User Enrolment, Removal and Updates
This article explains how to manage users in Coursebox, including enrolling learners, removing a user, deleting a learner, adding someone to a course, bulk uploading users, and managing roles and access levels. Whether you need to unenrol a learner, add a facilitator, resend an invitation, or promote a user to admin, this guide covers it all.
On an earlier plan? Plan names and inclusions changed when we moved to Free, Creator, Pro, Pro + LMS and Enterprise. If you are on an earlier plan, your subscription continues unchanged and you keep everything it included — so you may still see features this article lists under a higher plan. Nothing has been removed from your account.
Watch the tutorial videos found in our YouTube Video Library.
Portal roles and course roles
Every user has one portal role: Learner or Admin. Your portal also has one Super Admin, the portal owner.
Inside each course, a person can also have a course role: Learner, Facilitator or Collaborator. A course role applies to that course only.
For what each role can do, see User and Status Hierarchy.
Manage users
Plan requirement: The Users section is available on Pro + LMS and Enterprise. Compare plans. If you do not see Users in the sidebar, it may not be included on your current plan, or it may have been hidden by your Super Admin.
Navigate the Users section
Select Users from the left menu.
The Users page has four tabs:
All — shows every registered user on the platform.
Unconfirmed Users — shows users who have registered but not yet confirmed their email address.
Experts — shows users marked as experts.
My Connections — shows users you follow or are connected with.
Each user card in the All tab shows the following quick actions: Suspend (restrict access), Change Password, Follow/Unfollow, and Message. Click the three-dot menu (⋮) in the top-right corner of any card for additional options: View Profile, Unfollow, Change Password, or Update User (edit basic details).
Suspending a user (via the Suspend button) restricts their access to the platform without deleting their account or any of their data. It's a quick way to handle someone leaving the organisation or a temporary access issue without needing to submit a support ticket. A suspended user can be reactivated at any time from the same card — when reactivated, they pick up exactly where they left off, with no loss of course progress, certificates, or other data.
Invite users from a course
As an admin, you can also upload users via CSV or invite users by email from the course-level "About" page by clicking Users.
Manage user profile
Every member of your portal has a profile page they can edit. To open yours, click your profile picture and select Profile.
Click the pencil icon next to your name to edit your details. Your current role is shown under your name.
Add and remove learners individually (enrol or unenrol a user)
Coursebox allows you to add learners one at a time, invite someone to a course, or grant access to a user directly.
From the Users page:
Select Users from the left menu and click Invite User. Both are shown in Navigate the Users section above.
On the Invitations page, enter the person's first name, last name and email.
Choose their Role. New users start as Learner.
Click the send button at the bottom of the form.
Use the Single and Bulk tabs to switch between inviting one person and several.
From the course: click Share and add the person under People with access.
Unenrol a learner from a course (remove a user from a course)
The course Owner, Collaborators and Facilitators can remove learners from a course, revoke access, or unenrol a user whenever needed.
Click the people icon at the top of the course page.
On the Users tab, find the learner and click the trash can icon in the Action column.
If you enrol them again later, they continue from where they left off.
Can learners unenrol themselves?
Yes. Learners can remove themselves from a course they're enrolled in — they don't need to ask an admin to do it for them.
Go to your course dashboard, where your enrolled courses appear as cards.
Find the course you want to leave.
Click the three-dot menu (⋮) in the top-right corner of the course card.
Click Unenroll.
Enrolled through a Group? If a Group enrolled the learner in the course, they can only unenrol if that Group has Allow members to leave turned on. It's off by default. See Allow members to leave.
Archive (delete or remove) a user from the platform
Removing a learner from a course (unenrolling) is different from removing a user from the whole platform. This section covers how to delete a user, remove someone from the platform, or deactivate a learner account. In Coursebox this is done with Archive user.
Unenrolling removes a learner from a specific course but keeps their account active. Archiving removes the user from your platform: archived users no longer appear in your LMS.
How to archive (delete) a user
Go to Users from the left-hand menu.
Search for or locate the user you want to remove, and open their profile.
Click Archive user, just under their name and role.
Click Yes to confirm.
Note: The Archive user button appears on user profiles when you are logged in as the Super Admin. If you only need to restrict access temporarily, consider suspending the user, or unenrolling them from specific courses instead.
