Manage participants in your program
Manage participants in your program
The Members section of your program shows everyone with access. From here you can view members, search by name or email, and manage who’s in the program.
Viewing members
Open your program and go to Members. You’ll see everyone with a space-level role in this program, along with:
- Name and avatar
- Role — the space-level role for this program: Program Admin, Program Facilitator, Participant, or Program Sponsor
- Join date — when they were added
Use the search bar to find specific members by name or email. The list supports sorting by name or join date.
Heads up — Sponsors are listed but not counted. Sponsors appear in the Members list (with a Sponsor badge) but don’t add to the program’s member total. They’re observers, not members in the engagement sense.
Heads up — Owners and Admins may not appear here. Organization-level admins only appear in this list if they hold a space-level role in this specific program. An Admin who’s “passing through” via Admin Space Access doesn’t show in member counts — see Understand Admin Space Access.
Roles in a program
Each member has a space-level role that applies only to this program:
| Role | What they can do here |
|---|---|
| Program Admin | Builds and runs the program. Modules, activities, members, settings, reports. |
| Program Facilitator | Delivers the program. Events, schedules, community moderation, member management. |
| Participant | The learner. Engages with content, events, and community. |
| Program Sponsor | Read-only observer. Sees everything, receives no notifications, doesn’t interact. |
A user can have a different role in each program. The same person might be a Program Admin in one program, a Facilitator in another, and a Participant in a third.
The same user can also be an Owner or Admin at the organization level. If they are, organization-level access stacks on top of their space-level role in your program — see Program Admin, Facilitator, and Sponsor roles.
For the full role reference, see Understand roles and permissions.
Adding members
You can add members to your program in two ways:
Add existing org members
- From the Members section, click Add Members
- Search for users by name or email
- Pick the space-level role they’ll have in this program
- Click Add Selected
This doesn’t send an email — the user is added immediately and can see the program the next time they sign in.
Invite new people to the org and the program at once
For people who aren’t in your organization yet, use Admin Area > Users > Invite Users. You can pick the program and role during the invite. See Invite participants.
Seat impact
Adding a member as Program Admin, Facilitator, or Sponsor may use a seat if they don’t already hold a seat-consuming role somewhere else. Adding as Participant never uses a seat. If the add would push you over your limit, the action is blocked with a seat warning. See Seats and billing for team roles.
Changing a member’s role
- Find the member in the list
- Click the action menu on their card
- Select Change role
- Pick the new role
- Confirm
A role change can free or use a seat depending on the direction. Promoting a Participant to Facilitator uses a seat; demoting a Facilitator to Participant frees a seat.
Removing members
- Find the member in the Members list
- Click the action menu on their card
- Select Remove
Removing a member revokes their access to this program immediately. Their progress, responses, and posts are preserved — if you re-add them later, their data comes back with them.
When you can’t remove someone
A few cases where removal is blocked:
- You can’t remove the last Owner — there must always be at least one Owner who can manage billing.
- You can’t remove a Program Admin without another Program Admin in place if the program requires one. (This depends on your program type.)
If the Remove option is missing or greyed out for a member, hover over it for the specific reason.
Participants leaving on their own
A Participant can leave a program themselves without an admin doing it. The action is in the Members section of the program. See Leave a program as a participant for what they see and what happens to their data.
Other space-level roles (Program Admin, Facilitator, Sponsor) don’t have a self-leave option. An organization admin removes them.
Member visibility
By default, everyone in the program can see the Members list. To hide it from regular members:
- Go to the Members app settings.
- Enable Hide from members.
When this is on, only Program Admins and higher can see the full Members list. Participants don’t see who else is in the program.