Inviting Team Members & Assigning Roles

Summary

Your team works in skillSYMS with role-based access. Inviting members and giving them the correct role keeps your audit trail clean and ensures each person sees only what they need. This guide covers inviting members, choosing roles, and tracking invitations.

Who This Guide Is For

• Training providers building out their staff accounts
• Administrators managing access and permissions
• Owners onboarding new colleagues

Prerequisites

Before you begin, ensure you have:

• Admin or owner access to your skillSYMS tenant
• The email address and name of each person to invite
• A clear idea of each person’s role

Step 1: Open Team Members

Navigate to Settings → Team Members (/sdp/settings/team).

The page shows stats—Total Members, Active, Pending Invites, and Admins—plus a searchable, filterable list of your team.

Step 2: Invite a Member

Click Invite Member and complete:

1. Email Address
2. First Name and Last Name
3. Role — choose from the dropdown

Click Send Invitation. The invitee receives an email to set up their account, and they appear in the list with a Pending status until they accept.

Step 3: Choose the Right Role

Available roles include:

• Admin — broad management access
• CEO / Founder / Director / Manager — leadership and oversight
• Facilitator — learner management and delivery
• Assessor — records assessment decisions
• Moderator — moderation and quality assurance
• Office Staff / Support Staff / Data Capturer / Intern — operational and support roles

Tip: Assessors and moderators should have their own accounts—shared logins break the audit trail QCTO expects.

Step 4: Track Invitations

Use the Pending Invites stat and the status badges to see who hasn’t accepted yet. Use the search box to find people by name or email, and the role filter to view a single role at a time.

Step 5: Review Admin Count

Keep an eye on the Admins stat. Limit the number of admins to the people who genuinely need full access, and assign narrower roles to everyone else.

Common Mistakes to Avoid

1. Over-granting admin: Give admin only to those who need it; use specific roles otherwise.
2. Shared accounts: Each assessor and moderator needs an individual account.
3. Wrong email: Double-check the email—invitations go to that address.
4. Forgetting pending invites: Follow up with members who haven’t accepted.

Verification Checklist

Before moving on, verify:

• All required team members have been invited
• Each member has the correct role
• Assessors and moderators have individual accounts
• Pending invitations have been followed up
• The admin count is limited to necessary staff

Next Steps

• Organisation Setup — Complete your profile
• Campuses & Sites — Set up delivery sites
• Integrations Setup — Connect external systems
• Manage Learners — Start registering learners