Manage Your Users
The Users Tab in Operations is your complete user management center. Think of it as your "digital classroom roster" where you can see, manage, and control everything about the people in your platform.
Important Understanding: The user list shows ALL users who have signed up to your user portal, regardless of which course they're enrolled in. However, the data in each row (batches, plan, journeys, analytics, assets) changes based on the course you have selected. This means the same user can have different plans and access levels for different courses.
Key Features:
👀 View all users in your platform
🔍 Search and filter users by name, email, date, or plan
➕ Add users individually or via CSV import
🎯 Grant paid plans (Pro/Pro Max) to users
🛤️ Assign learning journeys to users with paid plans
📊 View user analytics and performance
📤 Export user data with custom fields
👥 View user batches and group assignments
📋 See assigned content for each user
Understanding Course-Specific Data
How Course Selection Affects User Data
The user list remains the same - you see all users who have signed up to your platform. However, the data in each row changes based on which course you have selected.
Example:
User "John Smith" appears in the list regardless of course selection
When Course A is selected: John might have "Pro Plan" and "Advanced Journey"
When Course B is selected: John might have "Free Plan" and no journeys assigned
When Course C is selected: John might have "Pro Max Plan" and "Premium Journey"
Plan Management Rules
Important Rules:
✅ One paid plan per course per user - Each user needs a separate plan for each course
✅ Plans cannot be changed once assigned to a user for a course
✅ Plans must be purchased from billing before you can assign them
✅ Quantity-based system - If you buy 10 Pro plans, you can assign them 10 times total
Example:
You buy 10 Pro plans from billing
User A gets Pro plan for Course 1 (9 plans remaining)
User A gets Pro plan for Course 2 (8 plans remaining)
User B gets Pro plan for Course 1 (7 plans remaining)
🚀 Getting Started
Prerequisites
✅ You must have selected a course first
✅ You need appropriate permissions (Teacher or Admin role)
✅ The course must have users enrolled
Understanding the Interface
Search and Filter Bar
Below the header, you'll find tools to find specific users:
Image placeholder: Close-up view of the search and filter bar showing the search input field, start/end date pickers, User Plan dropdown, and Add Users button. Should demonstrate the active state of these controls.
🔍 Search box: Type names or emails to find users
📅 Start Date: Filter users who joined after a specific date
📅 End Date: Filter users who joined before a specific date
🏷️ User Plan: Filter by subscription plan (Free, Pro or Pro Max)
➕ Add Users button: Add new users to the course
User Data Table
The main area shows all your users in an organized table with columns for:
☑️ Select: Checkbox to select users for bulk operations
👤 User: User's full name and email address
👥 Assigned Batches: Which batches the user belongs to
📅 Signup Date: When the user joined your course
🕐 Last Login: When they last accessed the platform
🏷️ Plan: Their current subscription level
⚙️ Manage Access: Grant or manage their plan access
🎯 Assign Journey: Give them learning paths
📊 Analytics: View their performance data
📋 Assigned Assets: See what content they have
➕ Adding Users
Single User Addition
When to use: When you want to manually add someone to your platform
How to add single user:
Click the "Add Users" button (green button with + icon)
Select "Add Single User" tab
Fill in the user details form
Click "Add User" to confirm
Required information:
First Name (required)
Last Name (required)
Email Address (required)
Optional information:
External Reference ID - For external system integration
Country Code - Phone country code (e.g., +1, +44, +91)
Phone Number - User's phone number
Parent Email - Parent or guardian email address
What happens after adding:
✅ Account created instantly
✅ Welcome email sent with secure login link
✅ User can access their account immediately
✅ Event tracking for analytics
Multiple Users (CSV Import)
When to use: When you have a list of users to add at once
How to import multiple users:
Click "Add Users" button
Select "Add Multiple Users" tab
Download CSV template or upload your CSV file
Paste CSV data or upload file
Click "Add Users" to process
CSV Format Requirements:
Required headers: email, firstname, lastname
Optional headers: externalreferenceid, countrycode, phonenumber, parentemail
File format: .csv only
Encoding: UTF-8 recommended
CSV Template Example:
email,firstname,lastname,externalreferenceid,countrycode,phonenumber,parentemail
[email protected],John,Doe,12345,+1,5551234567,[email protected]
[email protected],Jane,Smith,67890,+44,2071234567,[email protected]Import Results:
✅ Success count - Number of users successfully added
❌ Failed count - Number of users that failed (with reasons)
📧 Welcome emails sent to all successful additions
📊 Event tracking for analytics
🎯 Plan Management
Granting Plans
What it does: Grant paid plans (Pro/Pro Max) to users for the selected course
Important Requirements:
