacher leader)
- Designate too many teacher leaders per group (2-3 is ideal)
- Add learners without informing them
- Leave removed members in email lists
- Forget to remove graduated learners
- Assign learners to multiple similar groups

### Managing Teacher Leaders

✅ **Do:**
- Choose experienced teachers as teacher leaders
- Assign teacher leaders to multiple related groups for efficiency
- Use teacher leaders to distribute management responsibilities
- Provide clear guidelines on teacher leader responsibilities
- Limit teacher leaders to 30-50 learners total across all groups
- Use multiple teacher leaders for groups exceeding 30 learners

❌ **Don't:**
- Assign brand new teachers as teacher leaders
- Give teacher leader designation without training
- Overload teacher leaders with too many groups
- Create confusion by having too many teacher leaders per small group
- Expect teacher leaders to have admin-level access
- Assign teacher leaders to unrelated groups they don't manage

### Scaling Up

When expanding your learning program:

1. **Start Small**: Begin with a few pilot groups
2. **Document Structure**: Clearly define your group organization strategy
3. **Assign Multiple Teachers**: Distribute management responsibilities
4. **Monitor Progress**: Review group performance regularly
5. **Iterate**: Adjust group structure based on feedback and outcomes

### Security and Compliance

✅ **Do:**
- Regularly audit group membership
- Remove access promptly when users leave
- Use archived status for historical data
- Document group changes
- Enforce role-based access controls

❌ **Don't:**
- Leave users in groups after they leave the organization
- Grant higher permissions than necessary
- Share login credentials between users
- Ignore access audits
- Delay removing user access

## Troubleshooting

### Common Issues

**Q: I can't create a group**
A: You must be an Admin or Owner. Check your role in the organization settings.

**Q: I can see a group but can't edit it**
A: Only Admins and Owners can edit groups. Teachers can only manage learners within their assigned groups.

**Q: I added a learner but they don't see the group**
A: Check that the learner's account is active and they've logged in. Group memberships are refreshed upon login.

**Q: Can I transfer a group to another teacher?**
A: Yes. Remove the current teacher and add the new teacher to the group.

**Q: What happens to learner data when I delete a group?**
A: Learner accounts and progress data are preserved. Only the group assignment is removed.

**Q: Can a teacher manage multiple groups?**
A: Yes! A teacher can be assigned to multiple groups and will see all their assigned groups in the interface.

**Q: What's the difference between a Teacher and a Teacher Leader?**
A: Teacher Leaders have enhanced permissions including:
- Access to the /team page showing all learners from their groups
- Ability to add/remove learners from their groups
- Consolidated view across multiple groups
Regular teachers have more limited permissions and don't have the /team page access.

**Q: How do I designate someone as a Teacher Leader?**
A: Only Admins/Owners can assign teacher leaders. When adding a teacher to a group, check the "Make teacher leader" checkbox. The teacher must have the Teacher role or higher in the organization.

**Q: Can a group have multiple Teacher Leaders?**
A: Yes! Multiple teacher leaders can be assigned to one group for shared management. This is useful for large groups or co-teaching arrangements.

**Q: Why can't I see all members in the /team page?**
A: If you're a Teacher Leader, you only see learners from groups where you're designated as a leader. Admins and Owners see all members organization-wide.

**Q: Can a Teacher Leader create or edit groups?**
A: No. Teacher Leaders can only manage learners within their assigned groups. Creating, editing, or deleting groups requires Admin or Owner permissions.

## Getting Help

### Support Resources

- Contact your organization's Admin or Owner
- Review the Organization Roles documentation for role-based permissions
- Check the troubleshooting section in our documentation
- Reach out to the platform support through your dashboard

### Related Documentation

- [Organization Roles and Permissions](/docs/features/organization-roles)
- [Setting Up Your Organization](/docs/features/organization-roles#setting-up-your-organization)
- [Best Practices for Scaling](/docs/features/organization-roles#best-practices)


Learn how to create and manage learning groups in the platform, organize teachers and learners, and scale your learning program.

Learning Group Management


# Classroom QR Code Login

The Classroom QR Code Login feature allows schools and educational organizations to provide a simple, password-free sign-in experience for students. Instead of typing usernames and passwords, students simply scan a QR code and tap their name to log in.

## Overview

### How It Works

1. **Teacher generates QR code** from organization settings
2. **Teacher displays QR code** in the classroom (printed or on screen)
3. **Student scans QR code** with their phone or tablet
4. **Student taps their name** from the list of class members
5. **Student is logged in** and redirected to their dashboard

This flow is designed for young learners who may have difficulty with traditional username/password authentication.

### Prerequisites

Before using Classroom QR Login, your organization must have:

- **Children Mode enabled** - Contact your administrator to enable this setting
- **Members added** to the organization - Students must be organization members to appear in the login list
- **Teacher or Admin role** - Only Teachers and Admins can generate QR codes

## Setting Up Classroom Login

### Step 1: Access Classroom Settings

1. Log in to Francoflex as a **Teacher** or **Admin**
2. Navigate to **Settings** → **Organization** → **Classroom**
3. You'll see the Classroom QR Code section

> **Note:** The Classroom tab only appears for organizations with Children Mode enabled.

### Step 2: Generate Your QR Code

1. Click the **Generate QR Code** button
2. A unique QR code will be created for your organization
3. The QR code will be displayed on screen with several options

### Step 3: Share the QR Code

You have several options to share the QR code with students:

**Download:**
- Click **Download QR Code** to save as a PNG image
- Print and post in your classroom
- Include in handouts or materials

**Print:**
- Click **Print QR Code** for a print-friendly version
- Opens a new tab optimized for printing

**Copy URL:**
- Click **Copy Login URL** to copy the direct link
- Share via email, chat, or other platforms
- Students can access without scanning

### Step 4: Student Login

When students scan the QR code or visit the link:

1. They'll see your organization name and a welcome message
2. All organization members are displayed as clickable cards
3. Students tap their name to log in
4. They're automatically signed in and redirected to the dashboard

## Managing Your QR Code

### Viewing QR Code Status

In the Classroom settings, you can see:
- **QR code image** - The current active code
- **Expiration date** - When the code will expire (1 year from creation)
- **Last login** - When the code was last used (if tracked)

### Regenerating the QR Code

If you need a new QR code (e.g., code was shared outside the classroom):

1. Click **Regenerate QR Code**
2. Confirm the action
3. The old QR code is immediately invalidated
4. A new QR code is generated

> **Warning:** Regenerating invalidates the previous code. Students with the old code won't be able to log in until they scan the new one.

### Revoking the QR Code

To completely disable QR login:

1. Click **Revoke QR Code** (Admin only)
2. Confirm the action
3. The QR code is immediately invalidated
4. No one can log in using the code until a new one is generated

> **Note:** Only Admins can revoke QR codes. Teachers can only generate and regenerate.