Looking to close your own account instead? Removing a user from the platform is not the same as closing your Coursebox account or cancelling your subscription. If you need to cancel your plan or delete your own account, see Account Settings.
Upload a CSV list of learners (bulk import users)
When you need to enrol multiple learners at once, bulk add users, or import a list of people, use CSV upload.
First prepare your CSV file.
Your CSV file should contain: First Name, Last Name, Email, Headline (the name of the course), Password (optional), Confirm (optional), Send (optional), Accepted Terms (optional). Custom fields are also supported as additional columns in the CSV, and are shown using their human-readable field names rather than internal IDs.
In the Users section, click Invite User, then click the upload icon at the top of the Invitations page.
Select the CSV file from your computer and upload.
Return to the Users tab to verify learners were successfully added.
Change a user's role
Every user has one portal role: Learner or Admin. Invited users start as Learner. Each admin uses an admin seat.
To change a role, go to Users, click ⋮ on the person's card, select View Profile, click the pencil icon, choose the new Role and click Save. For step-by-step instructions with screenshots, see Change a user's role in User and Status Hierarchy.
Super Admin is the portal owner. It isn't one of the options in the Role dropdown and can't be assigned to someone else.
Managing unconfirmed users (resend invitations)
Unconfirmed users have registered but have not yet confirmed their email address. In the Users section, click the Unconfirmed Users tab (alongside All, Experts and My Connections) to see them.
Resend to everyone at once. Click the paper-plane icon at the top right of the page, next to + Invite User. Its tooltip reads Resend all invites. This resends the invitation / verification email to every unconfirmed user in one action — you do not need to go through them one by one.
Resend to one person. Each user card on the Unconfirmed Users tab has its own Resend button. You can also open that learner's profile and click Resend.
Resend from inside a course. Open the course and click the Manage Users and Groups icon. On the Users tab, anyone whose Email verified column shows No has an envelope icon (Resend invite) in the Action column.
The envelope icon sits next to the trash can, as shown in Unenrol a learner above.
Troubleshooting: a learner can't verify their email or didn't receive the verification link
If a learner reports they cannot verify their email address or never received the verification link, try the following:
Resend the verification link. Use either action above — Resend all invites from the Unconfirmed Users tab, or the individual Resend button on that learner's card or profile.
Check spam, junk, and quarantine folders. Verification and magic-link emails are sent from noreply@coursebox.ai. Ask the learner to search their inbox for that address and to check their spam, junk, and any quarantine folder.
Rule out corporate email filters. On workplace or school accounts, security filters can block or delay external mail. Ask the learner's IT team to allowlist (whitelist) noreply@coursebox.ai and the coursebox.ai domain, then resend.
Confirm the email address is correct. If it was mistyped at registration, a Super Admin can correct it from the user's profile (see Manage and update user names and email addresses below) and then resend the verification link.
Bypass verification as a last resort. A Super Admin can override email confirmation by clicking Confirm email on the learner's profile. Note this only marks the address as confirmed; it does not check that the mailbox works, so an incorrect address will still fail to receive future system emails. Prefer correcting the address and resending where possible.
Add a Facilitator or Collaborator
Facilitator and Collaborator are course roles. They apply to one course only and don't change the person's portal role.
A Facilitator grades assignments, reviews reports and supports learners in that course.
A Collaborator can do everything a Facilitator can, and can also edit and publish that course.
To add one, add the person to the course from Share, then set their Role to Facilitator or Collaborator in the course's Users window. For step-by-step instructions with screenshots, see How do I add or remove learners, facilitators, or collaborators?
Remove a Facilitator or Collaborator
Click the people icon at the top of the course page, find the person on the Users tab and click the trash can icon in the Action column. This removes their access to that course only. It doesn't change their portal role or delete their account.
Manage and update user names and email addresses
From the user's profile card, click the three-dot menu (⋮) > select Update User to edit their first name, last name and email address.
Super Admins can use this to correct an email address that was entered incorrectly at registration, without needing to raise a support ticket. The email can also be changed from the profile edit form using the Change email button.
To change someone's Role, see Change a user's role above — the Update User screen does not include the Role field.