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shajason merged 4 commits into from
Oct 10, 2025
Merged

Accesscodes #414

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c91304e
updated access code/bookstore pay information
shajason Oct 8, 2025
63403e6
student file changes
shajason Oct 8, 2025
6db3fd1
updates to billing page
shajason Oct 9, 2025
a67c014
one more pass
shajason Oct 10, 2025
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66 changes: 43 additions & 23 deletions source/instructors/admin/orgbilling.rst
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Expand Up @@ -23,28 +23,20 @@ Access Billing Page

Institution Pay
---------------
To generate an invoice or a quote, enter your country and follow the steps below:
To generate an invoice or a quote, follow the steps below:

.. image:: /img/manage_organization/orgbilltab.png
:alt: Directions Billing

1. Enter the number of student licenses required.
1. Enter the **Number of students** and **Student start date**.

2. Enter the student start date.
2. Enter **Promotion Code** (if any). Codes are not case sensitive, valid for new users only, and not for student pay plans. Invalid or expired codes will display a message.

3. If you have a promotion code, enter it in the appropriate field. Validation is case insensitive.
4. Enter **Purchase Order** Number (if applicable) and **Billing Email**.

- If the promotion code is invalid, the message
``Invalid promotion code`` will be shown
- If the promotion code has expired, the message
``This promotion code has expired`` will be shown
- Promotion codes are only available for new users and not available for student pay plans.
5. **Select a Plan** (semester or annual).

4. Enter a billing email address.

5. The plans available will be shown (semester or annual), select the plan you require and if you require the invoice to be sent to someone else, you can change the recipient.

6. When you are ready, click the 'Generate Invoice' button or 'Generate Quote' button as per your requirement, and the invoice or quote will be generated and sent to the email address.
6. Click **Generate Invoice** or **Generate Quote**. The document will be sent to the email provided.
Comment on lines +31 to +39
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⚠️ Potential issue | 🟡 Minor

Fix step numbering and tighten phrasing

List skips “3.” and mixes numbering. Use auto-numbering and minor grammar fixes.

Apply:

-1. Enter the **Number of students** and **Student start date**.
-
-2. Enter **Promotion Code** (if any). Codes are not case sensitive, valid for new users only, and not for student pay plans. Invalid or expired codes will display a message.
-
-4. Enter **Purchase Order** Number (if applicable) and **Billing Email**.
-
-5. **Select a Plan** (semester or annual).
-
-6. Click **Generate Invoice** or **Generate Quote**. The document will be sent to the email provided.
+1. Enter the **Number of students** and **Student start date**.
+1. Enter **Promotion Code** (if any). Codes are not case-sensitive, valid for new users only, and not valid for Student Pay plans. Invalid or expired codes will display a message.
+1. Enter **Purchase Order Number** (if applicable) and **Billing Email**.
+1. **Select a plan** (semester or annual).
+1. Click **Generate Invoice** or **Generate Quote**. The document will be sent to the email provided.
📝 Committable suggestion

‼️ IMPORTANT
Carefully review the code before committing. Ensure that it accurately replaces the highlighted code, contains no missing lines, and has no issues with indentation. Thoroughly test & benchmark the code to ensure it meets the requirements.

Suggested change
1. Enter the **Number of students** and **Student start date**.
2. Enter the student start date.
2. Enter **Promotion Code** (if any). Codes are not case sensitive, valid for new users only, and not for student pay plans. Invalid or expired codes will display a message.
3. If you have a promotion code, enter it in the appropriate field. Validation is case insensitive.
4. Enter **Purchase Order** Number (if applicable) and **Billing Email**.
- If the promotion code is invalid, the message
``Invalid promotion code`` will be shown
- If the promotion code has expired, the message
``This promotion code has expired`` will be shown
- Promotion codes are only available for new users and not available for student pay plans.
5. **Select a Plan** (semester or annual).
4. Enter a billing email address.
5. The plans available will be shown (semester or annual), select the plan you require and if you require the invoice to be sent to someone else, you can change the recipient.
6. When you are ready, click the 'Generate Invoice' button or 'Generate Quote' button as per your requirement, and the invoice or quote will be generated and sent to the email address.
6. Click **Generate Invoice** or **Generate Quote**. The document will be sent to the email provided.
1. Enter the **Number of students** and **Student start date**.
1. Enter **Promotion Code** (if any). Codes are not case-sensitive, valid for new users only, and not valid for Student Pay plans. Invalid or expired codes will display a message.
1. Enter **Purchase Order Number** (if applicable) and **Billing Email**.
1. **Select a plan** (semester or annual).
1. Click **Generate Invoice** or **Generate Quote**. The document will be sent to the email provided.
🤖 Prompt for AI Agents 
In source/instructors/admin/orgbilling.rst around lines 31 to 39, the ordered
list skips number 3 and has inconsistent numbering and wording; replace the
hard-coded numbers with reStructuredText auto-numbering (use "1." for each item)
so the renderer generates correct sequential numbers, and revise phrasing for
clarity—e.g., "Enter the number of students and the student start date.", "Enter
a promotion code (if any). Codes are not case-sensitive, apply to new users
only, and are not valid for student pay plans; invalid or expired codes will
display a message.", "Enter a purchase order number (if applicable) and a
billing email.", "Select a plan (semester or annual).", "Click Generate Invoice
or Generate Quote; the document will be sent to the provided email." Ensure
punctuation and capitalization are consistent.


