abrodly

Capabilities

Abrodly enables administrators to manage the complete lifecycle of international student placements under the UK’s Turing Scheme program. Agents can create and manage student profiles, automatically calculate funding based on destination and eligibility criteria, collect and approve documents through streamlined workflows, request digital signatures for official certificates, send automated notifications and reminders, generate comprehensive analytics and reports, and export data for external analysis. The platform supports both single and dual placements with intelligent funding calculations that account for location, duration, student disadvantage status (POLAR4), and special circumstances.

Skills

Student Management

• Create individual student records with personal details, programme eligibility, and placement information
• Bulk import students via CSV file upload with column mapping
• Edit and update student profiles including contact information and placement details
• Track student status through the application lifecycle (Pending, Under Review, Approved, Completed, Rejected)
• Manage dual placements for students with placements in two different countries
• Auto-fill student data from uploaded PDF applications

Funding Calculation & Budget Management

• Automatically calculate Turing Scheme funding based on destination country, placement duration, and student eligibility
• Apply POLAR4 postcode lookup to identify disadvantaged students (quintiles 1-2) and enable enhanced funding rates
• Calculate living cost grants using destination cost groups (Group 1: USA, Japan, Australia; Group 2: Western Europe; Group 3: Eastern Europe, South America, Asia)
• Apply travel grants (£95-£350) for disadvantaged students based on destination distance
• Support short-term (14-56 days) and long-term (57-365 days) placement rates with different daily rates
• Track budget allocation by department and monitor spending against annual budgets
• Generate budget forecasts based on current applications
• Apply manual disadvantaged status overrides for special circumstances (low household income, documented widening participation criteria)

Document Management & Approval

• Manage document upload, review, approval, and rejection workflows
• Support multiple document types: travel receipts, ID photos, passports, visas, accommodation proof, medical certificates, flight tickets
• Accept file formats: PDF, JPEG, JPG, PNG, DOC, DOCX (max 10MB per file)
• Provide document viewer with zoom, pan, page navigation, download, and full-screen capabilities
• Request corrections from students with feedback loops
• Track document approval status across all students
• Export document lists with filtering and sorting by upload date, student name, or status

Digital Signatures & Certificates

• Request digital signatures from external parties (host institution representatives, academic supervisors) without requiring them to create accounts
• Generate Certificate of Stay documents with arrival and departure signature fields
• Send secure signature request emails with unique 24-hour expiring signing links
• Collect legally-binding digital signatures with full audit trail
• Generate final certificates once all signatures are collected
• Support multiple document types requiring signatures beyond Certificate of Stay

Notifications & Communications

• Send individual or bulk emails to students using templates or custom messages
• Create and customize email templates for portal invitations, deadline reminders, signature requests, and general notifications
• Use dynamic email variables to personalize communications (student name, placement details, funding amounts, deadlines)
• Configure automated deadline reminders at customizable intervals (e.g., 14 days, 7 days, 1 day before deadline)
• Escalate overdue items to administrators automatically
• Send push notifications and in-app alerts to students
• Monitor email delivery through email queue with status tracking
• Adjust reminder timing and escalation rules through settings

Analytics & Reporting

• Generate comprehensive reports across 8 specialized tabs: Overview, Students, Placements, Financial, Budget, Operational, Advanced Analytics, and Power BI
• View interactive dashboard with compact and analytics view modes
• Display key metrics: total students, active placements, pending applications, funding totals
• Analyze student distribution by department with funding totals per department
• Visualize placement locations by country and cost bands
• Track application status distribution (Pending, Under Review, Approved, Completed, Rejected)
• Analyze placement duration distribution in weeks
• Monitor funding disbursement over time with seasonal pattern tracking
• View document status across all students to identify bottlenecks
• Generate AI-powered predictive analytics and trend forecasting
• Export data in Excel, CSV, or PDF formats with customizable filters

