Users and roles

Everyone in your organization appears under Organization, Users. The list shows their name, their role, whether they are active, the tags they carry, and how many courses they have completed. You can search it, filter on a tag, and narrow it to active or inactive people only.

Filtering on a tag is worth knowing about: it is the quickest way to see who is actually in a group before you point a course at it.

#The three roles

Member is the role almost everyone has. Members follow the courses their tags bring them, open the documents in your library, download their own certificates, and manage their own settings. They see nothing about anyone else.

Admin runs the organization. Administrators create and manage courses, add and remove people, manage tags, upload files, set up notifications and webhooks, view analytics, scan certificates, and change organization settings. In practice an administrator can do everything except hand out roles.

Owner is the person the organization belongs to. An owner can do everything an administrator can, and is the only one who can change anyone's role.

#Changing someone's role

Open the person from the users list and pick a different role.

Two rules apply, and they are both deliberate.

• Only the owner can change roles. An administrator will see the control but cannot save a change with it.
• The owner cannot be demoted, not by an administrator and not by themselves. Ownership moves by making someone else the owner.

#What you can see about one person

Opening someone from the list gives you their profile: when they started, when they were last active, the role they hold, and the tags they carry. Tags are editable here, and this is the normal place to correct them, for example when someone moves from one department to another.

Underneath is their learning record. A set of cards summarises how many courses are assigned, completed, in progress, expired and not started, and how long they take on average. The table below lists every course with its status, when they started, when they finished, and when it expires.

That record is the answer to "has this person been trained", and it stays accurate whether or not any email was ever opened.

#Deactivating someone

Every person has an Active switch. Turning it off is how someone leaves your organization.

What stays is everything you need: their profile, their tags, and their full course history remain visible to you, so a completed training is still on record long after the person has gone.

Turning the switch back on restores their access exactly as it was.

A deactivated person also stops counting against your plan, which is covered on the page about inviting people.