Managing Learners in a Room

Before You Begin

1. Log in to BeED using your account credentials.
2. Make sure your active role is set to Educator (or Admin).
3. From the left menu, navigate to Hub, open your Hub, and select the Room you want to manage.
4. Make sure you are on the Learner tab inside the Room.

What You Can Do in the Learner Tab

The Learner tab is where you invite, manage, and track all Learners within a specific Room. From here you can invite new Learners, set a maximum Learner limit, archive or reassign Learners between Rooms, and remove Learners entirely.

Let's get started 👇

Inviting Learners to a Room

1. In the Learner tab toolbar, click the + Invite Learner button.
   • On hover, the button turns darker blue.
2. The Invite Learner popup will appear with three invitation methods.

Method 1 — Invite via Email

1. Click the Enter Email field and start typing an email address.
   • After 2 characters, email suggestions will appear — click a suggestion to autocomplete.
   • Confirmed emails appear inside a pale grey rounded rectangle tag.
   • You can add multiple email addresses simultaneously.
2. If an email address is invalid, the text turns red after you type a space, with the message: "Please enter a valid email address."
3. Click Send Invite.
   • Learners are added to the Room immediately.
   • An email notification is sent to each Learner.
   • A notification confirms: "Invitation sent."

Method 2 — Invite via Excel

1. Click "here" to download the bulk invitation template.
2. Fill in the template with your Learner details.
3. Click Choose Files to upload your completed file.
   • Supported formats: CSV, XLS, XLSX only.
   • Only 1 file can be uploaded at a time — re-uploading replaces the previous file.
4. Click Send Invite.
   • Learners are imported and notified by email.
   • A notification confirms: "Invitation sent."

If you upload an unsupported file format, an error will appear: "Please upload a file in CSV, XLS, or XLSX format."

Method 3 — Invite via QR Code & Link

The QR Code section provides a unique QR code and link for each Room, making it easy for Learners to join directly.

The popup contains:

• Hub title — display only.
• QR Code — unique to this specific Room.
• Room name — displayed below the QR code.
• How to Join This Hub — a step-by-step visual guide for Learners.
• Hub Room Link — the direct join link for this Room.

Available actions:

The Expand QR button is hidden in the downloaded QR image.

Setting a Maximum Learner Limit

By default, a Room has no Learner limit (shown as ∞). You can set a custom cap to control Room size.

1. In the Learner tab, locate the Max Learner field in the toolbar.
2. Click the dropdown button next to the number field.
3. Select Custom Limit:
   • The default custom limit is 50 (or the current total Learners in the Room if that number exceeds 50).
   • Enter your desired maximum — numbers only. Non-numeric characters will not register.
   • If the number you enter is lower than the current Learner count, an error appears in red: "Number must be higher than total current learners."
4. Select No Limit to remove the cap and return to unlimited (∞).

When the Max Learner limit is reached, the Invite Learner button is greyed out. Hovering shows a tooltip: "Max learner reached, please remove some learner(s) or add more quota."

In the Hub Summary, a "Max" label will appear beside the Learner count for any Room that has reached its cap.

Searching and Sorting the Learner List

• Search bar — searches the Learner list in this Room. An (x) clear icon appears after typing 1 character. Results appear automatically after 2 characters.
• Sort By — sort the list by:
  • Name A–Z
  • Name Z–A

Active and Archived Learners

The Learner list is divided into two tabs:

Active Tab Learners who are currently active in this Room. They can see and submit Experio assigned to them.

Archived Tab Learners who have been frozen. Archived Learners can still see Experio that were active at the time they were archived, but cannot submit any answers.

Example: If Experio A starts 25 Nov and Experio B starts 28 Nov, and a Learner is archived on 27 Nov — that Learner can see Experio A but not Experio B.

If a Learner is unarchived, they regain full access to all currently active Experio in the Room.

Archiving and Unarchiving a Learner

To archive a single Learner:

1. Click the three-dot (⋮) menu on the Learner row.
2. Select Archive.
3. The Learner moves to the Archived tab immediately.

To unarchive a Learner:

1. Go to the Archived tab.
2. Click the three-dot (⋮) menu on the Learner row.
3. Select Unarchive.
4. The Learner moves back to the Active tab.

To archive multiple Learners:

1. Select Learners using their checkboxes — or tick Select All.
2. Click the Archive icon in the Selection Toolbar.
3. Selected Learners move to the Archived tab.

Reassigning a Learner to Another Room

Reassigning moves a Learner from their current Room to a different Room within the same Hub.

⚠️ Reassigning permanently removes all of the Learner's progress, answers, and grades in their current Room. This cannot be undone.

To reassign a single Learner:

1. Click the three-dot (⋮) menu on the Learner row.
2. Select Reassign.
3. The Reassign Learner popup will appear.
4. Select the destination Room from the list using the radio button.
5. Click Reassign.
6. A confirmation warning will appear — click Yes to confirm.
7. A notification confirms: "Learner(s) reassigned to {Room Name}."

To reassign multiple Learners:

1. Select Learners using their checkboxes — or tick Select All.
2. Click the Reassign icon in the Selection Toolbar.
3. Follow steps 3–7 above.

Rooms that have reached their Max Learner limit will show a "Max" label in the room selection list and cannot be selected as a destination.

Removing a Learner from a Room

⚠️ Removing a Learner permanently deletes all their progress, answers, and grades in this Room. This cannot be undone.

To remove a single Learner:

1. Click the three-dot (⋮) menu on the Learner row.
2. Select Remove Learner.
3. A confirmation warning will appear: "Removing this learner will permanently remove all learner progress, including their answers and grades. Do you want to continue?"
4. Click Yes to confirm — notification: "Learner is successfully removed."
5. Click Cancel to go back without removing.

To remove multiple Learners:

1. Select Learners using their checkboxes — or tick Select All.
2. Click the Bin icon in the Selection Toolbar.
   • On hover, the icon turns red.
3. Confirm the warning — notification: "Experio(s) is successfully deleted."

Quick Summary

1. Click + Invite Learner to invite via Email, Excel, or QR Code & Link.
2. Use the Max Learner field to set or remove a Learner cap for this Room.
3. Use the Active and Archived tabs to track Learner status.
4. Use (⋮) > Archive / Unarchive or the Selection Toolbar to freeze or restore Learner access.
5. Use (⋮) > Reassign to move a Learner to another Room — note that progress will be lost.
6. Use (⋮) > Remove Learner or the Bin icon to permanently remove a Learner from this Room.

Your Learners are set up — they're ready to start learning!

Important Notes / Tips

• A Learner can only be in one Room at a time within the same Hub. Inviting the same Learner to another Room in the same Hub will show a popup: "Learner has already been invited to another room."
• Archived Learners still count toward the Room's total Learner count in the Hub Summary.
• After a Learner is archived, they will not receive any new Experio updates — even if a scheduled Experio becomes active after their archive date.
• Selecting a Learner row works by clicking anywhere on the row except the three-dot menu.
• Right-clicking anywhere on a Learner row (except the checkbox) will open the three-dot menu directly.
• Double-clicking a Learner row currently has no action.
• Go to Profile and Send a Chat options in the three-dot menu are currently UI only and will be available in a future update.