Update admin docs

docs/open-edx/admins/manage-enrollments.md

@@ -1,6 +1,128 @@
+# How to Manage Enrollments on the Open edX® platform
+
+This guide is for platform administrators and course teams. It explains how to enroll and unenroll learners, organize them in cohorts and download enrollment reports.
+
+**You will need:**
+
+- The **Staff** or **Admin** role in the course, or Staff status on the platform
+- For downloading reports: the **Course Data Researcher** role, or Staff or Admin
+
+> **Note:** The steps describe the new Instructor Dashboard in the Verawood release of the Open edX® platform. In older releases, the **Enrollments** and **Course Team** pages are combined in one page called **Membership**, and **Data Downloads** is called **Data Download**.
+
+---
+
+## Part 1: Enroll Learners in a Course
+
+1. **Open the Instructor Dashboard:**
+   Open the course in the LMS (for example, select **View live** in Studio), then select the **Instructor** tab.
+
+2. **Go to Enrollments:**
+   Select **Enrollments**. The **Enrollment Management** page lists everyone enrolled in the course.
+
+3. **Start the enrollment:**
+   Select **+ Enroll Learners** in the top-right corner.
+
+   ![Enrollment Management page with the Add Beta Testers and Enroll Learners buttons](images/manage-enrollments/enroll-01-enroll-learners-button.png)
+
+4. **Enter the learners:**
+   Enter the email addresses or usernames, separated by commas or new lines. You can copy and paste a column of email addresses from a spreadsheet.
+
+5. **Choose the options:**
+   - Leave **Auto Enroll** selected. Learners who don't have an account yet are enrolled automatically as soon as they register with that email address.
+   - Leave **Notify Users by Email** selected to send learners an email.
+
+6. **Save:**
+   Select **Save**. A message shows who was enrolled, who will be enrolled once they register and which entries weren't found.
+
+> Learners are enrolled even if the course's enrollment start date hasn't passed yet. They are enrolled in the **Audit** track by default.
+
+> **Tip:** This method works best for small and medium-sized groups. For very large groups, contact Abstract-Technology.
+
+---
+
+## Part 2: Find, Check and Unenroll Learners
+
+1. **Find a learner:**
+   On the **Enrollments** page, use **Search enrollments** or the **All Enrollees** filter to find a learner. The table shows each learner's username, name, email, enrollment track and beta tester status.
+
+   ![Enrollment Management table with search, filter and Unenroll actions](images/manage-enrollments/enroll-02-enrollment-management-table.png)
+
+2. **Check a learner's status:**
+   Open the **⋮** menu next to **+ Add Beta Testers** and select **Check Enrollment Status**. Enter the email address or username.
+
+3. **Unenroll one learner:**
+   Select **Unenroll** in the learner's row and confirm.
+
+4. **Unenroll several learners at once:**
+   Open the **⋮** menu, select **Unenroll Learners**, enter the email addresses or usernames and confirm.
+
+> **Good to know:**
+> - Unenrolling doesn't delete a learner's data. If they enroll again, their progress is restored.
+> - To stop learners from enrolling again, also set the **Enrollment End Date** in Studio (**Settings** > **Schedule & Details**) to a date in the past.
+
 ---
-title: Manage enrollments
-sidebar_position: 2
+
+## Part 3: Organize Learners in Cohorts
+
+Cohorts divide learners into groups, for example by region, organization or learning track. You can use them to run group-specific discussions or to show different content to different groups.
+
+1. **Enable cohorts:**
+   In the Instructor Dashboard, select **Cohorts**, then select **Enable Cohorts**.
+
+   ![Cohorts page in the Instructor Dashboard with the Enable Cohorts option (older dashboard design)](images/manage-enrollments/enroll-03-enable-cohorts.png)
+
+2. **Add a cohort:**
+   Select **Add Cohort** and enter a **Cohort Name**. Learners can see the name of their cohort.
+
+3. **Choose how learners are assigned:**
+   Under **Cohort Assignment Method**, choose one:
+   - **Automatic:** learners are assigned to cohorts automatically.
+   - **Manual:** learners are added only when you enter them yourself.
+
+4. **Link a content group (optional):**
+   Under **Associated Content Group**, choose a content group to show this cohort specific course content. Content groups are created in Studio under **Settings** > **Group Configurations**.
+
+5. **Save:**
+   Select **Save**.
+
+6. **Add learners to a cohort manually:**
+   Choose the cohort in **Select a cohort** and open the **Manage Learners** tab. Under **Add Learners to this cohort**, enter email addresses or usernames, separated by commas or new lines, then select **Add Learners**.
+
+7. **Assign many learners with a CSV file:**
+   Use **Assign learners to cohorts by uploading a CSV file**. The file needs a header row with an **email** or **username** column, or both, and a **cohort** column. Save it with UTF-8 encoding; the maximum size is 2 MB.
+
+> **Note:** A learner can be in only one cohort. Adding a learner to a cohort replaces their previous assignment. Set up your cohorts before the course starts so learners don't change groups while the course is running.
+
+---
+
+## Part 4: Download Enrollment Reports
+
+1. **Open Data Downloads:**
+   In the Instructor Dashboard, select **Data Downloads**.
+
+2. **Choose an enrollment report:**
+   Under **Generate Reports**, open the **Enrollment Reports** tab and select the report you need:
+   - **Enrolled Students Report:** all enrolled learners, with email address and username.
+   - **Pending Enrollments Report:** learners who can enroll but haven't done so yet.
+   - **Pending Activations Report:** enrolled learners who haven't activated their account yet.
+   - **Anonymized Student IDs Report:** enrolled learners with anonymized IDs.
+
+   ![Data Downloads page with the Enrollment Reports tab](images/manage-enrollments/enroll-04-enrollment-reports.png)
+
+3. **Wait for the report:**
+   Generating a report can take a few minutes for large courses. You can leave the page and come back later.
+
+4. **Download the file:**
+   The finished report appears under **Available Reports**. Select it to download the CSV file.
+
+> **Data protection:** These reports contain personal data. Download links expire after 5 minutes, and report files are deleted 90 days after they're generated. Store downloaded files according to your organization's data protection rules.
+
+> **Tip:** For a quick count of enrollments, open **Course Info** in the Instructor Dashboard. It shows the number of enrollments in total, for staff and for learners, and per enrollment track.
+
+---
+
+*Need help? If a learner doesn't appear after enrollment, check the **Pending Enrollments Report**. They may not have registered yet, or they may have registered with a different email address.*
+
 ---
 
