10. Moderator and trainer without admin rights

This chapter is for people who help run an academy but are not its admin. It covers exactly what a moderator and a trainer can see and do, what neither role can do, and what a normal working day looks like in each role.

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10.1. Staff roles at a glance

What it is for: so you know what your role gives you before you go looking for buttons you do not have.

Who can see it: this covers the Moderator and Trainer roles. The owner and admins have everything described below, plus the Administration section in the sidebar.

Where to find it: the academy admin gives you a role when inviting you, or later in Administration → Members.

What each role can do

The role list also has Manager. A manager has everything a trainer has, and can also delete products, enrol and unenrol people in a product manually, and invite and manage members (without granting roles equal to or higher than their own). A manager does not see the Administration section in the sidebar either.

Important: modules turned off in the academy disappear from the menu for everyone. If the admin turns off the community, moderators and trainers will not see Moderation. This is not a problem with your account.

How to check your role

1. In the sidebar, open the Account section.
2. Click Settings.
3. Look at the Your role row.
4. If it says Member but the admin says you are a trainer or moderator, check the sidebar. Trainers and moderators have Moderation in the For you section, and trainers also have Grading. Those items show your real role.

How the moderator or trainer role is given

The admin does this. It is described here so you know what to ask for.

1. The admin invites you in Administration → Members → Invite and picks the Trainer or Moderator role (details in sections 7.3 and 7.5).
2. The trainer role can only be given through an invitation sent to a specific email address. An open link to the academy can give at most the Moderator role.
3. If you are already in the academy, the admin changes your role in your details on the member list.
4. After a role change, refresh the page. The sidebar will show the new items.

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10.2. Moderator: what you see in the menu and on the Dashboard

What it is for: a moderator keeps order in the community. Moderators do not deal with courses, enrolments or money.

Who can see it: the Moderator role. Moderation appears only when the community is turned on in the academy (Admin settings → Features). It does not depend on the Cohorta plan.

Where to find it: sidebar → For you → Moderation.

The moderator's sidebar

In the For you section you see the same as a learner: Dashboard, Community, Learning, Events, Resources, Messages, Billing (if these modules are on) and Mentoring (if it is on). One item is added:

• Moderation: the list of reports, bans and the history of moderator actions.

There is no Administration section. The Account section looks the same as a learner's.

The moderator's Dashboard

1. Click Dashboard.
2. At the top you will see the Needs attention card. It shows only what is waiting:
• Community reports with the number of pending reports,
• Unread notifications with a count.
3. Click an item to go straight to the reports or to your notifications.
4. When nothing is waiting, the card says: "Nothing is waiting for you right now."
5. Below the card is the normal learner Dashboard: your courses, progress and events.

What a moderator cannot see or do

• Cannot edit courses, lessons or products.
• Cannot grade quizzes or assignments and cannot issue certificates.
• Cannot create events.
• Cannot invite people, change roles or remove anyone from the academy. A ban blocks posting, but the person stays a member of the academy.
• Cannot see enrolments, other people's progress or sales.
• Cannot read other people's private messages. Only the two people in a conversation can see it.

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10.3. Moderator: working with reports

What it is for: you review posts and comments that members reported with the Report button.

Who can see it: moderators, trainers, managers, admins and the owner. The community must be turned on.

Where to find it: sidebar → For you → Moderation. Admins have the same item in the Administration section.

The screen has four tabs:

Each report shows the reason (Spam, Harassment or hate speech, Inappropriate content, Off topic, Other reason), whether it is a Post or a Comment, the content author, an excerpt and the reporter's description, if they added one. You cannot see who reported it: reports are confidential.

How to review a report

1. Open Moderation, Pending tab.
2. Read the reason and the excerpt.
3. Click Open if you want to see the whole post in its space.
4. Decide:
• the content is fine: click Dismiss. You will see "Report dismissed." and the content stays visible,
• the content breaks the rules: click Hide (see below),
• the author breaks the rules repeatedly: click Ban (see below).
5. After Dismiss or Hide, the report leaves the Pending tab and stays in All with its new status. A ban on its own does not close the report: after banning, still decide whether to hide the content or dismiss the report.

Several reports at once: tick the boxes next to the reports. A counter "Selected: n reports" appears above the list with two buttons: Dismiss and Hide content. You can select at most 200 reports at a time.

How to hide content

1. Next to the report, click Hide.
2. The Hide content window opens with the text "The content will be hidden from everyone except moderators. The author will be notified."
3. In the Reason field, write why you are hiding it. The author will see this reason.
4. Click Hide.
5. You will see "Content hidden." The report gets a Hidden label.

The Restore button: it appears on a pending report whose content is already hidden, for example when several people reported the same post. Click it to make the content visible again. You will see "Content restored." Closed reports move to the All tab, which has no buttons, so only hide content when you are sure.

How to ban someone

1. Next to the report, click Ban.
2. The Ban window opens with the content author's name.
3. Choose the Ban duration.
4. Enter a Reason.
5. Click Ban.
6. You will see "User banned." The person appears in the Banned tab.