## Permission Summary

| Action | Learner | Teacher | Admin | Owner |
|--------|:-------:|:--------:|:-----:|:-----:|
| View Classroom settings | ❌ | ✅ | ✅ | ✅ |
| Generate QR code | ❌ | ✅ | ✅ | ✅ |
| Regenerate QR code | ❌ | ✅ | ✅ | ✅ |
| Revoke QR code | ❌ | ❌ | ✅ | ✅ |
| Use QR code to login | ✅ | ✅ | ✅ | ✅ |

## Best Practices

### For Teachers

✅ **Do:**
- Post the QR code where all students can see it
- Keep a printed backup in case of technical issues
- Regenerate the code at the start of each semester
- Monitor who logs in using the code
- Have students bookmark the dashboard after first login

❌ **Don't:**
- Share the QR code publicly (e.g., social media)
- Use the same code indefinitely without review
- Leave the QR code visible to non-class members
- Forget to regenerate after a student leaves the class

### For Administrators

✅ **Do:**
- Enable Children Mode only for school organizations
- Review QR code usage periodically
- Revoke codes for inactive organizations
- Train teachers on proper QR code management
- Set up proper member lists before generating codes

❌ **Don't:**
- Enable Children Mode for corporate organizations
- Leave unused QR codes active
- Grant Teacher role to non-instructors
- Forget to remove departed students from the organization

### Classroom Setup Tips

**Physical Posting:**
- Print the QR code at a large size (at least 4"x4")
- Post at eye level for students
- Laminate for durability
- Consider posting near the entrance for easy scanning

**Digital Display:**
- Display on a screen or projector at start of class
- Ensure good lighting and resolution
- Keep displayed only during login period
- Have a backup method if technology fails

## Security Considerations

### What Makes It Secure

- **Token-based authentication** - QR codes contain secure, random tokens
- **Organization-scoped** - Only members of your organization can log in
- **Expiration** - Codes automatically expire after 1 year
- **Revocable** - Admins can invalidate codes instantly
- **Rate limited** - Protection against automated attacks

### What to Be Aware Of

- **Anyone with the code can attempt login** - Only share within your class
- **All members are visible** - Anyone who scans sees the member list
- **No password required** - Designed for convenience, not maximum security
- **Tap-only authentication** - Students log in with a single tap

### When to Regenerate

Consider regenerating your QR code when:
- A student leaves the class or organization
- The code may have been shared outside the classroom
- Starting a new semester or school year
- You notice unexpected login activity
- The code is approaching expiration

## Troubleshooting

### QR Code Won't Scan

**Check the image quality:**
- Ensure the QR code is printed clearly
- Avoid glare from lamination
- Make sure the code is large enough
- Clean any smudges or damage

**Check the device:**
- Ensure camera permissions are granted
- Try a dedicated QR scanner app
- Restart the device's camera

**Alternative:**
- Copy and share the login URL directly
- Students can type the URL manually

### "Invalid QR Code" Error

This means the QR code has been invalidated:
- The code may have been regenerated (get the new code)
- The code may have been revoked (ask your admin)
- Check that you're scanning the current code

### "Expired QR Code" Error

QR codes expire after 1 year:
- Ask your teacher or admin to generate a new code
- The old code cannot be reactivated

### Student Not in List

If a student doesn't appear in the member list:
- Verify they're added to the organization
- Check their membership hasn't been removed
- Have an admin add them to the organization
- The list updates automatically when members are added

### Login Succeeds But Page Doesn't Load

If tapping a name works but the dashboard doesn't appear:
- Check internet connection
- Try refreshing the page
- Clear browser cache and try again
- Contact support if the issue persists

### "Children Mode Required" Message

This appears when:
- Your organization doesn't have Children Mode enabled
- Contact your administrator to enable it
- Classroom login requires Children Mode to be active

## Frequently Asked Questions

**Q: How long does the QR code last?**
A: QR codes are valid for 1 year from creation. After that, you'll need to generate a new one.

**Q: Can students use the QR code from home?**
A: Yes! Students can scan the code or use the copied URL from anywhere with internet access.

**Q: What if a student's name isn't showing?**
A: The student needs to be added as an organization member first. Ask your admin to add them.

**Q: Can I have multiple QR codes for different classes?**
A: Currently, each organization has one QR code that shows all members. For separate classes, consider creating separate organizations.

**Q: Is the QR code the same as a class code?**
A: Yes, the QR code encodes a unique class token. The "Copy Login URL" option gives you the same code in URL format.

**Q: What happens if someone outside the class scans the code?**
A: They'll see the organization name and member list, but can only log in if they're an organization member. Non-members can't authenticate.

**Q: Can I see who logged in using the QR code?**
A: Login activity is logged. Contact your administrator for detailed login reports.

**Q: Do students need to create an account first?**
A: Yes, students must be added to the organization before they can use QR login. The QR code simplifies the sign-in process, not account creation.

## Related Documentation

- [Organization Roles and Permissions](/docs/features/organization-roles)
- [Learning Group Management](/docs/features/group-management)
- [Setting Up Your Organization](/docs/features/organization-roles#setting-up-your-organization)


Learn how to set up and use QR code login for school organizations, allowing students to sign in quickly by scanning a QR code and tapping their name.

Classroom QR Code Login


# Learning Reminders (Email & SMS)

## Overview

Stay on track with your language learning journey! the platform can send you personalized email and SMS reminders to help you maintain a consistent learning routine. Our smart reminder system works around your schedule and preferences.

## Setting Up Learning Reminders

### Accessing Notification Settings

1. Sign in to your account
2. Navigate to **Settings** → **Profile** → **Notifications**
3. Configure your reminder preferences

### Choosing Your Notification Channels

**Email Notifications**
- ✅ Enabled by default
- Receive beautifully designed reminder emails from Alexa
- Delivered to your registered email address

**SMS Notifications**
- ✅ Now available - receive quick text message reminders
- Requires a valid phone number in your profile settings
- Perfect for on-the-go learning reminders
- **Setup Required**: Add your phone number in **Settings** → **Profile** → **Personal Info** first

### Selecting Your Reminder Days

Choose which days of the week you want to receive learning reminders:

- **Monday through Sunday**: Toggle any combination of days
- **Default Setting**: Weekdays (Monday-Friday) are pre-selected
- **Flexible Scheduling**: Perfect for your work schedule or personal routine

Examples:
- **Busy Professional**: Enable Monday, Wednesday, Friday for spaced learning
- **Weekend Learner**: Enable Saturday and Sunday for intensive sessions
- **Daily Commitment**: Enable all seven days for maximum progress

### Saving Your Preferences

- **Save Button**: Click "Save Preferences" to apply your changes
- **Change Tracking**: You'll see "You have unsaved changes" when modifications are pending
- **Instant Updates**: Changes take effect immediately after saving

## What to Expect

### Reminder Schedule

- **Delivery Time**: 9:00 AM Eastern Time
- **Frequency**: Once per day on your selected days
- **Consistency**: No duplicate messages - we respect your time

