Platform Admin Access

A Platform Admin is a TKG Analytics support team member who needs access to specific districts in order to help configure, troubleshoot, or operate the platform on a district's behalf.

This page covers how Platform Admin access is scoped, how to request changes to access, and what to do if a Platform Admin ends up in an unexpected state.

How Access Is Scoped

A user is a Platform Admin when both of the following are true:

1. The user's Platform Admin flag is checked.
2. The user has at least one supported district.

Supported districts are assigned deliberately, one by one. Creating a new district does not add it to anyone's supported list except the engineering team's, so a Platform Admin who should work in a newly created district has to be given it explicitly through a Helpdesk Ticket.

A user with the Platform Admin flag set but zero supported districts cannot be saved. The application rejects the change. This guardrail prevents a Platform Admin from accidentally being left in a "logged in but locked out of every district" state.

What a Platform Admin Sees

Inside the app, a Platform Admin only sees the districts in their supported list, and only the active ones:

• The districts list is filtered to supported districts that are active.
• An attempt to switch to a district they don't support is refused at the moment they click, so it never puts them on that district in the first place. They stay on the district they were already using.
• If a Platform Admin is already sitting on a district they don't support, because support was withdrawn or the district was deactivated while they were working in it, the application moves them to one of their supported districts on the next page load. They cannot stay on a district they don't support.
• Within a supported district, a Platform Admin behaves like a District Admin (full access).

Which Districts Each Role Can Enter

Two roles can see more than one district. This is what each may enter:

The cases support most often runs into are the last three:

• Maintenance mode does not block a Platform Admin. A district in maintenance mode has ordinary user access switched off, but a Platform Admin can still get in and work. That is the point of the mode: the support team keeps working while district users are held out.
• A district that is still onboarding blocks a Platform Admin. Until a district finishes onboarding, only an Admin and the district's own District Admins can go in. A district you support but that has not finished onboarding still appears on your Accounts page, but it has no Switch button. When any district you support is in that state, an Onboarding button appears on the Accounts page that narrows the list to just those districts; it is hidden when there are none.
• An inactive district blocks a Platform Admin. An inactive district is not visible on the Accounts page at all, cannot be switched into, and does not appear under any filter. Only an Admin can enter one.

District State Badges

The Accounts page marks districts whose state is out of the ordinary:

Switching Between Districts

A Platform Admin who supports more than one active district can switch between them at any time:

1. Click your user avatar in the top right of the navigation bar.
2. Click Accounts in the dropdown.
3. On the Accounts page, click the Switch button next to the district you want to use.

The Accounts page lists only the active districts you support, and the Switch button appears only where you are allowed to go. The rule is enforced when you click, not just when the page is drawn, so a stale or hand-edited link cannot put you somewhere you don't belong.

After switching, every page, report, and upload is scoped to the newly selected district until you switch again or sign out.

If a stale or hand-edited link tries to switch you to a district you don't support, the app refuses the switch and leaves you on the district you were already using. It does not move you somewhere else. To gain access to a new district, request the change through a Helpdesk Ticket.

If a District You Support Is Deactivated

Deactivating a district removes it from your Accounts page, but it does not remove it from your supported list. So a district can disappear from view while still being assigned to you, and it will reappear if it is ever reactivated. Nothing is wrong and no action is needed.

If you were working in that district when it was deactivated, the app moves you to another district you support on your next page load. It picks one you can actually work in, skipping any that are inactive or still onboarding.

If None of Your Districts Are Available

If no district assigned to you is both active and finished onboarding, there is nowhere for the app to put you. You stay signed in, because nothing is wrong with your access, and you land on a page explaining the situation with a link to open a ticket. Use it to ask for a district to be made available, or for another district to be added to your access.

Requesting a Change to Platform Admin Access

Platform Admin assignments are managed by the TKG Analytics engineering team. If you need a user added or removed as a Platform Admin, or you need to change which districts a Platform Admin supports, open a Helpdesk Ticket with the following information:

• The user's name and email address.
• Whether they should be a Platform Admin (yes or no).
• The list of districts they should have access to.

The engineering team will apply the change and confirm by replying on the ticket.

Troubleshooting

A Platform Admin reports they "lost access" to a district. Check first whether the district has been deactivated, since an inactive district drops off the Accounts page for a Platform Admin even though it stays in their supported list. Otherwise open a Helpdesk Ticket with the user's name and the district they expected to see, and the engineering team will check whether the district is in their supported list and re-add it if appropriate.

A Platform Admin needs something done in an inactive district. Only an Admin can enter an inactive district, and there is no control in the application that will let a Platform Admin in. Open a Helpdesk Ticket describing what needs to happen, and the engineering team will either do the work or reactivate the district.

A Platform Admin can't sign in to any district. Open a Helpdesk Ticket. The engineering team will confirm whether the Platform Admin flag and supported districts are set correctly on the account.

A Platform Admin tried to switch to a district they don't support. This is intentional, and nothing moved. The switch is refused when they click it, so they stay on the district they were already using. They will see either a message saying they can't access that page, or simply be returned to the Accounts page. If they should have access to the district they tried to switch to, request the change as described in the section above.

A Platform Admin was moved off the district they were working in. This is the other half of the same rule, and it applies only to a district they were already on. Support may have been withdrawn, or the district may have been deactivated under them. The application moves them to a district they can actually work in rather than leaving them somewhere with no access. Check the supported list first, then whether the district is still active.

Related Roles

• Admin: full system access; sees every district. Reserved for the engineering team.
• Platform Admin: the TKG Analytics support role described on this page; access is scoped to a curated list of districts.
• District Admin: a district-level role; the user has full access to a single district.

Need Help?

• Helpdesk Ticket: Helpdesk Ticket
• Website: https://tkganalytics.org