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This article is for organization admins. It covers adding people to your organization (both brand-new accounts and people who already have one), the roles you can assign, what happens with invitation and verification emails, and how to remove someone cleanly.
Where to find it
Sign in to your admin panel at /org-admin and open Users in the sidebar. If you do not see the Users menu item, your account is missing the user-management permission; ask the colleague who set up your access.
The Users page lists everyone in your organization, with search and filters for role and status (Active or Suspended). Each row also shows the person's groups, a plan usage summary, and badges for their status, including an Unverified badge when their email address has not been confirmed yet.
Adding a brand-new user
- On the Users page, select + Add User.
- Stay on the New User tab.
- Enter their first name, last name, and email address.
- Tick one or more roles (see the next section).
- For learners and group leaders, pick a plan. It defaults to the free plan for that role, so you can usually leave it alone. Org Admin shows no plan picker, because an admin's subscription lives at the organization level, not on the person.
- Select Add User.
The new person receives an invitation email with a set-password link. Opening it lets them choose a password and confirms their email address. You never need to send them a password yourself.
Next to the Add User button you may see a counter like "4 / 10 used". That is your plan's user allowance. When it is full, adding is blocked; depending on your plan tier you may see a Buy more users button, otherwise you will need to upgrade. See Your plan and features.
Giving a role to someone who is already in your organization
Use this to promote an existing member, for example making a learner an Org Admin.
- Select + Add User, then switch to the Existing User tab.
- Search for the person and select them. Their current roles load automatically.
- Tick the role you want to add and select Update Roles.
No new account is created and no plan or subscription is involved; only the person's roles change.
Roles you can assign
As an organization admin you can assign three roles: Learner, Group Leader, and Org Admin. You cannot create platform-level administrators. A person can hold more than one role, with one exception: Learner and Group Leader are mutually exclusive, because Group Leader is an upgraded form of the learner account. Ticking one automatically clears the other.
Role display names can be customized per site, so your learners may see their role labeled "Student" or similar.
Everyday actions on a user
Open the three-dot menu on any row for: View, Edit (change roles), Documents, Reset Password, Manage Groups, Mark Email Verified (shown only while the email is unverified), Suspend or Activate, and Remove from Organization. Reset Password offers two modes: set a password manually (optionally emailing it to the user) or send them a reset link they use to choose their own; the link expires after 60 minutes.
You can also tick several rows and apply a bulk action: Suspend, Activate, or Remove from Organization. Suspending a user keeps the account but blocks their access until reactivated. You can never suspend or remove your own account from this page.
Removing someone from the organization
Choose Remove from Organization from the row menu. Removal tidies up automatically: any group seats assigned to the person are released back to their seat pools, and their memberships in your organization's groups end. If they belong to other organizations, those memberships are untouched.
One special case: if you remove someone whose only role is Org Admin from their last organization, the account would be left with no role at all, so the dialog asks what the account should become (Learner or Group Leader). Keeping the account as a platform-level admin, or deleting it outright, are choices reserved for your platform administrator.
Why did this happen?
I added someone but they say they cannot log in.
New accounts receive a set-password invitation email; until they open it, they have no password. Ask them to check spam first. If the email is lost, open the row menu, choose Reset Password, and send a fresh reset link (valid for 60 minutes), or set a password manually and pass it on securely.
Why does a user show an "Unverified" badge?
Their email address has not been confirmed yet. The set-password invitation link confirms it automatically, but accounts created with a password up front must click a separate verification email before they can use the site. If you are certain the address is right, use Mark Email Verified in the row menu to clear it yourself.
The same email address exists twice. Is that a bug?
No. Accounts are kept separate per organization: the same email can be one account inside your organization and a different, independent account in another organization or on the main site, each with its own progress and purchases. Also note that signing in is per website address, so being signed in on the main site does not sign anyone in on your organization's own domain.
Why is the Add User button greyed out?
Your plan's user allowance is full; the counter next to the button shows used versus included. Depending on your plan tier you can buy extra user capacity on the spot, otherwise upgrade your plan.
Why can't someone be both a Learner and a Group Leader?
Group Leader replaces the learner role rather than stacking on it; group leaders can still take courses of their own. The form clears one when you tick the other, and the server rejects attempts to save both.
Why did an Org Admin get no plan choice?
Org Admin is an organization-level role. The subscription that matters is your organization's plan, so no personal plan is created for admins.
Related
- Getting started as an organization admin
- Groups, seats, and enrollment
- Your plan and features
- Notifications and support
Still stuck? Reach your provider's support team via support.