How do I add or remove learners, facilitators, or collaborators?

Created by Carolina Martin, Modified on Tue, 24 Feb at 9:24 PM by Carolina Martin

Use the @mention feature or upload a CSV file to efficiently manage users in your course. Collaborators have full editing rights, facilitators support content delivery, and learners are your target audience. Super Admins can transfer course ownership to another user when required. Roles can be reassigned or removed at any time from the user management tabs.

This feature enables course collaborators and facilitators to efficiently manage learner enrolment and collaboration settings within Coursebox. From this section, you can add or remove users, assign learners to specific groups, and control access to course content. Managing users and groups ensures a personalised and well-organised learning experience, allowing you to tailor content delivery, monitor progress by group, and streamline communication across cohorts. Whether you're supporting individual learners or coordinating large training cohorts, this tool is essential for effective learner engagement and course management.

Add and Remove Learners Individually

Enrol a Learner

Coursebox allows you to add learners one at a time, making it simple to enrol individuals directly into your course or platform. This is especially useful when onboarding new learners gradually or managing enrolments outside of bulk CSV uploads.

You can assign specific roles, grant immediate access, and send a customised invitation—all from a single, user-friendly interface.

In the pop-up window, ensure you are on the Users tab (selected by default).
On the right side of the panel, click Add user.

In the “Add user” field, type the person’s email address (or name, if they’re already registered).

Use the dropdown next to the input box (default is As Learner)
Once the email and role are selected, click the Add button. The user will be added to the course with the assigned role.

Unenrol a Learner

Course admins can remove learners from a course whenever access needs to be updated or corrected.

From the Course Editor, click the People icon located in the top-right corner of the page.

This opens the Users panel. Ensure you are on the Users tab, where all enrolled participants are listed.

Find the learner you wish to remove from the course.
In the Action column, click the trash can icon to unenrol the learner from the course.

Note: Learners cannot self-unenrol. Super admins must also be invited as course admins if they need to assist with managing enrolments.

Add Facilitators

Adding a facilitator gives that person access to the course so they can support delivery, assist learners, and contribute to course management. This is also where you would grant access to members of the Coursebox Branded Training Platform (Premium) team if they are supporting your course setup or delivery.

Navigate to the course where you want to add users and click the user icon (??) labeled "Click to manage users and groups" at the top of the course editor.

In the pop-up window, ensure you are on the Users tab (selected by default).
On the right side of the panel, click Add user.

In the “Add user” field, type the person’s email address (or name, if they’re already registered).

Use the dropdown next to the input box (default is As Learner) and choose As Facilitator
Once the email and role are selected, click the Add button. The user will be added to the course with the assigned role.

Manage Collaborators

Adding a Collaborator gives that person full access to view, edit, and contribute to your course development. This is ideal when you are co-creating content, reviewing materials, or receiving support from colleagues. You can also grant collaborator access to team members from the Coursebox Branded Training Platform (Premium) if they are assisting you.

Add a Collaborator

In the Course Editor, click the Manage Users and Groups icon.

Select Users

On the right hand side select Add User

Type ‘@’ and their name and their profile icon will pop up.

From the dropdowns select As Collaborator

Then click add to confirm

Note: The person must already have a user profile in your platform before they can be added as a collaborator.

Delete a Collaborator

If you need to take away Collaborator access, follow these steps:

Open the profile of the person you want to remove as a Collaborator.

Their current roles (e.g., Facilitator, Collaborator) will display under their name.

Click the Edit icon (pencil) next to their name/status.
A box will appear showing their active roles.

Click the X next to Collaborator to remove their Administrator access. (See screenshot 3)
Save Changes

The user will now lose Administrator permissions but will still keep any other roles assigned (e.g., Learner, Facilitator, or Expert).