✅ Must purchase plans first from billing before assigning
✅ One plan per course per user - each course needs separate plan
✅ Plans cannot be changed once assigned
✅ Only free users can be granted plans (button shows "Grant")
✅ Paid users show "Granted" (button is disabled)
How to grant access:
Purchase plans from billing (Pro or Pro Max quantities)
Find a user with "Grant" button (free users only)
Click "Grant" button
Choose the plan you want to give them (Pro or Pro Max)
Click "Confirm" to apply
Quantity Management:
Each granting uses one plan from your purchased quantity
Same user in different courses = multiple plan assignments
Check your remaining plan quantities in billing
Bulk Plan Granting
When to use: When you want to give the same plan to multiple users at once
How to do it:
Select multiple users using checkboxes
Click "Grant Plan" button that appears
Choose the plan you want to give all selected users
Click "Confirm" to apply to all selected users
Selection Rules:
✅ Free users only - can be selected for bulk operations
❌ Paid users - checkboxes are disabled (already have plans)
🔄 Course-specific - selection is based on current course
📊 Visual feedback - selected users are highlighted
🛤️ Learning Journeys
Journey Assignment Rules
Free Journeys:
✅ Automatically granted when users open the course
✅ No paid plan required - acts as a lead magnet
✅ Created in Course > Journeys tab
✅ Gives users sample content to try before buying
Paid Journeys:
❌ Requires paid plan first - user must have Pro or Pro Max plan
✅ Manually assigned by you
✅ Bundled content - includes tests, assignments, resources
✅ Efficient content delivery - no need to assign content one by one
Assigning Journeys
What it does: Give users bundled learning content (tests, assignments, resources)
How to assign journeys:
Ensure user has paid plan (Pro or Pro Max)
Find the user in the table
Click "Assign" button in "Assign Journey" column
Select the journey you want to give them
Click "Assign" to confirm
Journey types:
Free Journey: Automatically granted, acts as lead magnet
Paid Journey: Requires paid plan, manually assigned, you create it for premium content you provide from Course > Journeys Tab
Journey Benefits:
Content bundling - multiple items in one assignment
Structured learning - organized progression path
Time saving - assign everything at once instead of individually
📊 User Analytics and Reports
Individual User Analytics
What it shows: Detailed performance insights for a specific user in the selected course
Key Feature - Course Mastery Score:
🎯 Mastery Score out of 100 - Shows how well the user is performing
📊 Topic Wise Mastery Score - Shows which topics they are weak in for the course
📈 Easy to understand - Greate UI using charts for easy understanding
How to view:
Find the user in the table
Click "View" button in "Analytics" column
You'll see their detailed performance page for the selected course
Analytics include:
Course Mastery Score (0-100) - Overall performance indicator
Test scores and progress - Individual test performance
Time spent & Mastery Score for each Topic
Performance trends - Improvement over time
Exporting User Data
What it does: Download user information with customizable fields for reports or analysis
Key Feature - Customizable Fields:
✅ Choose specific fields you want to export
✅ Multiple export formats (CSV, Excel, PDF)
✅ Course-specific data - only exports data for selected course
✅ Flexible reporting - select only what you need
How to export:
Find the user you want to export
Click "Export" button in "Analytics" column
Select fields you want to include in the export
Choose export format (CSV, Excel, PDF)
Click "Download" to save the file
Available export fields:
Personal Information: Name, email, phone, signup date
Course Data: Plan type, journey assignments, batch memberships
Performance Data: Test scores, completion rates, mastery score
Activity Data: Last login, time spent, progress tracking
Assignment Data: Assigned tests, resources, content completion
Export formats:
Excel (.xlsx): Best for detailed analysis and formatting
CSV (.csv): Best for data import into other systems
PDF (.pdf): Best for reports and presentations
📋 Assigned Assets
What it shows: All content assigned to a specific user for the selected course
Key Feature - Complete Content Overview:
📋 All assigned content in one place
🎯 Course-specific - only shows content for selected course
📊 Content types - tests, resources, spaces, and more
📅 Assignment history - when content was assigned
⏰ Test extension - extend test deadlines
🔍 Advanced filtering - search and filter content
How to view:
Find the user in the table
Click "View Assets" button in the "Assigned Assets" column
See all their assigned content for the selected course
Content Types Available:
Structured Tests: Organized curriculum-based tests
Practice Tests: Exercise and practice materials
Resources: Learning materials and documents
Spaces: Virtual learning environments
Journeys: Assigned learning paths and bundles
Test Extension Feature:
⏰ Extend deadlines for individual tests
📅 Set new dates and times for test completion
🔔 Automatic notifications sent to users
📊 Track extension history for accountability
Understanding Batches
What are Batches?