.. Note:: You can access your invoice from the email, or you can click **View Invoice** from the **Invoice History** section. Pay your invoice at this link.

Expand All @@ -64,19 +56,47 @@ The option to switch to a **Student Pay plan** where students are prompted to en

4. To support students in this process, provide them with `this documentation link <https://docs.codio.com/students/accessing-codio/paying.html#pay-for-codio-subscription>`__ with specific emphasis to `this section <https://docs.codio.com/students/accessing-codio/paying.html#problems-setting-up-a-new-subscription-plan>`__ in the event they have problems especially if this may be first time they are trying to purchase online and the transaction may be refused by their bank due to the ever increasing fraud prevention measures card issuers are implementing or guide them to contact help@codio.com.
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⚠️ Potential issue | 🔴 Critical

🧩 Analysis chain

Verify student-doc anchors

Ensure these anchors still exist after the student-docs update; broken links hurt support flows.

🏁 Script executed:

#!/bin/bash
# Check that referenced fragments exist in any paying.rst
fd -a paying.rst | while read -r f; do
  echo "File: $f"
  rg -n -C1 'pay-for-codio-subscription|problems-setting-up-a-new-subscription-plan' "$f" || true
done

Length of output: 75

🏁 Script executed:

#!/bin/bash
f=$(fd -a paying.rst)
echo "subscription occurrences:"
rg -n 'subscription' "$f" || echo "none"
echo ""
echo "problems occurrences:"
rg -n 'problems' "$f" || echo "none"

Length of output: 150

Fix broken anchor links in orgbilling.rst
The fragments #pay-for-codio-subscription and #problems-setting-up-a-new-subscription-plan don’t exist in students/accessing-codio/paying.rst; update those links to match the current section anchors.

🤖 Prompt for AI Agents 
In source/instructors/admin/orgbilling.rst around line 57, the two fragment
anchors in the external links (#pay-for-codio-subscription and
#problems-setting-up-a-new-subscription-plan) are invalid for
students/accessing-codio/paying.rst; open students/accessing-codio/paying.rst,
find the exact section headings or generated anchor IDs for the “pay for Codio
subscription” and “problems setting up a new subscription plan” sections, then
replace the broken fragment anchors with the correct anchors (or convert the
links to Sphinx cross-reference roles like :ref:`<label>` pointing to the proper
section label) so the links resolve to the existing sections. Ensure both
updated links exactly match the target anchors/labels and keep the fallback
contact help@codio.com text unchanged.


Bookstore Pay
-------------
Codio offers the option to provide licenses through an institution's campus bookstore. This can ensure students on financial aid who need to buy licenses can do so through the bookstore. Students pay the bookstore for the license, the bookstore provides a redemption code, and students enter the code when they first access their Codio account. Codio then invoices the campus bookstore for codes purchased.
Bookstore Pay (Access Codes)
----------------------------
Codio offers the option to provide licenses through your institution's campus bookstore. This enables students, especially those using financial aid, to purchase an access code directly from the bookstore. The access code serves as the Codio license. When students first access their Codio account, they simply enter the access code to activate their license.

Only one access code is required per student even if the student is enrolled in multiple courses. Instructors provide students with information on how to use the code, and additional guidance is available on each student's page. Note that the setup is institution-specific.

