Invite members and assign roles

What each role can do

• System owners have full workspace control. They can manage company and billing details, members, roles, teams, content, training and results. Keep this role limited to the people responsible for the account.
• Managers maintain the Knowledge Bank, courses, questions and quizzes. They can assign training, organise teams and review performance, but owner-only account controls remain restricted.
• Employees complete assigned courses and check-ups, and use the Knowledge Bank and AI search while handling customer questions.

Before you add someone

• Check the seat count at the top of Settings → Members. Every active member uses one seat.
• Decide whether the person only needs to learn and search, or whether they also need to manage content and results.
• Create any teams you need first if you want to place the new member correctly during setup.
• Use the person's work email. Workspace invitations are not limited by the company-email rule used for creating a new workspace.

Create a member account

1. 1Open Settings and select Members.
2. 2Under Add a member, enter the person's full name and email address.
3. 3Set a temporary password of at least eight characters. Share it with the person through a secure channel.
4. 4Choose Employee, Manager or System owner according to their responsibilities.
5. 5Select any teams they should belong to, then click Create account.
6. 6Ask the person to sign in with the email and temporary password you created.

Change a role or team later

1. 1Open Settings → Members and find the person by name or email.
2. 2Use the Role menu beside their name to change their access.
3. 3To change team membership, open Settings → Teams, choose a team and add or remove the person there.
4. 4Review manager and system-owner access regularly, especially when responsibilities change.

Remove a member

Removing a member ends their workspace access and removes their personal account details. Their completed training and historical results stay in reports under “Removed user”, so past team records remain accurate.

1. 1Open Settings → Members and find the person.
2. 2Click the remove button beside their role.
3. 3Read the confirmation carefully, then confirm the removal.