Beekast has two levels of roles that should not be confused:
Session roles (Owner, Collaborator, Participant) define your rights within a specific session.
Organization roles (Owner, Administrator, Member, Guest) define your rights across the entire organization.
The two are independent: your organization role does not determine your role in a given session.
A session role is the status given to a person connected to a session. It defines what they can do or see.
Owner: the person who created the session. They have all rights.
Collaborator: a person added by the owner to co-facilitate the session.
Participant: a person invited to join the session and take part in the activities.
Owner | Collaborator | Participant | |
Take part in activities | ✔️ | ✔️ | ✔️ |
Add slides and activities | ✔️ | ✔️ | ❌ |
Scroll through the slides (synchronous mode) | ✔️ | ✔️ | ❌ |
Open / close activities (synchronous mode) | ✔️ | ✔️ | ❌ |
Open / close the session | ✔️ | ✔️ | ❌ |
Share the public link and session code | ✔️ | ✔️ | ❌ |
Access the session settings | ✔️ | ✔️ | ❌ |
Choose the identification mode | ✔️ | ✔️ | ❌ |
See the statistics | ✔️ | ✔️ | ❌ |
Generate export documents | ✔️ | ✔️ | ❌ |
Add a collaborator | ✔️ | ✔️ | ❌ |
Delete a session | ✔️ | ❌ | ❌ |
Some features (adding a collaborator, statistics, Word/Excel exports, advanced settings) are available in premium plans.
The Participant was invited via a session code, a URL or a QR code. They can:
Scroll through the slides in self-paced navigation mode.
Play the activities and find them again from the Activities button in the blue bar.
Add an action or a decision, and edit them.
Send a message in the discussion space.
View the participant list, if the settings allow it.
The Collaborator is added by the owner to co-facilitate the session. They can do everything a Participant can, +:
Add content: import, create activities, add topics, add actions & decisions.
Scroll through the slides in facilitator-controlled navigation mode.
Access session information: access link, code, title, parameters, open/closed status and availability days, number of connected users in real time and cumulative.
See the session statistics.
Project the session.
Generate export documents (Word report and statistics export).
Delete or reset an activity.
Access the session settings.
Adding a Collaborator requires a premium license. See My sessions and my role.
Good to know
Any deletion or reset in Beekast is permanent.
Statistics, Word/Excel exports and some settings are available in premium plans.
There can only be one owner per session: it is automatically the person who created it. They have full rights. An Owner can do everything a Collaborator can, +:
Delete or reset the entire session.
An Owner can appoint one or more Collaborators (previously just participants).
They can also remove a Collaborator, who then becomes a participant again.
An Owner remains the owner of the sessioon.
Good to know
If they join their own session without being logged in, the owner is treated as a participant.
Adding Collaborators is available in premium plans.
If you are the Owner or a Collaborator, an indicator appears on the session in your My sessions area.
If you are a Participant, go to the My participations section.
See the article My sessions and my role.
Owner: owns the organization. All rights, manages the subscription. One per organization.
Administrator: manages the organization day to day — members, roles, invitations and settings.
Member: a licensed user. They can create and run their own sessions.
Guest: limited access, no license. They cannot receive a transferred session.
Owner | Administrator | Member | Guest | |
Manage the subscription and billing | ✔️ | ❌ | ❌ | ❌ |
Invite members and change roles | ✔️ | ✔️ | ❌ | ❌ |
Change the organization settings | ✔️ | ✔️ | ❌ | ❌ |
Create and run sessions | ✔️ | ✔️ | ✔️ | ❌ |
Receive a transferred session | ✔️ | ✔️ | ✔️ | ❌ |
Good to know
There is only one owner per organization.
The recipient of a session transfer must be a licensed member (Owner, Administrator or Member), never a guest.
Your role can be different in each of your organizations.
Member management is done from the organization area. You can:
Invite one or more users.
Change roles individually or in bulk.
Remove a member from the organization.
When you remove or downgrade a member, Beekast offers to transfer their sessions to another recipient so nothing is lost. A billing summary shows the number of licenses required and the estimated cost.
Good to know
The recipient of a session transfer must be a licensed member of the organization (neither a guest, nor a member of another organization).
Some bulk actions on roles may be limited depending on the plan.
The organization role (Owner, Administrator, Member, Guest) applies to the whole organization. The session role (Owner, Collaborator, Participant) applies to a specific session. The two are independent.
No. Your role and rights are specific to each organization.
Only one. It is always the person who created the session.
Adding a collaborator requires a premium license. With the free plan, this option is not available.
No. A participant can play the activities and add actions or decisions, but cannot create, edit or delete activities.
You probably joined the session without being logged in to your Beekast account. Log back in to regain your rights.
A licensed member of the organization (Owner, Administrator or Member). A guest cannot receive a transferred session.