This guide is for System Admins and Course Owners who give a trainer, tutor, instructor or a group of team members access to the courses and dates they run. In Cademy, these people are assigned as Facilitators / owners of a course or course date.
The person must be a team member. To add a new trainer while you assign them, type their email address in Facilitators / owners and select Invite <email> as a Facilitator. Cademy adds them to the course or date as a Facilitator, and they use the Facilitator allowance. New users receive an invitation and show as Pending until they finish setup. Existing Cademy users keep their current status. To invite someone with another role, see Invite a Team Member or Facilitator. Their User Role decides what they can do on the courses they are assigned to: What Can a Facilitator, Course Owner or System Admin Do? compares the roles.
Assignment: A link between a team member, or a user group, and a course or course date. A Course Owner or Facilitator works only on the courses and dates they are assigned to. A System Admin can open every course without an assignment.
Block: A group of course dates booked together, such as a three-day course. A date inside a block uses the block's selection when it has no selection of its own.
User group: A saved set of team members, such as First Aid Trainers, that you can assign in one step.
Choose Between a Whole-Course and a One-Date Assignment
Assign a person to the whole course when they work on all its dates. Assign them to one date or block when they run only that date. Giving someone access at course level is broader than assigning one date.
Do not treat a date assignment as a guarantee that every other part of the parent course is hidden. In particular, a Course Owner remains able to edit a course they can access. If access to other dates or course information must be strictly excluded, check the required arrangement with Cademy Support before granting access.
Assign a Facilitator to a Whole Course
Use this when the person or group needs to work across the course. Both Course Owners and Facilitators can be selected here.
Open Courses in the Admin Dashboard and select the course.
Select Edit Course, then the Settings tab.
Open Course Owners. If the course uses a different name, such as Bootcamp, this option uses that name instead.
Under Course Facilitators / Owners, search for and select the required person or group, or type a new trainer's email address and select Invite <email> as a Facilitator. This heading also uses the course's custom name when configured.
Select Save at the top of the course editor. Reopen the Owners settings and check that the selection remains.
The Admin Email Recipients field on the same page is separate. Use it for course administration notifications, not as a substitute for assigning the course. See Choose Facilitator Emails and Calendar Invitations.
Assign a Facilitator or Trainer to One Course Date Only
Use this when a trainer runs only one date, or one session inside a block. Check whether you are editing the block or one date before changing assignments. Removing an individual date's selection can expose the inherited block selection again.
Open Courses, select the course, then select Edit Course.
Open the Dates tab. To find an earlier date, select Show passed dates.
If the date belongs to a block, select the chevron beside the block to expand its individual dates. Use the individual date's pencil button, labelled Edit occurrence, not the block's pencil. For a standalone date, select that date's pencil directly. The date editor opens.
In the Team section, use Facilitators / owners to select the person or group, or invite a new trainer by email as above.
Select Save inside the date editor. Reopen that same date and check the selection.
Assign a Facilitator to a Whole Block of Dates
Use this when one trainer runs every date in a block. A date in the block with no selection of its own uses the block's selection.
Open Courses, select the course, then select Edit Course.
Open the Dates tab and find the block. Select the pencil on the block's row, not an individual date's pencil. The block editor opens.
Under Facilitators / owners, select the person or group.
Select Save Dates. Reopen the block and check the saved selection.
Important: When you change Facilitators / owners here and select Save Dates, Cademy saves the new selection on the block and on every date in it. A date that had its own facilitator gets the block's selection instead. If one date needs a different trainer, open that date's own pencil (Edit occurrence) afterwards and set it again, using the one-date steps above. Saving the block without changing this field leaves each date's selection as it is.
For how a block's selection is used for facilitator reminders and date-change emails, see Choose Facilitator Emails and Calendar Invitations.
Give Each Date a Different Facilitator With Their Own Zoom Link and Calendar
You do not need a separate course for each trainer. Keep one course and assign each date to the trainer who runs it, using Assign a Facilitator or Trainer to One Course Date Only above. Each trainer then finds the dates they run under their own assignments. A date assignment does not guarantee that the course's other dates are hidden from them; see the warning above.
Joining link: each date can have its own online joining details in the date editor's Delivery section, for example the trainer's own Zoom link. See Set the Course Venue or Online Joining Link.
Calendar: assigned trainers can receive emails with calendar invitations for their dates when your account's facilitator email settings allow it. See Choose Facilitator Emails and Calendar Invitations.
Create a Group of Trainers (User Group)
A user group lets you select several team members together. It does not create a new role or make all members System Admins. You need the System Admin role to create or edit a group.
Open Settings in the Admin Dashboard, then select User Management.
In User Groups, select Create a Group.
Enter Group Name, using at least two characters.
Use Select users to choose the members. Archived team members are not offered for new selections.
Select Create Group. Check that the group appears under User Groups.
To assign it, open the required course or date using the steps above and select the group in its facilitator/owner field. Save that course or date and reopen it to check the selection.
To change membership, open Settings > User Management, select the group, change Select users and select Update Group. Reopen the group to check its members. Removing someone from one group does not remove their direct assignments or membership of other groups.
Remove a Facilitator or Group From a Course or Date
These steps remove a person or group selected directly on that course or date. If a date is showing a group inherited from its block, removing the displayed name on an individual date does not remove the assignment from the block. Change the block's selection instead, using the block steps above. This changes every date in the block; set any date that needs a different person again afterwards.
Open the course's Course Owners settings, or open the date's editor and its Team section, using the relevant route above.
In the facilitator/owner field, select the × (Remove) on the person's or group's name.
Save in that editor, then reopen the same course or date to check the selection.
This removes the direct assignment, not the person or the group itself. It is not a complete access-removal procedure: another direct assignment, a block, another group, course-level access or the System Admin role can still give the person access. To remove someone's access to your business account, see Remove a Team Member’s Access (Archive a User).
Teacher or Trainer Cannot See the Classes or Course Assigned to Them
If a Course Owner or Facilitator says the courses or classes they teach do not show up, check these in order. If you are a Course Owner, ask a System Admin to do checks 1 and 3.
Open Users & Facilitators and open the person. If their status is Pending, they have not finished accepting their invitation. See Invite a Team Member or Facilitator.
Reopen the course's Course Owners settings, or the date's Team section, and check that the person, or a group they belong to, is saved there.
If the assignment is through a group, open Settings > User Management, open the group and check that the person is a member.
If the person belongs to more than one business account, ask them to check they are in the right one. See Switch Between Course Provider Accounts.
If the person was archived and reactivated, their future assignments were removed when they were archived. Assign them again.
If everything above is correct and the person still cannot see the course, contact Cademy Support with the team member, course and date concerned.
Frequently Asked Questions
Does adding a group change its members’ roles?
No. The group supplies an assignment to its members. Each person keeps their own User Role. Check both the role and the assignment when deciding what access they need.
Why can someone still access a course after I remove a date assignment?
Check whether they are a System Admin or are assigned through the course, a block or another group. Removing one selection does not remove those other access routes. If the intended restriction still does not match what they can see, contact Cademy Support with the team member, course and date concerned.