This guide is for System Admins and Course Owners who add a colleague, admin, trainer or volunteer to a course provider's Cademy account. It explains how to invite them, how many users your plan allows, what to do when an invitation has not arrived and how to change a team member's email. Cademy's screens call a team member a user.
User Role: The access level a team member has: System Admin, Course Owner or Facilitator. A Facilitator is usually a trainer, tutor or instructor.
Assignment: A link between a team member and a course or course date. It decides which courses a Course Owner or Facilitator works on. Choosing who receives notification emails is a separate setting.
Choose a User Role for the Person You Invite
Choose the least access the person needs:
System Admin: full access, including orders, payments, contacts, users and billing. Choose it for an owner, manager or finance team member.
Course Owner: creates and edits the courses they create or are assigned to, without orders, payments or users.
Facilitator: a trainer who delivers the courses and dates assigned to them and manages the participants on them. A Facilitator cannot edit the course itself.
What Can a Facilitator, Course Owner or System Admin Do? explains everything each role can and cannot do.
Add a Team Member, Admin or Facilitator (Invite User)
You need the System Admin role to use Invite User. Use the email address the person will use to log in to Cademy. If Cademy lists allowed email domains, use the person's address from one of those domains. Contact Cademy Support if the required address is excluded; do not substitute another person's address.
In the Admin Dashboard, open Users & Facilitators.
Select Invite User. The invitation form opens.
Enter First Name, Last Name (at least two characters each) and Email. Add Telephone if needed.
Choose User Role: System Admin, Course Owner or Facilitator. The initial selection is Facilitator; check it before continuing.
Leave Send invitation email on. This procedure uses that email to give the person their next steps.
Select Invite. In the Users list, select the All view, which includes active and pending team members and excludes archived users. Find and open the person, then check their email, role and status.
A newly created invitation shows Pending while account setup is incomplete. An existing Cademy user can be connected to your business account without becoming Pending. Check the displayed status instead of assuming that every invited person must accept a new invitation.
The view dropdown also offers System Admins, Course Owners and Facilitators. Each starts with active and pending members in that role. To check archived users, open the existing Status filter chip and replace Active and Pending with Archived; a role filter still limits the results to that role.
Ask the person to follow the invitation and confirm that they can reach the correct business account. Turning off Send invitation email suppresses the notification, not the access you grant. Keep it on if the person needs setup instructions. Sending an email does not prove that the person received it or completed setup.
A Course Owner or Facilitator then needs courses or dates to work on. See Assign a Facilitator to a Course or Course Date.
Add a Facilitator While Assigning Them to a Course or Date
A System Admin or Course Owner can also invite a trainer straight from a course's or date's Facilitators / owners field. Type the person's email address in the search box (Search or invite by email) and select Invite <email> as a Facilitator. Cademy adds the person to the field. New users receive an invitation (Cademy shows Invite sent to <email>) and appear as Pending in Users & Facilitators until they finish setup. Existing Cademy users keep their current status, and Cademy may show <name> added instead. Save the course or date to keep the assignment. This invites a Facilitator only and uses the Facilitator allowance; to invite a System Admin or Course Owner, use Invite User above. See Assign a Facilitator to a Course or Course Date.
Give a Volunteer, Helper or Finance Team Their Own Admin Access and Account
Everyone who works in your Cademy account, including a colleague, volunteer, contractor, assistant or finance team member, needs their own login. Invite the person with their own email address, using the steps above, and choose the role that fits the help they give:
to update courses and dates: Course Owner;
to handle orders, payments, invoices or billing, for example a finance team: System Admin;
to run courses and mark attendance: Facilitator.
Each person counts towards your plan's user allowance, whether they are paid staff or a volunteer. When they no longer need access, archive them; see Remove a Team Member’s Access (Archive a User).
Let Someone Else Sign In to Help Update Your Courses
Do not share your own password or ask someone to log in as you. Invite the person as a Course Owner with their own email address. They can then sign in with their own login and update the courses they create or are assigned to. To choose which courses they update, see Assign a Facilitator to a Course or Course Date.
Check How Many Users Your Plan Allows (User Allowance)
Your plan sets how many team members you can have. System Admin and Course Owner both count towards the admin allowance. Facilitator has a separate allowance. For what each plan allows, see What Each Cademy Plan Includes and Costs.
A pending invitation counts towards the allowance from the moment you send it. An archived team member does not count. Invitations, reactivation and role changes between the two allowances are checked against the applicable limit.
If the allowance is full, the invitation is not sent and Cademy shows Admin Limit Reached or Facilitator Limit Reached, with the message that you have used 100% of the limit for your current plan. The message can also name the plans that would allow more.
Can't Add an Administrator: Out of Licences on Your Plan (Admin Limit Reached)
If you are out of admin places (licences), check who is using them before you try again:
Replacing someone: archive the person who is leaving first, or cancel their invitation if it is still pending, then invite the new person. Until then, the person leaving still uses a place. See Remove a Team Member’s Access (Archive a User) and check the access and assignments that archiving removes.
