Lookup Bookshelf Users and Codes in Manage
Video and Instructions: Lookup Bookshelf Users and Codes in Manage
Transcript:
In this video, we’ll look at how to access Manage to find and edit information on Bookshelf user accounts as well as look up information on access codes.
To access Manage, go to manage.vitalsource.com. If you don’t have access to Manage, please reach out to your Customer Success Manager.
If it’s your first time setting up your Manage account, you must set up two-factor authentication. Please visit our “Log in to Manage and Set up Two Factor Authentication” page on success.vitalsource.com.
Search for Users
To access the menu, click on the hamburger icon, or three-line menu, on the upper left-hand side. This reveals a robust navigation menu.
Next, select Users then Search Bookshelf Users.
A search box appears where you can search by the student’s name, email address, or even use partial words.
You can also click advance search to access more fields and other search options.
Note: If you don’t find the user you’re looking for, keep in mind they may be using a different spelling of their name or a personal email address, or they may not have yet logged in and created an account.
If there are multiple search results, you can use the drop-down menu to filter results by a particular role.
Once you find the user you want, click on their name to be taken to their user account information.
Navigating the User Information Page
On the left side of the user account, you will see the first and last name and email address the user entered when they created the account. As well as when they created the account.
You will be able to see if two-factor authentication is set up, which is sometimes a requirement for students. The Reference ID can help distinguish between users but is typically related to LMS use, and not every user has one.
You will also be able to see the access token, user security questions, and a few other bits of information in this side panel.
The notes section at the bottom of the page is for internal use at VitalSource.
The center of this page shows how many computers or mobile devices a user has activated. Users can download their Bookshelf onto a total of two devices, two computers and two mobile devices.
If you need to update anything for the user, such as fixing a mistyped name or email address or removing a device, you can do that on this page and then click update.
Menu Bar: There is a menu bar at the top of this page. This menu bar is specific to the user and allows you to view information for the account as well as perform a lot of actions on the user’s behalf. Let's look at the most popular menu options.
- Password: Password allows you to help the user reset their password or security question.
- View Activities: View Activities allows you to view the most recent actions the user has taken.
- Redeem a Code: Redeem a Code allows you to redeem a code on behalf of the student.
- User Online Login: If you need to log in as a student, click “User Online Login.” This will take you into their account to see what they have access to. You will be able to view their Bookshelf account as they see it.
- Force License Update: If a student added content to their account but can’t view it, you can force an account update by clicking “Force License Update” to refresh their account.
- Purchases: Displays content purchased by the user.
- Roles: Displays the users' role (persona).
Product Section: Scroll down the center of the page to view the Products section. this section shows any books linked to the user's bookshelf account. this section can be sorted by title or date added. You can also export all code history and have the option to remove content if needed.
There are a few important items that can be checked here. In this section, you can view when Online Access Expires. This is important to note, that if a user has downloadable access/perpetual license, they will have lifetime access to the downloaded book; however, they will not be able to download the book online once the online access date has expired or passed.
You can also view purchase data and the refund eligibility date. Use the scroll bar to scroll to the right to view more information about the code and when it was activated. We will copy this code and use it to get more information.
Search Codes in Manage
- Click on the three-line menu in the upper left corner and select Codes and Courseware.
- Then “Search Codes” From here, we’ll paste the code into the Code Search box. You can add up to 1,000 codes into this box, but for this example, we’ll just use one. Click “search.”
This will provide you with all the information tied to the access code. The code will tell you the publisher.
Types of Codes:
- Standard: Standard codes are billable code.
- Add/drop indicates the code was free for however many days the add/drop period was.
- Comp: Comp codes indicate free codes, for example for an instructor.
Next, you’ll see the title of the book, the VBID, SKU, or ISBN. You will also be able to see who created the code, when it was created, and the date it was redeemed.
If the code has yet to be redeemed, it will say “not redeemed.” And the rest of this information won’t be included.
If the code has been redeemed it will show who redeemed the code and their email address. It will also include information about the license type, restrictions, and refund information.
If the code was created via an API or LMS you would see that information as well.
If you have a lot of code search results, it can be useful to export the information to an Excel file to compile the information in one place for easy filtering and sorting.
Assistance
If you run into any issues with access codes or a student’s account that you are unable to address, you can escalate the issue by emailing edsuccess@vitalsource.com.
- Please provide as many details as you can including the
- Student’s name
- The book they are trying to access
- Any error messages
- If they are accessing content through their school’s LMS or via a specific browser.
- Screenshots can be very helpful as well.
Students can reach out to VitalSource directly by going to support@vitalsource.com selecting “contact us” and then using the web or chat options.
Please view additional Manage training videos, and other training content, at success.vitalsource.com.