This article is relevant to users on the Pro, Extend, and Enterprise plans.


We've made some major changes to the way users are managed in the platform. This article outlines those changes and the rationale behind many of these changes.  

Specifically, this article discusses changes and improvements made to the following areas:

  1. Changes to the terminology used in the platform

  2. Trainer management & role-based-permissions

  3. User management and enrollments

  4. New user profiles for learners & trainers

  5. Resource management via resource folders (departments)

Watch the  video below for an overview of the main changes made:

1. Changes to terminology

After some critical analysis by our UX team we've decided to go with more descriptive and conventional terms for some of the labels that describe users, roles, and resource management within Coassemble. 

Listed below are the specific changes, followed by a brief description of the rationale behind each change. 

'Manage' on the sidebar navigation has been renamed 'Users'

We've moved to more generic language by renaming the ‘Manage’ menu to 'Users'. This surfaces our user structure within the app in a helpful way while providing a more conventional navigation label for this menu. 

'Participants' have been renamed 'Learners'

Learner as a label is more industry agnostic than something like student and is a conventional label for this kind of user type.

'Team Member' has been renamed 'Trainer'

Trainers will be introduced as a broad term to describe any user that isn’t a learner.

The trainer label was chosen to replace the team member label as it implies a teacher style role without being too closely aligned with the education sector. The term trainer is also more likely to trigger a user’s active memory (terms that are familiar and carry specific meaning) than something like facilitator. 

Using the trainer label also removes some confusion around the identity of a team member in the app (e.g. “Is this person running the training? Or are they doing the training?)     

'Finance Manager' has been renamed 'Billing Contact'

Moving the finance manager display/functionality to the billing tab, allows for a clean, focused display of roles within the new trainer tab (formerly the team tab). Displaying users with permission to edit/update payment information on the billing page is a conventional pattern—users familiar with this pattern on other platforms should be able to find and understand this information easily.

‘Departments’ have been renamed  'Resource Folders'
Departments, both as a concept and a functionality set, were relocated from the team tab to the resource library in order to reduce the barrier-to-entry and time-to-value for new users. 

Departments are a useful feature for organising resources/permissions on resources within a workspace, however presenting this concept to a user as the first thing on the manage page can be confusing, and in some cases, irrelevant to users—particularly if it’s a new user accessing this menu for the first time. The new trainers tab puts emphasis on creating trainers without first needing to understand the concept of departments.

The department UI refresh was required to present the concept of departments correctly—as folders for arranging courses and resources—rather than a method of organising users within the workspace, hence the name change to resource folders.

2. Trainer management and role-based-permissions

The permissions structure in Coassemble was built to be as flexible as possible, allowing our users to create permissions at a very granular level. Having this level of functionality works really well for some users, however, for many of our users this complexity has caused some confusion. 

To simplify permissions, we’ve introduced a number of pre-defined roles that can be applied to trainers. Each of these roles will provide users with permissions at the workspace-level. 

These roles offer a new way to speak about a set of permissions in shorthand. For example, a manager role allows a trainer to create, grade, enrol and invite—so simply saying “[name] is a manager” is a much easier way of conveying a trainer’s permission within the workspace (rather than listing out the individual permissions). 

Watch the video below for a guide on how the new users roles and permissions work in Coassemble:

Read more about role-based permissions

3. User management and enrollments

We've made it easier than ever to enroll learners. The new learners tab provides completely new functionality to help users manage the enrollment process for learners, trainers, and groups all in one place. 

The most notable addition in functionality here is that you're now able to enrol a learner directly into a course, bypassing groups altogether. 

The new functionality allows users to: 

  • Enroll multiple learners into multiple courses or groups at once using bulk actions

  • Enroll a learner in multiple courses at once 

  • Enrol a learner in all groups at once

  • See every course a learner is enrolled in

  • See every group a learner is enrolled in

  • See a snapshot of number of courses and groups all leaners are enrolled in

  • See status controls for all learners at once (pending, active, deactivate and resend invite) 

  • Bypass groups and enroll learners directly into courses

  • See the last login date by hovering over learner status

Watch the following video to get familiar with the new functionality

Find out how to use the new learners enrollment tab.
Find out more about the new groups tab

4. Expanded profiles for learners and trainers

We've completely redesigned the learner profiles for both learners and trainers to provide more detail and context around a learners/trainers relationship to courses and groups (and vice-versa). This enables users to quickly manage learners/trainers within the workspace, reducing time-on-task, and providing an enhanced user experience.

Learner profiles

A learners profile displays what courses and groups the learner belongs to, along with the learners progress on each course they're enrolled. 

Additionally, an expanded learner profile provides trainers with the ability to enroll/unenroll the learner from individual courses and add/remove the learner from groups.

Trainer profiles

Trainer profiles have been updated to clearly display a trainers' role and status. This is where advanced permissions can be configured. In addition, we've given users the ability to add trainers to a group as a group facilitator.

5. Resource Folders (formerly departments)

As mentioned, departments have been re-named as 'resource folders' to provide more clarity about their purpose in your Coassemble workspace. As part of this change, resource folders have been moved to the resource library to provide better context and improve functionality. 

The resource library has been completely redesigned with an improved UI to make the concept of resource folders really clear. 

Watch the video below to get familiar with resource folders:

Find out more about resource folders and the new and improved resource library

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