User Management and Roles

Overview

Managing users in your Preparebuddy.com organization involves inviting members, assigning roles, managing permissions, and maintaining organization membership. This guide covers all user management tasks through the web interface.

User Roles Explained

Role Hierarchy

Organizations in Preparebuddy.com use a hierarchical role system:

Super Admin (Parent Organizations Only)
Highest level of access
Manages parent organization and all branches
Can create/delete branches and assign branch admins
Access to global analytics and cross-branch reporting
Organization Admin
Full control within their organization
Manages all members, exams, and settings
Can promote/demote members (except other admins)
Access to organization analytics and reporting
Examiner
Can create and manage exams and assessments
Manages assigned groups and their members
Access to analytics for their created content
Can grade and provide feedback
Member
Basic organization membership
Can take assigned exams and assessments
Access to personal analytics and progress
Can participate in assigned groups

Permission Matrix

Feature	Member	Examiner	Admin	Super Admin
Take Exams	✅	✅	✅	✅
Create Exams	❌	✅	✅	✅
Manage Groups	❌	Limited	✅	✅
Invite Members	❌	❌	✅	✅
Organization Settings	❌	❌	✅	✅
Create Branches	❌	❌	❌	✅
Cross-Branch Access	❌	❌	❌	✅

Adding Members to Your Organization

Individual Member Addition

Method 1: Direct Invitation

Access Member Management
Go to Organization Dashboard
Click Members tab
Select Invite New Member
Fill Invitation Details
Email Address: Member's email (required)
Role Assignment: Choose appropriate role
Personal Message: Optional welcome message
Groups: Assign to specific groups (optional)
Send Invitation
Click Send Invitation
Member receives email with join link
Track invitation status in Members panel

Method 2: Add Existing Users

Search Existing Users
Click Add Existing User
Search by username or email
Select user from search results
Configure Membership
Assign appropriate role
Add to groups if needed
Set any specific permissions
Confirm addition to organization

Bulk Member Import

Step 1: Prepare Data

Download Template
Access Members → Bulk Import
Download CSV template file
Review required and optional fields
Template Format: csv email,first_name,last_name,role,groups john@school.edu,John,Smith,member,"Class A,Advanced Math" jane@school.edu,Jane,Doe,examiner,"Teachers"

Step 2: Import Process

Upload File
Select your completed CSV file
Click Upload and Preview
Review import preview for errors
Validate Data
Check for duplicate emails
Verify role assignments
Confirm group assignments
Fix any validation errors
Complete Import
Click Import Members
Monitor import progress
Review import summary
Send welcome emails to new members

Join Requests Management

Enabling Join Requests

Organization Settings
Go to Settings → Member Settings
Enable Allow Join Requests
Set Auto-Approve preference
Configure Default Role for new members

Managing Requests

Review Pending Requests
Access Members → Join Requests
View pending requests with user details
Check user profiles and qualifications
Approve/Reject Requests
Select requests to approve/reject
Assign appropriate roles
Add to relevant groups
Send notification to users

Role Management

Changing Member Roles

Individual Role Changes

Access Member Profile
Go to Members list
Click on member name
Select Edit Member Details
Update Role
Choose new role from dropdown
Confirm role change
Member receives notification of role change
Changes take effect immediately

Bulk Role Changes

Select Multiple Members
Use checkboxes to select members
Choose Bulk Actions → Change Role
Select new role for all selected members
Confirm bulk role change

Role-Specific Permissions

Custom Permissions (Advanced)

Access Permission Settings
Go to member profile
Click Advanced Permissions
Customize specific capabilities
Available Permissions:
Create exams in specific subjects
Access specific analytics sections
Manage specific member groups
View/edit organization settings sections

Group Management

Creating Member Groups

Purpose of Groups

Organize members by class, department, or function
Assign exams and assessments to groups
Manage permissions at group level
Track performance by group

Creating Groups

Access Group Management
Go to Organization Dashboard → Groups
Click Create New Group
Group Configuration
Group Name: Descriptive name (e.g., "Advanced Math Class")
Description: Purpose and scope of group
Group Type: Class, Department, Project Team, etc.
Visibility: Public or private within organization
Add Members to Groups
Select existing organization members
Assign group roles (if applicable)
Set group-specific permissions
Send group join notifications

