Can an organization have several admins?

Yes, and they are all equivalent: billing, member management, compliance. The system simply refuses to remove the last admin of an organization.

How does an invitation work?

The invitee receives an email, creates their access, and automatically joins your organization with the intended role. Invitations stay valid until accepted or cancelled.

Can a member's role be changed after invitation?

Yes. An admin can change a member's role at any time from member management. The change takes effect immediately at the person's next sign-in.

What happens when a learner invitation is cancelled?

Cancellation immediately frees up one seat on your subscription tier. The learner record remains in Certeef, only the access is revoked.

Invite members and understand roles

Add your colleagues and give them the right role (admin, trainer or learner) based on what each one should see and do.

Updated on June 14, 2026 Read: 4 min

Everyone who accesses Certeef has a role. The role determines exactly which screens and actions are available, no need to manually hide what doesn’t concern someone.

Prerequisites

Admin role.

1. Understand the roles

Admin : full access: trainings, sessions, compliance, billing and member management. An organization always has at least one admin, and can have several.
Trainer : their assigned trainings and sessions, attendance, and their own documents (CV, diploma, NDA).
Learner : their learning path, sessions, attendance signature and feedback.

Tip: when in doubt, start by inviting a colleague as an admin. You can always lower their role if needed.

2. Invite a member

Invitations follow the context in which you add the person, rather than a generic role form:

from member management, you invite other admins;
creating a record with an email from Learners sends a learner invitation;
creating a record with an email from Trainers sends a trainer invitation.

A learner or trainer record without an email is created without an access invitation.

3. Invitation lifecycle

You create the record with the person’s email.
Certeef sends an invitation email.
The invitee clicks the link, creates their password (or signs in via Google/Microsoft).
The person joins your organization with the intended role.

Invitations don’t expire: they stay valid until accepted or cancelled by an admin.

Important: each learner with access counts against your subscription tier. Cancel unnecessary pending invitations to free up seats.

What’s next?

Dashboards by role : what each role sees after signing in.
Sign in with Google or Microsoft : simplify sign-in for the whole team.

Frequently asked questions

Can an organization have several admins?: Yes, and they are all equivalent: billing, member management, compliance. The system simply refuses to remove the last admin of an organization.
How does an invitation work?: The invitee receives an email, creates their access, and automatically joins your organization with the intended role. Invitations stay valid until accepted or cancelled.
Can a member's role be changed after invitation?: Yes. An admin can change a member's role at any time from member management. The change takes effect immediately at the person's next sign-in.
What happens when a learner invitation is cancelled?: Cancellation immediately frees up one seat on your subscription tier. The learner record remains in Certeef, only the access is revoked.