Any unsold access codes will remain active and can be used in subsequent semesters.

Comment on lines +59 to +66
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⚠️ Potential issue | 🟡 Minor

Clarify where students find guidance

“additional guidance is available on each student's page” is vague. Specify the exact location (e.g., Billing dialog or “Redeem a code” section) and consider linking to the student “Redeem Code” doc.

🤖 Prompt for AI Agents 
In source/instructors/admin/orgbilling.rst around lines 59 to 66, the phrase
“additional guidance is available on each student's page” is too vague; update
it to point to the exact UI location (e.g., the student’s Billing dialog under
the “Redeem a code” section) and add a link to the student-facing “Redeem Code”
documentation (or the appropriate internal URL/path) so instructors can
reference the exact help page; reword the sentence to: “Additional guidance
appears on the student’s Billing dialog under ‘Redeem a code’ — see the student
‘Redeem Code’ doc [link].”

**1. Determining License Requirements**

- Determine the number of licenses required based on expected student enrollment
- Select the appropriate subscription type:

+---------------------+-------------------+
| Subscription Type | ISBN |
+=====================+===================+
| 1-Semester | 978-1-7331872-5-1 |
+---------------------+-------------------+
| 2-Semester | 978-1-7331872-8-2 |
+---------------------+-------------------+
| Annual | 978-1-7331872-1-3 |
+---------------------+-------------------+

**2. Ordering Process**

- Communicate the number of licenses required and subscription type to your bookstore.
- The bookstore sends an email with this information to accounts@codio.com, including a purchase order if required.

Upon receipt of the order, Codio will issue:

1. `Send this article <https://intercom.help/codio/en/articles/3609689-how-do-students-buy-codio-though-the-campus-bookstore>`_ to your bookstore manager to get the process started.
- A printable pdf letter to give to each student purchasing a code, providing instructions for code use.
- A CSV file listing all the access code numbers issued in the order.
- An invoice for the codes purchased, payable within 30 days of the invoice date.

2. To support students in this process, provide them with `this documentation <https://docs.codio.com/students/accessing-codio/paying.html#redeeming-code-from-campus-bookstore>`_ or guide them to contact help@codio.com.
**3. Bookstore Management Guidelines**

3. The available subscription plans and their ISBNs:
- Each access code should only be sold once.
- Access codes never expire and are not course specific, allowing them to be sold in future semesters.
- Bookstores should manage the codes like physical stock and can place additional code orders at any time.
- Codes are non-refundable.

- 1 Semester - Codio 1-Semester Plan - ISBN: 978-1-7331872-5-1
- 2 Semesters - Codio 2 Semester Plan ISBN 978-1-7331872-8-2
- Annual - Codio Annual Plan ISBN # 978-1-7331872-1-3

Viewing Invoice History
-----------------------
Expand Down
4 changes: 4 additions & 0 deletions source/instructors/getstarted/support/changelog.rst
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Expand Up @@ -13,6 +13,10 @@ We do not report small bug fixes or issues that affect individual users, who we
`[I]` = Update or improvement
`[F]` = New feature

**October 2025**

- `[I] [9th]`: New guides button for uploading files.

**July 2025**

- `[I] [30th]`: If a student tries to log in when they have an uncompleted assignment in Single Login mode, they have the option to mark that assignment as complete.
Expand Down
6 changes: 3 additions & 3 deletions student-source/students/accessing-codio/paying.rst
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Expand Up @@ -40,11 +40,11 @@ To activate a license from your campus bookstore, follow these steps:

2. Log in to Codio following the instructions provided by your instructor. This may be through your local LMS (Canvas, Blackboard, Desire2Learn, Moodle, etc.) or through Codio.com using a course token.

The first time you log in, a small banner is displayed in the upper portion of the screen requesting that you go to **Billing**.
The first time you log in, you will see a dialog prompting you to pay.

3. Click the link in the banner, or click your **User name > Settings > Billing**.
3. If you don't see the dialog, click **Get Started** in the banner, or click your **Username > Preferences > Billing**.

4. From the **Plan** drop-down, choose **Redeem Code** and click **Upgrade**.
4. From the **Plan** dialog, choose **Redeem Code**.

5. Enter the code that was provided to you. Note that the code is case sensitive so enter it exactly as provided to you.

Expand Down