Batches are a powerful way to organize users into groups. Think of them as "bundles of users" that you can manage together.
Benefits of Batches:
🎯 Bulk content assignment - assign content to entire groups at once
📊 Group analytics - track performance of user groups
🏫 Class organization - group users by academic year, skill level, etc.
⚡ Efficient management - manage multiple users simultaneously
How Batches Work
Create batches in the Batches tab
Assign users to appropriate batches
Assign content to entire batches (instead of individual users)
Track performance of batch groups
Manage efficiently - one action affects all batch members
👥 User Roles and Permissions
Teacher Role
What Teachers can do:
✅ View all users in the course
✅ Search and filter users
✅ View user analytics and performance
✅ View assigned assets for users
✅ View user batches and group assignments
✅ Add new users to the platform
What Teachers cannot do:
❌ Grant paid plans to users
❌ Assign learning journeys to users
❌ Export user data (restricted)
❌ Bulk operations on multiple users
Admin/Manager Role
What Admins can do:
✅ All Teacher permissions plus:
✅ Grant paid plans (Pro/Pro Max) to users
✅ Assign learning journeys to users
✅ Export user data with full access
✅ Bulk operations on multiple users
✅ Manage user access and permissions
✅ View organization plan quantities
🔧 Common Issues and Solutions
"I can't see any users"
Problem: The table is empty or shows "No users found" Solutions:
Check if you've selected the correct course
Verify that users have been added to this course
Try removing search filters
Contact your administrator if the course should have users
"I can't grant plans to users"
Problem: "Grant" buttons are disabled or missing Solutions:
Only free users can be granted plans (paid users show "Granted")
Purchase plans first from billing before assigning
Check your plan quantities - you might be out of plans
Verify course selection - plans are course-specific
Contact your administrator for permission issues
"I can't assign journeys to users"
Problem: Journey assignment is not working Solutions:
User must have paid plan (Pro or Pro Max) first
Free journeys are automatically granted when users open the course
Check user's plan status before trying to assign journeys
Verify journey availability in your course
"CSV import is failing"
Problem: CSV file upload or import isn't working Solutions:
Check file format - must be .csv file
Verify headers - must include email, firstname, lastname
Check file encoding - use UTF-8 encoding
Validate data - ensure no empty required fields
Check file size - large files may take time to process
"Export isn't working"
Problem: Export button doesn't work or file doesn't download Solutions:
Check your internet connection
Make sure pop-ups aren't blocked
Try refreshing the page and exporting again
Contact support if the problem persists
💡 Best Practices
✅ Do This
Daily Management:
Check user activity regularly to identify inactive users
Monitor new signups to ensure they get proper access
Use search and filters to find specific users quickly
Keep user data updated by checking for changes
User Support:
Check user plans before helping with access issues
View user analytics to understand their progress
Look at assigned assets to see what content they have
Use bulk operations for efficiency when managing multiple users
Data Management:
Export user data regularly for backup and analysis
Use date filters to focus on specific time periods
Keep track of plan grants to avoid duplicate assignments
Document any special user arrangements
❌ Avoid This
Common Mistakes:
Don't grant plans to users who already have them
Don't forget to check user permissions before making changes
Don't ignore inactive users for too long
Don't export sensitive data without proper authorization
💡 Pro Tips
Efficiency Tips:
Use bulk operations for multiple users
Download CSV template for consistent imports
Bookmark specific searches for quick access
Use date filters to focus on specific periods
User Experience:
Send notifications when granting new access
Provide clear instructions when assigning journeys
Follow up with users after making changes
Keep user communication friendly and helpful
Next Steps
Now that you understand the Users tab, you can explore other Operations features:
Each guide will help you master different aspects of course management.
This documentation is designed to help users of all technical levels understand and effectively use the Users tab. If you need additional help, don't hesitate to contact your system administrator.
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