-Placeholder: enrolling learners, cohorts and enrollment reports.
+*Screenshots: [Open edX documentation](https://docs.openedx.org/en/latest/educators/index.html), licensed under [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/).*

docs/open-edx/admins/manage-users.md

@@ -1,6 +1,143 @@
+# How to Manage Users on the Open edX® platform
+
+This guide is for platform administrators. It explains how to create user accounts, give users the right roles, deactivate accounts and bring in many users at once.
+
+**You will need:**
+
+- An account with **Staff** or **Superuser** status on the platform, to use the Django administration panel
+- The **Admin** role in a course, to manage that course's team
+
+> **Note:** The steps describe the Verawood release of the Open edX® platform. In older releases some menu names in the Instructor Dashboard are different. These differences are noted where they matter.
+
+---
+
+## Part 1: Create a User Account
+
+Learners usually create their own accounts with **Sign Up** on the platform's home page. As an administrator, you can also create an account yourself in the Django administration panel.
+
+1. **Open the Django administration panel:**
+   Go to `https://<your-lms-domain>/admin/` and sign in with your administrator account.
+
+2. **Open the user list:**
+   Under **Authentication and Authorization**, select **Users**.
+
+3. **Add a new user:**
+   Select **Add user** in the top-right corner. Enter a **Username** and the **Password** twice, then select **Save and continue editing**.
+
+   > The username can't be changed after the account is saved, so check it before you save.
+
+4. **Complete the account details:**
+   - Enter the **Email address**, and the **First name** and **Last name** if you want.
+   - In the **User profile** section at the bottom, enter the user's full **Name**. This name appears on certificates.
+   - Make sure **Active** is selected. An active account can sign in without first confirming its email address.
+
+5. **Save:**
+   Select **Save**. The user can now sign in with the username or email address and the password you set.
+
+> **Tip:** Leave **Staff status** and **Superuser status** cleared for normal users. These options give access to the whole platform and its administration panel.
+
 ---
-title: Manage users
-sidebar_position: 1
+
+## Part 2: Give Users a Role
+
+Each kind of access is set in a different place, depending on what the user should be allowed to do.
+
+### Allow a user to create courses in Studio
+
+When course creation is restricted on your platform, authors request access from the Studio home page, and an administrator grants it.
+
+1. Go to the **Studio** Django administration panel at `https://<your-studio-domain>/admin/course_creators/coursecreator/`. This page exists only in the Studio (CMS) administration panel. You won't find it in the LMS administration panel.
+2. Select the user.
+3. Set **State** to **granted**. You can also limit access to specific organizations.
+4. Select **Save**.
+
+### Add a member to a course team in Studio
+
+1. In Studio, open the course and select **Settings** > **Course Team**.
+2. Select **New team member**.
+3. Enter the user's email address and select **Add user**.
+4. To let this person manage the team too, select **Add admin access** next to their name.
+
+   ![Course Team page in Studio with team members and their roles](images/manage-users/users-04-studio-course-team.png)
+
+> The user must already have an activated account.
+
+### Assign a role from the Instructor Dashboard
+
+The Instructor Dashboard offers more roles, such as **Limited Staff**, **Beta Testers**, **Course Data Researchers** and the discussion moderation roles.
+
+1. Open the course in the LMS and select the **Instructor** tab.
+2. Select **Course Team**. In older releases, this is **Membership** > **Course Team Management**.
+3. Select **Add Team Member**.
+4. Enter one or more usernames or email addresses, choose a **Role** and select **Save**.
+
+To change or remove a role, select **Edit** in the user's row in the team list.
+
+### Use the Roles and Permissions console (if enabled)
+
