# 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:** 1. Click the **"Add Users"** button (green button with + icon) 2. Select **"Add Single User"** tab 3. Fill in the user details form 4. 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:** 1. Click **"Add Users"** button 2. Select **"Add Multiple Users"** tab 3. **Download CSV template** or **upload your CSV file** 4. **Paste CSV data** or **upload file** 5. 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:** ```csv email,firstname,lastname,externalreferenceid,countrycode,phonenumber,parentemail john.doe@example.com,John,Doe,12345,+1,5551234567,parent@example.com jane.smith@example.com,Jane,Smith,67890,+44,2071234567,guardian@example.com ``` **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:** 1. **Purchase plans** from billing (Pro or Pro Max quantities) 2. Find a user with "Grant" button (free users only) 3. Click **"Grant"** button 4. Choose the plan you want to give them (Pro or Pro Max) 5. 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:** 1. Select multiple users using checkboxes 2. Click **"Grant Plan"** button that appears 3. Choose the plan you want to give all selected users 4. 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:** 1. **Ensure user has paid plan** (Pro or Pro Max) 2. Find the user in the table 3. Click **"Assign"** button in "Assign Journey" column 4. Select the journey you want to give them 5. 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:** 1. Find the user in the table 2. Click **"View"** button in "Analytics" column 3. 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:** 1. Find the user you want to export 2. Click **"Export"** button in "Analytics" column 3. **Select fields** you want to include in the export 4. Choose export format (CSV, Excel, PDF) 5. 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:** 1. Find the user in the table 2. Click **"View Assets"** button in the "Assigned Assets" column 3. 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 1. **Create batches** in the Batches tab 2. **Assign users** to appropriate batches 3. **Assign content** to entire batches (instead of individual users) 4. **Track performance** of batch groups 5. **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: 1. [**Notifications** - Communicate with users](/operations/notification.md) 2. [**Zoom Scheduling** - Plan live sessions](/operations/zoom-integration.md) 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.* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.myvega.ai/operations/manage-your-users.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. 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