Cademy provides flexible tools for managing team members, defining access levels, and assigning responsibilities for courses and dates.
This guide explains the roles, permissions, and management options for System Admins, Course Owners, and Facilitators.
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 them access to all dates and content within that course.
These users can view and manage everything tied to the course, according to their assigned permissions.
Date-Level Assignments
Assigning a Facilitator or Course Owner at the date level restricts access to that specific date.
They can update attendance, learner participation, and booking information for that session only.
Note: Course-level permissions override date-level restrictions if both are assigned.
💡 Feature Highlight: Add or update Facilitators directly when creating or editing course dates for quick adjustments to teaching assignments.
Inviting Users and Assigning Roles
Inviting a New User
From the Admin Dashboard, open Users & Facilitators.
Select Invite User.
Enter the user’s First Name, Last Name and Email.
Choose their User Role: System Admin, Course Owner or Facilitator.
Choose whether to send an invitation email, then select Invite.
The user appears in the list with a Pending status until they accept the invitation.
Archive, Cancel or Reactivate a User
Only System Admins can archive or reactivate another team member. You cannot archive yourself or the final System Admin.
For an active user, select Archive User. For a pending invitation, select Cancel Invite. Archiving immediately removes access to this organisation, stops the person counting towards the relevant plan limit and keeps their identity and historical records.
An archived user can be reactivated later. Future assignments and defaults removed during archiving are not restored automatically.
For complete steps to review the archive impact, monitor cleanup, retry a failure and reactivate the same identity, see Archive and Reactivate a User or Facilitator.
Editing User Roles
From Users & Facilitators, select the user.
Select Edit User.
Choose the required User Role.
Select Edit User to save the change.
Check Emails Sent to a Team Member
From the Admin Dashboard, open Users & Facilitators.
Select the Facilitator, Course Owner or System Admin.
Select Messages.
Find the email by its subject, status and sent date. Select a row to open View Message.
Only System Admins can view team-member message history. Course Owners and Facilitators cannot view this history, including their own.
History starts from 28 July 2026 and does not include user invitation or account-access emails. To check an archived user, select Archived from the Status filter, open the user and select Messages. Archiving does not remove recorded message history.
For status meanings, message details and resend instructions, see View Email History for Contacts, Team Members, Orders and Registrations.
Subscription-Based User Limits
The number of System Admins, Course Owners, and Facilitators depends on the course provider’s subscription plan.
Course Owners count toward the System Admin seat limit.
Plan | System Admins | Facilitators |
Free Plan | 1 System Admin | 2 Facilitators |
Pro Plan | 1 System Admin | 10 Facilitators |
Teams Plan | 5 System Admins | 50 Facilitators |
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.
For details on who receives notifications and how to configure Admin Email Recipients and Facilitators, see Facilitator, Course Owner and Admin Email Notifications.
Frequently Asked Questions (FAQs)
User Limits & Roles
How many users can my organisation have?
The number of users depends on the subscription plan and user role.
Free includes:
1 System Admin
2 Facilitators
Pro includes:
1 System Admin
10 Facilitators
Teams includes:
5 System Admins
50 Facilitators
Course Owners count toward the System Admin seat limit.
How do Course Owners count toward the Teams Plan limit?
On the Teams Plan, Course Owners count toward the 5 System Admin seat limit.
For example:
5 System Admins + 50 Facilitators = Allowed
4 System Admins + 1 Course Owner + 50 Facilitators = Allowed
5 System Admins + 1 Course Owner + 50 Facilitators = Exceeds the System Admin seat limit
Facilitators have a separate seat limit and do not count toward the System Admin seat limit.
Can I mix different user roles and stay within my plan limit?
System Admins and Course Owners share the same seat limit. Facilitators have a separate seat limit.
For example, on the Teams Plan, the course provider can have up to 5 System Admin or Course Owner seats, and up to 50 Facilitators.
Does a Course Owner count toward the System Admin seat limit?
Yes. Course Owners count toward the System Admin seat limit.
For example, if a plan includes 1 System Admin seat, the course provider can have either 1 System Admin or 1 Course Owner within that limit.
How do I change a user’s or facilitator’s email address?
The email address shown on a user’s profile is linked to their Cademy login and stays with that account.
To use a different email address:
Open Users & Facilitators and select the user.
For an active user, open the user actions menu and select Archive User. For a pending user, select Cancel Invite.
Return to Users & Facilitators, select Invite User and invite them with the new email address.
Assign the newly invited user to any future courses and dates they need to access.
Past and started date records stay with the previous user record.
For details about what archiving keeps or removes and how reactivation works, see Archive and Reactivate a User or Facilitator.
Can I temporarily assign a user and archive them later?
Yes. Open Users & Facilitators, select the user and choose Archive User from the user actions menu. If they return, reactivate the same identity so their history stays connected. See Archive and Reactivate a User or Facilitator.
What is the difference between course-level and date-level assignments?
The access depends on where the user is assigned:
Course-level: The user has access to all dates and materials within that course.
Date-level: The user only has access to the specific date they are assigned to.
If a user is assigned at both levels, course-level permissions take priority.
Where can I learn about notifications and email behavior?
Notification delivery, including booking, admin, and date-specific notifications, is covered in Facilitator, Course Owner and Admin Email Notifications.