---
title: Managing facilitators
category: administration
order: 4
lastUpdated: 2026-06-08
featureAvailability: GA
roles: [admin]
navigationPath: Administration → Users
relatedArticles: [administration/teachers, getting-started/roles, cases/assigning-cases, administration/invitations]
---

## 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](/help/administration/teachers)
- [Roles & permissions](/help/getting-started/roles)
- [Assigning cases](/help/cases/assigning-cases)
- [Invitations](/help/administration/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.