Running a campus with thousands of users and dozens —sometimes hundreds— of active classrooms at once makes any task that has to be done classroom by classroom, user by user, simply unfeasible. That's exactly what bulk tools are for: so that an action that takes a minute in a single classroom doesn't take weeks when you have to apply it at scale.
Beyond the technical reference for each tool, this document aims to add the practical judgment that only comes from running a real campus: when to reach for each one, which tool it pairs with, and what precautions to take before confirming an action that may be irreversible.
This is a living document: new tools and new use cases will be added as they come up.
👥 Users
Bulk-activate students
Activates students in the classrooms you choose, without having to do it classroom by classroom.
This is a very versatile tool. Many projects use external management systems that control access to the classrooms: in those cases you can load users as inactive, calmly and ahead of time, and then activate them all in seconds when the time comes. It's also handy for moving specific people from one classroom to another: you enroll them (via file) in the new classroom, and with this same tool —in deactivate mode— you remove them from the original one. In paid projects, it lets you deactivate (without deleting) users who are behind on their fees, without losing their history. And in offerings with individual schedules, it lets you deactivate those who have already passed without affecting the rest of the classroom.
Bulk-update user data
Updates existing users' data from a file: you download a template, edit only what changes (an empty cell = left untouched), upload the file, and review the changes before applying them.
Important point: a user's data does not depend on the classroom they're enrolled in — it's the user's data across the campus. And you always need the user ID on hand — without it, no update is possible.
→ Read the full article: Bulk data update
Assign tutors and coordinators
With a two-column CSV file (id_usuario / id_curso), you assign coordinators (profile 3) or tutors (profile 2, in charge of the classroom's mail administration) in a single batch.
Very useful at the start of a course: it doesn't matter what fancy name each campus gives these roles — what matters is the function. These are the people who will run the classroom. The exact permissions this grants depend on each campus's configuration.
Bulk-deactivate users
Deactivates users in the classrooms you choose. It can be applied with a file (one ID per line) or by specifying the users' profile and condition.
It works together with Bulk-activate students (to reactivate them if needed) and with Delete inactive users (as a final cleanup step). What it adds isn't the action itself, but being able to do it in a single step across multiple classrooms at once. Typical case: the end of a course, where you want the classroom to stay active and visible for reviewing the content, but you no longer want users to keep participating.
Bulk-send certificates
Lets you send certificates to multiple users across multiple classrooms all at once, by file or to "everyone enrolled", with date or 100%-progress filters. It has a Delivery History so you can track the status when there are many emails.
If the campus has a varied course offering and a user is enrolled in two classrooms —passed one, not the other— and you use a file (instead of the per-classroom filter), the system may end up sending the certificate for both courses. You have to carefully define the best criteria for your offering: whether it's issued at 100% progress, by completion date, and so on.
The valuable part: you get a record of who received the certificate and who didn't, along with the reasons — so you can resolve the pending cases instead of losing track of them.
Reassign content owner
Bulk-transfers one user's responsibilities to another: classroom mail administration, unit owner, assessment or activity owner. The recipient must be an active webmaster or administrator in every affected classroom. It's logged in Analytics → Audit trail.
We're not talking about just any user: we mean specifically one who has the little blue star in the classroom list, the icon that indicates they have content linked to their name. The value of this tool is transferring that user without losing the content linked to them (the grades already entered travel with the new owner). It's worth analyzing content-ownership matters case by case before deciding who to transfer to.
Internal mail and forum posts, for example, are not linked by this action: they don't travel to the new owner.
📚 Content
Unit Management (Sync Classrooms / Copy units)
These are actually two different functions under one roof:
Sync Classrooms (the bulk one): it relies on there being a "master" classroom (identified by default because its name contains "BASE") and several "duplicate" classrooms. The master↔duplicate relationship isn't defined by classroom name, but by an identical description shared between them. It compares units by name and shows, classroom by classroom, how many are still out of sync. You can copy everything at once or manually choose which units and which classrooms to include. It has a ceiling of 100 copies per run, and you can't run two syncs at the same time.
Copy units (one to one): you manually pick a specific source and destination classroom, without relying on "BASE" or on descriptions. It's the option for a one-off case, not for large batches.
💡Correction combo
If a sync copied units by mistake into many classrooms, you don't have to undo it classroom by classroom. You use the Delete Units bulk tool (see the Maintenance section) to remove those units from all affected classrooms in a single batch.
⚠️ Before using it to correct: copy the description of the unit you're deleting (Delete Units searches precisely by description) and jot down the IDs of the classrooms included in the selection, to avoid accidentally slipping in the BASE classroom or classrooms from earlier batches. This is an unforgiving tool: use it carefully and double-check before confirming.
The destination classroom also needs at least one user with profile P (teacher/tutor) so they can be assigned as the owner of the copied unit; if there's none, that particular copy fails but the rest of the batch continues.
Bulk-deactivate forms
Deactivates surveys across multiple classrooms in bulk, according to the criteria you select.
Very useful when the same form —a satisfaction survey, a registration form— is replicated across multiple classrooms and you need to close it in all of them at once, without going classroom by classroom.
Bulk download of activity submissions
Downloads activity submissions and their attachments into a ZIP, organized by course, activity, and submission number, across up to 10 classrooms at a time. You can download only each student's/group's latest submission, and generate an index (Excel or HTML) listing everything downloaded.
Especially useful for institutions that need to preserve submissions with documentary value: thesis-submission classrooms, final projects, dissertations. The information comes down in great detail —by classroom, by user, and by working group— which makes it suitable as institutional backup, not just as a working download.
🛠️ Maintenance
Repository materials analysis
Generates a report of the Repository objects (filtering by date, type, author, category, title, or keywords) and lets you flag only those with no links —materials no longer used in any classroom. From those "candidates" you can select and delete. The report can be downloaded to Excel before you delete anything.
It's not just technical housekeeping: unused materials take up disk space, and servers are an expensive resource — keeping the repository lean has a direct impact on costs, and it's more sustainable too.
💡More than deleting: taking inventory
This search also works as an inventory: reviewing what's been uploaded, you may find forgotten "gems" — materials that do have a link to some classroom (and therefore don't show up as deletion candidates) but that in practice nobody uses anymore. The "no links" filter won't show them, so it's worth going through the full report from time to time, not just the deletion candidates.
Delete mail and attachments
Deletes internal mail (in full) or just its attachments, across several classrooms at once, from the oldest one up to a cutoff date you set. By default the cutoff date is the current date — if you don't change it, it takes everything with it.
⚠️Irreversible action
It's irreversible from the administration side; to reverse it you have to ask support. It only makes sense to use when you genuinely need to free up space — not as routine preventive cleanup.
Bulk-delete inactive users
Deletes inactive users in the selected classrooms, filtering by profile. If the user has no other classrooms outside the selected ones, they disappear from the campus entirely.
⚠️No turning back
The role doesn't matter: if the deleted user is a teacher, all the materials they uploaded are lost, no exceptions — the content isn't orphaned or reassigned, it disappears with them. See also the Delete Units tool, in the Content section, under Unit Management.
💡 Recommendation for large institutions: When several people share the same department or team, it's better to create generic users (per department, not per person) instead of individual users per teacher. If someone retires or leaves the team, you don't have to keep their account active "because it has all the material loaded on it" — the material stays on the generic user, which remains in use. On top of that, the content ends up tied to the role, not the person, which is also tidier from an institutional standpoint.
Need a hand with a specific case before running a bulk tool? Write to soporte@educativa.com and we'll work through it together.
educativa Team / Campus Administration