Power BI Integration

• Generate API keys with configurable permissions and expiration settings
• Access RESTful API endpoints: GET /students, GET /funding, GET /placements, GET /demographics, GET /payments
• Include API key in X-API-Key header for authentication
• Connect Abrodly data to Microsoft Power BI for advanced external reporting
• Revoke compromised API keys immediately and generate replacements

User & Access Management

• Invite new administrators and manage roles (Super Administrator, Administrator, Department Administrator, Finance Administrator)
• Super administrators have full system access including user management and settings
• Standard administrators can create/manage student records, review documents, send communications, and generate reports
• Department administrators manage students within their department with first-level document review
• Finance administrators review and approve finance documents and manage budget tracking
• Track all administrative actions through audit logging (invitations, role changes, security events)
• View audit trails with export capability in CSV, PDF, or JSON formats
• Configure session timeouts and secure password requirements for admin accounts

Student Portal & Self-Service

• Send magic link invitations to students for secure, passwordless portal access
• Magic links expire after 24 hours with single-use tokens preventing replay attacks
• Students upload required documents through self-service portal
• Students view placement details, funding breakdown, and host organization information
• Students track document approval status and application progress
• Students sign certificates digitally through secure links
• Students receive notifications about application status changes
• Resend portal invitations at any time if links expire

Account Linking & Verification

• Automatically link student authentication accounts to profiles using multiple strategies:
  • Direct UUID matching from magic link metadata
  • Student number matching from students.student_id field
  • Email address matching with authenticated records
• Manually override account linking for complex cases with audit trail
• Repair failed account links using email re-matching
• Verify students.auth_user_id matches logged-in user
• Check Row Level Security policies for data access permissions

Deadline Management & Automation

• Create document submission deadlines for individual students or groups
• Automatically schedule reminder notifications based on deadline dates
• Send reminders via email, push notifications, and in-app portal notifications
• Escalate overdue items to administrators when deadlines pass
• Customize reminder intervals (e.g., 14 days, 7 days, 1 day before deadline)
• Define escalation rules for overdue items
• Apply new settings to future deadlines

Finance Document Management

• Manage financial receipts and expense documentation with enhanced approval workflows
• Review and approve finance documents with feedback loops
• Export finance document data for reporting in Excel or CSV format
• Filter and sort finance documents by status, date, or student

Calendar & Deadline Tracking

• View calendar of important dates and deadlines
• Track upcoming and overdue deadlines requiring attention
• Monitor placement start and end dates
• Plan resource allocation based on deadline patterns

Settings & Configuration

• Configure notification preferences for email alerts
• Customize email sender settings
• Set data retention policies
• Configure deadline automation intervals and escalation rules
• Access admin onboarding checklist for new administrators
• Review and update institution profile information

Workflows

Complete Student Placement Lifecycle

1. Create student record with personal details, programme eligibility, and placement information
2. Automatically calculate funding based on destination, duration, and POLAR4 status
3. Send magic link portal invitation to student
4. Student uploads required documents (travel receipts, ID photos, accommodation proof)
5. Administrator reviews documents in document viewer and approves or requests corrections
6. Student resubmits corrected documents if needed
7. Once documents approved, generate Certificate of Stay
8. Send digital signature request to host institution representative
9. Host representative signs certificate through secure 24-hour link
10. Collect departure signature when placement completes
11. Generate final certificate with both signatures embedded
12. Mark placement as complete and export data for Turing Scheme reporting

Automated Deadline Reminder Workflow

1. Administrator sets document submission deadline for student or group
2. System automatically schedules reminder notifications based on deadline date
3. Student receives first reminder (14 days before deadline) via email and portal
4. Student receives follow-up reminder (7 days before deadline)
5. Student receives final reminder (1 day before deadline)
6. If deadline passes without submission, administrator receives escalation notification
7. Administrator can follow up with student or extend deadline
8. Once documents submitted, reminders cease

Bulk Student Import & Setup

1. Prepare student data in CSV format with required fields
2. Navigate to Students → Bulk Import
3. Upload CSV file
4. Map columns to student fields
5. Review import preview
6. Confirm import to create all students at once
7. Send portal invitations to all imported students
8. Students receive magic links and begin uploading documents