### Message Content

**Email Reminders** include:
- **Personal Greeting**: Addressed to you by name
- **Motivational Message**: Encouraging content in your preferred language
- **Key Benefits**: Reminders about your professional goals, confidence building, and Law 96 compliance
- **Quick Access**: Direct link to your dashboard
- **Easy Management**: Unsubscribe or modify preferences anytime

**SMS Reminders** include:
- **Concise Message**: Short, motivational text optimized for mobile
- **Personal Touch**: Uses your name for a friendly greeting
- **Quick Access**: Simple link to francoflex.com
- **Language Support**: Available in French, English, and Spanish
- **Character Optimized**: Designed to fit within standard SMS limits

### Language Support

Reminders are automatically sent in your account's preferred language:
- **French**: Default language with Quebec terminology
- **English**: Clear, professional communication
- **Spanish**: Full support for Spanish-speaking users

## Managing Your Reminders

### Pausing Reminders

To temporarily stop reminders:
1. Go to **Settings** → **Profile** → **Notifications**
2. Uncheck "Email notifications" and/or "SMS notifications"
3. Click "Save Preferences"

### Adding Your Phone Number

To receive SMS reminders, you'll need to add your phone number:
1. Navigate to **Settings** → **Profile** → **Personal Info**
2. Enter your phone number with country code (e.g., +1 555-123-4567)
3. Click "Save Profile"
4. Return to **Notifications** settings to enable SMS reminders

### Changing Your Schedule

Update your reminder days anytime:
1. Access your notification settings
2. Toggle days on/off as needed
3. Save your changes

### Unsubscribing

You can unsubscribe from reminders in several ways:
- **From Email**: Click the unsubscribe link at the bottom of any reminder email
- **From Settings**: Disable email and/or SMS notifications in your profile settings
- **SMS Stop**: Reply "STOP" to any SMS reminder to disable SMS notifications

## Troubleshooting

### Not Receiving Reminders?

**Check Your Settings**
- Ensure email and/or SMS notifications are enabled
- Verify you have at least one day selected
- Confirm you've clicked "Save Preferences"

**Email Delivery Issues**
- Check your spam/junk folder
- Add `noreply@m.francoflex.com` to your contacts
- Verify your email address is correct in your profile

**SMS Delivery Issues**
- Confirm your phone number is correct and includes country code
- Check that SMS notifications are enabled in your settings
- Ensure your phone can receive international SMS messages
- Verify your mobile carrier supports SMS from international numbers

**Still Having Issues?**
Contact our support team - we're here to help you succeed in your language learning journey!

### Receiving Too Many Reminders?

- Review your selected days and adjust as needed
- Consider reducing to 2-3 days per week for a lighter schedule
- Remember: consistency matters more than frequency

## Best Practices

### Optimal Learning Schedule

- **Beginners**: Start with 3 days per week (Monday, Wednesday, Friday)
- **Intermediate**: Try 4-5 days for steady progress
- **Advanced**: Daily reminders for intensive improvement

### Making the Most of Reminders

- **Set Realistic Goals**: Choose days you can actually commit to learning
- **Create a Routine**: Pick the same days each week for habit formation
- **Stay Flexible**: Adjust your schedule as your routine changes

### Combining with Other Features

Use email reminders alongside:
- **Vocabulary Reviews**: Perfect timing for daily vocabulary practice
- **Conversation Practice**: Reminders to schedule time with Madame AI
- **Progress Tracking**: Regular check-ins on your learning goals

## Privacy and Control

- **Your Choice**: Only receive reminders when you explicitly enable them
- **Full Control**: Modify or disable anytime without losing your account
- **Secure Delivery**: Your email address is protected and never shared
- **Respectful Communication**: We only send what you've requested

Stay on track with personalized email and SMS reminders to maintain a consistent language learning routine.

Learning Reminders (Email & SMS)


# Custom Content Add-on

The Custom Content Add-on is a premium feature that allows organizations to personalize their language learning experience by incorporating their own training materials and customizing the AI tutor's behavior. This is ideal for companies that want employees to learn industry-specific vocabulary and scenarios relevant to their work.

> Contact your account manager to enable custom content capabilities for your organization.

## Features

### Custom Training Materials

Upload your organization's documents to train the AI tutor on your specific content. Supported formats include PowerPoint (.pptx) and PDF files.

**Common use cases:**
- Product training materials
- Company policies and procedures
- Industry-specific terminology guides
- Role-play scenarios based on real situations

The AI will reference your uploaded materials during conversations, helping learners practice with content directly relevant to their job.

### Custom Questions Activity

A dedicated activity type that uses your uploaded materials:

1. Select **"Custom Questions"** from the activity list
2. The AI asks questions based on your organization's documents
3. Learners practice vocabulary and concepts from your training materials
4. Great for onboarding or product knowledge reinforcement

### Custom AI Voice (Optional)

Customize the AI tutor's voice and personality to match your brand. You can adjust speaking style and personality, and users can toggle between the custom AI and the default Madame AI in Settings.

## How It Works

### For Learners

1. **Start a conversation** - Select an activity or choose "Custom Questions"
2. **Practice naturally** - The AI will incorporate your organization's content into conversations
3. **Toggle custom mode** - In Settings, use the "Use Custom Agent" toggle to switch between custom and default AI

### For Administrators

Your organization's custom content is configured by the platform team. Once set up:

- Documents are securely stored and indexed
- Content is only accessible to users in your organization
- Updates to materials can be requested through your account manager

## Settings

### Use Custom Agent Toggle

Found in your Settings (gear icon):

| Setting | Description |
|---------|-------------|
| **ON** (default) | Uses your organization's custom AI voice and content |
| **OFF** | Uses the standard Madame AI tutor |

This toggle only appears for users whose organization has the Custom Content Add-on enabled.

## Privacy & Security

- Your documents are stored securely in a dedicated storage bucket
- Content is only accessible to authenticated users in your organization
- Documents are processed in Canadian data centers (Montreal region)
- No data is shared with other organizations

## Getting Started

To enable the Custom Content Add-on for your organization:

1. Contact your account manager
2. Provide the training materials you want to upload
3. Specify any voice/personality preferences (optional)
4. We'll configure everything and notify you when ready

## FAQ

**What file formats are supported?**
PowerPoint (.pptx) and PDF files. Other formats may be supported upon request.

**How long does setup take?**
Typically 2-5 business days after receiving your materials.

**Can I update my materials later?**
Yes, contact your account manager to request updates.

**Is there a limit on how much content I can upload?**
Standard plans include up to 50 documents. Contact us for larger needs.

**Can different teams have different content?**
Yes, we can configure separate content sets for different user groups.


Personalize your language learning with your organization's own training materials and a customized AI tutor.

Custom Content Add-on (Premium)

Solutions for common technical issues, microphone permissions, network configuration, and email reminders.

Troubleshooting


# Microphone Permissions Troubleshooting

This guide helps resolve common microphone permission issues when using the platform's AI conversation features.

