> For the complete documentation index, see [llms.txt](https://help.activenow.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.activenow.io/en/settings/user-permissions.md).

# Setting Permissions for Participants and Instructors

Want to control what instructors see in their panel, or what participants can change in their own accounts? In user permissions you can customise access for each role in the system — instructors, participants, and reception.

## How to access permissions settings

Go to *Settings → User permissions*. The settings are split into tabs: *Instructors*, *Participants*, *Reception*, and *Phone numbers*. Each permission comes with a short description of what it does.

## Instructor permissions

Open the *Instructors* tab.

### What do instructors see about participants?

This section lists the participant information instructors can see in their panel — for example email, phone number, level, or payments.

* To add more information, click *Add*, select the basic details or custom fields you want, and confirm with *Add*.
* To hide a piece of information from instructors, click the cross next to it.
* Some items, such as custom fields, have a *Can change* toggle. Switch it on and instructors will not only see that information but will also be able to fill it in or change it.

![Instructors tab in user permissions with the What do instructors see about participants? and Managing individual lessons sections](https://2983515171-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FL5ksnUuhXGAx5afQd3MB%2Fuploads%2Fgit-blob-614bcec20a9feac2bea6e2aa2b683d4ee9b12071%2Fuser-permissions-instructors.png?alt=media)

{% hint style="info" %}
**Email covers both seeing addresses and sending emails.** When instructors have access to email, they see participants' email addresses and can send them messages from their panel. If you remove email from the list, they lose both.
{% endhint %}

### Managing individual lessons

In this section you decide what instructors can do on their own with individual lessons:

* **Rescheduling lessons** — the instructor can move an individual lesson to a different time on their own.
* **Reschedule requests** — the instructor handles participants' reschedule requests and picks the new time. You still see all requests. Read more in [Individual Lesson Reschedule Requests](/en/absences-and-makeup-classes/individual-lesson-reschedule-request.md).
* **Adding one-time lessons** — the instructor will be able to arrange an extra lesson with a participant without your involvement. Read more in [Creating One-Time Classes by Instructors](/en/instructor-management/creating-one-time-classes-by-instructors.md).

{% hint style="info" %}
The *Reschedule requests* option only appears when reporting absences with a reschedule request is enabled in *Settings → Additional attendance*.
{% endhint %}

## Participant permissions

Open the *Participants* tab.

### What do participants see about themselves?

Here you decide which information about themselves participants see in their account, and what they can change on their own:

* **Basic details** — name, date of birth, phone, parent details, and invoice details. Participants always see them in their account, and the *Can change* toggle decides whether they can edit them themselves.
* **Consents and documents** — participants always see the consents and documents they have accepted, and can change optional consents at any time.
* **Custom fields** — click *Add* to show participants a selected custom field. For each one you also decide whether participants can change it.

![Participants tab in user permissions with the What do participants see about themselves? and Contact with instructors sections](https://2983515171-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FL5ksnUuhXGAx5afQd3MB%2Fuploads%2Fgit-blob-54bca0b7bcd464137cd989b9a90f3058dd2cbb37%2Fuser-permissions-participants.png?alt=media)

### Contact with instructors

Decide whether participants can see their instructors' contact details:

* **Instructor's phone** — participants will be able to contact the instructor quickly, e.g. when they are running late or can't make it.
* **Instructor's e-mail** — participants will be able to write to the instructor, for example to ask about class materials.

## Reception accounts

In the *Reception* tab you add accounts for reception staff and decide what each of them can do. Read more in [Adding Receptionist Accounts](/en/settings/reception-module.md).

## Phone numbers for contacting ActiveNow

Want other people from your school — for example from your office — to be able to call our helpline on its behalf? Add their numbers on the *Phone numbers* tab. We only provide phone support to numbers you add yourself. This way, only the people you authorise can get information about your account over the phone.

1. Open the *Phone numbers* tab.
2. In the *Which numbers do you call ActiveNow from?* section, click *Add* and enter the number.

You can remove a number from the list at any time. Once it's removed, we won't provide support to anyone calling from that number.

![Phone numbers tab in user permissions with the section for numbers calling ActiveNow and the Add button](https://2983515171-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FL5ksnUuhXGAx5afQd3MB%2Fuploads%2Fgit-blob-13fedcd5d67885571b95658ea69792c5ef7cee4f%2Fuser-permissions-phone-numbers.png?alt=media)


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