Portal Invitation & Account Linking

1. Administrator sends portal invitation to student’s email
2. System generates magic link with student_id UUID in metadata
3. Student receives email with secure login link
4. Student clicks link to access portal (no password required)
5. System automatically links authentication account to student profile using UUID matching
6. If UUID matching fails, system attempts student number matching
7. If no student_id present, system matches by email address
8. Student gains immediate access to their portal data
9. Link remains valid for future sessions
10. If link expires, administrator can resend invitation

Power BI Data Export & Integration

1. Navigate to Reports → Power BI tab
2. Click Create API Key
3. Provide name and description for the key
4. Select which data endpoints key can access (Students, Funding, Placements, Demographics, Payments)
5. Choose expiration period or select “Never expires”
6. Copy generated API key immediately (only shown once)
7. Store API key securely
8. In Power BI, configure connection using API endpoints
9. Include API key in X-API-Key header with each request
10. Query endpoints: GET /students, GET /funding, GET /placements, GET /demographics, GET /payments
11. If key compromised, revoke immediately and generate new key

Document Approval with Feedback

1. Student uploads document through portal
2. Administrator reviews document in viewer (zoom, pan, navigate pages)
3. If document acceptable, click Approve
4. If document needs corrections, click Request Correction
5. Provide feedback message explaining what needs to be fixed
6. Student receives notification with feedback
7. Student resubmits corrected document
8. Administrator reviews resubmitted document
9. Once acceptable, approve document
10. Document marked as approved with timestamp and audit trail

Integration

Abrodly integrates with Microsoft Power BI through RESTful API endpoints for advanced external reporting and data analysis. The platform provides API keys with configurable permissions and expiration settings, allowing secure data access for students, funding allocations, placements, demographics, and payment records. All API requests require authentication via X-API-Key header.

The system uses Supabase for backend infrastructure, providing auto-generated REST APIs with JWT token authentication, Row-Level Security policies enforced at the database level, rate limiting to prevent abuse, and Edge Functions for isolated serverless execution. All data is encrypted and access is controlled via role-based permissions with comprehensive audit logging.

Abrodly integrates with email systems for sending notifications, reminders, and communications to students and administrators. The email system supports template-based messaging with dynamic variables for personalization.

Context

Turing Scheme Program: Abrodly is purpose-built for the UK government’s Turing Scheme, which provides funding for UK students to study or work abroad. The platform implements complete Turing Scheme funding rules including living cost grants based on destination cost groups, travel grants for disadvantaged students, and special support for students with disabilities.

Cost Groups: Destinations are organized into three cost groups that determine daily funding rates:

• Group 1 (Higher cost): USA, Japan, Australia, Switzerland
• Group 2 (Medium cost): Western Europe, Canada, New Zealand
• Group 3 (Lower cost): Eastern Europe, South America, Asia

POLAR4 Classification: Participation of Local Areas (POLAR4) is a UK classification system identifying areas with lower higher education participation. Students from POLAR4 quintiles 1-2 (lowest participation areas) qualify as “disadvantaged” and receive enhanced daily rates (additional £4/day) plus travel grant eligibility (£95-£350 depending on destination).

Placement Duration: Minimum eligible placement is 14 days. Short-term placements (14-56 days) use higher daily rates; long-term placements (57-365 days) use lower daily rates. Placements under 14 days receive £0 funding.

Dual Placements: Students can have placements in two different countries during the same academic year, each tracked separately with independent funding calculations.

Magic Link Authentication: Students access the portal through secure, passwordless magic links sent via email. Links expire after 24 hours and are single-use tokens, making them more secure than traditional passwords.

Role-Based Access Control: The platform enforces Row-Level Security ensuring users only access authorized data. Super administrators have full system access; standard administrators manage assigned areas; students access only their own data.

Audit Trail: All significant actions are logged including user invitations, role changes, document approvals, signature requests, and administrative changes, enabling compliance and security oversight.

For additional documentation and navigation, see: https://abrodly.mintlify.app/llms.txt