How to Manage Additional Instructor Accounts

If you're managing training at scale, you probably don’t want to do everything yourself.

With ProProfs Training Maker, you can easily add instructors and admins to help manage learners, create content, and track progress — without sharing your own login or giving access to areas they don’t need.

Whether you're a school administrator, HR manager, or training coordinator, delegating tasks through instructor accounts helps you stay organized and in control.

Watch this quick video guide to learn about adding instructors in ProProfs Training Maker.

Understanding user roles

Here’s a quick breakdown of what each role can do:

Super Admin: Super Admin owns the primary ProProfs account and can access all the associated instructor accounts. The Super Admin can set up instructor accounts for a school or a company, bringing all account history together and giving the organization actual data ownership, consolidated billing, and user management. Super Admin permission is available only with the ProProfs Enterprise edition.

Admin: Admin has all the rights & permissions like the super admin, except they don't have access to the 'My Account' page that mentions the account/plan type and upgrade options.

Instructor: An instructor could be an individual teacher or corporate trainer with access to courses/quizzes, users, and groups created by themselves (they can't see content created by other instructors). However, if need be, an instructor can be given view or edit access to others' content via the Share option.

Group Admin: Group administrators help manage a group of users. They can view group reports (to see who has or has not completed training or quizzes), add new group members, or delete existing group users. However, they cannot create quizzes and courses or see any information from other groups. Learn how to assign group administrators to a learner group.

Here's what the admins or instructors list will look like in your ProProfs Training Maker account.

Benefits of adding instructors

• Workload management: Share course creation, grading, or user support with others on your team.

• Granular control: Give access only where it’s needed — no risk of accidental edits to your core content.

• Regional oversight: Assign instructors to specific teams or groups, which is useful in multi-location or multilingual training environments.

How to Add and Manage Instructors

Step 1: Go to More and click Instructors on your ProProfs Training Maker dashboard.

Step 2: Click Invite.

Step 3: Enter the email address & name, and select the role of the person you are inviting. You can choose between Admin and Instructor roles. Once done, click Invite.

Step 4: Click Done to confirm. The person will receive the invitation and may choose to accept it. Upon accepting the invitation, they are added as an Instructor.

How to View the Sent Invitation

Step 5: Once you've sent an invite, a new tab appears titled "Invited for Role." Under this tab, you can view, resend, or delete the sent invites.

How to Manage Your Instructors

Step 6: You can edit the status and roles of an instructor(s). Also, you can remove any instructor(s).

• Under the Status column, click the arrow to either change the status or delete an instructor.
• Under the Roles column, click the arrow to update the role of an instructor.

Tips from real customers

Many organizations use instructor roles to:

• Let regional trainers track compliance progress independently

• Allow subject matter experts (SMEs) to build and update course content

• Give HR team members access to learner reports without touching course settings

For example, one client used this setup to onboard over 300 employees in different locations. Local admins customized training paths, while the central team monitored outcomes via reports.

FAQs

1. Can I give an instructor access to only one course or quiz?
Yes. While instructors only see the content they create by default, you can manually share individual courses or quizzes with them for view or edit access.

2. Will instructors be notified when I assign them a new role or responsibility?
Yes. Once you invite them, they’ll receive an email with setup instructions. If you update their role later, it won’t trigger a new notification — you’ll need to inform them manually.

3. Is there a limit to how many instructors I can add?
The number of instructor accounts depends on your ProProfs plan. Business plans typically support multiple instructors, while Enterprise offers the most flexibility.

4. Can two instructors collaborate on the same course?
Yes, but only if you use the Share option to grant mutual access. To enable collaboration, one instructor must share the course with another.

5. What happens if I delete an instructor who created content?
Their content stays in the system but is no longer tied to an active user. You’ll still have access to it, and you can reassign it if needed.

If you're managing training for multiple departments or teams, instructor accounts make collaboration smoother, without compromising on control.

Need help deciding which roles to assign? Contact our support team — we’ll help you set up the right structure for your needs.