Administrator guide
You bring your people in.
The administrator is the person who runs LucaAIstein for a school, an organization, or a family: you request the accounts, decide who gets which role, and act as the contact point when your people need help or want their data handled. This guide covers everything that job involves during the Private Preview — and the one thing no administrator can do, on purpose.
01
Your role during the Private Preview
During the Private Preview, account provisioning is concierge-style: a real team sets up every account by hand, and you are the bridge between your organization and that team. In practice, an administrator does four things:
- Requests and provisions accounts. You gather who needs access, send an invitation request, and hand out the sign-in details when they arrive.
- Assigns roles. You decide who is a learner, who is a parent or guardian, and who is an educator — the team provisions each account with the role you name.
- Serves as the contact point. Questions, account changes, and privacy requests from your users route through you to support — one address, one business day.
- Runs the rollout. You choose where to start, watch how the first group fares, and decide when to widen the circle.
What you manage
- Who has an account, and in which role.
- Class rosters — which learners belong to which educator.
- The flow of support and privacy requests to the team.
- The pace of your organization's rollout.
What you don't
- Learners' evidence. Oversight of a child's learning belongs to their parent and their teacher — not to account administration.
- Consent on a minor's behalf. Only a parent or guardian can grant it.
- The mastery gate. No role can bend it — including yours.
- Billing mechanics. Usage is metered and invoiced by the team via Stripe — there are no rates for you to set and no invoices for you to issue.
02
Requesting & provisioning accounts
Everything starts with one invitation request. Send one request for your whole group — the team provisions the accounts and replies with sign-in details, usually within one business day (EU & US business hours).
- Request an invitation through the sign-up wizard. Say who will learn — a child, yourself, or a team — and how many learners; the wizard ends with a prefilled invitation request to the team. List each person you need an account for, with the role they should have: learner, parent, or educator.
- The team provisions the accounts and replies with sign-in details and a secure Stripe link to put a card on file ($0 is charged at setup) — usually within one business day, EU & US business hours.
- Everyone signs in at www.lucaexpress.com and opens LucaAIstein (🧠) from the app menu.
- For every minor: the parent or guardian completes consent first. The tutor will not score or speak with a child before recorded parental consent exists — it fails closed. Make this step one of your rollout, not an afterthought.
Who gets which role
- Learner — anyone who will study: a child, or an adult learning for themselves. Adults grant their own consent at sign-in.
- Parent / Guardian — one for each minor learner, without exception. The parent account is where oversight lives and where consent for a child is granted; a child's account cannot do meaningful work without it.
- Educator — each teacher who will run a class. Tell the team which learners belong to which educator; the class boundary is drawn from your roster.
- Administrator — you. Keep this list short: yourself and, in a larger organization, one deputy is plenty.
The Private Preview is invitation-based and limited to the first 50 customers. Count every account in your request against that limit. Once the 50 places are taken, new requests join the waitlist for general availability — so request what you genuinely need now, and grow from the waitlist later if the preview fills. The monthly platform fee is on us during the Private Preview, and you pay only for what you use — current rates are on the pricing page.
Request an invitation — first 50 customersInvitation-based, first 50 customers · the monthly platform fee is on us during the Private Preview · you pay only for what you use.
Adding people later works exactly the same way: send a new invitation request naming the person and the role. While preview places remain, additions are provisioned from your request; once the 50 are taken, they join the waitlist.
03
Role capabilities at a glance
Four roles, each deliberately scoped. Everyone sees exactly what their relationship to a learner entitles them to — and nothing more.
