Overview
Roles and permissions define what each instructor can do in your organization. Set them once and your team can run sessions, submit rosters, and issue certifications smoothly. You can update permissions at any time as your team grows.
How Permissions Work
When you invite an instructor, you choose whether they can manage sessions.
Session Management Permissions
Setting | What they can do | Typical use |
Can Manage Sessions = No | Teach sessions you create and submit rosters for those classes. | Most new instructors |
Can Manage Sessions = Yes | Create and manage sessions for your existing courses, upload documents, manage rosters, and submit records. | Trusted instructors running ongoing or employer-based classes |
You can change this setting anytime from the instructor’s profile.
How to Change Permissions
Go to Instructors.
Select the instructor.
Scroll to Permissions.
Set Can Manage Sessions to Yes or No.
Changes apply immediately.
Issuing Certifications: Card Bank Access
Session permissions and certification access are separate.
To allow an instructor to issue certifications:
Go to Settings → Card Banks.
Select the relevant card bank.
Add the instructor as an Issuer.
Save.
How Card Bank Access Works
Access level | Result |
Assigned to a card bank | Instructor can issue certifications for sessions they teach. |
Not assigned | Instructor submits the roster; an admin reviews and issues certifications. |
Card bank access is independent of Can Manage Sessions. Use both settings together to balance scheduling freedom and certification control.
Best Practices
Enable Can Manage Sessions = Yes for instructors who regularly schedule or submit rosters.
Grant Card Bank access only to instructors who understand certification rules.
Review permissions quarterly as your team grows.
Common Questions
Can instructors create courses or locations?
No. Only admins can create courses and locations.
An instructor can’t see “Schedule Session.”
Check that Can Manage Sessions is set to Yes in their profile.
An instructor doesn’t see the “Issue Certifications” button.
Confirm they are assigned as an Issuer in the correct card bank and that their Agency ID is on file.
How do I remove access?
Open the instructor profile and select Revoke to remove them from your organization.
Next Steps
Share the Instructor Quick Start Guide so instructors finish setting up their profile, Agency IDs, and certifications.
If you want instructors to schedule classes, make sure they can Create Sessions.
If you want tighter control over certifications, review your Card Banks and issuer assignments.
What’s Coming
We’re actively improving instructor permissions and roster review workflows. Keep an eye out for updates as these tools continue to evolve.