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Knowledge Base Access

TL;DR; A Knowledge Base grant is separate from any course role — an instructor who can edit a course still can't touch its Knowledge Base until someone gives them a Manager or Member role on it, specifically.

Before you start

See Collections and knowledge bases to find the Knowledge Base you're granting access to.

Steps

Open People with access from the Knowledge Base. The page says it plainly: "Managers can add and remove members; only company admins can revoke other managers." A Manager "can grant or revoke Member access and upload, edit, or remove content in this KB." A Member "can read content and use the KB chatbot" but "cannot modify content or change roles." Anyone who can open the Knowledge Base can open this page and read it; changing it needs a Manager or a Company Administrator.
Grant a role by email — an existing account gets the role added; an unknown email gets a new account created automatically, joined to the company, and emailed a temporary password together with a one-click link that opens this Knowledge Base.
Revoke removes a role (kept in history, not deleted outright). A Manager can remove a Member, but only a Company Administrator can remove or demote another Manager — and nobody can remove or demote themselves from this page, including a Company Administrator looking at their own row.
Change role flips someone between Manager and Member directly, instead of revoking and re-granting.
Bulk grant takes a CSV of email,password (password optional — Lupo generates one for brand-new accounts if you leave it out, and existing accounts keep the password they already have) and applies one role to the whole batch. Download the template first from the same page. An import summary afterwards shows what happened per row, and a bad row — an invalid email, a duplicate, a password under 4 characters — is skipped rather than aborting the import.

What this doesn't do

A course role — Instructor, Student, Observer — carries no Knowledge Base access by itself. If someone needs to pick a file from the Knowledge Base while building an activity, they need an explicit Manager or Member grant on that specific Knowledge Base; being able to edit the course isn't enough.

A Company Administrator is the one exception: they reach every Knowledge Base in their company without a grant — reading, downloading, chatting, creating and archiving libraries, managing folders and files, and granting roles from this page. Two things stay with the Manager role: re-indexing a single file, and reading other people's chat sessions.

Losing access doesn't retroactively break anything already built with it — an activity that already references a Knowledge Base file keeps playing for learners even after the person who picked it loses their grant. They just can't pick a new file until they're re-granted.

Common issues