Owner & admin guide

1. Set up your organization

1. Create an account and verify your email. Use Start organization setup to see the steps. Register with your own email or sign in to your existing account. Team signup skips the personal-topic question and returns you to Organizations after verification. A paid individual plan is not required to become an organization owner.
2. Create your organization. Enter its name under Organizations. You become its owner. With billing required, the app sends you to this organization's Billing page.
3. Activate the Team plan. Review the price, choose Start Organization Team, and complete checkout. After payment confirmation, open the workspace from the billing page.
4. Add your team. Use Members & invites. Add another owner or admin who can independently review training you author.
5. Prepare and approve a path. Use Training paths to prepare the actual ten chapters, objectives, lesson pages, questions, answers, and explanations.
6. Assign training. Choose the approved version, people or a team role, due date, and expected time. Follow Progress & reports for completion and support needs.

Your Overview has a Getting started checklist that updates as you complete these steps. The organization menu keeps Members & invites, Training paths, Assignments, Progress & reports, Settings, and this guide in reach.

2. Billing and seats

The standard Team plan is $99.99 per month per organization, with up to 30 active learner seats. Your organization's Billing page shows its actual seat limit and subscription status.

• Creating an organization does not charge you. An owner completes checkout; each organization has its own subscription.
• Organizations created by Clue Royale's platform administrators receive complimentary training access. This is separate from being an organization owner or admin. Complimentary organizations show Free in Billing and retain their seat limits and training requirements.
• Covered members do not need a separate personal subscription for learning access. Expiry of your individual trial does not disable your login or cancel a paid organization plan.
• The current seat rule counts active memberships with Learner access. Owners, admins, and managers are excluded. Grant those roles only for actual management responsibilities.
• Pending invitations do not reserve seats. A learner needs a free seat when added or when accepting an invitation.
• Only owners can manage payment methods and cancel renewal. Cancellation of renewal keeps access until the current paid period ends. Training records remain with the organization.
• At the saved cancellation cutoff, paid workspace access and assigned training stop, even if Stripe's final cancellation update is delayed. Training emails and automatic recertification pause. Accounts, paths, progress, and issued credentials are retained; cancellation alone does not revoke credentials.
• To resume, the owner opens Billing and restores a paid subscription. Eligible reminders resume, with obsolete due-date notices discarded. Existing deadlines do not move automatically; review extensions before resuming training. A renewal created after the pause gets a fresh 30-day completion window. Complimentary platform-administrator training organizations do not require a subscription.
• If payment is missing or needs attention, open Billing. An unpaid workspace is restricted when billing is required; this guide remains available.
• After a change in the payment portal, use Refresh billing status if the app still shows the old status. This retrieves your linked subscription without changing it or charging you.

3. Choose access and team roles

• Owner: billing, members, training authoring and approval, assignments, reports, credentials, and organization access.
• Admin: members, training authoring and approval, assignments, reports, and credentials. Billing belongs to owners.
• Manager: approved-path browsing, assignments, team progress, and exception requests. Managers cannot author or approve paths or issue credentials.
• Learner: their assigned training and personal progress, without management reports or exports.

Organization access controls permissions. A team role, such as Sales representative or Support specialist, groups training needs. Use consistent team-role names. Team roles do not grant admin permissions.

4. Add and invite people

Save member adds an existing account immediately, without acceptance. Invite works for new and existing users and requires acceptance first. Newly added, reactivated, or newly accepted members receive a welcome notification with a workspace link; editing active members does not resend it. Delivery follows your notification settings, and failures can be retried.

Under Members & invites, add an existing account by email and choose its access and team role. For someone new, send an invitation. Invitations expire after 14 days and must be accepted using the matching email account.

Use Pending invitations to resend or revoke a link. An invitation is not an active membership until accepted. If joining fails because seats are full, review the active learner list first.

Remove access when someone leaves. Historical training evidence stays with the organization; removing a member does not delete their personal account. Owner access is protected against ordinary member-removal actions.

Members open Account → Organizations → Open workspace → Assignments → Open assigned learning path. Adding someone does not automatically assign training.

Joining never changes personal billing automatically. With active organization coverage, members can open Review personal billing and either keep their personal plan or explicitly Stop personal renewal at the end of their monthly or annual paid period. This does not refund or credit an existing payment. Only the account holder makes that choice.

If all organization coverage ends, personal billing does not restart automatically. Remaining personal paid time still applies; otherwise the member chooses a personal plan. Accounts and progress stay saved. A pending invitation alone provides no coverage.

5. Prepare, review, and publish training

Choose an approved public topic, create a private organization topic, or customize a public topic. Describe what employees should be able to do, their roles, prerequisites, and exclusions. Company courses remain private to your organization, including their credential pages.

Private/customized topics receive automated screening; uncertain or flagged topics go to Clue Royale's private-topic review queue. Screening allows drafting only. A different qualified owner/admin still approves the exact lessons and answers.

Open Course instructions, materials & billing. Manual authoring is included: start ten chapter drafts, write their lessons/questions, then have them reviewed. For AI authoring, save your course instructions and choose company materials only, an AI-generated subject course without uploads, or company materials plus general knowledge. To use company documents, supply readable PDF, DOCX or UTF-8 text, inspect extracted pages, and confirm each source version. New uploads do not change assigned courses.

