# Managing Users

*←* [*Back to Understanding Tenants*](https://docs.kc7cyber.com/using-the-tenant-system/overview) *|* [*Home*](https://docs.kc7cyber.com/readme)

***

## 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.

{% hint style="info" %}
**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 <code class="expression">space.vars.support\_email</code> to upgrade:

* **PROFESSIONAL**: 500 students
* **ENTERPRISE**: Unlimited students

Fee waivers are available for organizations aligned with KC7's philanthropic mission.
{% endhint %}

### 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:**

1. Navigate to tenant Users tab
2. Select user
3. Assign **Tenant Manager** role
4. 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:**

1. Navigate to classroom Users tab
2. Select user
3. Assign **Classroom Manager** role
4. 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:

1. Navigate to Users tab (tenant or classroom level)
2. Review list of users and their assigned roles
3. Verify alignment with current responsibilities
4. Update roles as organizational needs change

#### Modifying Roles

To change a user's role:

1. Locate user in Users tab
2. Click edit or role dropdown
3. Select new role
4. Confirm change

**Note:** Role changes take effect immediately.

#### Removing Users

To revoke access:

1. Navigate to appropriate Users tab
2. Select user
3. Click remove or delete
4. 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

1. Create classroom for new term
2. Import student roster via CSV or join link
3. Assign instructors as Classroom Managers
4. Verify enrollments before first game

#### Event-Based Management

1. Share classroom join link with event participants
2. Monitor enrollments as users join
3. Close enrollment at event start
4. Archive classroom after event concludes

#### Ongoing Program Management

1. Maintain persistent classrooms
2. Add/remove users as cohorts change
3. Promote active participants to assistant roles
4. Generate progress reports per period

### Related Documentation

* [User Roles & Permissions](https://docs.kc7cyber.com/using-the-tenant-system/managing-users/user-roles) - Detailed role capabilities
* [Adding Co-Hosts](https://docs.kc7cyber.com/using-the-tenant-system/managing-users/co-hosts) - Inviting other managers
* [Participant Management](https://docs.kc7cyber.com/using-the-tenant-system/managing-users/participants) - Student-specific workflows
* [Organizing Classrooms](https://docs.kc7cyber.com/using-the-tenant-system/managing-games/classrooms) - Classroom structure

***

[Back to Tenant Overview](https://docs.kc7cyber.com/using-the-tenant-system/overview)