## Browser Microphone Permissions

### Chrome
1. Click the **lock icon** or **microphone icon** in the address bar
2. Set microphone to **Allow**
3. Refresh the page
4. If the option is grayed out:
   - Go to **Settings** > **Privacy and security** > **Site Settings** > **Microphone**
   - Remove the platform from the blocked list
   - Add it to the allowed list

### Firefox
1. Click the **shield icon** or **microphone icon** in the address bar
2. Select **Allow** for microphone access
3. Refresh the page
4. If issues persist:
   - Go to **Settings** > **Privacy & Security** > **Permissions** > **Microphone**
   - Find your domain and change to **Allow**

### Safari
1. Go to **Safari** > **Settings** (or **Preferences**)
2. Click the **Websites** tab
3. Select **Microphone** from the left sidebar
4. Find your domain and set to **Allow**
5. Refresh the page

### Edge
1. Click the **lock icon** or **microphone icon** in the address bar
2. Set microphone to **Allow**
3. Refresh the page
4. Alternative method:
   - Go to **Settings** > **Cookies and site permissions** > **Microphone**
   - Add your domain to the allowed list

## Operating System Permissions

### Windows 10/11
1. Go to **Settings** > **Privacy** > **Microphone**
2. Ensure **Allow apps to access your microphone** is enabled
3. Ensure your browser is listed and enabled in the app list
4. Check that your microphone device is working in **Settings** > **System** > **Sound**

### macOS
1. Go to **System Preferences** > **Security & Privacy** > **Privacy**
2. Select **Microphone** from the left sidebar
3. Ensure your browser is checked in the list
4. If your browser isn't listed, try accessing microphone in the platform first, then check again

### Linux (Ubuntu/Debian)
1. Check microphone access with: `pavucontrol` or system sound settings
2. For Chrome/Chromium: Check that it has microphone permissions
3. Test microphone with: `arecord -l` to list available devices

## Common Issues and Solutions

### "Microphone not detected"
- **Check physical connection**: Ensure your microphone is properly plugged in and powered on
- **Test on other devices**: Verify the microphone works on another computer or phone
- **Try built-in microphone**: If using external mic, test with your device's built-in microphone first
- **Check device recognition**: Confirm your computer detects the microphone in system sound settings
- **Test in other apps**: Verify microphone works in other applications (Zoom, Teams, Voice Recorder)
- **Update drivers**: Update audio drivers on Windows
- **Reset permissions**: Clear browser data and re-grant permissions

### "Permission denied" errors
- **Clear browser cache**: Clear site data and cookies for the platform
- **Disable extensions**: Temporarily disable browser extensions that might block microphone
- **Check antivirus**: Some antivirus software blocks microphone access
- **Corporate policies**: Contact IT if on a managed device

### Audio quality issues
- **Check microphone settings**: Adjust input levels in system settings
- **Disable noise suppression**: Some browsers have built-in noise suppression that may interfere
- **Use headphones**: Reduce echo and background noise
- **Close other audio apps**: Ensure no other applications are using the microphone

### "Microphone busy" or "Device in use"
1. Close all other browser tabs using microphone
2. Close other applications that might be using the microphone (Zoom, Teams, etc.)
3. Restart your browser
4. Restart your computer if the issue persists

## Testing Your Setup

1. **Browser test**: Visit a microphone test website to verify permissions work
2. **the platform test**: Try the conversation feature and check for the microphone icon
3. **Audio levels**: Speak and verify that audio levels respond in your system settings

## Getting Additional Help

If these steps don't resolve your issue:

1. **Check browser console**: Press F12 and look for error messages in the Console tab
2. **Try incognito/private mode**: This helps identify if extensions are causing issues
3. **Contact support**: Provide your browser version, operating system, and any error messages

## Supported Browsers

The platform works best with:
- **Chrome 88+**
- **Firefox 85+**
- **Safari 14+**
- **Edge 88+**

Older browser versions may have limited microphone support.

Resolve common microphone permission issues when using the platform's AI conversation features.

Microphone Permissions Troubleshooting


# Firewall and Network Configuration

This guide provides the complete list of domains and endpoints that need to be whitelisted for the platform to function properly in corporate environments.

## Required Domains for the platform

### Core Application Services

#### AI Conversation Services
- **api.elevenlabs.io** (WebSocket on port 443)
  - Used for: AI voice conversations with Madame AI
  - Protocol: `wss://api.elevenlabs.io/v1/convai/conversation?*`
  - Required for: Real-time voice interactions

#### AI Backend Services  
- **animated-druid-dbee5a.netlify.app**
  - Used for: Madame AI backend functions
  - Protocol: `https://animated-druid-dbee5a.netlify.app/.netlify/functions/*`
  - Required for: AI conversation processing

#### Interactive Activities
- **view.genially.com**
  - Used for: Interactive learning activities and presentations
  - Protocol: HTTPS
  - Required for: Learning modules and interactive content

## Google Cloud Platform Services

The platform uses Google Cloud Platform for core infrastructure. The following domains should be whitelisted:

### Core Google Cloud Services
- **\*.googleapis.com** (wildcard recommended)
  - Used for: All Google Cloud APIs
  - Required for: Database, storage, and authentication services

- **console.cloud.google.com**
  - Used for: Google Cloud Console access (admin only)
  - Required for: Platform administration

- **cloud.google.com**
  - Used for: Google Cloud documentation and resources
  - Required for: Platform updates and information

### Static Content and Authentication
- **\*.gstatic.com**
  - Used for: Static content (scripts, stylesheets, images)
  - Required for: Proper application loading

- **accounts.google.com**
  - Used for: Google account authentication
  - Required for: User authentication (if enabled)

## Firebase Services

### Core Firebase Domains
- **\*.firebaseapp.com**
  - Used for: Legacy Firebase hosting
  - Required for: Application hosting (legacy projects)

- **\*.web.app**
  - Used for: Current Firebase hosting
  - Required for: Modern application hosting

- **\*.firebaseio.com**
  - Used for: Firebase Realtime Database WebSocket connections
  - Protocol: WebSocket (WSS)
  - Required for: Real-time data synchronization

### Firebase Storage and Database
- **firebasestorage.googleapis.com**
  - Used for: File storage and retrieval
  - Required for: Document uploads, profile images

- **firestore.googleapis.com**
  - Used for: Firestore database API
  - Required for: Application data storage

### Firebase Authentication
- **identitytoolkit.googleapis.com**
  - Used for: User authentication and management
  - Required for: User login and registration

- **securetoken.google.com**
  - Used for: Authentication token security
  - Required for: Secure user sessions

### Firebase Cloud Messaging
- **fcm.googleapis.com**
  - Used for: Push notifications
  - Required for: User notifications

### General Google Services
- **www.googleapis.com**
  - Used for: Various Google APIs
  - Required for: Additional Google services integration

- **google-analytics.com** and **\*.google-analytics.com**
  - Used for: Analytics tracking (if enabled)
  - Required for: Usage analytics

