Settings — Luminwell Admin

General Matching Notifications Welfare Privacy Roles & Access

Platform Identity

Platform name

Support email

Default language

Academic year start

Session Configuration

Default session duration (minutes)

Max sessions per user per month

Session types enabled

Video sessions Audio-only sessions Text / chat sessions

Session booking lead time (hours)

Feature Flags

AI-assisted note generation

Enables AI tools in ambassador note editor

Mood journalling

User daily mood check-in and journal

AI journal mood detection

Automatic welfare flag based on journal language

Peer matching algorithm

Automatic matching of users to ambassadors

Group sessions (beta)

Allow ambassadors to host group sessions

Danger Zone

Clear all user data (test mode only)

Permanently wipes all test accounts and data. Cannot be undone.

Put platform into maintenance mode

Users will see a maintenance page. Admin access preserved.

Matching Algorithm

Specialism alignment

40%

University proximity

25%

Availability overlap

25%

Ambassador load balancing

10%

Weights must total 100%. Current total: 100%.

Match Rules

Max clients per ambassador

Max wait time before manual review (days)

Allow users to request re-match

Users can request a new ambassador after 3 sessions

Admin override required for all matches

All matches need admin approval before activation

Automated Notification Rules

Notify user when matched to ambassador

Email + in-app

Session reminder (24h before)

Email + push

Session reminder (1h before)

Push notification only

Welfare flag alert to admin

Email + in-app · immediate

Missed session alert (to ambassador)

In-app · 15 minutes after no-show

Weekly engagement digest to admin

Email · every Monday

Ambassador application submitted

Email to admin · immediate

Journal mood dip detected

In-app alert to ambassador · next working day

Welfare Escalation Rules

Critical flag response SLA (minutes)

High flag response SLA (hours)

Missed sessions before auto-flag

Journal low-mood streak before flag (days)

Welfare Toggles

AI journal welfare detection

Auto-flag based on natural language processing

Ambassador welfare reporting

Ambassadors can log welfare concerns from sessions

Mandatory follow-up after critical flag

24h follow-up check required before flag can be closed

Auto-suspend session access on critical flag

Temporarily pauses new session booking for flagged user

Data Retention

User data retention (years)

Session notes retention (years)

Journal entry retention (years)

Welfare log retention (years)

Consent & GDPR

Require explicit consent on registration

GDPR compliant opt-in for data processing

Allow users to export their data

GDPR Article 20 — right to data portability

Allow users to request account deletion

GDPR Article 17 — right to erasure

AI data processing disclosure shown to users

Shown where AI note generation is used

Platform Roles

Super Admin

Full access

Complete platform control including settings, data access, and role management.

All usersAll dataSettingsGDPR toolsDelete accounts

Admin

Standard

Manage users, ambassadors, welfare flags and sessions. Cannot modify settings.

UsersAmbassadorsWelfareSessionsAnalytics

Welfare Officer

Restricted

View and action welfare flags only. No access to unrelated user data.

Welfare flagsSession notesCrisis contacts

Read-only

View only

Analytics and reporting access for stakeholders. Cannot action or modify anything.

AnalyticsReportsAggregate data

Platform Settings