+On platforms where the **Roles and Permissions** console is enabled, you can manage team roles for all your courses and libraries in one place.
+
+1. On the Studio home page, select **Roles and permissions** in the top-right corner. The console opens in a new tab.
+
+   ![Roles and permissions button on the Studio home page](images/manage-users/users-01-roles-and-permissions-button.png)
+
+2. On the **Team Members** tab, you can see each user's role assignments. Use the search bar and the **Organization**, **Role** and **Scope** filters to find a user.
+
+   ![Team Members tab with the search bar, filters and role assignments](images/manage-users/users-02-team-members-tab.png)
+
+3. To give someone a role, select **Assign Role**. In **Who and role**, enter one or more usernames or email addresses and choose the role.
+
+   ![Assign Role wizard, step 1: users and role selection](images/manage-users/users-03-assign-role.png)
+
+4. Select **Next**. In **Where it applies**, choose the courses or libraries, then select **Save**.
+
+> This console is not enabled by default. Ask Abstract-Technology if you want to use it on your platform.
+
+---
+
+## Part 3: Deactivate a User Account
+
+Deactivate an account to stop someone from signing in while keeping their data and course history.
+
+1. In the LMS Django administration panel, go to **Users** and search for the username or email address.
+2. Open the user's record.
+3. Clear the **Active** checkbox.
+4. Select **Save**.
+
+The user can no longer sign in. To give access back, select **Active** again and save.
+
+> **Before you deactivate a course team member:** remove their course team roles as well (see Part 2), so the access list stays accurate.
+
+> **Deleting an account:** to remove a user's personal data permanently, for example after a GDPR request, the account must be *retired*, which is different from deactivating it. Retirement is a platform-level process. Contact Abstract-Technology to have an account retired.
+
+---
+
+## Part 4: Bring In Many Users at Once
+
+The Open edX® platform has no general bulk import of user accounts in the administration panel. You can use one of these options instead.
+
+### Option A: Enroll by email, and learners register themselves
+
+Enter a list of email addresses in the course's **Enrollments** page with **Auto Enroll** selected (see the *Manage Enrollments* guide). Learners who don't have an account yet are enrolled automatically once they register with that email address.
+
+### Option B: Upload a CSV file that creates accounts (if enabled)
+
+Some platforms have a **Register/Enroll Students** section in the Instructor Dashboard, under **Membership**. It creates accounts and enrolls them in the course from a CSV file.
+
+1. Prepare a CSV file with these columns, in this order: **email, username, name, country**. Add one user per row, without a header row or blank lines. You can add two optional columns, **cohort** and **course mode**.
+2. In the Instructor Dashboard, select **Membership** and find **Register/Enroll Students**.
+3. Select **Browse**, choose the file and select **Upload CSV**. To email the new users, select **Notify users by email** first.
+
+> This section only appears when the platform setting `ALLOW_AUTOMATED_SIGNUPS` is enabled. It is part of the legacy Instructor Dashboard and isn't available in the new Verawood Instructor Dashboard.
+
+### Option C: Ask Abstract-Technology
+
+For large imports, or to connect your organization's login (single sign-on), contact Abstract-Technology. We can import accounts at platform level or set up single sign-on, so users sign in with their existing organization account.
+
+---
+
+*Need help? If a user can't sign in or doesn't appear in a search, check that the account is **Active** and that you are searching by the correct username or email address. For anything else, contact the Abstract-Technology support team.*
+
 ---
 
-Placeholder: creating, deactivating and bulk-importing users.
+*Screenshots: [Open edX documentation](https://docs.openedx.org/en/latest/educators/index.html), licensed under [CC BY-SA 4.0](https://creativecommons.org/licenses/by-sa/4.0/).*