## Port Requirements

### Standard HTTPS Traffic
- **Port 443** (HTTPS)
  - Required for all web traffic
  - Used by all domains listed above

### WebSocket Connections
- **Port 443** (WSS - Secure WebSocket)
  - Required for real-time features
  - Used by ElevenLabs AI and Firebase Realtime Database

## Network Configuration Examples

### Firewall Rules (Generic)
```
ALLOW OUTBOUND HTTPS (443) TO:
- *.googleapis.com
- *.gstatic.com
- *.firebaseapp.com
- *.web.app
- *.firebaseio.com
- api.elevenlabs.io
- animated-druid-dbee5a.netlify.app
- view.genially.com
- accounts.google.com
- console.cloud.google.com
- cloud.google.com
- firebasestorage.googleapis.com
- firestore.googleapis.com
- identitytoolkit.googleapis.com
- securetoken.google.com
- fcm.googleapis.com
- www.googleapis.com
- google-analytics.com
- *.google-analytics.com
```

### Proxy Configuration
If using a corporate proxy, ensure these domains are in the bypass list or proxy configuration:

```
api.elevenlabs.io
animated-druid-dbee5a.netlify.app
view.genially.com
*.googleapis.com
*.gstatic.com
*.firebaseapp.com
*.web.app
*.firebaseio.com
accounts.google.com
console.cloud.google.com
firebasestorage.googleapis.com
firestore.googleapis.com
identitytoolkit.googleapis.com
securetoken.google.com
fcm.googleapis.com
www.googleapis.com
google-analytics.com
*.google-analytics.com
```

## Testing Network Connectivity

### Basic Connectivity Test
Test if your network can reach the required services:

```bash
# Test HTTPS connectivity
curl -I https://api.elevenlabs.io
curl -I https://firestore.googleapis.com
curl -I https://animated-druid-dbee5a.netlify.app

# Test WebSocket connectivity (requires wscat or similar)
wscat -c wss://api.elevenlabs.io/v1/convai/conversation
```

### Browser-based Testing
1. Open browser developer tools (F12)
2. Go to Network tab
3. Load the platform application
4. Look for any failed requests or blocked resources
5. Check Console tab for CORS or network errors

## Common Network Issues

### CORS (Cross-Origin Resource Sharing) Errors
- **Symptom**: "Access to fetch blocked by CORS policy" errors
- **Solution**: Ensure proxy/firewall doesn't modify CORS headers
- **Prevention**: Whitelist all required domains

### WebSocket Connection Failures
- **Symptom**: Real-time features not working (AI conversations)
- **Solution**: Ensure WebSocket (WSS) traffic on port 443 is allowed
- **Check**: Verify `wss://api.elevenlabs.io` connectivity

### SSL/TLS Certificate Issues
- **Symptom**: Certificate errors in browser console
- **Solution**: Ensure corporate SSL inspection doesn't interfere
- **Prevention**: Add exceptions for Firebase and Google domains

## IT Department Checklist

- [ ] All domains from the whitelist are accessible
- [ ] Port 443 (HTTPS) outbound traffic is allowed
- [ ] WebSocket (WSS) connections on port 443 are allowed
- [ ] SSL inspection exceptions configured for Google/Firebase domains
- [ ] Proxy bypass rules configured (if applicable)
- [ ] Corporate antivirus exceptions for required domains
- [ ] Test connectivity from user workstations
- [ ] Verify microphone permissions aren't blocked by group policy

## Minimum Required Domains

If you need to start with a minimal whitelist, these are the absolute essentials:

1. **api.elevenlabs.io** - AI conversations
2. **animated-druid-dbee5a.netlify.app** - AI backend
3. **view.genially.com** - Interactive content
4. **\*.googleapis.com** - Google Cloud services
5. **\*.firebaseapp.com** or **\*.web.app** - Application hosting
6. **firestore.googleapis.com** - Database
7. **identitytoolkit.googleapis.com** - Authentication

## Getting Support

If you continue to experience connectivity issues after implementing these configurations:

1. **Check browser console**: Look for specific error messages
2. **Test from different networks**: Compare corporate vs. home network behavior
3. **Contact IT support**: Provide this whitelist and specific error messages
4. **Reach out to the platform support**: Include network configuration details

Complete list of domains and endpoints that need to be whitelisted for the platform to function properly in corporate environments.

Firewall and Network Configuration


# Email Reminder Troubleshooting

## Common Issues and Solutions

### Not Receiving Email Reminders

#### Check Your Notification Settings

1. **Sign in to your account** and navigate to Settings → Profile → Notifications
2. **Verify email notifications are enabled** - the checkbox should be checked
3. **Confirm you have selected at least one day** - at least one day button should be blue/active
4. **Make sure you clicked "Save Preferences"** - look for the "You have unsaved changes" message

#### Email Delivery Issues

**Check Your Email Folders**
- Look in your **Spam/Junk folder** - automated emails sometimes get filtered
- Check your **Promotions tab** (Gmail) or equivalent folder
- Search for emails from "noreply@m.francoflex.com"

**Add to Safe Senders**
- Add `noreply@m.francoflex.com` to your email contacts
- Mark previous the platform emails as "Not Spam" if found in junk
- Create a filter/rule to always allow emails from `@m.francoflex.com`

**Verify Your Email Address**
1. Go to Settings → Profile → General
2. Confirm your email address is correct and up-to-date
3. Update if necessary and don't forget to verify the new address

#### Still No Emails?

**Recent Changes**
- Did you just enable reminders? Wait until the next scheduled day to receive your first email
- Reminders are sent at 9:00 AM Eastern Time on your selected days only

**Email Provider Issues**
- Some corporate or school email systems block automated emails
- Try adding a personal email address (Gmail, Yahoo, etc.) temporarily to test
- Contact your IT department if you suspect email filtering

### Receiving Reminders on Wrong Days

#### Check Your Day Selection
1. Go to Settings → Profile → Notifications  
2. Review which days are highlighted (active)
3. Click days to toggle them on/off as needed
4. Remember: Blue/active = you'll get reminders, Gray/inactive = no reminders

#### Understanding the Schedule
- **Monday = Monday reminders** (day buttons match calendar days)
- Reminders are sent at **9:00 AM Eastern Time**
- Changes take effect the **next day** after saving

### Too Many or Too Few Reminders

#### Adjusting Frequency
- **Too many**: Reduce the number of active days (try 3 days per week: Mon, Wed, Fri)
- **Too few**: Add more days or enable daily reminders for intensive learning
- **Just right**: Most users find 3-5 days per week optimal

#### Reminder Timing
- All reminders are sent at **9:00 AM Eastern Time**
- You'll receive **maximum one email per day** (we don't spam!)
- No reminders on days you haven't selected

### Email Content Issues

#### Wrong Language
Your reminder emails should match your account language preference:
1. Go to Settings → Profile → General
2. Check your "Preferred Language" setting
3. Update if needed - future emails will use the new language