Private company course creation and maintenance costs $99 once plus $9/month per course, separate from Team billing. The first payment is $108. An owner explicitly approves checkout; generating a course is not a payment action. The package includes an initial build and two revision builds, plus one chapter AI update per calendar month. Manual edits remain included. All three AI content modes use this same add-on. Select confirmed sources for company-only/blended courses; leave sources unchecked for AI-generated courses. Authorize processing your brief, draft context and selected sources.

Limits: 100 source pages, 10 active files, 10 MB per upload, and 100 MB including retained versions. Word/text pages are extraction segments. Scans need OCR before upload; verify tables yourself. Up to three build attempts per 24 hours protect processing capacity; failed builds do not consume successful-build allowances.

Choose Prepare outline for review. Generation pauses at an editable ten-chapter outline: review titles, outcomes, progression and chapter instructions, then choose Approve outline and build lessons. The same brief guides lessons and the questions used by both games. Generation runs in the background and saves checkpoints. Source conflicts, missing details, unsupported citations or failed quality checks block approval. Review supporting excerpts for company-grounded lessons and answers; supplemental general knowledge is labeled separately. Instructions cannot override source truth, screening or review. Changing a global brief requires a full draft rebuild; chapter-only updates retain the brief and objectives. Approved versions and assignments stay pinned. Retry uses the original brief and sources; discard an awaiting outline to revise the brief. After source changes, create a draft revision and regenerate the affected chapter or the full draft; existing assignments retain their source/content snapshot.

Course billing is separate from Team billing and other courses. At an add-on cancellation cutoff, generated-course learning, new assignments and AI updates pause. Company records and extracted source versions remain available for authorized export. The original uploaded file is discarded after extraction. Complimentary Team organizations still pay for this add-on.

1. Under Training paths, choose the topic source and employee outcomes, then create a draft. Private topics stay in the organization; requesting a public catalog topic uses the separate public topic-review process.
2. Open Course instructions, materials & billing to author manually or build from confirmed company sources. For an approved public topic, you can instead prepare its Classroom course and copy it into the draft through Review course content and questions.
3. Edit the draft's scope, prerequisites, exclusions, references, lessons, and question bank. Resolve source gaps before approval.
4. Review every chapter, required objective, answer, and explanation. AI-generated material still needs subject-matter review.
5. A different owner or admin reviews and approves the draft. A competence credential additionally requires a qualified review attestation and the cumulative mastery check.

Approved versions are locked. Use Create an editable revision for changes, review the new version, and assign it when appropriate. Existing assignments keep their assigned version. Retiring a path prevents new assignments without erasing historical evidence. Suggested topics are starting points for your review; they do not assign training automatically.

6. Assign training

Open Assignments, choose an approved path, then select an individual or enter a team role. Leaving both blank targets active non-owner members. Review the intended audience before submitting.

Set a due date and expected learning minutes. Expected time is a workload estimate, not an automatic timer or proof of learning. Learners open their assigned path from Your assignments. Use new assignments to introduce a newly approved curriculum version.

7. What your learners experience

The learning profile and placement check personalize teaching depth. Personal courses start once the outline and first chapter are ready, with later chapters prepared ahead. Assigned organization courses use the complete approved version. Learners pass chapters in order. Classroom and both games stay on the same chapter, so learners can study first or open its lesson during play.

A chapter passes with at least 80% on its questionnaire or 100 points in its chapter-scoped CluePoker or CluJack assessment. Questionnaire submissions show corrections and explanations; retries use alternative questions. A competence path also requires the cumulative check covering its reviewed outcomes. Training completion is not external accreditation or professional licensure.

8. Monitor progress and handle exceptions

Progress & reports shows assigned, started, overdue, completed, waived, and cancelled work, with chapter progress and team-role readiness. Export assignments as CSV when needed; owners/admins can also export credentials.

Use assignment actions for extensions, reassignment, cancellation, waivers, equivalent training, or accommodations. Record a reason and relevant evidence reference. Managers request exceptions; an owner/admin reviews them under Assignments → Exception requests before they take effect.

Objectives needing practice summarizes questionnaire evidence without showing managers each learner's answers. No questionnaire evidence means readiness is unknown. A waiver or accommodation is not automatically proof of mastery.

9. Configure reminders

Owners/admins use Settings → Reminder settings for due-soon notices, overdue escalation, time zone, quiet hours, and optional daily digests. Quiet hours use 0–23; enter both boundaries or leave both blank.

Scheduled reminders depend on the service's email and scheduling setup. If expected messages do not arrive, check the recipient and settings, then contact platform support. Resending invitations is available separately. Email delivery never marks training complete.

10. Credentials and renewal training

Owners/admins issue company credentials from completed assignments in Progress & reports. Share the verification link when appropriate. Private company course credentials require sign-in by the recipient or authorized organization management; they do not publish company details. Revoking a credential changes its verification status; it does not erase the training history.

Set the renewal period on a path. When renewal processing is enabled, learners receive a fresh renewal course based on the assigned reviewed version. Assign a newly approved revision when the required curriculum changes. Completion credentials record completed training; competence credentials additionally depend on the reviewed scope and mastery requirements.

11. Protect records and manage access

Use organization permissions carefully and keep exported reports private. Organization evidence is retained separately from personal-course cleanup. Avoid entering sensitive personal or health details into goal descriptions and exception notes.

An owner can suspend organization access under Settings and resume it from the organizations list. Suspension is an access control: manage subscription renewal separately in Billing. Removed members and suspended workspaces lose workspace access; stored records remain subject to the applicable retention policy.

Common questions