You can only ban someone with a lower role than yours: a moderator bans members, a trainer also bans moderators, an admin also bans trainers and managers. Nobody can ban the academy owner.

Form fields: Ban

How to lift a ban

1. Open Moderation, Banned tab.
2. Next to the person, click Lift ban.
3. Confirm the question "Lift the ban for this person?".
4. You will see "Ban lifted."

What happens automatically

• When someone reports content, everyone who can moderate gets a notification under the bell with a link to Moderation.
• The author of hidden content gets a notification with the reason you gave.
• A banned person gets a notification and an email about the ban. In the academy they see the banner "Your account is suspended until …" or "Your account is suspended permanently.", with the reason and the sentence "Until then you cannot publish posts or comments."
• A time-limited ban ends by itself when the chosen time is up.
• Every dismissal, hide, restore and ban is recorded in the Audit log tab.

Something not working?

• Message "Give a reason" → the Reason field is empty. Fill it in.
• Message "You cannot ban yourself" → you picked a report about your own content.
• Message "You cannot ban someone with the same or a higher role" → the content author has a role equal to or higher than yours, for example a trainer or an admin. Hide the content and ask an admin or the owner to step in.
• Message "This person is not a member of the academy" → the content author has already left the academy or been removed. No ban is needed.
• Message "Select at least one report" → nothing is ticked for the bulk action.
• Message "Too many selected at once. The limit is 200." → split the reports into smaller batches.
• I cannot see Moderation → the community is turned off in the academy, or your role is Member. Ask the admin.
• When I open Moderation I end up on the Dashboard → you do not have moderator rights. Ask the admin for the role.

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10.4. Moderator: keeping the community tidy every day

What it is for: you react as things happen, without waiting for a report.

Who can see it: moderators, trainers, managers, admins and the owner. The community must be turned on.

Where to find it: sidebar → Community → the post.

How to pin, lock or delete a post

1. Open the post in its space.
2. Under the post you will see a Moderation bar with buttons.
3. Click what you want to do:
• Pin: the post moves to the top of the space. Clicking again (Unpin) undoes it.
• Lock: nobody can add comments under the post. Unlock reopens the discussion.
• Delete: you will see "Delete this post?" with the explanation "The post and its comments disappear from the space for everyone." Click Delete post.

Note: deleting a post cannot be undone. A gentler option is hiding the content through a report (section 10.3): the author gets the reason, and moderators can still see the content.

How to delete a comment under a lesson

1. Open the lesson with the comment. You only see lessons in courses you have access to.
2. Next to the comment, click the bin icon (tooltip Delete comment). You have it on every comment, not only your own.
3. The comment disappears immediately, without an extra question.

How to add a new space

1. Go to Community.
2. Next to the list of spaces, click the plus icon (tooltip New space).
3. Fill in the space form (fields are described in section 5.3).
4. Save. After saving you will see the list of all spaces in the academy.

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10.5. Trainer: what you see in the menu and on the Dashboard

What it is for: a trainer runs courses: creates and improves content, grades work, issues certificates and runs events. Trainers do not manage money, people or academy settings.

Who can see it: the Trainer role. The Cohorta plan does not limit the role itself, but plan limits (for example the number of products on the Free plan) apply to trainers too.

Where to find it: sidebar → For you, and the Dashboard.

The trainer's sidebar

In the For you section you see the learner items (Dashboard, Community, Learning, Events, Resources, Messages, Billing, Mentoring, if they are on) and two more:

• Grading: the queue of quizzes and assignments to check,
• Moderation: community reports (only when the community is on).

There is no Administration section. So the menu has no Products, Members, Manage resources, Certificates or Mentoring (slots). You reach courses and certificates another way, described below.

Staff screens (for example Grading, Moderation, the product panel) have a small Admin badge at the top. It only means this is a staff view that learners cannot see.

The trainer's Dashboard

1. Click Dashboard.
2. At the top you will see a greeting and four tiles:
• To grade (awaiting review): the number of pieces of work in the queue. Clicking it opens Grading.
• Members (in the academy): the number of members of the academy.
• Completions (completed courses): how many enrolments are marked as completed.
• Certificates (issued): how many certificates the academy has issued. Clicking it opens the certificate list.
3. Under the tiles is the Needs attention card with Work to grade, Community reports and Unread notifications. Items with zero are not shown.
4. If you are enrolled in a course yourself, you will also see your own progress further down, as a learner.

The trainer's Dashboard has no sales amount. Only admins see it.

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10.6. Trainer: courses and products

What it is for: you create and improve the programme, lessons, quizzes, assignments, files and the product's sales page.

Who can see it: trainers, managers, admins and the owner.

Where to find it: sidebar → Learning → course → Edit course.

How to open a course for editing

1. In the sidebar, click Learning.
2. Course cards show the number of participants. Click a course.
3. If you are not enrolled in it, you will see a box "You see this course as a learner does" with the line "Edit the program, lessons and materials in the product panel."
4. Click Edit course.
5. The product panel opens with its tabs. You work in it the same way as an admin (described in sections 2.5-2.16 and in chapter 4).