#### Broken Links or Images
- **Dashboard Link**: Should take you directly to your dashboard
- **Unsubscribe Link**: Should open your notification settings
- If links don't work, try accessing the platform directly and navigating to the sections manually

### Account and Settings Issues

#### Settings Won't Save
- **"Save Preferences" button disabled**: This means you haven't made any changes
- **Changes not applying**: Make sure you click "Save Preferences" after making changes
- **Page refreshes**: Your settings should persist - if they don't, try clearing your browser cache

#### Multiple Accounts
- Make sure you're signed into the **correct the platform account**
- If you have multiple accounts (personal/work), settings are separate for each
- Check which email address you're signed in with

### Technical Problems

#### Browser Issues
- **Try a different browser** (Chrome, Firefox, Safari, Edge)
- **Clear your browser cache and cookies** for francoflex.com
- **Disable browser extensions** temporarily to test
- **Enable JavaScript** if it's disabled

#### Mobile App vs Web
- Notification settings are managed through the **web interface only**
- Changes made on the website will affect reminders for your entire account
- Mobile apps sync with your web settings automatically

### Getting Help

#### Before Contacting Support
Please check:
- ✅ Email notifications are enabled in settings
- ✅ At least one day is selected
- ✅ You've clicked "Save Preferences"  
- ✅ You've checked spam/junk folders
- ✅ Your email address is correct in your profile

#### Contact Information
If you've tried the above steps and still need help:

1. **Include this information** when contacting support:
   - Your registered email address
   - Which days you have selected
   - When you last received a reminder email
   - Your browser and device type

2. **Describe the specific problem**:
   - "I'm not receiving any emails" 
   - "I'm getting emails on wrong days"
   - "My settings won't save"

## Quick Reference

### Settings Location
Settings → Profile → Notifications

### Email Details  
- **Sender**: Alexa <noreply@m.francoflex.com>
- **Time**: 9:00 AM Eastern Time
- **Frequency**: Once daily on selected days only

### Default Settings
- **Email notifications**: Enabled
- **SMS notifications**: Enabled (coming soon)
- **Days**: Monday through Friday (weekdays)

### Remember
- Changes take effect the next day
- Only one email per day maximum
- You control everything - enable/disable anytime

Solutions for email reminder issues including delivery problems, wrong days, and settings troubleshooting.

Email Reminder Troubleshooting

Integration guides and resources for Francoflex partners.

Partners


# Partner Integration Overview

Francoflex provides multiple ways for partners to authenticate their users seamlessly. Choose the approach that best fits your technical requirements and user experience goals.

## Integration Options

| Method | Best For | Complexity |
| :--- | :--- | :--- |
| **Signed URLs** | Simple "Go to Francoflex" buttons. No server-side token generation needed. | Low |
| **Magic Links** | Server-side token generation with single-use secure links. | Medium |
| **Enterprise SSO** | Deep integration with your Identity Provider (Keycloak, Okta, Azure AD). | High |

## Choosing Your Path

### Simple Authentication (Signed URLs & Magic Links)

If you already have users logged into your system and simply want to provide a button like "Go to Language Training", these methods are the easiest:

- **Signed URLs**: Generate links client-side or server-side using a shared secret. No API calls needed.
- **Magic Links**: Request single-use tokens from our API, then redirect users.

Both are stateless and don't require managing an Identity Provider.

### Enterprise SSO (Token Exchange)

Best for large organizations that want to manage all permissions through their central Identity Provider:

- **Centralized**: Uses your existing Keycloak, Azure AD, or Okta.
- **Automated**: Can synchronize groups and roles automatically.
- **Standardized**: Based on OpenID Connect (OIDC) standards.

## High-Level Flow

```mermaid
graph TD
    subgraph "Partner Environment"
        A[User in Partner App]
    end

    subgraph "Integration Choice"
        A -->|Simple| B(Signed URLs / Magic Links)
        A -->|Enterprise| C(SSO Token Exchange)
    end

    subgraph "Francoflex"
        B --> D[Authenticated Session]
        C --> D
        D --> E[Redirect to Dashboard/Content]
    end
```

## Getting Started

1. **Contact us** to receive your Partner credentials (API key or shared secret)
2. **Choose your integration method** based on your requirements
3. **Follow the implementation guide** for your chosen method


Overview of partner integration options for seamlessly authenticating users into Francoflex.

Partner Integration Overview


# Simple Authentication

These methods let you authenticate users from your platform without setting up a full Identity Provider. Choose **Signed URLs** for the simplest integration, or **Magic Links** for additional security with single-use tokens.

---

## Signed URLs

Signed URLs are the fastest way to integrate. You construct a URL with a cryptographic signature that proves the request came from you.

### How It Works

```mermaid
graph LR
    A[Partner Backend] -->|Creates Signed Link| B(User's Browser)
    B -->|Clicks Link| C[Francoflex App]
    C -->|Verifies Signature| D[User Logged In]
```

### URL Structure

```
https://francoflex.com/auth/partner?email=USER_EMAIL&orgId=YOUR_ORG_ID&expires=UNIX_TIMESTAMP&signature=HMAC_SIGNATURE
```

| Parameter | Description |
| :--- | :--- |
| `email` | The email address of the user to log in. |
| `orgId` | Your unique Francoflex Organization ID. |
| `expires` | A Unix timestamp (in seconds) when this link becomes invalid. |
| `signature` | A hex-encoded HMAC-SHA256 signature. |
| `redirectUrl` | (Optional) Where the user should land after login. |

### Generating the Signature

The signature is an HMAC-SHA256 hash of `email|orgId|expires` using your Partner Secret.

#### Node.js Example

```javascript
const crypto = require('crypto');

function generateSignedUrl(email, orgId, secret, redirectUrl = '') {
  const expires = Math.floor(Date.now() / 1000) + 3600; // Valid for 1 hour
  const payload = `${email}|${orgId}|${expires}`;

  const signature = crypto
    .createHmac('sha256', secret)
    .update(payload)
    .digest('hex');

  const baseUrl = 'https://francoflex.com/auth/partner';
  const params = new URLSearchParams({
    email, orgId, expires, signature, redirectUrl
  });

  return `${baseUrl}?${params.toString()}`;
}
```

#### Python Example

```python
import hmac
import hashlib
import time
from urllib.parse import urlencode

def generate_signed_url(email, org_id, secret, redirect_url=''):
    expires = int(time.time()) + 3600
    payload = f"{email}|{org_id}|{expires}"

    signature = hmac.new(
        secret.encode('utf-8'),
        payload.encode('utf-8'),
        hashlib.sha256
    ).hexdigest()

    params = urlencode({
        'email': email, 'orgId': org_id,
        'expires': expires, 'signature': signature,
        'redirectUrl': redirect_url
    })

    return f"https://francoflex.com/auth/partner?{params}"
```

#### Shell Example

```bash
EMAIL="user@example.com"
ORG_ID="your_org_id"
SECRET="your_partner_secret"
EXPIRES=$(($(date +%s) + 3600))

PAYLOAD="$EMAIL|$ORG_ID|$EXPIRES"
SIGNATURE=$(echo -n "$PAYLOAD" | openssl dgst -sha256 -hmac "$SECRET" | sed 's/^.* //')

echo "https://francoflex.com/auth/partner?email=$EMAIL&orgId=$ORG_ID&expires=$EXPIRES&signature=$SIGNATURE"
```

### Security

**Why can't users tamper with the URL?**

The signature acts as a digital seal. If anyone changes the email, orgId, or expires value, the signature won't match when Francoflex verifies it. Only you and Francoflex know the secret key.

