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 implements a role-based access control system with three distinct user types, each designed for specific responsibilities within your organization's learning or training program.
Tenant Managers represent the highest level of administrative access. These users have complete control over every aspect of your tenant - they can create and delete classrooms, access all data across the entire organization, manage other users' permissions, and configure tenant-wide settings. This role is appropriate for organizational administrators, IT staff responsible for the platform, or senior program directors who need visibility into all activities. When you first receive your tenant, you are automatically assigned as a Tenant Manager.
Classroom Managers have administrative capabilities limited to specific classrooms they've been assigned to manage. They can create games, manage participants, view analytics, and configure settings within their assigned classrooms, but they cannot access other classrooms in the tenant or modify tenant-wide configurations. This role is ideal for instructors managing specific courses, department leads overseeing their team's training, or event coordinators responsible for particular programs. The scope limitation provides appropriate access for operational management while maintaining security and data isolation across different organizational units.
Students or Participants represent the end users who engage with KC7 content. They can access games they're enrolled in, view their own progress and results, submit answers, and earn achievements, but they have no administrative capabilities. They cannot see other participants' detailed performance data, access classroom management features, or modify any configurations. This role is automatically assigned when someone joins a classroom or is added to a game, requiring no manual role management for typical participant workflows.
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
The username search method provides precise control over classroom enrollment by allowing you to add participants one at a time or in small batches based on their KC7 usernames. This method works only for users who have already created KC7 accounts, so participants must register on the platform before you can add them using this approach.
To use username search, navigate to your classroom's Students tab. You'll see a search interface where you can type usernames. As you type, the system will search across all KC7 users and present matching results. Select the users you want to enroll from these search results, and click the add button to complete the enrollment. The system immediately grants these users access to the classroom and, depending on your auto-assign settings for games within that classroom, potentially to specific games as well.
This method excels in scenarios requiring explicit control over who joins your classroom. If you're running a selective program where participation requires approval or prerequisite completion, username search ensures only verified individuals gain access. It's also practical for small groups where you have a known list of participants - perhaps a cohort of 10-15 people whose usernames you've collected through a registration form or previous interaction.
The controlled access aspect is particularly valuable in corporate training environments where compliance or confidentiality concerns exist. By manually verifying each username before adding, you maintain a clear audit trail of exactly who was granted access and when. This approach also works well for individualized learning paths where you're enrolling participants into specific classrooms based on their assessment results or learning needs.
However, username search becomes impractical for large cohorts. Adding 100 participants one by one is time-consuming and error-prone. Additionally, it requires participants to create KC7 accounts before you can enroll them, adding an extra coordination step to your onboarding process. For these situations, consider the classroom join link or CSV import methods.
Method 2: Classroom Join Link
The classroom join link method enables self-service enrollment, where participants add themselves to your classroom without requiring manual intervention from you. This approach dramatically reduces administrative overhead for large groups while maintaining basic access control through password protection.
To implement this method, navigate to your classroom settings and locate the join link generation feature. The system will create a unique URL specific to your classroom and allow you to set a password. This combination - the link plus the password - serves as your access control mechanism. Share both the link and password with your intended audience through email, announcements, or your organization's communication channels.
When participants receive the link and password, they click the link, which directs them to a KC7 enrollment page. If they don't have a KC7 account, they'll be prompted to create one as part of the enrollment process. If they're already registered, they simply need to enter the password to join. Once they complete this process, they become classroom members and will automatically see any games you've configured with auto-assign enabled.
This method scales exceptionally well for large cohorts. Whether you're enrolling 30 people or 300, the effort on your part remains constant - generate the link once and share it broadly. Participants complete the enrollment at their convenience, reducing the coordination burden on you and eliminating the need for scheduled enrollment windows.
The self-service aspect is particularly valuable in educational contexts where students are comfortable with online systems and self-registration. It's also useful for open enrollment scenarios like public workshops or community events where you want to accept all interested participants without individual vetting. The password provides a basic access barrier, preventing completely open public enrollment while still allowing easy access for anyone with the credentials.
However, the classroom join link sacrifices some control compared to username search. You lose visibility into who specifically will join before they do - anyone with the link and password can enroll. If the link gets shared beyond your intended audience, you may have unwanted participants. Additionally, if the password becomes widely known or publicly posted, you'll need to regenerate the credentials and redistribute them to your legitimate participants. For this reason, many organizations regenerate classroom join links periodically or after each major enrollment period.
Method 3: Manual CSV Import
CSV import combines the control of username search with the scale of join links by allowing you to bulk-enroll participants from structured data files. This method bridges the gap between fully manual individual additions and completely self-service enrollment.
To use CSV import, you'll prepare a spreadsheet or CSV file containing the usernames, email addresses, or other identifier fields for all participants you want to enroll. The specific required fields depend on your KC7 tenant configuration, but typically include at minimum an identifier like username or email. You then access the user management interface, locate the import function, upload your CSV file, and the system processes the batch enrollment.
The system will validate each entry, attempt to match it to existing KC7 accounts (or create accounts if configured to do so), and enroll the matched users into your classroom. After processing completes, you'll receive a report showing successful enrollments and any errors that occurred - perhaps due to invalid usernames, duplicate entries, or formatting issues in your CSV file.
CSV import excels in enterprise or institutional contexts where you already maintain participant rosters in other systems. If your school's student information system, corporate HR database, or training management platform can export user lists, you can directly import those lists into KC7 without manual data entry. This integration capability significantly reduces onboarding time and minimizes transcription errors that occur when manually typing usernames or email addresses.
The method is particularly valuable for large-scale deployments where you need the control of validated enrollment but can't practically add hundreds or thousands of users individually. It's also useful when migrating from another platform - export users from the old system, format the data as CSV, and bulk import into KC7.
The trade-off with CSV import is the initial setup complexity and the need for clean, well-formatted data. If your source data has inconsistencies, missing fields, or formatting issues, the import may partially fail, requiring you to clean up problem records manually. Additionally, some organizations find the technical requirement of preparing CSV files to be a barrier for non-technical classroom managers who are more comfortable with graphical interfaces. However, for technically capable administrators managing large populations, CSV import is often the most efficient enrollment method available.
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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