What you can change in a product

• The product details in the details tab, including the Google Analytics and Google Tag Manager IDs.
• Pricing options.
• The programme, modules and lessons, including quizzes and assignments, video and lesson files.
• Download files for an ebook or digital file.
• The sales page (editor and preview).
• The status: Publish, Archive, Restore to draft.
• A preview of a lesson as a learner will see it.
• You can view the enrolled people tab and the product stats.

What you cannot do in a product

• You cannot delete a product. Trainers do not have the Delete button. Use Archive instead, or ask the admin.
• You cannot enrol or unenrol a person manually. The admin or a manager does that.
• You cannot connect Stripe or change the academy's payment settings.

Something not working?

• After clicking "Publish" I see "Could not publish" and a message about Stripe Connect → the product has a paid pricing option and the academy has no active Stripe account. The Open payment settings button is for admins and will not work for you. Ask the admin to finish the Stripe setup (section 3.2). A free product publishes without it. The Stripe message itself is shown in Polish only: "Aby opublikować płatny produkt, najpierw skonfiguruj wypłaty Stripe Connect…" (To publish a paid product, first set up Stripe Connect payouts).
• Message "Limit produktów planu Free (1) został osiągnięty…" (The Free plan product limit (1) has been reached) → the academy is on the Free plan, which allows one product. The admin decides about changing the plan. This message is shown in Polish only.
• Message "You do not have permission to do this" → this task needs a higher role, for example deleting a product.
• I cannot see the "Edit course" button → your role is not trainer. See section 10.1.

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10.7. Trainer: grading, certificates, events and resources

What it is for: day-to-day work with learners beyond the course content itself.

Who can see it: trainers, managers, admins and the owner. Certificates need the Certificates feature turned on, mentoring needs 1:1 mentoring (Admin settings → Features).

Where to find it: sidebar → Grading; Dashboard → Certificates tile; sidebar → Events.

How to grade work

1. In the sidebar, click Grading.
2. You will see three tabs: Text answers (n), Assignments (n) and Graded (n).
3. For text answers, enter Points and optionally Comment (optional), then click Grade.
4. For assignments, enter Grade (out of …) and Comment, then click Approve or Return for revision.
5. Grading is described in full in section 4.7.

How to issue or revoke a certificate

1. On the Dashboard, click the Certificates tile.
2. The Certificates list opens with every certificate in the academy and the filters Product, From, To.
3. To issue a certificate manually, in the Issue certificate manually block choose an Enrollment (learner and course) and click Issue certificate.
4. To revoke a certificate, click Revoke next to it and confirm "Revoke this certificate?". This cannot be undone.
5. Details are in section 4.8.

How to add an event

1. In the sidebar, click Events.
2. Click New event.
3. Fill in the form (fields are described in section 6.2) and save.
4. On the event page you have a panel for editing, cancelling and completing the event.

Resources and mentoring

• In Resources you see every resource in the academy without locks, including those tied to products you have not bought. Above the list there is an explanation of the resource types.
• Adding and editing resources happens in Manage resources, and mentoring slots in Mentoring (slots). Both are in the Administration section, which trainers do not have in the menu. The admin adds new resources and slots.

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10.8. A typical working day

What it is for: a ready order of tasks so nothing slips through.

Who can see it: moderators and trainers.

Where to find it: always start from the Dashboard.

A moderator's day

1. Open the Dashboard and look at the Needs attention card.
2. If there are Community reports, click them. Review each report in the Pending tab: Dismiss, Hide or Ban.
3. Check the notification bell. New reports appear there as they come in.
4. Go through the spaces in Community. Pin important announcements, lock discussions that have run their course.
5. Once a week, look at the Banned tab. Check that permanent bans are still justified.
6. For things you cannot decide yourself (for example removing a person from the academy), write to the admin.

A trainer's day

1. Open the Dashboard. The To grade tile tells you how much work is waiting.
2. Go to Grading and grade assignments and text answers. A learner cannot complete a lesson with an assignment until you approve it.
3. Check Community reports on the Needs attention card and review them in Moderation.
4. Answer questions in Community and Messages.
5. Before an event, open it in Events and check the meeting link.
6. When a lesson needs fixing, go to Learning → course → Edit course.
7. At the end of the week, open the Certificates tile. Issue by hand any certificates that are due outside the automatic rules, for example for attending a live workshop.

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10.9. Common questions from staff

What it is for: quick answers when something looks different from what you expected.

Who can see it: moderators and trainers.

Where to find it: this section of the manual.

Something not working?

• I cannot see the Administration section → that is expected. Only admins and the owner see it.
• I open a page from a link the admin sent and land on the Dashboard → that page needs admin rights. Ask the admin to do the task.
• I see the title "… is turned off" and the text "This module is not turned on in this academy." → the admin turned this feature off. Only the admin can turn it on.
• In Settings, the "Your role" row says "Member" → that row only shows whether you are an admin. The sidebar shows your staff role (section 10.1).
• I do not get notifications about reports → check that you have Moderation in the menu. Only people who can moderate get these notifications.
• Message "You do not have permission to do this" → the task is reserved for a higher role. The table in section 10.1 shows who can do what.