Adding trainers: people who only run courses can be invited as Facilitator, which uses the separate Facilitator allowance. A Facilitator can add a registration to a course or date they are assigned to, but cannot open Orders.
Needing more admins: compare the plans in What Each Cademy Plan Includes and Costs.
Changed or Replaced an Admin and Now Told You Reached the Limit
Replaced an admin: the person leaving still uses an admin place until you archive them or cancel their pending invitation. Do that first, then invite the new person.
Changed someone's role: changing a Facilitator to System Admin or Course Owner needs a free admin place. Changing between System Admin and Course Owner does not. Changing a System Admin or Course Owner to Facilitator needs a free Facilitator place.
Cancel a Pending Invitation to Free a Place
To cancel a pending invitation, open Users & Facilitators, open the pending person, open the three-dot User actions menu and select Cancel Invite. Confirm with Cancel Invite. This archives the pending user, so their invitation no longer gives access and no longer uses a place.
Resend an Invitation a Team Member Has Not Received
Open Users & Facilitators, select Filter, choose Status and set it to Pending. Open the person.
Check that the displayed email address is the intended one. Ask the person to check their spam or junk folder.
If the address is correct, open the three-dot User actions menu and select Resend Invite. Check the result: a successful resend shows Invite resent.
If Cademy shows Invite Not Pending, check whether the person has already completed setup instead of repeatedly resending. If it shows Legacy Invite Cannot Be Resent, contact Cademy Support with that error before cancelling the old invitation.
If a successful resend still does not arrive, contact Cademy Support with the business account name, recipient address and time of the attempt.
If the email address is wrong, cancel the invitation (see Cancel a Pending Invitation to Free a Place above) and invite the person again with the right address. For an archived person who is returning, follow Remove a Team Member’s Access (Archive a User). Reusing an archived record requires its cleanup to finish; inviting the same email is not a way around that requirement.
Change or Edit a Team Member's or Facilitator's Email Address
A team member's login email cannot be edited in Cademy, either by them or by a System Admin. Edit User changes the role, not the email. To change the login email of an active team member, contact Cademy Support; see Change Your Login Email Address.
Contact Cademy Support before archiving the person and inviting them again with a new address. A new user record does not move the old record's history or assignments.
Check Emails Sent to a Team Member
As a System Admin, open Users & Facilitators. For an archived person, select the All view, open its existing Status filter chip and replace Active and Pending with Archived before opening them.
Select Messages. Find the email by subject, status and sent date.
Select the row to open View Message.
This history does not include invitation or account-access emails. A recorded message is not proof that it reached the recipient's inbox. For the history's coverage, statuses and resend instructions, see Find Sent Emails and Check Delivery Status.
Remove a Team Member's Access or Bring Them Back
Use Remove a Team Member’s Access (Archive a User) for the complete procedure. Archiving removes access to this business account while keeping historical records. It also starts cleanup of future assignments. Reactivation does not put those removed assignments back. You cannot archive yourself or the final System Admin.
Change a Team Member's Role
The steps to change someone's role, for example from Course Owner to System Admin, are in What Can a Facilitator, Course Owner or System Admin Do?, under Change a User's Role.
Give Team Members Access to Courses and Dates (Assignments)
To choose which courses and dates a Course Owner or Facilitator works on, see Assign a Facilitator to a Course or Course Date.
Assign a Person or Group to a Whole Course
Assigning a trainer to all dates of a course is explained in Assign a Facilitator to a Course or Course Date.
Assign a Person or Group to an Existing Course Date
Assigning a trainer to one date or block is explained in Assign a Facilitator to a Course or Course Date.
Create and Manage User Groups of Trainers
User groups, which let you assign several team members together, are explained in Assign a Facilitator to a Course or Course Date.
Create a User Group
The steps to create a user group are in Assign a Facilitator to a Course or Course Date.
Remove a Person or Group From a Course or Date
The steps to remove an assignment are in Assign a Facilitator to a Course or Course Date.
Team Notification Emails Are Set Separately From Access
Who receives booking, reminder and date-change emails is set separately from roles and assignments. See Choose Facilitator Emails and Calendar Invitations.
Frequently Asked Questions
Does a Course Owner count towards the same allowance as a System Admin?
Yes. The two roles share the admin allowance, even though their access differs. Facilitators have a separate allowance. Check the applicable plan rather than adding the two admin-role totals separately.
Does every invited person appear as Pending?
No. Pending applies when the relevant account setup is incomplete. An existing Cademy identity can be reused. Open the person in Users & Facilitators and check their actual status and role.
Can I give someone temporary access?
Yes. Invite and assign the person for the work they need. When that access is no longer required, follow Remove a Team Member’s Access (Archive a User). Check the archive impact before confirming; reactivation later does not restore removed future assignments.