Caring CourseForge
Guides

Team Collaboration

Work together with co-instructors and subject matter experts to build better courses

Caring CourseForge's collaboration features make it easy to work with team members on course creation, review, and updates. This guide covers everything from inviting teammates to managing permissions.

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Feature Availability:

Team collaboration is available on Professional tier plans. Upgrade your account to invite team members.

Team Roles

Owner

Full access to everything

  • Edit all content
  • Manage team members
  • Billing and settings
  • Delete courses
  • Export courses

Editor

Can create and edit content

  • Edit course content
  • Add/remove lessons
  • Create quizzes
  • Publish changes
  • View analytics

Reviewer

View-only with commenting

  • View all content
  • Add comments
  • Suggest changes
  • View version history
  • Cannot publish

Inviting Team Members

Step-by-Step

  1. Open the course you want to collaborate on
  2. Click the "Team" button in the top toolbar
  3. Click "Invite Team Member"
  4. Enter their email address
  5. Select their role (Editor or Reviewer)
  6. Add an optional personal message
  7. Click "Send Invitation"

The invited person will receive an email with a link to accept the invitation.

Managing Team Members

Viewing Your Team

See all team members and their roles:

  • Go to Course → Team
  • View list of all members with their roles
  • See when each member last edited the course
  • Check pending invitations

Changing Roles

  1. Click the three-dot menu next to a team member
  2. Select "Change Role"
  3. Choose the new role
  4. Click "Update"

Removing Team Members

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Important:

Removing a team member immediately revokes their access. They will no longer be able to view or edit the course. This action cannot be undone.

Collaborative Editing

Real-Time Collaboration

When multiple team members edit simultaneously:

  • See who else is currently editing (profile pictures in top-right)
  • See where others are working (colored cursors and highlights)
  • Changes sync in real-time
  • Automatic conflict resolution

Edit Locking

To prevent conflicts on specific sections:

When you edit a lesson:

That lesson is locked for other editors until you finish

Lock indicator:

Locked lessons show a lock icon with the editor's name

Auto-unlock:

Locks release automatically after 5 minutes of inactivity

Comments and Feedback

Adding Comments

Leave feedback on specific content:

  1. Select the text or content block you want to comment on
  2. Click the comment icon that appears
  3. Type your comment or suggestion
  4. Click "Post Comment"

Comment Features

  • Threads: Reply to comments to have discussions
  • Mentions: Use @name to notify specific team members
  • Resolve: Mark comments as resolved when addressed
  • Filter: Show only unresolved or your comments
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Best Practice:

Use comments for feedback and suggestions. Use the editor for actual content changes. This keeps a clear record of discussion separate from course content.

Version History

Viewing Changes

Track all changes made to your course:

  • Click "History" in the top toolbar
  • See chronological list of all changes
  • View who made each change and when
  • See what was modified in each revision

Restoring Previous Versions

  1. Open the version history
  2. Find the version you want to restore
  3. Click "Preview" to review the content
  4. Click "Restore This Version"
  5. Confirm the restoration

Note: Restoring creates a new version; it doesn't delete newer versions.

Workflow Best Practices

Define Roles Clearly

Small Teams (2-3 people)

  • Everyone has Editor role
  • Informal coordination via comments
  • Regular sync meetings

Large Teams (4+ people)

  • Assign specific modules to each person
  • Use Reviewer role for SMEs and quality check
  • Designate lead editor for final approval

Communication Guidelines

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Recommended Practices:
  • Announce when you start working on a major section
  • Use comments for questions and suggestions
  • Resolve comments promptly after addressing them
  • Review recent changes before starting work
  • Coordinate timing for major structural changes

Review Workflow

Setting Up a Review Process

  1. Draft Phase: Content creators work as Editors
  2. Review Phase: Invite SMEs and reviewers with Reviewer role
  3. Feedback: Reviewers add comments and suggestions
  4. Revision: Editors address feedback and resolve comments
  5. Final Approval: Owner or lead editor publishes

Managing Notifications

Stay informed without being overwhelmed:

Notification Settings

  • All Changes: Get notified of every edit (best for small courses)
  • Comments Only: Only notify when mentioned or course commented on
  • Major Changes: Structure changes, publishing, team member additions
  • Custom: Choose specific types of notifications

Offline Collaboration

Working Offline

For teams with connectivity issues:

  1. Download course as HTML package
  2. Edit content locally
  3. Upload changes when connected
  4. System merges changes automatically
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Merge Conflicts:

If two people edit the same content offline, you'll need to manually resolve conflicts when uploading. Work on different sections to avoid this.

What's Next?

Learn how to track student progress and course analytics, or explore advanced features like custom branding and white-label options.

Exporting CoursesTracking Analytics