In Examplary, two things decide what someone can do. Their workspace role (owner, admin, teacher or student) sets what they can do in the workspace as a whole. Their access to a test, practice space or folder (owner, manager, editor, viewer or participant) sets what they can do with that one item.
Roles and sharing work on every plan. Adding colleagues to your workspace takes the Teacher or Organization plan, and groups are part of Organization.
Workspace roles
| Role | What they can do |
|---|---|
| Owner | Everything an admin can do, and deleting the workspace. The owner is the person who created the workspace, and their role can't be changed. |
| Admin | Manages users, groups, roles and billing, and the workspace settings, such as sign-in, security, question types and integrations. On the Organization plan, admins also see the audit log and can restore deleted tests. |
| Teacher | Creates tests, practice spaces and source materials, and shares them with students and colleagues. Can't manage users, billing or settings. |
| Student | Takes the tests and practice spaces shared with them, and sees their own results. |
Admins and owners can make tests and practice spaces too, just like teachers.
An admin role is about the workspace, not about its content. Admins and owners only see the tests, practice spaces and folders that are shared with them, the same as teachers. Being an admin doesn't let you open or delete a colleague's test.
Change someone's role
- Go to Account settings and, under Workspace, open Users & groups.
- Find the person on the Paid seats or Students tab.
- Pick a new role in the Role column.
The change applies straight away. Making someone a teacher or admin adds a paid seat. Nobody can change their own role, so ask another admin or the owner if yours needs to change.
To add many people at once, with their roles and groups, see Importing users & groups.
Access to tests, practice spaces and folders
You can share a test, a practice space or a whole folder. Whoever you share it with gets one of these roles for that item:
| Access | What it allows |
|---|---|
| Owner | Everything: editing, sharing and deleting. This is the person who created the item, and their access can't be taken away. |
| Manager | Editing, sharing with others and deleting the item. When you invite a colleague, this role is called Collaborator. |
| Editor | Editing the questions and settings, but not sharing or deleting. |
| Viewer | Looking at the item, without changing anything. |
| Participant | Taking the test or practicing in the practice space, without opening the editor. This is the role for students. |
A few rules apply:
- Students are always participants. A student can't become an editor or manager, and a teacher or admin can't be invited as a participant.
- A shared folder shares everything in it. Everyone the folder is shared with gets the same access to every test and practice space in it, including the ones added later.
- The question bank is personal. Questions you save there aren't shared with anyone. See The question bank in Examplary.
How to share a test with a class is in Sharing a test with your students, and working on one with colleagues in Working on tests with colleagues.
When someone has access in more than one way
Someone can get access to the same item directly, through a group, through a shared folder, or because it's shared with everyone in the workspace. They always get the highest of those roles. If a teacher is a viewer of a test but in a group that has manager access, they're a manager.
Deleting a test or practice space
Owners and managers of a test, practice space or folder can delete it. Deleting a folder doesn't delete what's in it: its tests and practice spaces move out of the folder, and people who only had access through the folder lose it.
When you invite a colleague as Collaborator, they can delete the test too. On the Organization plan, an admin can restore a deleted test or practice space for seven days. See Restoring deleted tests and practice spaces.
Troubleshooting
I'm an admin, but I can't see a colleague's test. The admin role doesn't give you access to content. Ask your colleague to share the test with you.
I get "Can't assign participant role to a teacher or admin". You're inviting a colleague as a participant. Pick Collaborator instead.
I can't make a student an editor. Students can only be participants. If they need to edit tests, change their workspace role to teacher first.
The role menu is greyed out on my own row. You can't change your own role. Another admin or the owner can do it for you.