This guide is for System Admins deciding how much access to give a colleague, trainer, volunteer or contractor in a course provider's Cademy account. It compares the three user roles, explains what each one can and cannot do, and shows how to change someone's role. Cademy's screens call a team member a user.
User Role: The access level you choose for a team member: System Admin, Course Owner or Facilitator. It decides which pages and actions they can use.
Assignment: A link between a team member, or a user group they belong to, and a course or course date. It decides which courses a Course Owner or Facilitator works on. It does not change their role.
Difference Between the System Admin, Course Owner and Facilitator Roles
Cademy has these three roles and no custom roles. Choose the least access the person needs. The Invite User window offers them in this order:
Role | Menu pages | Courses they see | Use it for |
System Admin | Every page in the menu. | Every course and date in the business account. | People who manage the account, its users, settings, orders, payments, contacts and billing, as well as its courses. |
Course Owner | Home, Courses, Inbox, Tasks, Forms, Reviews (where your account has it) and Settings. | Courses they create or are assigned to, directly or through a user group. | People who create and edit courses and dates but do not need orders, payments, contacts or users. |
Facilitator | Home, Courses, Inbox, Tasks and Settings. | Courses and dates they are assigned to, directly or through a user group. | Trainers, tutors and instructors who deliver courses and manage the participants on them. |
Your plan sets how many team members you can have. System Admins and Course Owners share one allowance, the admin allowance. Facilitators have a separate allowance. For the numbers on each plan, see What Each Cademy Plan Includes and Costs. To invite someone, see Invite a Team Member or Facilitator.
To check your own role, open the account menu and select My Profile. Your profile page shows your role. Every role can change their own name in Settings > User Account; User Settings in the account menu opens the same page. For passwords, see Change or Reset Your Course Provider Password.
What a Facilitator (Trainer or Tutor) Can and Cannot Do
A Facilitator works only on the courses and dates they are assigned to. To give them those courses, see Assign a Facilitator to a Course or Course Date.
Facilitators Can View Learners, Course Progress and Attendance
On a course or date they can access, a Facilitator can:
open the course page and see its learners (participants) on the Registrants tab, and their course progress on the Progress tab when the course has lessons;
see each participant's name and email address on their registration;
add a registration, mark attendance and add their own notes;
cancel or move a registration, subject to the registration's status and the destination they can access (a move with a price difference needs a System Admin);
change other registration details, such as tags, custom field answers, lesson progress and certificates, and delete a registration that was added by hand or imported;
view lesson progress and quiz results, and mark quiz answers (see View Quiz or Test Results and Mark Answers).
Pages and Actions a Facilitator Cannot Use
A Facilitator cannot:
create or edit a course, or add, edit or move a date: New Course, New Date and the course editor need the Course Owner or System Admin role;
open Orders, Contacts, Organisations, Registrations, Reports, Users & Facilitators or the other menu pages not listed in the table above;
see a course's Orders, Requests or Waitlist tabs, or the emails sent to a participant;
find contacts, organisations, orders or registrations with Search.
The Invite User and Edit User windows describe a Facilitator as having "read only" access, able to change "basic booking details such as attendance and notes". The actions above go further than that description. Do not choose Facilitator if the person must only view information without changing it.
What a Course Owner Can and Cannot Do
A Course Owner has full access to the courses they create or are assigned to. On those courses, a Course Owner can do everything a Facilitator can, and can also:
create courses and dates with New Course and New Date on the Courses page;
open the course editor and change the course, its dates, prices and settings;
open Forms and Reviews (where your account has it), and a course's Requests and Waitlist tabs;
invite a new Facilitator by typing their email address in a course's or date's Facilitators / owners field and selecting Invite <email> as a Facilitator.
A Course Owner cannot open Orders, Contacts, Organisations, Registrations, Reports or Users & Facilitators, and does not see revenue, registrations and orders on Home. In Settings, pages such as User Management, Payments and Billing & Usage are for System Admins only. A Course Owner is not a read-only role: they can change any course they can access.
