Cademy provides robust tools to manage users, assign roles, and group team members for effective course and date management. This guide explains the permissions and behaviors of System Admins, Course Owners, Facilitators, and Groups.
User Roles and Permissions
Cademy supports three main roles with specific access levels and responsibilities:
Role | Access Level | Responsibilities |
System Admin | Full system access | Manage platform settings, users, courses, and billing. |
Course Owner | Full access to assigned items | Manage bookings, student data, and course settings. |
Facilitator | Limited access to assignments | Update attendance and booking details for specific courses. |
💡 Feature Highlight: Facilitators can now be assigned directly to individual course dates. This granular control ensures they only access the specific events they are responsible for.
User permission matrix
Role-Based Access Rules
Understanding role-based rules is critical for efficient user management:
Course-Level Assignments
Assigning a Course Owner or Facilitator at the course level grants access to all dates within the course.
These users can manage and view everything tied to the course within their role permissions.
Date-Level Assignments
Assigning a user (e.g., a Facilitator) at the date level limits their access to that specific date.
Note: Course-level permissions override date-level restrictions if both are assigned.
💡 Feature Highlight: Add or update Facilitators directly when creating or editing dates, allowing seamless flexibility to adjust responsibilities.
Inviting Users and Assigning Roles
Inviting a New User
Navigate to Admin Dashboard > Settings > User Management.
Click Invite User.
Enter the following details:
Name: Full name of the user.
Email: User’s email address.
Role: Select System Admin, Course Owner, or Facilitator.
Click Invite.
The user will receive an email inviting them to create an account. Once created, they will appear in the user list.
Removing a User
Locate the user in User Management.
Click the gear icon next to their name.
Select Remove User to revoke access.
Editing User Roles
Go to User Management.
Click the gear icon beside the user’s name.
Choose Edit User and adjust their role as needed.
Subscription-Based User Limits
The number of users depends on your subscription plan:
Plan | Maximum Users | Notes |
Free Plan | 1 user | Best for solo use. |
Pro Plan | Up to 10 users | Suitable for moderate management needs. |
Teams Plan | Up to 20 users | Tailored for large organizations. |
Managing Groups for Bulk Assignments
Creating and Assigning Groups
Navigate to Admin Dashboard > User Management.
Click Create Group and name it.
Add members (System Admins, Course Owners, or Facilitators).
Assign the group to courses or dates:
Go to Courses > Edit Course > Settings > Course Owners.
Search for and assign the group.
Removing a Group
Navigate to Courses > Edit Course > Settings.
Under Course Owners, locate the group.
Click Remove to revoke group access.
Notifications and Ownership
Notification Triggers
Emails are sent for the following updates:
Date Changes: Updates stakeholders about schedule modifications.
Delivery Method Updates: Notifies users about transitions between online and in-person modes.
Location Changes: Alerts users of venue adjustments.
Online URL Adjustments: Sends new meeting links.
Booking Confirmations: Sent for new bookings.
Notification Rules
For Course Owners:
Course-Level Assignments: Course Owners assigned at the course level will only receive booking confirmation emails. They will not receive notifications for date-specific changes (e.g., schedule updates or location changes).
Date-Level Assignments: Course Owners explicitly assigned to specific dates will receive both booking confirmation emails and notifications for date-specific changes.
For Users Assigned at the Date Level (e.g., Facilitators or Date-Specific Owners):
These users receive both booking confirmation emails and notifications about any date changes (e.g., schedule updates, location adjustments).
For Group Members:
Notifications are sent to all members of a group for assignments and updates related to that group.
Fallback Notifications:
If no owner or facilitator is assigned to a date, fallback notifications are sent to all existing users (e.g., System Admins or Course Owners at the course level).
💡 Important Note: Always assign users at the date level to ensure they receive notifications for date-specific updates.
FAQs
Do Course Owners receive all notifications if assigned at the course level?
Do Course Owners receive all notifications if assigned at the course level?
No. Course Owners assigned at the course level only receive booking confirmation emails. They will not receive notifications for date-specific updates like schedule changes or location adjustments.
What notifications do Course Owners receive if assigned at the date level?
What notifications do Course Owners receive if assigned at the date level?
Course Owners assigned at the date level receive both booking confirmation emails and notifications for date-specific changes.
Why didn’t a Course Owner receive a notification about a date change?
Why didn’t a Course Owner receive a notification about a date change?
Check if the Course Owner was explicitly assigned to the date. If not, they won’t receive notifications for changes to that date.
Do Facilitators receive notifications for date changes?
Do Facilitators receive notifications for date changes?
Yes. Facilitators assigned to specific dates receive notifications for all changes related to those dates, including bookings and schedule updates.
How can I ensure users receive all relevant notifications for date-specific changes?
How can I ensure users receive all relevant notifications for date-specific changes?
Assign users explicitly at the date level rather than only at the course level.