Managing Group Membership

Adding Members to Groups

From Member Profile
Access member details
Go to Group Membership section
Click Add to Group
Select groups and confirm
From Group Management
Access group details
Click Add Members
Select members to add
Assign group-specific roles

Group-Based Permissions

Group Admins: Can manage group membership and content
Group Members: Can access group-specific content
Group Restrictions: Limit access to group-only content

Member Status Management

Member Status Types

Active: Full organization access and participation
Pending: Invited but not yet joined
Inactive: Temporarily suspended access
Removed: No longer part of organization

Status Management Actions

Deactivating Members

Temporary Suspension
Access member profile
Change status to Inactive
Specify reason and duration
Member loses access but retains data
Complete Removal
Select Remove from Organization
Choose data retention options
Confirm removal action
Send notification if appropriate

Reactivating Members

Restore Access
Find inactive member in member list
Change status back to Active
Restore previous role and groups
Send reactivation notification

Invitation Management

Tracking Invitations

Invitation Status Dashboard

Access Members → Invitations to view: - Pending: Sent but not yet accepted - Accepted: Successfully joined organization - Expired: Invitation expired (auto-expiry after 14 days) - Resent: Invitation resent to user

Managing Pending Invitations

Resend Invitations
Select pending invitations
Click Resend Selected
Optionally add new message
Reset expiration date
Cancel Invitations
Select unwanted pending invitations
Click Cancel Selected
Prevent users from joining
Remove from pending list

Invitation Customization

Email Templates

Customize Invitation Emails
Go to Settings → Email Templates
Edit Member Invitation template
Add organization branding
Include specific instructions
Template Variables:
{organization_name}: Your organization name
{inviter_name}: Name of person sending invitation
{role}: Assigned role for the new member
{join_link}: Direct link to join organization

Advanced User Management

User Analytics and Reporting

Member Activity Tracking

Access Member Analytics
Go to Analytics → Member Analytics
View individual member activity
Track login frequency and engagement
Monitor exam/assessment participation
Performance Metrics
Completion rates for assigned content
Average scores and improvement trends
Time spent on platform
Group participation levels

Organization-Wide Reports

Membership Reports
Total members by role
Growth trends over time
Geographic distribution (if available)
Engagement statistics
Custom Reports
Filter by role, group, or activity
Export to PDF, Excel, or CSV
Schedule automated report delivery
Share reports with stakeholders

Integration with Platform Features

Assessment Integration

Assign assessments to specific members or groups
Track assessment completion by organization
Generate organization-wide assessment analytics
Configure assessment permissions by role

Exam Management Integration

Create exams for organization members
Set up automatic exam assignment rules
Track exam performance across organization
Manage exam access permissions

Communication Features

Send announcements to all members or groups
Set up notification preferences by role
Create discussion forums for groups
Manage organization-wide messaging

Troubleshooting Common Issues

Invitation Problems

Issue: Invitations not being received Solutions: - Check email addresses for typos - Verify email isn't going to spam folder - Resend invitation with updated message - Contact member directly with join instructions

Issue: Members cannot join after invitation Solutions: - Check invitation hasn't expired - Verify organization hasn't reached member limit - Ensure member doesn't already belong to organization - Review organization join settings

Permission Issues

Issue: Members cannot access expected features Solutions: - Verify role assignments are correct - Check group membership and permissions - Review organization feature settings - Confirm user has completed account setup

Issue: Role changes not taking effect Solutions: - Ask member to log out and log back in - Clear browser cache and cookies - Verify role change was saved successfully - Check for conflicting permission settings

Performance Issues

Issue: Slow member management interface Solutions: - Use filters to reduce displayed member count - Perform bulk actions during off-peak hours - Consider splitting large organizations into branches - Contact support for large organization optimization

This comprehensive user management guide ensures you can effectively manage your organization's membership, roles, and permissions through Preparebuddy.com's web interface.