School-level feature — managed within your school portal at
yourschool.deandesk.com.Navigate to user management
Go to Admin Dashboard → User Management. The User Management dashboard shows a paginated list of all accounts on your platform. From here you can search, view, and edit any student’s record.Search for a student
User Management search is a filterable grid. Combine the search box with filters to narrow down to exactly the users you need:
Results appear in a grid with columns for Name, Email, Username, Created Date, Grade, Type, Role(s), Status, Login, and Product. Click a row to open that user’s detail.
Export results to CSV
When your search returns results, an Export button appears. Click it to download the current result rows as a CSV file with the same columns as the grid — useful for reports, mail merges, or offline review.View a student’s profile
A student’s profile is organized into tabs. Each tab surfaces a different category of information:The exact fields shown on the Profile tab depend on your school’s configuration. Optional sections (Address, Emergency Contact, Health Info) can be enabled or disabled, and admins can define custom metadata fields organized into categories. See Profile forms & metadata for details.
Parent and guardian accounts
A child’s profile includes a Parent/Guardian Accounts section listing each linked parent’s name, email, and phone number — so you can reach a student’s family without leaving their record.Edit a student’s profile
Admins can edit any field on a student’s profile directly from the Admin Dashboard.1
Open the student's profile
Go to Admin Dashboard → User Management, search for the student, and click their name.
2
Click Edit
On the Profile tab, click Edit to enter edit mode.
3
Update the fields
Modify any of the editable fields:
- Personal details — first name, last name, date of birth
- Contact information — email address, phone number, mailing address
- Enrollment data — program, start date, student ID
4
Save your changes
Click Save. The profile updates immediately.
Changing a student’s email address also changes the address they use to log in. The student will receive a notification at their new email address.
View enrolled courses and history
Open the student’s profile and click the Courses tab. You will see:- All current course enrollments with start date and status
- Historical enrollments including completed and dropped courses
- The instructor assigned to each course
Generate a transcript
1
Open the student's profile
Go to Admin Dashboard → User Management and open the student’s profile.
2
Open the Transcript tab
Click the Transcript tab to view the student’s full grade history organized by course and term.
3
Review the grades
Confirm the grades displayed are accurate before generating the document. If corrections are needed, update them in the gradebook first.
4
Generate the transcript
Click Generate Transcript. DeanDesk produces a formatted PDF that you can download or send directly to the student.
Manage a student’s roles
Roles control what a user can see and do on your platform. A student typically holds the Student and Member roles, but you may need to add or remove roles in certain situations (for example, promoting a student to a teaching assistant).Adults approved through admissions at schools where only children enroll hold the Accepted Parent role instead of Student. It grants student-equivalent access without labeling the adult a student. See Admissions for details.
1
Open the student's profile
Navigate to Admin Dashboard → User Management and open the student’s profile.
2
Go to Roles
On the Profile tab, find the Roles section.
3
Add or remove roles
Check or uncheck the roles you want to assign. Changes take effect immediately — the student’s access updates on their next page load.
Masquerade as a student
The masquerade feature lets you view your platform exactly as a specific student sees it. Use it to troubleshoot access issues, verify course visibility, or confirm billing information.1
Open the student's profile
Go to Admin Dashboard → User Management and open the student’s profile.
2
Click Act as User
Click the Act as User (or Masquerade) button on the profile page.
3
Browse as the student
The platform reloads in the student’s context. Everything you see — courses, billing, announcements — reflects exactly what that student sees.
4
Exit masquerade
Click Exit or Back to Admin in the banner at the top of the screen to return to your admin session.
Bulk user creation
If you need to create multiple student accounts at once, use the CSV upload tool instead of creating accounts one by one.1
Go to Bulk User Creation
Navigate to Admin Dashboard → Bulk User Creation.
2
Download the CSV template
Click Download Template to get the required column structure.
3
Fill in the CSV
Add one row per student. Required columns include first name, last name, and email address. Optional columns include phone number, program, and role assignments.
4
Upload the file
Click Upload CSV, select your file, and confirm. DeanDesk creates all accounts and sends each student a welcome email.
Deactivate or archive a student account
When a student leaves your institution, deactivate their account to revoke access without permanently deleting their records.1
Open the student's profile
Go to Admin Dashboard → User Management and search for the student.
2
Remove the Member role
On the Profile tab, open the Roles section and uncheck Member. This immediately prevents the student from logging in.
3
Confirm any outstanding balance
Switch to the Billing tab and confirm there is no outstanding balance before archiving the account.
Deactivating an account preserves the student’s grades, transcript, attendance records, and payment history. You can reactivate the account at any time by restoring the Member role.