This article explains how Group Leaders and Managers can add a user to a new group or multiple groups, set their role in each group, and convert an existing Learner into a Staff role using the Champion Dashboard.
Before you begin
You can only assign users to groups that are accessible to you based on your own role and permissions in the Champion Dashboard. If you don't see a group you expect to see, please contact Journey.do Support Team.
How to add a user to a new group
Step 1: Open the user's profile from the Users list
In the Champion Dashboard, click Users in the left sidebar to open the Users list.
Locate the user you want to modify in the table, then click the three-dot action button on the right side of that user's row and select Edit.
Step 2: Go to the Groups tab
In the edit window, click the Groups tab.
By default, the Assigned groups view is shown. This displays all groups the user is currently a member of, along with their role in each group (for example, a green "Learner" tag).
In the example shown, the user Noell Cruz is assigned to Demo Youth Probation group as a Learner.
Step 3: Switch to the All Groups view
To add the user to a different group, click the All Groups toggle at the top right of the modal.
This displays the full list of groups accessible to you, organized by hierarchy (Affiliation → Organization → individual groups).
Step 4: Choose a group and assign a role
Find the group you want to add the user to, then click the three-dot menu on the right side of that group's row.
A dropdown will appear with two options:
- As Learner — adds the user to the group as a Learner.
- As Staff — opens a submenu where you can choose a specific staff role (for example: Group Leader, Manager, or Owner).
Select the option that matches the role you want to assign.
If you are adding to multiple groups, just repeat the same steps for each group you are adding them to.
Step 5: Confirm the assignment
Wait a moment for the system to apply the change. Once it's confirmed, a role tag (such as a green "Learner" badge) will appear on the row of the newly assigned group, along with an Archive option.
This confirms that the user has been successfully added to the new group with the selected role.
How to convert a Learner role to a Staff role
If a user is already assigned to a group as a Learner and you need to upgrade them to a Staff role, you don't need to remove and re-add them. You can convert the role directly.
Step 1: Open the user's Groups tab
Follow Steps 1 and 2 above to open the user's profile and navigate to the Groups tab.
Step 2: Find the group and open the action menu
Locate the group where the user currently has the Learner role. Click the three-dot menu on that row.
Step 3: Select Convert to Staff
In the dropdown, click Convert to Staff to expand the submenu of available staff roles.`
Click the role you want to assign. The Learner tag will be replaced with the new staff role tag, confirming the change.
How to change a user from one Staff role to another
If you want to replace a user's staff role in a group (for example, change them from Group Leader to Manager), you'll first add the new staff role and then remove the old one.
Note: A user can have more than one staff role in the same group at the same time. If you want the user to keep both roles, you can skip Step 4 below. Only remove the old role if you intend to replace it.
Step 1: Open the user's Groups tab
Follow Steps 1 and 2 from the first section to open the user's profile and navigate to the Groups tab.
Step 2: Find the group and open the action menu
Locate the group where you want to change the user's staff role. Click the three-dot menu on that row.
The dropdown will show the available staff roles you can assign (the user's current role is not listed), along with a Convert to Learner option at the bottom.
Step 3: Select the new staff role
Click the new staff role you want to assign (for example, Manager).
The new role tag will be added to the row, so the user will have both roles assigned in that group.
Step 4: Remove the old role (if replacing)
If you want to fully replace the previous role, click the x on the tag of the old role (for example, the x next to the Group Leader tag).
Once the old role is removed, only the new staff role will remain.
Important notes
- A user can be assigned to multiple groups, and they can have different roles in each one.
- A user can hold multiple staff roles in the same group at the same time (for example, both Group Leader and Manager). Only remove a role if you want to replace it.
To check whether a user has access to the Learner app for a group, look for the green graduation cap icon next to the user's avatar on the group row. You can also hover over the group name to see a tooltip confirming the Learner App Access status.
Learner app access and name visibility in the Leaders list are determined by each staff role's settings, which can be configured by an admin.
- The All Groups list only shows groups that are accessible to you based on your own permissions. If a group is missing, please contact our support team.
- To undo a role change, you can assign a different role using the same three-dot menu, or follow the separate article on archiving to remove the user from the group.
- Staff roles come with different levels of access and responsibility for managing the group and its members. It is also possible to create custom roles for your group with a specific set of permissions depending on your use case.