---

## Magic Links

Magic Links provide an extra layer of security with single-use, server-generated tokens.

### How It Works

```mermaid
sequenceDiagram
    participant U as User's Browser
    participant P as Partner Backend
    participant F as Francoflex API

    Note over U, P: User is logged into Partner App
    U->>P: Clicks "Go to Francoflex"
    P->>F: POST /api/auth/sso/generate-share-token
    F-->>P: Returns loginUrl (single-use token)
    P-->>U: 302 Redirect to loginUrl
    U->>F: Redeems token
    F-->>U: Set Session Cookie & Redirect
```

### Implementation

#### 1. Generate the Token

**Endpoint:** `POST /api/auth/sso/generate-share-token`

**Headers:**
```
Authorization: Bearer <YOUR_PARTNER_API_KEY>
Content-Type: application/json
```

**Body:**
```json
{
  "userId": "user@example.com",
  "targetOrganization": "your_org_id",
  "redirectUrl": "/classroom/lesson-1"
}
```

#### 2. Receive the Login URL

```json
{
  "success": true,
  "loginUrl": "https://francoflex.com/api/auth/sso/redeem-share-token?token=a1b2c3..."
}
```

#### 3. Redirect the User

Redirect your user to the `loginUrl`. Francoflex will verify the token, establish a session, and redirect to the specified destination.

### Security Notes

- **Server-to-Server**: The API key must never be exposed in frontend code.
- **Single Use**: Tokens are consumed immediately and cannot be reused.
- **Short Lived**: Tokens expire in 5 minutes.

---

## Best Practices

1. **Keep secrets safe**: Never expose your Partner Secret or API Key in client-side code.
2. **Use short expirations**: 5-10 minutes for signed URLs minimizes risk.
3. **Always use HTTPS**: Never generate links with `http://`.
4. **Validate on your end first**: Ensure the user is authenticated in your system before generating links.

---

## Code Samples

Download complete, ready-to-use code samples:

- **[Signed URLs (JavaScript)](/samples/javascript/signed-urls.js)** - Node.js and browser implementations with Express.js middleware example
- **[SSO Integration (JavaScript)](/samples/javascript/sso-integration.js)** - Token exchange and magic links implementation


Quick integration methods using Signed URLs and Magic Links for partner authentication.

Simple Authentication


# Enterprise SSO (Token Exchange)

Token Exchange is for organizations that want Francoflex to trust tokens issued by their Identity Provider (Keycloak, Okta, Azure AD). This provides true Single Sign-On where users authenticate once with your IdP and gain access to Francoflex automatically.

## How It Works

```mermaid
sequenceDiagram
    participant U as User
    participant IdP as Your Identity Provider
    participant P as Your Application
    participant F as Francoflex API
    participant FB as Firebase Auth

    U->>IdP: Login
    IdP-->>U: Issue JWT (ID Token)
    U->>P: Access App
    P->>F: POST /api/auth/sso/token-exchange<br/>(JWT + OrgID)
    F->>F: Validate JWT signature<br/>against IdP keys
    F->>FB: Exchange for Firebase Session
    F-->>P: Success (Set Session Cookie)
    P-->>U: Authenticated into Francoflex
```

## Benefits

- **Centralized Identity**: Manage all users through your existing IdP
- **Automatic Provisioning**: Users are created/updated automatically on first login
- **Group Sync**: (Optional) Synchronize groups and roles from your IdP
- **Standards-Based**: Uses OpenID Connect (OIDC) for interoperability

## Configuration Requirements

To set up Enterprise SSO, provide us with:

| Requirement | Example |
| :--- | :--- |
| **Issuer URL** | `https://keycloak.yourdomain.com/realms/main` |
| **Client ID** | The audience claim expected in tokens |
| **JWKS Endpoint** | Where we fetch your public signing keys |

We'll configure Francoflex to trust tokens signed by your IdP.

## API Usage

**Endpoint:** `POST /api/auth/sso/token-exchange`

**Body:**
```json
{
  "token": "<YOUR_OIDC_ID_TOKEN>",
  "organizationId": "your_org_id"
}
```

**Response:** Sets the `Set-Cookie` header for the authenticated session and returns user profile data.

## Token Requirements

Your OIDC ID Token must include:

| Claim | Description |
| :--- | :--- |
| `sub` | Unique user identifier |
| `email` | User's email address |
| `iss` | Must match your configured Issuer URL |
| `aud` | Must match your configured Client ID |
| `exp` | Token must not be expired |

## Implementation Example

```javascript
// After user authenticates with your IdP
async function redirectToFrancoflex(idToken, orgId) {
  const response = await fetch('https://francoflex.com/api/auth/sso/token-exchange', {
    method: 'POST',
    headers: { 'Content-Type': 'application/json' },
    body: JSON.stringify({
      token: idToken,
      organizationId: orgId
    }),
    credentials: 'include' // Important: allows cookie to be set
  });

  if (response.ok) {
    // Session cookie is now set, redirect user
    window.location.href = 'https://francoflex.com/dashboard';
  }
}
```

## Getting Started

1. **Contact us** with your IdP details (Issuer URL, Client ID, JWKS endpoint)
2. **We configure** Francoflex to trust your IdP
3. **Test** the integration in a staging environment
4. **Go live** once everything is verified

## Troubleshooting

| Issue | Solution |
| :--- | :--- |
| "Invalid token" | Verify the token hasn't expired and issuer matches |
| "Unknown issuer" | Contact us to verify IdP configuration |
| "Invalid signature" | Ensure JWKS endpoint is accessible and keys are current |

---

## Code Samples

Download complete, ready-to-use code samples:

- **[SSO Integration (JavaScript)](/samples/javascript/sso-integration.js)** - Complete token exchange implementation with error handling


Deep Identity Provider integration using OIDC token exchange for Keycloak, Okta, and Azure AD.

Enterprise SSO


# Degreed Integration

Give your Degreed learners seamless access to AI-powered language practice. Conversaflex supports French, English, Spanish, and more languages coming soon. When a learner clicks the Conversaflex link inside Degreed, they are signed in automatically — no separate login required. Accounts are created on the fly the first time a learner connects.

