Add another admin when someone should help manage Knowly. Before you invite them, decide whether they need access to the whole organisation or only to a narrower part of the work.

​

An organisation admin can usually see and manage broadly across the organisation. Use this role only when the person really needs that level of access.

If someone should work mainly within one team, make them a team owner or team member instead. That keeps their access closer to the part of Knowly they are responsible for.

If someone should help with one learning journey, use the learning journey's admin or manager setup rather than giving organisation-wide access.

​

How many people can be admins depends on your plan. Some plans are unlimited; others include a set number of seats, and you can always ask Knowly to add more.

One thing catches people out: admins and team members count toward the same limit. So if you're already at the limit, changing an admin into a regular team member won't free up a seat — they still take one. To make room for a new admin, you need to remove the person from the organisation entirely, not just lower their role. Knowly's own users never count toward your limit.

When every seat is in use, you'll see a message saying so as you try to add an admin. From there you can remove someone to free a seat, or contact Knowly to add more.

​

An admin doesn't have to share your organisation's email domain — you can invite an external or personal address, which is useful for consultants, partners, or external facilitators.

Before inviting an external person, check whether they really need to be an organisation admin. An external facilitator often only needs guest access to a single learning journey, not organisation-wide access — see Roles and permissions in Knowly.

​

After the person accepts, confirm that they can access the right team or learning journey and cannot access more than intended.

If the invite link expires, send a fresh invitation or ask Knowly for help if the person cannot get in.