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The members management provides an overview of all users and groups within a course, and allows you to manage and administer them. The rights management and the administration of consents to course-related terms of use or data policy are also carried out here.

In the members management you can define which role a user has in the course, independent of the role in OpenOlat. You can differentiate between participants (no editing rights), coaches (no editing but access to the assessment tool and statistics as well as further options depending on the settings) and owners (all rights within a course).

A course member can also be entered in the course as owner, coach and participant at the same time and furthermore still be a participant or coach of a group of the course. In this case, the option to switch between the different course roles appears in the course.

If the user has additional system roles, such as learning resource manager or administrator, these are also displayed as selection elements for the corresponding perspective

Members

When you open the members management you will see a tabular list of all users who have access to the course as course or group member. Several tabs filter the member list according to member roles. Under each tab you can view and manage (edit, remove) the corresponding users as well as add or import new persons or send e-mails to one or more persons. You can also export the respective members as Excel table.

If you select a person from the list, you will get further information about this person, e.g. information about the person's attendance behavior, which role he/she plays within the course, in which groups he/she is a member and his/her curriculum memberships. If necessary, you can also assign several course-specific roles to persons in the "Membership Rights Course" section. In this case these persons will see the possibility to change roles in the course toolbar and thus to view the course from different course roles.

Multiple roles are often useful for course owners in order to quickly recognize all user-specific possibilities. The normal participant usually does not need any further global membership rights.

You can search for members of a course via the tab "Search" in the members management. Especially if there are many members it is helpful to sort the columns of the search results, e.g. by institution or name.

Add members

Users can be added to a course in several ways:

a) by directly entering them in the member list by the course owner via the button "Add member" or "Import members".

b) by booking the course by the learner (see access configuration)

c) by adding a group

We recommend working with groups only if it is absolutely required, hence for didactic or organizational reasons. For most courses, enrolling directly in a course is the better choice.

Groups

The menu item Groups shows all groups linked to the course, as well as information on occupancy. Clicking the link "Edit" enables you to modify the group just as you would in the main navigation tab "Groups". You can create new groups on the fly, or link already existing groups to the course. How to create and configure groups and how to administer group members has been described in the section "My Groups".

Groups can have different functions in an OpenOlat course. Typical examples are:

  • Bundling of individuals for selective releases
  • Groups for group work (joint actions)
  • Groups for the organization of the course-related rights management

Bookings

The menu item Bookings shows all bookings for this course, ordered by status.

Rights

It often happens that you want to give users additional rights without giving them full ownership rights. You can do this in the Rights section. Please keep in mind that here no individual rights are granted but rights for certain course tool groups, e.g. access to the course editor with all its integrated options or to the complete assessment tool. Here you can differentiate between group coaches and participants. All persons registered in that group will then have the right to use that tool in all courses. Course rights of a group are always bound to a single course.

Group coaches always have access to the assessment tool and can also assess the members of the group. Furthermore they are allowed to make changes to the coaches of a group.

The following course rights can be assigned to individual user groups:


Group management

All actions from the "Member administration" → "Groups", e.g. members can create groups, add or remove them to a course, send mails to groups

Member management

All actions from the menus "Members", "Groups" and "Bookings" of the member administration, e.g. add new members to the course or remove members (also owners!).

Course editor

Even non-authors can use the course editor with all its functionalities. In addition there are further menus such as storage folder, lessons and absences, learning area, etc.

Archive tool

Members have access to data archiving and thus to all data of the course. They may archive course data such as forums or test results.

Assessment tool

Even without coach rights, members with these rights can use the assessment tool to evaluate and comment on all of the course participants' achievements.

Glossary tool

This right allows members to edit the glossary, which of course only makes sense if a glossary is assigned to the course.

Statistics

Members are allowed to access and download course statistics.

Assessment modeMembers are allowed to set up the test configuration of the course.
Course database

Members have access to the course database and can create, reset, delete or export it.

The assignment of rights is suitable if you want to grant further rights to one or more OpenOlat users without immediately making them course owners with all-encompassing rights. The targeted assignment of certain rights often makes sense for data protection reasons alone.

Since further rights are connected with the entry of persons as group coaches, you should assign rights only for the group participants in case of doubt or check once again whether the extended rights correspond to your expectations when assigning rights for group supervisors.

Consents

If course-related terms of use or the course-related privacy policy are activated, the stored consent of the individual users is listed here. Selected consents can be revoked or deleted at this point. When revoking, the consent is reset, but the entry is retained. If a user is deleted in OpenOlat, all course-related consents of the user are also removed.


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