Managing facilitators

At a glance

• Who uses it: School administrators.
• When to use it: When hiring or reassigning interventionists, counselors, MTSS leads, or academic coaches.
• Permissions required: Administrator.
• Navigation path: Administration → Users.

Purpose

Facilitators are the staff who own coaching cases. This page is where you invite them, set their caseload caps, and adjust their access when responsibilities change.

Before you begin

• Confirm how many facilitator seats your plan covers.
• Decide each facilitator's default caseload cap (the soft limit used by the assignment-rules engine when auto-routing referrals).

Step-by-step

Invite a facilitator

1. Administration → Users → Invite user.
2. Enter name and email.
3. Set Role to Facilitator.
4. Optionally set a Max active cases cap.
5. Send invite. They receive an email with a setup link or SSO sign-in prompt.

[SCREENSHOT: admin-users-invite-facilitator] Administration → Users → Invite modal with the Facilitator role selected and a caseload cap set.

Change a facilitator's caseload cap

1. Open the user row.
2. Edit Max active cases. The new cap takes effect on the next auto-assignment cycle.

Reassign their open cases before deactivation

Before turning off a departing facilitator, bulk-reassign their open caseload:

1. Open the facilitator's profile.
2. Click Reassign all open cases.
3. Pick the receiving facilitator. The change is audit-logged per case.

Deactivate

Toggle Active off. The user loses sign-in access immediately. Their historical case notes and authorship remain intact.

Tips & best practices

• Keep caseload caps realistic — overloaded facilitators distort intervention-trend reports.
• Use a single "rollover" facilitator account for transitions, then reassign in smaller batches once the new owner is identified.

Common mistakes

• Deactivating before reassigning — open cases remain owned by the inactive user and stop progressing.
• Granting Facilitator + Administrator to every clinician — admins can see all students at the school, which may exceed need-to-know.

Related articles

• Managing teachers
• Roles & permissions
• Assigning cases
• Invitations

FAQ

What's the difference between a facilitator and an admin? Facilitators own cases. Admins configure the platform. Most schools have many facilitators and 1–2 admins.

Do facilitators see other facilitators' cases? By default they see only their own. Administrators see all cases at the school.