How the Compliance System Works

A complete reference for institute admins — setup, gating, review workflow, and automated emails sent to tutors and students.

Institute administration · Global

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What is compliance gating?

When Block portal until required documents are approved is enabled, tutors and students cannot use the rest of the portal until every required compliance form is submitted and approved by an admin.

While gated, users see only:

Admins and staff are never gated. They can always access the full dashboard to review submissions.

Admin setup (one-time)

  1. Enable the Compliance & Documents module under Settings → Modules.
  2. Open Dashboard → Compliance and click Forms to create or upload form templates (waivers, agreements, consent forms, etc.).
  3. For each form, set which roles it applies to (tutor, student, or both) and mark it as required if it should block portal access.
  4. Turn on Block portal until required documents are approved when you are ready to enforce gating for new and existing users who are missing required forms.
  5. Optionally require admin approval for new registrations under Settings → Registration — users will receive a pending-approval email until you approve them.

User journey — tutor or student

1. Register
User signs up on your portal. Receives verification email.
↓
2. Verify email
After verification, welcome email explains compliance requirements.
↓
3. Compliance wall
User signs in but sees only the Compliance page until all required forms are approved.
↓
4. Submit documents
User uploads signed forms or completes in-portal forms. Status shows as Under review.
↓
5. Admin review
Admin approves or rejects each submission from the Compliance dashboard.
↓
6. Portal unlocks
When every required document is approved, the user gets full portal access and a confirmation email.

Underage students may be prompted for guardian name and email during registration when your institute collects guardian information.

Admin review workflow

The Compliance dashboard gives you a real-time view of your institute:

When you approve a document, the user is notified by email. If more forms are still pending, they remain on the compliance wall. When you reject a document, the user receives your feedback and can resubmit.

What users can and cannot do while gated

AllowedBlocked until compliant
View and submit compliance formsDashboard home and sidebar navigation
See submission status (pending, under review, rejected)Courses, sessions, recordings
Receive email notifications about their documentsStudent fees, messaging, and other modules
Sign outAny deep link except /compliance routes

Branding in emails

All transactional emails use your institute name and branding where applicable. Emails sent through Pathshala OS include a Powered by Pathshala OS footer so recipients know the platform provider.

Rejected documents and rejected applications include your primary institute admin's name and email so users can reach you directly.

Appendix — Email templates

The following emails are sent automatically during signup and compliance. Previews below use sample data for Example Academy; your institute name and branding appear in production.