## What Your Learners Get

| Feature | Description |
| :--- | :--- |
| **AI Conversation Practice** | Real-time conversation practice with Madame AI in French, English, Spanish, and more — tailored to professional contexts |
| **Seamless Access** | One click from Degreed — no extra credentials to remember |
| **Auto-Provisioning** | New learner accounts are created automatically on first visit |
| **Progress Tracking** | Practice days, conversation counts, and badges visible in their Conversaflex dashboard |

## How It Works

```mermaid
sequenceDiagram
    participant L as Learner
    participant D as Degreed
    participant C as Conversaflex

    L->>D: Clicks Conversaflex link
    D->>D: Builds signed URL (HMAC-SHA256)
    D-->>L: Redirect to Conversaflex
    L->>C: GET /auth/partner?email=…&signature=…
    C->>C: Verify signature & expiry
    C->>C: Provision or find user
    C-->>L: Set session cookie → Dashboard
```

## Setup Steps

### 1. Contact Conversaflex

Reach out to **alexa@conversaflex.com** and request a Degreed integration. We will provision your organization and send you:

- Your **Organization ID**
- Your **Shared Secret** (HMAC signing key)
- A pre-built **launch URL template** ready to paste into Degreed

### 2. Add the Launch URL in Degreed

In your Degreed admin console, add Conversaflex as a **custom content provider** or **deep link**. Paste the launch URL template we provide — no custom code is needed.

Degreed will automatically append the learner's email and build the signed redirect when a learner clicks the link.

### 3. Test the Integration

Open Degreed as a test learner and click the Conversaflex link. Verify that:

- You land on the Conversaflex dashboard without a login prompt.
- Your user account was created in the correct organization.

### 4. Roll Out to Learners

Add the Conversaflex link to the relevant Degreed pathways, plans, or skill areas and notify your learners.

---

## Completion Tracking

Conversaflex automatically reports weekly practice completions back to Degreed. Every Sunday, the system checks which learners practiced during the past week and sends a completion record to the Degreed API. This means learner activity appears directly in their Degreed profile without any manual work.

### How It Works

1. Each Sunday, Conversaflex calculates practice statistics for all organizations.
2. For organizations with Degreed integration enabled, any learner who practiced at least once during the week receives a completion record in Degreed.
3. Completions are posted via the [Degreed Completions API](https://developer.degreed.com/) using OAuth2 client credentials.

### What You Need

| Item | Details |
| :--- | :--- |
| **Degreed OAuth Client ID** | From your Degreed admin console (API Credentials) |
| **Degreed OAuth Client Secret** | From your Degreed admin console |
| **Required Scopes** | `completions:write`, `content:write`, `users:read` |
| **Data Center** | US, EU, or CA — must match your Degreed instance |

### Setup

Your Conversaflex admin will configure the Degreed OAuth credentials in the admin console under **External Integration > LMS Integration (Degreed)**. Once enabled, completions are reported automatically each week.

### What Learners See

A "Language Conversation Practice" completion appears in their Degreed profile for each week they practiced. This counts toward pathways, skill plans, and any reporting dashboards in Degreed.

---

## Weekly User Reconciliation (True-Up)

Conversaflex runs a weekly reconciliation every Sunday to keep accounts in sync with Degreed. If a user is removed from Degreed or has their login disabled (e.g., an employee leaves the organization), their Conversaflex account is automatically disabled during the next reconciliation run.

### How It Works

1. Every Sunday at 2:30 AM EST, the reconciler fetches the full user list from the Degreed API.
2. For each Conversaflex member in the organization, it checks whether the user still exists in Degreed and whether their login is enabled.
3. If a user is **missing from Degreed** or has **login-disabled set to true**, their Firebase Auth account is disabled — they can no longer sign in to Conversaflex.
4. An email summary is sent to administrators listing all disabled accounts.

### What Happens to Disabled Users

| Aspect | Details |
| :--- | :--- |
| **Login** | Disabled — the user cannot sign in via any method (partner link, SSO, email/password) |
| **User Data** | Preserved — conversations, vocabulary, badges, and progress remain intact |
| **Reversibility** | An admin can re-enable the account manually in the Firebase Auth console |
| **Data Deletion** | Data may be periodically removed in a separate process. Disabling the account does not trigger data deletion. |

### Important Notes

- The reconciler **only disables** accounts — it does **not** delete user data.
- The reconciler **does not re-enable** accounts. If a user is re-enabled in Degreed, an admin must manually re-enable the Conversaflex account.
- Only users whose email appears in the Degreed instance are evaluated. Users provisioned through other channels (direct invite, SSO) are not affected.

---

## Deep Link Reference

This section is for teams who need to understand the URL format or build custom integrations beyond the standard Degreed setup. **Most Degreed customers do not need this** — the launch URL template we provide handles everything.

### URL Structure

```
https://conversaflex.com/auth/partner?email=USER_EMAIL&orgId=ORG_ID&expires=UNIX_TIMESTAMP&signature=HMAC_SIGNATURE&redirectUrl=/dashboard
```

### Parameters

| Parameter | Required | Description |
| :--- | :--- | :--- |
| `email` | Yes | Learner's email address (must match what Degreed sends) |
| `orgId` | Yes | Your Conversaflex Organization ID |
| `expires` | Yes | Unix timestamp (seconds) when this link expires |
| `signature` | Yes | Hex-encoded HMAC-SHA256 signature |
| `redirectUrl` | No | Path the learner lands on after login (default: `/dashboard`) |

### Signature Format

The signature is an **HMAC-SHA256** hash of the string `email|orgId|expires`, using your **Shared Secret** as the key.

For code examples in Node.js, Python, or shell, see the [Simple Authentication](/docs/partners/simple-auth) guide.

### Security Notes

- **Keep the Shared Secret server-side only.** Never expose it in browser code or Degreed custom scripts.
- **Use short expirations** (5 minutes recommended). The link only needs to survive the redirect.
- **Signatures are tamper-proof.** Changing any parameter invalidates the signature.

---

## FAQ

**Do learners need a Conversaflex account before clicking the link?**
No. Accounts are created automatically the first time a learner arrives via a signed URL.

**What happens if a learner already has a Conversaflex account?**
They are signed in to their existing account. No duplicate is created.

**Can we control which learners have access?**
Yes. Only learners whose signed URL is generated with your Organization ID and Shared Secret will be admitted. You control who sees the link inside Degreed.

**What happens if the link has expired?**
The learner sees a friendly error page and can request a new link by clicking the Conversaflex link in Degreed again.

**Does this require SAML or OIDC configuration?**
No. The Signed URL approach is self-contained — no Identity Provider setup, no metadata XML, no certificate exchange.

**Do we need to write any code?**
No. We provide a ready-to-use launch URL template that you paste into your Degreed admin console. Degreed handles the redirect automatically.

---

## Support

Questions or issues? Contact **alexa@conversaflex.com** and we will get you set up.


Connect Degreed to Conversaflex so learners launch AI language practice directly from their Degreed pathway.

Documentation

Explore our guides and examples to start building your app.

Getting Started

Features

Troubleshooting

Partners

Getting Started

Features

Troubleshooting

Partners