> ## Documentation Index
> Fetch the complete documentation index at: https://docs.deandesk.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Student records

> View, search, and manage student profiles, enrollment, and academic history.

<Info>
  **School-level feature** — managed within your school portal at `yourschool.deandesk.com`.
</Info>

The Student Management section of the Admin Dashboard is your central hub for every student's profile — from contact information and enrolled courses to grades, transcripts, and role assignments.

## 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:

| Filter                  | What it does                                                      |
| ----------------------- | ----------------------------------------------------------------- |
| **Search box**          | Search by name, username, or email                                |
| **Roles**               | Multi-select of roles, including **Accepted Parent**              |
| **Type**                | Any type, Adults, Children, or Parents                            |
| **Status**              | Active, Inactive, or Any status                                   |
| **Grades**              | Multi-select of grade levels                                      |
| **In rosters**          | Multi-select — users who belong to the selected rosters           |
| **Enrolled in courses** | Multi-select — users enrolled in the selected courses             |
| **Product purchased**   | Pick a product, then filter by **Purchased** or **Not purchased** |

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:

| Tab            | What it contains                                                                       |
| -------------- | -------------------------------------------------------------------------------------- |
| **Profile**    | Personal details, contact information, enrollment data, and any custom metadata fields |
| **Courses**    | All courses the student is currently or was previously enrolled in                     |
| **Transcript** | Course-by-course grade history; used to generate an official transcript                |
| **Billing**    | Outstanding balance, payment history, and saved payment methods                        |
| **Attendance** | Attendance records across all courses                                                  |

<Note>
  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](/setup/profile-forms) for details.
</Note>

### 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.

<Steps>
  <Step title="Open the student's profile">
    Go to **Admin Dashboard → User Management**, search for the student, and click their name.
  </Step>

  <Step title="Click Edit">
    On the **Profile** tab, click **Edit** to enter edit mode.
  </Step>

  <Step title="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
  </Step>

  <Step title="Save your changes">
    Click **Save**. The profile updates immediately.
  </Step>
</Steps>

<Note>
  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.
</Note>

## 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

Click any course name to jump directly to that course's management page.

## Generate a transcript

<Steps>
  <Step title="Open the student's profile">
    Go to **Admin Dashboard → User Management** and open the student's profile.
  </Step>

  <Step title="Open the Transcript tab">
    Click the **Transcript** tab to view the student's full grade history organized by course and term.
  </Step>

  <Step title="Review the grades">
    Confirm the grades displayed are accurate before generating the document. If corrections are needed, update them in the gradebook first.
  </Step>

  <Step title="Generate the transcript">
    Click **Generate Transcript**. DeanDesk produces a formatted PDF that you can download or send directly to the student.
  </Step>
</Steps>

<Tip>
  Transcripts reflect grades as they currently appear in the gradebook. Make sure all outstanding grades are entered before generating a transcript for a departing student.
</Tip>

## 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).

<Note>
  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](/sis/admissions#the-accepted-parent-role) for details.
</Note>

<Steps>
  <Step title="Open the student's profile">
    Navigate to **Admin Dashboard → User Management** and open the student's profile.
  </Step>

  <Step title="Go to Roles">
    On the Profile tab, find the **Roles** section.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  Removing the **Member** role blocks the student from logging into your platform entirely. Only remove it if you intend to deactivate the account.
</Warning>

## 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.

<Steps>
  <Step title="Open the student's profile">
    Go to **Admin Dashboard → User Management** and open the student's profile.
  </Step>

  <Step title="Click Act as User">
    Click the **Act as User** (or **Masquerade**) button on the profile page.
  </Step>

  <Step title="Browse as the student">
    The platform reloads in the student's context. Everything you see — courses, billing, announcements — reflects exactly what that student sees.
  </Step>

  <Step title="Exit masquerade">
    Click **Exit** or **Back to Admin** in the banner at the top of the screen to return to your admin session.
  </Step>
</Steps>

<Warning>
  While masquerading, any actions you take (such as submitting an assignment or making a payment) will be recorded under the student's account. Only browse — do not submit forms or initiate transactions unless you intend to act on the student's behalf.
</Warning>

## 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.

<Steps>
  <Step title="Go to Bulk User Creation">
    Navigate to **Admin Dashboard → Bulk User Creation**.
  </Step>

  <Step title="Download the CSV template">
    Click **Download Template** to get the required column structure.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Upload the file">
    Click **Upload CSV**, select your file, and confirm. DeanDesk creates all accounts and sends each student a welcome email.
  </Step>
</Steps>

<Tip>
  For a detailed walkthrough of the CSV format and field options, see [Users](/setup/users).
</Tip>

## Deactivate or archive a student account

When a student leaves your institution, deactivate their account to revoke access without permanently deleting their records.

<Steps>
  <Step title="Open the student's profile">
    Go to **Admin Dashboard → User Management** and search for the student.
  </Step>

  <Step title="Remove the Member role">
    On the Profile tab, open the **Roles** section and uncheck **Member**. This immediately prevents the student from logging in.
  </Step>

  <Step title="Confirm any outstanding balance">
    Switch to the **Billing** tab and confirm there is no outstanding balance before archiving the account.
  </Step>
</Steps>

<Note>
  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.
</Note>