| Role | Sees | Can do |
|---|---|---|
| Learner | Their own lessons and progress — what's mastered, what's in progress, and the next step. Never a bare "no": every locked door comes with its path. | Learn in Socratic dialogue; keep a Personal Library of their own books and documents (stored only on their device); use Analog Practice — reading log, read-aloud, handwriting — where consented. Adult learners grant their own consent. |
| Parent / Guardian | Everything about their own learners: lessons, questions, results, and the full evidence surface — trajectories, mastery map, work samples. Never another family's child. | Set subjects and values; cap gamification (the cap is a hard ceiling — 0 disables it); cap or disable enrichment-pathway invitations; grant and revoke voice and handwriting consent for minors. |
| Educator | Their own class only — evidence per student, whole class at a glance. A FERPA-style boundary: a teacher never sees another class's learners. | Review class evidence; curate the shared curriculum catalog in the Curriculum Curator (provenance, copyright posture, review queue); use Analog Practice as additive, never-required homework. |
| Administrator | The organization's accounts and roles — who has access and as what. Account administration is not a window into learners' evidence. | Request and provision accounts; assign roles; maintain class rosters; receive and forward support and privacy requests; run the Private Preview rollout. |
One capability exists for nobody: overriding the foundations gate. Before advanced subjects unlock, a learner must genuinely master Reading, Writing, and Arithmetic — and that gate is immutable. No learner, no parent, no teacher, and no administrator can lower it, bypass it, or override it. This is not a permission you can request from support; the override does not exist, by design. What the gate always gives instead is the path: what is mastered, what remains, and the next step.
04
The consent model your users will hit
Consent in LucaAIstein is not a checkbox buried in onboarding — it is a gate the system enforces, and your users will encounter it in their first session. Knowing how it behaves saves you a week of "why isn't it working?" emails.
Adults consent for themselves
An adult self-learner grants their own consent at sign-in and starts immediately. Nothing for you to coordinate.
Minors need recorded parental consent — and the system fails closed
Age and date of birth are captured at signup. Until a parent or guardian has completed the consent step, the tutor will not score the child, will not record them, and will not speak with them by voice. Handwriting capture in Analog Practice is likewise consent-gated. The account simply waits, safely, rather than proceeding quietly — the most protective default, enforced by the system rather than by policy.
What this means for your rollout: a child's account is not usable in any meaningful sense until their parent has signed in and completed consent. Provision parent accounts together with their children's, and put "parents complete consent" in week one of your plan — before the first lesson, not after the first confused email.
- Consent is recorded, not assumed. Every grant and revocation is written to an append-only consent ledger — a permanent, tamper-evident history.
- Consent is revocable. A parent can withdraw voice or handwriting consent at any time; the affected features stop, and the learner continues in text.
- There is no administrator override. You cannot consent on a child's behalf, and neither can a teacher. Only the parent or guardian can — which is exactly what a parent would want.
05
Privacy duties: erasure & local-first data
As the organization's contact point, privacy requests from your users land with you first. The job is simple and it matters: forward, don't sit on it.
Handling an erasure request
- A user asks you — a parent leaving the program, an adult learner closing their account, anyone exercising their right to erasure.
- Forward the request to keith@gusit.de (cc gus@gusit.de) with the subject "Privacy request." Say whose data, and what they've asked for.
- The team executes it. Personal data is purged, and the learner's identifiers in the permanent audit log are cryptographically shredded — the audit history survives for integrity, but the identifiers in it become irrecoverable by design.
LucaAIstein is designed for GDPR-style rights: erasure happens on request, and the mechanics above are what actually occurs — a purge plus a cryptographic shred, not a soft-delete that lingers.
Local-first data — what never reaches a server
Two kinds of content are deliberately kept on the user's own device, which changes what erasure even needs to touch:
- Personal Library content. Books and documents a learner brings stay only on their device. They're used as reference during lessons, never uploaded, and never affect the mastery gate.
- Handwriting photos. In Analog Practice, a photo of handwritten work is converted to text on the device; the image itself is never uploaded. Servers store the score and its provenance — not the photograph.
Tell your users plainly: what stays on the device is theirs to keep or delete like any file of their own; what the servers hold — scores, evidence, provenance — is what a "Privacy request" erases.
Isolation is structural
Teacher and classroom access follows a FERPA-style boundary enforced by the system's design: a teacher sees only their own class, a parent only their own children. There is no setting you must configure to make this true, and no setting that can make it false.
