User Management

Creating, editing, and managing users in your institution.

User roles

The platform has four roles:

Role	Access
Participant	Their own AI conversations, competency map, and activities
Facilitator	Their cohort’s participant profiles, assessments, and conversations
Manager	Cohort-level reporting, participant management across facilitators
Admin	Full institution configuration and all user management

Creating users

In the admin panel, navigate to Users → Add User. Fill in:

• Full name
• Email address (must be an institutional email)
• Role
• Team assignment (optional — groups participants for facilitator assignment)

On creation, the user receives a welcome email with login instructions. No password is required — they log in with a one-time code sent to their email.

Bulk import

To add multiple users at once, use the CSV import feature:

1. Download the template CSV from the Users page
2. Fill in: full_name, email, role, team (optional)
3. Upload the completed file
4. Review the preview and confirm

Users imported via CSV receive welcome emails automatically. If you’re importing a large cohort, consider staggering the import to avoid overwhelming participants.

Editing users

Click any user’s name to edit their profile. You can update:

• Name and title
• Role (promote/demote)
• Team assignment
• Programme enrolment

Deactivating users

To remove a participant’s access without deleting their data, set their status to Inactive. Their conversation history and competency records are preserved and remain accessible to facilitators and admins.

Welcome emails

Welcome emails are sent automatically when a user is created. They include the platform URL and explain how to log in. You can resend a welcome email from the user’s profile page if needed.

The email is sent in the institution’s default language.