How to manage your Space members?

Modified on Tue, 09 Apr 2024 at 10:53 AM

Every Passport user who can access a Space has a role. The user role is used by Space Admin to define the rights that users have in the Space. A Space Admin needs to set up appropriate roles and capabilities before to open the Space to users. Space roles are managed in the Manage Space menu in the Roles section.


When the Passport Sysadmin creates a Space for a customer, the system automatically copies four roles to the Space: Admin, Creator, Issuer, and Member. Notice that by default, all users invited or added to a Space are Members, but the Space Admin can change users’ roles in the Manage Space / Members menu. For example, a Member can be upgraded to Admin, or an Admin can be downgraded to Creator.

Roles are composed of a set of on- or off-capabilities. Space admins can’t modify the default roles of a Space, but they can create new roles, name them, and set up their capabilities as they wish. For example, the Space administrator could create a Reviewer role for users who should review members’ badge applications. In this role, at least the Admin should enable the Can review badge applications and probably also Can view stats, logs, and reports if reviewers need to track their learners' achievements. Notice that there is no limit to the number of additional roles that admins can create.

Here is the list of capabilities that can be set on or off in roles:

Can import and manage users
Can modify settings
Can create, modify, delete and manage groups
Can create, modify, delete and assign roles
Can add, manage and remove members
Can view stats, view logs and reports
Can view other members
Can issue and revoke badges
Can review badge applications
Can create, modify, delete MiniMaps
Can assign objectives
Can create, modify and delete news
Can send messages
Can generate maps

We recommend setting up your Space roles before inviting or adding users to your Space. As mentioned before, admins can manage Space users in the menu Manage Space / Members 


You can create and manage groups in your Space to manage your members. Groups can be useful when you assign tasks to specific audiences and track their achievements in reports. You can create and manage your groups in the Manage Space / Group menu.

When creating a group, you can choose users manually or dynamically.

  • If you choose the Add members manually option, you can browse the Space member list and select the users you want to add to your group.

  • If you choose Add members dynamically, you can select the badges users should receive to access the group. The system will check users’ achievements regularly and add users automatically to the group when they have received their badges.

Groups and roles

All users can have roles both at the Space and group levels. Let’s explain how roles work in groups with the following use case:

A set of badge applications has been created for a professional development project. Some of the badges have been designed to recognize the skills of the marketing team, and others to recognize the skills of the development team. The Space admin has created The “Marketing team” and the “Development team” groups and has added the team members to their respective groups. The Marketing team’s manager will review his team members’ applications, and so will the Development team manager do. For privacy reasons and to ease the word of the reviewers, it is important that the manager can see and review only the badge applications submitted by their teams. This means that the Marketing team manager should not see applications from the Development team members and vice versa.

The right solution to answer this use case requirement is to create a reviewer role with the right Can review badge applications and to assign this role to managers at their group level only. Notice that if the reviewer role is given to managers at the Space level, they will have the right to review all the badge applications submitted by all members of the Space without any context (group) restrictions.

If you plan to implement this kind of use case in your Space, remember to give your users roles with minimum rights (member role, for example) at the space level, and roles with higher permissions at the group level.

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