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The Facility Management plugin provides administrators with comprehensive tools to manage users, configure facility settings, and control access to Kolibri features. It serves as the central hub for organizational administration and user lifecycle management.

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Overview

Facility management encompasses all administrative tasks related to user accounts, organizational structure, and facility-wide settings. The plugin is designed for facility administrators who oversee Kolibri deployments in schools, learning centers, or community organizations. Key Capabilities:
  • Create and manage user accounts
  • Assign and manage user roles and permissions
  • Organize learners into classes
  • Configure facility-wide settings
  • Import users from CSV files
  • Sync facility data across devices
  • Export usage data and reports
Facility management features are available to users with the Admin role. Some features require Super Admin permissions for multi-facility deployments.

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User Management

User management is the core function of the Facility plugin, providing tools to create, edit, and organize user accounts.

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Creating Users

1

Access User Creation

Navigate to Facility > Users and click “New User” to open the creation form.
2

Enter User Details

Provide required information:
  • Full name: User’s complete name (required)
  • Username: Unique login identifier (required)
  • Password: Secure password (required, unless password-less login is enabled)
  • User type: Learner, Coach, or Admin
  • Identifier: Optional ID number or student ID
  • Birth year: Optional demographic information
  • Gender: Optional demographic information
3

Assign to Classes

For learners:
  • Select one or more classes for enrollment
  • Create new class if needed
  • Skip for users who aren’t learners
4

Set Permissions

Configure user role:
  • Learner: Access to Learn plugin only
  • Coach: Access to Coach plugin for assigned classes
  • Admin: Full facility administration access
5

Save and Create

Review details and save the new user account.

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User Roles and Permissions

Kolibri has a hierarchical permission system:
Permissions:
  • Access Learn plugin
  • View assigned lessons and quizzes
  • Browse available content (if allowed)
  • Track own progress
  • Download content (if enabled)
Restrictions:
  • Cannot view other learners’ data
  • Cannot access admin features
  • Cannot create or assign content

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Editing Users

Administrators can modify user accounts: Editable User Information
  • Full name
  • Username (with caution - affects login)
  • Password reset
  • User type/role
  • Demographic information
  • Identifier
Managing User Status
  • Move users to trash (soft delete)
  • Restore users from trash
  • Permanently delete users
Bulk Operations
  • Select multiple users
  • Bulk role assignment
  • Bulk class enrollment
  • Bulk deletion/archival
Changing a username affects the user’s ability to log in. Ensure users are notified of username changes.

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Password Management

Administrator Password Reset Admins can reset any user’s password:
  1. Select user from user list
  2. Click “Reset Password”
  3. Enter new password
  4. Confirm and save
  5. Provide new password to user securely
Password Policies Configurable through facility settings:
  • Require passwords for learners
  • Allow learners to change own passwords
  • Password complexity requirements
  • Password-less login (for learners)

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User Search and Filtering

The user management interface includes powerful search and filtering: Search Capabilities
  • Search by name
  • Search by username
  • Search by identifier
  • Real-time search results
Filter Options
Filter to show only:
  • Learners
  • Coaches
  • Admins
  • All classes
  • Specific class
  • Users not in any class
  • Birth year range
  • Gender
  • Combination of demographic filters
  • Active users
  • Users in trash
  • Recently created users

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Class Management

Classes are organizational units that group learners together for instruction.

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Creating and Managing Classes

1

Create Class

From the Classes section:
  • Click “New Class”
  • Enter class name (e.g., “Grade 5A”, “Mathematics 101”)
  • Optionally add description
  • Save the class
2

Enroll Learners

Add learners to the class:
  • Navigate to class details
  • Click “Enroll Learners”
  • Select learners from facility roster
  • Add selected learners to class
  • Or enroll during user creation
3

Assign Coaches

Grant coaching access:
  • From class view, select “Assign Coaches”
  • Choose users with Coach or Admin role
  • Assigned coaches can manage class activities
4

Manage Class

Ongoing class management:
  • Add or remove learners
  • Reassign coaches
  • Edit class name and description
  • View class roster and activity

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Class Operations

Rename Class
  • Update class name to reflect semester or subject changes
  • Maintain continuity of class data
Copy Class
  • Duplicate class structure for new term
  • Copy learners to new class
  • Useful for semester transitions
Delete Class
  • Remove unused classes
  • Confirmation required
  • Consider impact on learner enrollments and assignments
Classes provide the organizational structure for the Coach plugin. Lessons and quizzes are assigned at the class level.

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Multi-Class Management

Learners in Multiple Classes
  • Learners can be enrolled in any number of classes
  • See all classes on Learn home page
  • Receive assignments from all classes
  • Progress tracked separately per class
Coaches for Multiple Classes
  • Coaches can be assigned to multiple classes
  • Switch between classes in Coach interface
  • View aggregated data across all coached classes

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Facility Configuration

Facility settings control system-wide behavior and access policies.

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Facility Settings

Facility Name and ID
  • Facility display name
  • Unique facility identifier
  • Edit facility name
Sign-In Requirements
  • Allow guest access (no account needed)
  • Require passwords for learners
  • Allow learners to create own accounts
  • Allow learners to edit own passwords

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Facility Settings Workflow

1

Access Settings

Navigate to Facility > Settings
2

Review Options

Each setting includes:
  • Clear description of behavior
  • Impact on learner and coach experience
  • Recommended defaults
3

Toggle Settings

Enable or disable settings using checkboxes:
  • Changes save automatically
  • Immediate effect on user experience
4

Verify Changes

Confirm settings have desired effect:
  • Test with non-admin account
  • Verify learner and coach access
  • Adjust if needed
Facility settings affect all users. Test changes carefully and communicate updates to coaches and learners.

