Manage Program Members

Program Members is the central app that lets Admins control who belongs to a Program, how those people are organized inside it, and what level of responsibility they carry.

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Overview

The Program Members app brings together every tool you need to onboard the right people, delegate Program-level responsibilities, and split Members into smaller cohorts for more focused delivery. From one place, you can invite people to register, assign existing Academy Members straight into a published Program, review the enrolled Member list, organize people into sub-groups, and promote specific people into Manager or Instructor roles. Most of these tools live on the Program’s Members page. Sub-groups and the Program team are managed inside Program Settings → Sub-Groups and Program Settings → Team.

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Invite People to Register

Use Invite to send a registration invite that takes someone through the normal sign-up flow, including any applications, capacity checks, and payment the Program requires.

1. Open the Program from the left sidebar and select Members.
2. Select Add Members in the upper-right, then choose Invite.
3. Fill in the invite details and send.

Invite is the right choice when you want people to register on their own and respect the Program’s normal entry requirements.

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Assign Existing Members Directly

Use Assign when you want to add existing Academy Members straight into a published Program without sending them through registration.

1. Open the Program and select Members.
2. Select Add Members, then choose Assign.
3. Pick the Members you want to enroll and confirm.

Assign enrolls people immediately and bypasses registration, payment, applications, capacity limits, and registration statuses. Use the Notify assigned Members setting in the Assign flow to control whether Members receive a notification after they are added. POV: Reach for Invite when you want people to opt in on their own, and Assign when you already own the decision (for example, rolling an existing cohort into a new Program). Using Assign on a paid Program skips payment, so only use it for Members whose access has already been paid for or granted through another plan.

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Review Enrolled Members

The Members tab shows everyone who is currently enrolled in the Program alongside the Invites and Applications tabs.

1. Open the Program and select Members.
2. Use the search bar, filters, and sort controls at the top of the page to narrow the list.
3. Review the Member cards in the grid. Each card shows the person’s name, Program role tag, and any visible group tags.

Filters let you narrow by role, group, profile field responses, and Member status. Active filters appear as removable tags so you can see exactly what is being applied.

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Organize Members into Sub-Groups

Sub-groups split a Program’s Members into smaller cohorts for more targeted communication and delivery.

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Create a sub-group

1. Open the Program’s overflow menu in the left sidebar and select Settings.
2. Open the Sub-Groups tab.
3. Select Add New Sub-Group.
4. Give the sub-group a name, color, and optional description, then add people using the member picker.
5. Save the sub-group.

Sub-groups inherit the Everyone visibility from the Program’s default system group. That visibility cannot be changed when the sub-group is created or afterward.

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Add Members to a sub-group from the Members page

1. Open the Program and select Members.
2. Select the Member cards you want to move.
3. In the floating action bar at the bottom of the page, open the Add Members to Group modal.
4. Pick an existing group, or create a new one without leaving the modal.

The bulk Add to Group action is not available when every Program Member is selected. To use it, work with a smaller selection.

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Review or edit an existing sub-group

Open any sub-group from the Sub-Groups tab to review its avatar, name, description, and member table. If the group is editable, the drawer also gives you access to its settings and nested sub-group management from the same place.

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Promote Members to Manager or Instructor

Managers and Instructors carry additional responsibilities inside a Program. Managers can run the Program alongside Academy Admins, and Instructors can teach and engage with Members.

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Add someone to the Team tab

1. Open the Program’s overflow menu and select Settings.
2. Open the Team tab.
3. Select Add to Team and send a Program team invite as Manager or Instructor.

Program team invites bypass the usual Member registration checks, so they are not blocked by application requirements, capacity limits, or payment.

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Promote an existing Member

1. Open the Program and select Members.
2. Open the menu on the Member card.
3. Select the option to promote to Manager or Instructor.

Changing someone’s Program role does not change their Academy role. A person can stay an Academy Member while becoming a Manager or Instructor inside a Program. If you change a Manager or Instructor back to Member, they move out of the Team tab and are managed from Members instead.

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Remove Members from a Program

Open the menu on a Member card from the Members tab to unenroll the person or manage their sub-groups. The actions available on each card depend on the person’s current Program role and your own permissions, so different Admins may not see the same options. For Program team changes, use the actions menu on a row in the Team tab to change someone’s Program role, return them to Member status, or remove them from the Program team entirely. You can also select people in the Team tab to send them an email.

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FAQ