Managing Users
Manage participants, assign roles, and delegate permissions across your KC7 tenant
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Managing Users
User management in KC7 allows you to control who has access to your tenant, classrooms, and games, as well as assign appropriate permissions based on roles.
Overview
KC7 uses three user roles:
Tenant Managers have complete control over your entire tenant - create/delete classrooms, access all data, manage permissions, and configure tenant-wide settings. Use for organizational administrators, IT staff, or program directors. You're automatically a Tenant Manager when you receive your tenant.
Classroom Managers manage specific classrooms - create games, manage participants, view analytics, and configure settings within their assigned classrooms only. Use for instructors, department leads, or event coordinators managing specific programs.
Students/Participants can access games they're enrolled in, view their own progress, and submit answers. No administrative access. This role is automatically assigned when joining a classroom.
Accessing User Management
Navigate to the "Students" tab within a classroom to manage users for that classroom.
Adding Users to a Classroom
Method 1: Username Search
Search for and add participants by KC7 username. Navigate to your classroom's Students tab, type usernames in the search field, select matching users, and click add. Users must have existing KC7 accounts.
Use for: Selective programs requiring approval, small groups (10-15 people), corporate training with compliance requirements, or individualized learning paths.
Limitation: Impractical for large cohorts. Requires participants to create KC7 accounts before enrollment.
Method 2: Classroom Join Link
Enable self-service enrollment. Generate a unique URL and password in your classroom settings, then share both with participants. They click the link, create a KC7 account (if needed), enter the password, and join automatically.
This method scales well - enrolling 30 or 300 participants requires the same effort. Participants enroll at their convenience, reducing coordination burden.
Use for: Large cohorts, open enrollment workshops, educational contexts where students are comfortable with self-registration.
Trade-off: Less control than username search. Anyone with link and password can join. If credentials are shared too widely, regenerate and redistribute to legitimate participants. Consider periodic regeneration between enrollment periods.
Method 3: Manual CSV Import
Bulk-enroll participants from a CSV file containing usernames, email addresses, or other identifiers. Prepare the file, access the import function in user management, upload, and the system processes the batch enrollment. You'll receive a report showing successful enrollments and any errors.
Use for: Enterprise/institutional contexts with existing rosters (student information systems, HR databases), large-scale deployments (100+ users), or migrations from other platforms.
Trade-off: Requires clean, well-formatted data. Partial failures from inconsistencies or formatting issues require manual cleanup. Technical complexity may be a barrier for non-technical managers, but for large populations, this is often the most efficient method.
STARTER Tier Student Limit: Your tenant supports up to 100 students total across all classrooms on the STARTER tier. This is sufficient for most getting-started needs. If you need more student capacity, contact [email protected] to upgrade:
PROFESSIONAL: 500 students
ENTERPRISE: Unlimited students
Fee waivers are available for organizations aligned with KC7's philanthropic mission.
Assigning User Roles
After adding users to your tenant or classroom, assign roles based on their responsibilities:
Tenant Manager Role
Capabilities:
Full access to entire tenant
Create/delete classrooms
Manage all users across tenant
View all analytics and data
Configure tenant-wide settings
Assignment:
Navigate to tenant Users tab
Select user
Assign Tenant Manager role
Confirm assignment
When to use:
Co-administrators for your organization
IT staff managing platform
Program directors overseeing multiple classrooms
Classroom Manager Role
Capabilities:
Access to assigned classroom(s) only
Create/manage games within classroom
Manage students in classroom
View analytics for classroom
Cannot access other classrooms or tenant settings
Assignment:
Navigate to classroom Users tab
Select user
Assign Classroom Manager role
Specify classroom access
When to use:
Instructors teaching specific courses
Department leads managing their teams
Event coordinators for specific programs
Student/Participant Role
Capabilities:
Access to games they're enrolled in
Play modules and view personal results
No administrative access
Assignment:
Automatic when added to classroom
Default role for new users
Managing User Permissions
Reviewing Current Roles
Regularly audit user roles to ensure appropriate permissions:
Navigate to Users tab (tenant or classroom level)
Review list of users and their assigned roles
Verify alignment with current responsibilities
Update roles as organizational needs change
Modifying Roles
To change a user's role:
Locate user in Users tab
Click edit or role dropdown
Select new role
Confirm change
Note: Role changes take effect immediately.
Removing Users
To revoke access:
Navigate to appropriate Users tab
Select user
Click remove or delete
Confirm removal
Effects:
Tenant level removal: User loses all access to tenant
Classroom level removal: User loses access to that classroom only
Game level removal: User loses access to specific game
Data preservation: User's historical data and results are preserved even after removal.
Best Practices
Role Assignment
Principle of least privilege: Grant minimum necessary permissions
Regular audits: Review roles quarterly or per semester
Documentation: Maintain list of who has what access and why
Onboarding/offboarding: Update roles promptly when staff changes
User Organization
Naming conventions: Use consistent username format
Group management: Leverage classrooms to organize user cohorts
Access control: Use targeted enrollment vs. open join links based on security needs
Security Considerations
Manager access: Limit Tenant Manager role to trusted administrators
Password protection: Use strong passwords for join links
Access review: Regularly verify active users match current participants
Deprovisioning: Remove access for users who no longer need it
Troubleshooting
User Can't Access Classroom
Verify:
User has KC7 account
User is enrolled in classroom
Classroom join link and password are correct
User's role includes classroom access
Solutions:
Manually add user through Students tab
Regenerate join link if compromised
Verify user is using correct account
User Has Wrong Permissions
Symptoms:
Can't access expected features
Sees content they shouldn't
Missing administrative options
Solutions:
Review user's assigned role
Update role to match intended permissions
Check if user is in correct classroom
Verify tenant-level vs classroom-level access
Bulk Operations Failed
Common issues:
CSV format incorrect
Invalid usernames
Users already enrolled
Permission errors
Solutions:
Verify CSV format matches template
Check for typos in usernames
Review error messages for specific failures
Use manual addition for problem users
User Management Workflows
New Semester Setup
Create classroom for new term
Import student roster via CSV or join link
Assign instructors as Classroom Managers
Verify enrollments before first game
Event-Based Management
Share classroom join link with event participants
Monitor enrollments as users join
Close enrollment at event start
Archive classroom after event concludes
Ongoing Program Management
Maintain persistent classrooms
Add/remove users as cohorts change
Promote active participants to assistant roles
Generate progress reports per period
Related Documentation
User Roles & Permissions - Detailed role capabilities
Adding Co-Hosts - Inviting other managers
Participant Management - Student-specific workflows
Organizing Classrooms - Classroom structure
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