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Daily beta operations

A checklist for every beta day, the weekly review, and what to do when something goes wrong.

On this page
  1. Every day
  2. Every week
  3. The safe settings, always
  4. When something goes wrong
  5. Going public

The beta is small: 10 to 20 families, free, in the browser. A short routine every day catches almost everything. It takes about 15 minutes.

Every day

  1. Sign in at tutorcat.ai/admin with your authenticator code.
  2. Overview → Launch readiness. Expect 8 of 9 ready, with only Payments: Off red.
    • Tutor says Stub, Email says Logging only or Speech says Missing: check Connections and Email in Settings (the At a glance cards say which), then tell engineering.
    • Registration must say Invite only.
    • Dev flags must say None on.
  3. Safety events (24h). Write the number in your notes. Counts only: never try to read an event. If engineering tells you an alert email bounced, follow the runbook's safety alert steps.
  4. AI spend today. Check it on Overview, and the bar on AI & Usage. If it is amber (80% or more) before the afternoon, find out why before tomorrow: a few heavy users, a loop, or a retry problem. Raise the budget only on purpose, with a clear reason.
  5. Feedback. Read every new note. Reply to parents from beta@tutorcat.ai within one working day. Log bugs for engineering.
  6. Invites. Check that new families signed up (their code's Uses went up, and Accounts on Overview moved). Send a short nudge to any family who has not signed up after 4 days. After 10 days, revoke their code and give the place to a new family.
  7. Parents waiting on consent. If a child signed up first, make sure the parent has their own invite code. In invite-only mode they need one to create an account.
  8. Audit log. Glance at yesterday's entries. Every change should be one you or a colleague expected, with a clear reason.
  9. Sign out when you are done, or close the tab.

Every week

Pick a fixed time (for example Monday morning) and fill in one row of the beta metrics table. About 45 minutes.

  1. Feedback: tag every note from the week (bug, confusing, request, praise); count bugs reported and fixed.
  2. Safety events: the week's count from Overview. Ask engineering to confirm from the counts that the alert chain ran for every event.
  3. AI spend: the week's cost and the cost per active family, from AI & Usage → Usage and cost (7d window). Download the CSV for the record if you like.
  4. Engagement: active students and the funnel, from Engagement (7d window). In week 3, work out the share of families still active; the target is at least 70%.
  5. Backups and uptime: confirm with engineering that every backup check was green.
  6. Audit log: export the CSV and keep it with the week's notes.
  7. Decide: what to fix, who to nudge. Write three lines of notes.

The safe settings, always

During the beta, Settings must stay at:

  • registration_mode = invite
  • beta_all_access = true
  • payments_enabled = false
  • purge_enabled = false (until counsel signs off)
  • voice_under_consent_age = false (until counsel approves)

When something goes wrong

What happened Do this in the console
Anything that could expose a child's data, or the site down for more than 30 minutes It is a P0. Stop, tell engineering within the hour. To stop new sign-ups while it is fixed, make sure Who can sign up is Invite only in Settings (and revoke codes not yet used if needed).
A code was forwarded or leaked Invites → Revoke, then create a new code with the same label.
A family asks to pause an account Users → Suspend… with the reason. Unsuspend later; nothing is lost.
A family emails asking for deletion Point them to the delete option in the parent area first. If they need you to do it, Users → Erase… with the reason and the email retyped.
The tutor is paused for everyone The daily budget is used up. Decide whether to wait for the next UTC day or raise it in AI & Usage, with a reason. Safety replies kept working throughout.
One child says the tutor told them to come back tomorrow They reached the per-student allowance. That is working as intended. Raise Per-child daily allowance in Settings only if the default is clearly too low for normal homework.
A wrong tutor answer is reported Ask the parent for a screenshot from their dashboard. Reproduce it in a test account. Never look for the child's conversation.

Going public

Going public happens once, after the beta's exit criteria are met and every go-public gate is checked, named and dated. The console part is short:

  1. In Settings, set Who can sign up to Open to everyone (registration_mode), then Review & save with a reason.
  2. For a free launch, keep Everyone gets Family features on and Payments open off. For a paid launch, turn Everyone gets Family features off and Payments open on.
  3. Watch the first day: sign-ups, errors, AI spend, safety event counts and the feedback inbox. If something breaks, set Who can sign up back to Invite only.