06
What to tell users about the Private Preview
LucaAIstein has been in Private Preview since July 18, 2026. The monthly platform fee is on us during the Private Preview, and you pay only for what you use — AI usage is billed monthly, with current rates on the pricing page. Some things are deliberately switched off until independent reviews pass, and your users will notice. Brief them before they ask — honesty up front is cheaper than surprise later. Here is what to say:
Say this, before they ask
- "Grade-level estimates may show as unavailable." The estimate — an uncertainty band anchored to a named external standard, labeled "tutor estimate, not a standardized test" — appears only after an independent subgroup-fairness review passes. Until then it fails closed rather than guessing. It never influences the mastery gate either way.
- "Enrichment-pathway invitations may be unavailable too." Same reason, same posture: invitations wait for independent fairness review, deliberately fail-closed. When they do arrive, they are gentle, dismissible, frequency-capped invitations — never a talent verdict, and a parent can cap or disable them entirely.
- "Advanced-subject unlocks are conservative right now." While independent expert calibration completes, the gate errs on the side of caution. Learning is never blocked — learners keep working and building evidence the whole time; only the unlock of advanced subjects awaits calibration.
- "Voice is metered usage, like everything else." Voice minutes are billed on the monthly usage invoice, so encourage short, purposeful voice moments over marathon sessions. If the connection falters, the lesson continues in text — nothing is lost.
- "The tutor teaches in English first." The website speaks EN/FR/DE/ES/PT; the tutor itself is English-first during the Private Preview.
The one-line version, if you only send one: "The monthly platform fee is on us during the private preview, you pay only for the AI you use, and it's honest to a fault — a few numbers stay hidden until independent fairness reviews pass — and nothing your child does is ever blocked, only the unlock of advanced subjects is careful."
How billing works for your users
- A card on file via Stripe. Every customer puts a card on file through a secure Stripe link at setup — $0 is charged at sign-up.
- One monthly usage invoice. AI usage is metered from the first token and invoiced once a month, for exactly what was used — no allowances, no bundles.
- The monthly platform fee is on us during the Private Preview. That fee is the only thing waived; usage itself is always billed.
- The rates live on the pricing page. Point your users there for current prices — this guide deliberately keeps no numbers that could go stale.
07
Rollout tips
A cap of fifty customers across the whole Private Preview means every account you request should earn its place. The pattern that works:
- Start with one class or one family. One educator and their learners, or one household — small enough to watch closely, real enough to learn from. Widen only after the first group is running smoothly.
- Consent first, lessons second. Provision parent accounts alongside children's and make "consent completed" the entry ticket to week one. A rollout that skips this step stalls on day two.
- Set the gate expectation on day one. Tell parents and teachers up front that nobody — including you — can override the foundations gate. Said early, it reads as the product's integrity; discovered late, it reads as a support ticket.
- Name a feedback channel. Ask your first users to send observations to you weekly — what delighted, what confused, what broke. Forward the digest to keith@gusit.de. Preview feedback genuinely shapes the product, and the team reads it.
- Watch the evidence, not the enthusiasm. After two weeks, look at whether learners are returning and whether parents can read the mastery map without help. Those two signals tell you if you're ready to grow.
- Grow deliberately. When the first group is steady, request the next batch — the same invitation request as the first. If the 50 customer places have filled by then, your additions join the waitlist for general availability with their place kept.
08
Escalation & contact
One address for everything, with the subject line doing the routing. Keith (Sales & customer engagement) responds within one business day, EU & US business hours.
| Accounts & sign-up | New accounts start at the sign-up wizard. For role changes, roster updates, and waitlist questions — or if the wizard is not an option — email keith@gusit.de (cc gus@gusit.de), subject "LucaAIstein private preview". |
|---|---|
| Privacy & erasure | Same address, subject "Privacy request" — erasure requests you're forwarding on a user's behalf, or any question about data handling. |
| Everything else | Same address — a stuck account, a confused parent, feedback from your first class. When in doubt, send it; it will be routed. |
Worth sharing with your users: the learner guide, the parent guide (send it with every parent account), the educator guide, and the documentation hub for everything else.