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CSV User Import

Bulk user creation via CSV file import streamlines user management for large deployments.

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CSV Import Process

1

Download Template

From Users page:
  • Click “Options” > “Import from CSV”
  • Download CSV template
  • Review required and optional columns
2

Prepare CSV File

Create or edit CSV with user data:Required Columns:
  • username: Unique login name
  • full_name: User’s complete name
  • user_type: LEARNER, COACH, or ADMIN
Optional Columns:
  • password: User password (or leave blank for random)
  • identifier: Student ID or employee number
  • birth_year: Birth year (YYYY format)
  • gender: MALE, FEMALE, or NOT_SPECIFIED
  • class_names: Comma-separated class names for enrollment
3

Upload CSV

Import the file:
  • Click “Choose File” and select CSV
  • System validates file format
  • Review any errors or warnings
4

Preview Import

Review before committing:
  • See list of users to be created
  • Verify class assignments
  • Check for duplicate usernames
  • Correct errors if needed
5

Complete Import

Finalize user creation:
  • Confirm import
  • System creates all users
  • New classes created automatically if specified
  • Review import summary

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CSV Import Best Practices

Validate Data

  • Ensure unique usernames
  • Verify user types are correct
  • Check class name spelling
  • Remove empty rows

Handle Passwords

  • Use secure password generation
  • Document passwords for distribution
  • Consider password-less option for learners
  • Plan password distribution method

Test First

  • Import small batch first
  • Verify results
  • Test user logins
  • Refine process before full import

Keep Records

  • Save original CSV file
  • Document import dates
  • Track password distribution
  • Maintain audit trail
For initial facility setup with many users, CSV import is much faster than individual user creation.

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Data Management

The Facility plugin includes tools for data import, export, and synchronization.

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Data Export

Export Facility Data Administrators can export:
  • User accounts and enrollment
  • Class rosters
  • Usage logs and activity data
  • Progress and performance data
Export Formats
  • CSV files for spreadsheet analysis
  • JSON for system integration
  • Database exports for backup

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Data Synchronization

For multi-device deployments, sync facility data across Kolibri instances:
1

Configure Sync

From Data page:
  • Select sync destination device
  • Choose data to sync
  • Configure sync schedule
2

Initiate Sync

Start synchronization:
  • One-time sync
  • Scheduled automatic sync
  • Bi-directional or one-way sync
3

Monitor Progress

Track sync status:
  • Progress indicators
  • Error notifications
  • Completion confirmation
4

Verify Sync

Confirm data transfer:
  • Check synced users on destination
  • Verify data completeness
  • Resolve conflicts if any

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Data Privacy and Compliance

Privacy Controls
  • Configure data collection settings
  • Manage learner data visibility
  • Control data export permissions
  • Implement data retention policies
Compliance Features
  • GDPR-compatible data management
  • Data anonymization options
  • Right to deletion support
  • Audit logging

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Device Management PIN

The facility admin can set a Device Management PIN to protect device-level settings.

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PIN Management Workflow

1

Create PIN

From Facility Settings:
  • Navigate to “Device Management PIN” section
  • Click “Create PIN”
  • Enter numeric PIN
  • Confirm PIN
2

Secure PIN

Protect the PIN:
  • Store securely
  • Share only with authorized admins
  • Don’t write on device
3

Use PIN

When required:
  • Enter PIN to access Device Management
  • PIN required for content import
  • PIN required for device settings changes
4

Manage PIN

Ongoing management:
  • Change PIN periodically
  • Remove PIN if not needed
  • Reset if forgotten (requires facility admin)
The Device Management PIN adds an extra layer of security, preventing unauthorized changes to device configuration and content.

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Multi-Facility Administration

Super admins can manage multiple facilities on a single Kolibri device.

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Multi-Facility Features

Facility Switching
  • View all facilities on device
  • Switch between facilities for administration
  • Maintain separate user bases per facility
Facility Creation
  • Create new facilities
  • Configure facility settings independently
  • Import facility data from other devices
Cross-Facility Management
  • Super admin access to all facilities
  • Facility-specific admins for delegation
  • Isolated data per facility

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Use Cases for Multiple Facilities

Multi-School Deployment

Manage multiple schools from central device, each with separate administration.

Community Learning Center

Different programs or organizations sharing infrastructure with isolated user bases.

Training Provider

Separate facilities for different training programs or client organizations.

Pilot Programs

Test facility for experimentation separate from production facility.

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User Interface Features

The Facility Management interface is designed for administrative efficiency: User Table
  • Sortable columns (name, username, role)
  • Pagination for large user lists
  • Bulk selection checkboxes
  • Quick actions menu per user
Toolbar Actions
  • Search box with live filtering
  • Filter button for advanced filtering
  • New user creation
  • Bulk operation buttons
Selection Bottom Bar When users are selected:
  • Number of selected users
  • Available bulk actions
  • Clear selection option
  • Contextual action buttons

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Accessibility Features

  • Keyboard navigation for all functions
  • Screen reader compatible
  • Clear visual hierarchy
  • Confirmation dialogs for destructive actions
  • Helpful error messages and validation

Device Management

Configure device settings and import content

Coach Plugin

Create lessons and track learner progress

Learn Plugin

Understand the learner experience

Device Management

Synchronize facility data across devices

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