People & Roles
Managing your organization's members, changing roles, deactivating accounts, and granting super admin access.
Who can manage people?
Only admins can access the People & Roles page. If you're an instructor, you can see and invite team members for courses, but you can't change their organization-wide roles.
The people list
Go to Manage → People (or equivalent in your interface). You see a table of everyone in your organization:
- Name and email
- Role (Member, Instructor, Admin)
- Status (Active, Pending invite, Deactivated)
- When they joined
- Quick actions (edit role, deactivate, reactivate)
Changing someone's role
- 1Find the person in the list
- 2Click their row or click the menu button (three dots)
- 3Click Change Role
- 4Select a new role (Member, Instructor, or Admin)
- 5Click Save
- 6Their new permissions take effect immediately
Deactivating an account
Deactivating removes someone's access without deleting their data:
- 1Find the person in the list
- 2Click the menu button (three dots)
- 3Click Deactivate
- 4Confirm the action
- 5They can no longer sign in. Their courses, progress, and certificates stay in the system.
This is useful when someone leaves the organization but you want to keep their completion records.
Reactivating a deactivated account
If someone was deactivated but should have access again:
- 1Go to the People page and filter for Deactivated accounts
- 2Click the person's menu
- 3Click Reactivate
- 4They can sign in again immediately
Deleting an account permanently
Permanent deletion is rare and usually only done for test accounts or by request. When you delete:
- The person can no longer sign in
- Their personal information is removed
- Their course completion records and certificates are anonymized (kept for reporting but not linked to them)
Contact support to permanently delete an account.
Super admin access
Super admin is a special role for the Intermediate Data Systems master workspace (used internally to manage the platform). Regular organization admins are already admins for their organization.
Viewing role permissions
To see exactly what each role can do, see Roles & Access.
Pending invites
People who you've invited but haven't joined yet appear in the People list with a "Pending" status. You can:
- Resend the invite email
- Revoke the invite (they can't join unless you invite them again)
- Change their intended role before they activate
Bulk operations
If you need to change roles or deactivate many people at once, use the bulk actions:
- Check the boxes next to people's names
- Click Bulk Actions
- Choose an action (change role, deactivate, etc.)
- Confirm
Searching and filtering
Use the search box to find someone by name or email. Filter by role or status to see only admins, active members, deactivated accounts, etc.
Viewing someone's activity
Click on a person's name to see their profile, including:
- Courses they've joined
- Their completion status and scores
- When they last logged in
- Their account history
Role change notifications
When you change someone's role, they're notified by email about their new permissions. This helps them understand what they can now do.
Account security
If someone's account is compromised or you suspect unauthorized access, deactivate the account immediately and ask them to change their password. You can reactivate once they've secured their account.