This guide is for System Admins who add team members and manage their access to a course provider’s Cademy account. It also explains how course assignments and email recipients differ. Cademy’s screens call a team member a user.
A User Role determines the kinds of actions a person can perform. An assignment connects that person, or a group they belong to, to a course or course date. Choosing email recipients is a separate setting; it does not replace choosing the correct role and assignments.
Choose a User Role
A registration is a participant’s place on a course or course date. Managing registrations can affect participation, not just attendance notes.
The invitation form offers these roles in this order:
Role | Use it for |
System Admin | People who manage the course provider’s account, users and settings, as well as its courses. |
Course Owner | People who create and manage courses they can access. This role can edit courses; it is not a read-only role. |
Facilitator | People who deliver assigned courses or dates and manage participants. On a course or date they can access, a Facilitator can add a registration, mark attendance, add their own notes, and cancel or move a registration, subject to the registration’s status and the destination they can access. A move with a price difference requires a System Admin. Facilitators cannot edit the course itself. |
The Invite User and Edit User windows describe a Facilitator as having “read only” access: able to view the courses they have been assigned to and to change “basic booking details such as attendance and notes”. The actions in the table above go further than that description. Do not choose Facilitator if the person must only view information without changing it.
The main menu offers a Facilitator Home, Courses, Inbox, Tasks and Settings. Pages such as Contacts, Orders and Users & Facilitators need the System Admin role. The role decides which pages open: a Facilitator can still search for a contact and create a new one when adding a registration.
Choose the least access the person needs. Do not give someone System Admin merely so they can receive notification emails. A course or date assignment does not change their User Role.
Check your plan’s 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. Invitations, reactivation and changes between these allowances are checked against the applicable limit. For what each plan allows, see Understand Cademy Plans, Limits and Fees.
If Cademy reports that the limit has been reached, review the team members who still need access before trying again. Do not archive a person solely to make space without checking the access and assignments that archiving removes.
Invite a team member
You need the System Admin role to invite team members. Use the email address the person will use to access 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 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, find and open the person. The Status filter opens on All, which lists active and pending team members but not archived ones. 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.
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.
If a pending team member has not received the invitation
Open Users & Facilitators, select Pending in the Status filter and 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.
For an archived person who is returning, follow Archive and Reactivate a User or Facilitator. Reusing an archived record requires its cleanup to finish; inviting the same email is not a way around that requirement.
Change a team member’s role
Only a System Admin can change another team member’s role. Check the required access and your plan’s allowance before saving.
In the Admin Dashboard, open Users & Facilitators and open the person. The list opens with Status set to All, which does not include archived team members.
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.
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 through the archive/reactivation procedure. Changing a role does not restore assignments removed during archiving.
Assign people to courses and dates
Role and assignment work together. A System Admin can manage courses throughout the business account. Course Owners and Facilitators use their individual and group assignments to find the courses they work on. Giving a person 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 person or group to a whole course
Use this when the person or group needs to work across the course. The steps below are for a System Admin. Course Owner and Facilitator are user roles; both can be selected in the course assignment field.
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. 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.
Assign a person or group to an existing date
A block is a group of course dates. A date inside a block uses the block’s facilitator selection when it has no selection of its own. Check whether you are editing the block or one date before changing assignments. Removing an individual date 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.
Select Save inside the date editor. Reopen that same date and check the selection.
Create and manage user groups
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.
Create 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 group from a course or date
These steps remove a 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. Contact Cademy Support to confirm the required block change before proceeding, especially if other dates must keep that group.
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, use the Remove control beside the 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 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.
Keep notifications separate from access
Facilitator/owner assignments and Admin Email Recipients serve different purposes. Account-level email settings are under Settings > User Management. Course-specific recipients are under the course editor’s Settings > Course Owners.
Do not assume that assigning a Course Owner guarantees every booking or date-change email. The event, recipient settings and facilitator-email switches determine which notification is sent. For detailed routing and settings, see Facilitator, Course Owner and Admin Email Notifications.
Check recorded team-member emails
As a System Admin, open Users & Facilitators and select the person. For an archived person, choose Archived in the Status filter first.
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 View Email History for Contacts, Team Members, Orders and Registrations.
Remove access or bring someone back
Use Archive and Reactivate a User or Facilitator 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.
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.
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.
Can I change the login email in Edit User?
No. Edit User changes the role, not the login email. Contact Cademy Support about the required email change before archiving and replacing the person; see How to Update the Email Address in Your Business Account. A new user record does not move the old record’s history or assignments.
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 Archive and Reactivate a User or Facilitator. Check the archive impact before confirming; reactivation later does not restore removed future assignments.
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.