Here's a comprehensive step-by-step guide on how the BTS Scholarship Management System works:

BTS Scholarship System - Complete Workflow Guide

Phase 1: Pre-Registration Setup (Admin)

1. Add Pre-Approved Emails

   • Admin navigates to /admin/approved-emails
   • Clicks "Add Emails" and enters student email addresses (can add multiple at once)
   • Only students with pre-approved emails can register

Phase 2: Student Registration

1. Access Registration Page

   • Student visits /register
   • Enters their email address for verification

2. Email Verification

   • System checks if email is in the pre-approved list
   • If approved, student proceeds to registration form

3. Step 1: Personal Information

   • Full Name
   • Address
   • Contact Number
   • Age
   • Gender (Male/Female)
   • Barangay (dropdown selection)
   • PWD Status (Yes/No)

4. Step 2: Educational Information

   • School Name
   • Course/Program
   • Year Level

5. Step 3: Account Setup

   • Password creation
   • Password confirmation

6. Registration Complete

   • Account is created
   • Application is automatically submitted with "Pending" status
   • Student can now log in

Phase 3: Student Dashboard

After logging in, students can:

1. View Application Status

   • Timeline shows progress: Submitted → Verification → Review → Financial Aid
   • Current status badge (Pending/Approved/Rejected/Claimed)

2. View Schedules

   • Verification schedule alerts (when active)
   • Financial distribution schedule alerts

3. Access QR Code

   • Located in Documents tab
   • Used for identity verification during events

4. View Profile

   • Personal information
   • Educational information
   • Can update certain details

Phase 4: Application Review (Admin)

1. Access Applications

   • Admin navigates to /admin/applications
   • Views all pending applications

2. Review Application

   • View student details
   • Check submitted documents
   • Review eligibility

3. Make Decision

   • Approve: Student becomes eligible for verification
   • Reject: Must provide rejection reason (visible to student)

4. Student Notification

   • Student's dashboard updates with new status
   • Rejected students see the reason in their timeline

Phase 5: Verification Schedule (Admin)

1. Create Schedule

   • Admin navigates to /admin/scheduling

   • Creates verification schedule with:

     • Title
     • Date and time
     • Location
     • Target barangays (optional)

2. Schedule Goes Live

   • Students see alert on their dashboard
   • Displays date, time, and location

Phase 6: QR Verification Event

1. Start Scanning

   • Staff navigates to /admin/verification
   • Clicks "Start Scanner" (camera stays on continuously)

2. Verify Student

   • Option A: Scan student's QR code
   • Option B: Manual entry (email, student ID, or user ID)

3. Verification Result

   • Eligible: Green checkmark, shows student details
   • Not Eligible: Red X, shows reason (no approved application, etc.)

4. Mark Attendance

   • System records that student was verified
   • Student marked as eligible for financial distribution

Phase 7: Financial Distribution Schedule (Admin)

1. Create Distribution Schedule

   • Admin creates financial distribution schedule
   • Sets date, time, location, and amount

2. Students Notified

   • Alert appears on student dashboard
   • Shows when/where to claim financial aid

Phase 8: Financial Aid Claiming

1. Distribution Event

   • Staff uses QR verification page
   • Scans student QR code

2. Verify Eligibility

   • System confirms student is eligible (was verified earlier)
   • Shows student information

3. Mark as Claimed

   • Staff clicks "Mark as Claimed"
   • Student receives their financial aid

4. Automatic Actions

   • Application is archived to Application History
   • Current application is cleared
   • Student's documents are cleared
   • Student is ready to apply for next semester

Phase 9: Next Semester Cycle

1. Student Dashboard Reset

   • Shows "Ready for Next Semester!" message
   • Previous application visible in Application History
   • Status shows "Ready to Apply"

2. New Application

   • Student clicks "Apply for Next Semester"
   • Submits new application for the new term

3. Cycle Repeats

   • Admin reviews new application
   • Verification and distribution process repeats

Role-Based Access Summary

This workflow ensures a complete audit trail from registration through financial distribution, with clear status updates for students at every step.

I can see the verification result state doesn't include a failure reason. I need to update the state type and the verification logic to include specific failure reasons:

Now let me update the verification failed UI to display the failure reason and details:

I've updated the QR verification page to display detailed failure reasons when a student is not eligible. The changes include:

1. Added failureReason and failureDetails fields to the verification result state

2. Updated both manual verification and QR scan handlers to provide specific failure reasons:

   • "Application Pending" - application still under review
   • "Application Rejected" - includes the rejection feedback if available
   • "No Application Found" - registered but no application submitted
   • "Student Not Found" - not in the system
3. Enhanced the failure UI to show the reason prominently, with detailed explanation and a helpful tip directing staff to guide students to the admin office