People are enrolled to workspaces as members, managers or externals and their permissions are set to control what each person can see and do in the workspace.
To access:
- Within the workspace, click Management.
- Click Members, Managers or Externals from the sub menu.
At minimum, you will need to be a workspace manager with lead tutor permissions.
Members
Members are the learners for this workspace. Those enrolled will have access to any (visible) resources and can make submissions to complete any assignments.
By default, a workspace has one user group, which can contain an unlimited number of learner accounts. If required, other groups can be added, and are typically needed when:
- different learners require permissions
- a user group exists within global administration
- enrolment is synchronised with a VLE or LMS using LTI
A member group is different to a workspace set.
Permissions:
Permissions control what a learner is able to see and do within a workspace. Each member group can have a unique set of permissions to give those enrolled varied access or abilities.
For example:
- group leaders can submit, but group members cannot
- select members can peer-review other submissions
To set:
- Click Modify permissions in the user group.
- Tick and untick permissions for the group.
- Click Save.
To add:
- Click Add a member.
- Type either the exact username, or first and surname.
- When the correct account is listed, tick to select.
- Click Save.
To add:
- Click Add a batch of members.
- Type (or paste) the exact usernames into the text area.
- Click Save.
- Read the summary and click Import.
To remove:
- Tick the accounts of the members to remove.
- Click Remove members.
- Click OK to confirm.
To remove:
- Within the user group to delete, click Remove group.
- Tick the box to confirm you understand.
- Click Confirm.
Removing members from a workspace does not remove any submissions. The learner will no longer have access to any workspace resources, or make any further submission in future.Managers
A manager enrolled to a workspace must be assigned a role to carry out any activity, with three pre-defined available to choose:
- Lead tutor - controls the workspace set up and settings
- Tutor - provides assessment to learners
- Moderator - provides internal assessment
Where someone has a specialist or dedicated role, their permissions can be individually personalised.
Use the permissions panel to adjust the options for each role. Changes will affect all users in the workspace assigned with that role, with personalised permissions unchanged.
To add:
- Click Add a manager.
- Type either the exact username, or first and surname.
- When the correct account is listed, tick to select.
- Click Save.
- Click to assign the account a role (lead tutor, tutor, moderator).
To add:
- Click Add a batch of managers.
- Type (or paste) the exact usernames into the text area.
- Click Save.
- Click to assign the account a role (lead tutor, tutor, moderator).
To remove:
- Click the bin icon of the manager to remove.
- Click OK to confirm.
Removing a manager will not delete any assessments already provided.Externals
Externals are non-staff members who need to access learner submissions to provide assessment or verification. Their enrolment can be controlled by a workspace manager, or a learner, if permitted.
External users will inherit permissions as set at a regional or organisation level, and can be adjusted at the workspace level if required.
Where someone has a specialist or dedicated role, their permissions can be individually personalised.
The process for enrolling one, or multiple, external accounts is the same. The account must already exist within the organisation external register to be added.
To add:
- Click Add a batch of externals.
- Type the exact username in the text area, one username per row.
- Click Save.
To add:
- Click Create an external.
- (if enabled) Choose an individual or centre-based account and click Continue.
- Complete the form details and click Save.
- An auto-generated password is emailed to the user to set-up their account.
To remove:
- Click Create a batch of externals.
- Type each user's details, one per line - forename, surname, email address.
- Click Save to confirm.
- An auto-generated password is emailed to each user to set-up their account.
To remove:
- Tick to select each external and click Remove selected users.
- Tick the box to confirm you understand.
- Click Continue to confirm.
To remove:
- Click Remove batch externals.
- Type (or paste) the username (email address) of each user.
- Tick the confirmation.
- Click Continue.
Removing an external user does not delete their account or any assessment already given.