EA Campus Tool

ℹ️ The EA Campus Tool is a powerful web-based tool for use by our institutional clients, and provides features to help support the on-campus portion of the EA services. This tool supports distribution of campus-shipment student orders, acceptance of dropped-class and opt-out student returns, end of term rental returns, localized overstock inventory, and a return shipment feature to send materials back to the organization distribution center.

🛠 Tool Location

General: https://<school domain>.textbookx.com/institutional/ea_campus_tool
Example: https://uccs.textbookx.com/institutional/ea_campus_tool

👤 User Access Management

Campus Tool users should be set up using an existing user management tool. Note: This tool also manages user access for the legacy “Campus Pickup Tool,” which it replaces for EA school use.

⚙️ Functionality Guide

Pickup

This tab is focused on distributing existing orders to students. 
Search will allow you to see all student orders, regardless of Campus Delivery, Digital, or other.

⊙ Search (updated June '25)

Search allows you to view all matching orders based on a number of search term criteria, all from one field. If you enter student information like an email or account ID, it will show you all of the items for that student, whether in program or delivered to their home address or to another campus.

⊙ Group By Student

Selecting this option will group all orders by student instead of by an order. This is a great way to make sure you distribute all books a student needs in one visit.

You can select multiple items to mark as picked up in one click, or select all with the checkbox next to the student information.

⊙ Toggle All/Picked-up/Non Picked-up

Allows you to drill into specific statuses in bulk. Hides rows that don’t fit the given condition

⊙ Send Reminder Email

This sends an email to the student reminding them to come pick up their item from the campus

⊙ Send Reminder Text (if enabled)

This sends a text message to the student reminding them to come pickup their item from the campus

⊙ Add Note / View Notes

Enables the entry of an internal note that will display with the order in the tool. For example, you can use it to annotate orders that have been placed in the ready-to-go pile. This section will also display a record of reminders sent to the student in question.

⊙ Mark Pickup/Mark as Not Picked Up

Materials that have not yet been distributed will show “Mark Pickup” status. By clicking that button, the option will change to “Mark as Not Picked Up”, which will undo the previous action. This feature can be used to correct for inadvertent clicks.

⊙ Mark Abandoned / Generate New Order

The Mark Abandoned button should be used when the school expects the student will not show up to pickup the book and wishes to reclaim the inventory. In the event that a new order should be made for a student after marking as abandoned, a button appears once abandoned to permit the generation of a new order for the same student. If shipping from outside the local inventory, appropriate fees will be assessed for the replacement. Abandoned books still incur any normal fees for shipping/procurement, the inventory is simply returned to the local inventory.

⊙ Send Pickup Confirmation Email

Emails the student a confirmation that they have picked up their item.

⊙ Email/text Final Reminder

Sends a final reminder email notifying the student that if they do not pick up the item, it will no longer be available to them.

⊙ Warning Language

If a student has opted out, or dropped a course when an order exists, on the pickup tab a red letter note will appear stating "Please do not distribute" with a "Return Item" button activated for that row.

📁 Local Inventory (updated June '25)

This page displays inventory at the selected campus. 
We allow for a user to set a shelf location here. A shelf location is a label applied to a shelf to locate inventory quickly. The shelf location is displayed on the pickup tab for each item. This is useful for schools with large amounts of inventory, to allow for warehouse style filing of items.

⊙ Give This Book (updated June '25)

This function allows a school to create orders from inventory at their campus for students who need one.
The pop up list of students shows those in need in black text and those who have an item in grey.

📁 Receive Inventory (updated June '25)

This feature is used for EA Bulk Pack, when a school desires to have unpackaged books for student pickup. Instead of prepacking student orders, we transfer inventory in advance to the school, then generate orders against that local inventory.

Partial receipts will update the previously received column.

Shelf location can be added at the point of acceptance or changed in the Local Inventory tab.

🗂 Returns

Students who opted out after order generation, or dropped a class after order generation will need to return their physical items.

⊙ Send a reminder

Email the student to remind them they need to return the book

⊙ Accept Return / Undo Marking Returned

Accept Return will mark the return as accepted, and automatically add the item to the Local Inventory. Undo Mark Return will set the return back as open, and will remove the item from Local Inventory. Use this feature to correct for any inadvertent clicks.

🏷 Shipping

This page facilitates transferring inventory from your campus to the warehouse.

⊙ Previous Packing Slips

This shows you all your old transfers, in case you need to reprint or review.

⊙ Items list

Check the items you wish to transfer to the warehouse. When trying to transfer all copies of an ISBN, use search and select all. If trying to perform this across multiple ISBNs, you can search for each ISBN, select the items to return (or select all for each ISBN), clear the search, and search for a new ISBN, repeating the above. All selections are maintained, when you clear the search. 
Perform this across any ISBN you wish to return, and generate a shipping label.
Previously returned items will show their Shipment status. Redistribution of items to other students will show here as well.

⊙ Create Shipping Label

This will generate a return PO AND create a UPS label. If you are shipping using our labels, use this.

⊙ Create Return PO

This will generate a return PO with no label. If you are shipping using your own labels, use this