What a System Admin Can Do
A System Admin can open every page and every course in the business account. Only a System Admin can:
use Invite User, invite someone as a System Admin or Course Owner, change roles, and archive or reactivate team members;
create and edit user groups;
open orders, payments, contacts, organisations, reports and Billing & Usage;
see Account Setup, and revenue, registrations and orders on Home.
A Course Owner can also invite a Facilitator from a course's or date's Facilitators / owners field. You cannot archive the final System Admin of a business account. Do not give someone the System Admin role only so they receive notification emails; see Choose Facilitator Emails and Calendar Invitations.
Give Someone View-Only Access to Certain Courses, for Example to Mark Work
Cademy has no view-only role. The closest is a Facilitator assigned only to the courses they need, such as an assessor who reviews and marks learners' work. They then see only those courses, can open the Progress tab to check lesson progress and quiz results, and can mark quiz answers. See See Each Learner's Lesson Progress in a Course and View Quiz or Test Results and Mark Answers.
A Facilitator can still change registrations on those courses, for example mark attendance, cancel or delete a registration. If that is not acceptable, do not give them access in Cademy.
Can I Stop a Facilitator Seeing Delegate Emails or Changing Attendance?
This is not possible. A Facilitator sees the name and email address of each participant (delegate) on the courses and dates they are assigned to, and can mark attendance there. Cademy has no setting to hide participant email addresses from a role or to stop a Facilitator changing attendance.
To limit what a Facilitator sees, limit the courses and dates they are assigned to. See Assign a Facilitator to a Course or Course Date.
Allow Facilitators to Search for Contacts
There is no setting for this. The Contacts page and contact results in Search need the System Admin role, so Facilitators and Course Owners cannot use them.
A Facilitator can still search for a contact, or create a new one, while adding a registration to a course or date they can access. If a person needs to look up any contact in the account, they need the System Admin role.
Admin Cannot See Users or Billing: Check Their Role
If a colleague you think of as an admin cannot see Users & Facilitators, Orders or Billing & Usage, they have the Course Owner or Facilitator role, not System Admin. A System Admin can change their role, as below. Changing someone to System Admin uses the admin allowance only if they were a Facilitator. If the admin allowance is full, Cademy shows Admin Limit Reached and the role does not change.
If they are already a System Admin, check that they are in the right business account. A person who belongs to several business accounts can have a different role in each. See Switch Between Course Provider Accounts.
Change a User's Role, for Example to System Admin
Only a System Admin can change another team member's role. Check the access they need and your plan's allowance before saving.
In the Admin Dashboard, open Users & Facilitators. Use the All view to find active and pending users, then open the person. Archived users must be reactivated first.
Select Edit User.
Choose the required User Role.
Select Edit User to save. Reopen the person's profile and check the displayed role. The Role column of the list shows it too.
Changing a Facilitator to System Admin or Course Owner is checked against the admin allowance. Changing a System Admin or Course Owner to Facilitator is checked against the Facilitator allowance. If the allowance is full, Cademy shows Admin Limit Reached or Facilitator Limit Reached and the role does not change. Changing between System Admin and Course Owner is not checked again, because both roles use the admin allowance.
If Cademy shows User Login Is Not Connected, the person needs to connect their verified Cademy login before this role change can be completed. Ask them to complete their invitation or login setup. If they have already done so, contact Cademy Support with the person's email and the error message.
An archived team member must be reactivated first; see Remove a Team Member’s Access (Archive a User). Changing a role does not restore assignments removed during archiving, and it does not change which courses the person is assigned to.
Frequently Asked Questions
Can a Facilitator create or edit a course?
No. New Course, New Date and the course editor need the Course Owner or System Admin role.
Does a course or date assignment change someone's role?
No. An assignment, direct or through a user group, decides which courses a person works on. Their User Role stays the same.