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Add Participants: Using Toolkits to add users to your Sakai site

In Sakai, Toolkits allows you to add participants to your course or project site who are not in an official course roster. This includes people with a Duke NetID and visitors.

Click here for information about how to add an official course roster to your site.

To change the role of a participant, refer to this FAQ.

Plus, Toolkits is an easy way to add a group of participants to multiple applications you use.  Once you add members and set their roles to a community in Toolkits, those members and their permissions are duplicated across all applications you open up to the community. This means, for example, you can add a visitor to your Sakai site and also grant him or her access to the course’s WordPress site and shared WebFiles at the same time. For more information about using Toolkits for other applications, see Toolkits help pages (you’ll need to login with your netID).

Two  short video clips for official instructors and teaching assistants or staff members, and the directions below explain how to use Toolkits.

Directions for adding new participants

To add a new user to a Sakai course or project site, log in to, go to the site you want to add users to, enter Site Info and choose Add Participants.

Course sites

The process of creating an initial participant list is automated, but it will take a minute for the Toolkit for the course site to load.

Project sites

You will need to first choose a name for the Toolkits community and then hit Create.

Course sites and project sites

When the Toolkits creation process is complete, you have two options to add new site participants.


1. Add a Participant, both Duke and non-Duke users.

To add a participant to your site, search for them by name using either the firstname and lastname, NetID, or email address. When the results come back, choose the button next to the correct participant.

Use the drop-down menu to choose the role of the user in your site. The names of the roles are different in Toolkits than in Sakai. Use the table below for reference:

Course Sites

Project Sites

 Toolkits Role  Sakai Equivalent   Toolkits Role  Sakai Equivalent
 Manager  Instructor  Admin  Maintain
 Mentor  Teaching Assistant  Contributor  Access
 Auditor  Student  Visitor  Visitor
 Developer  Course Builder
 Visitor  Visitor


TIP: The visitor role is mainly read-only access and is usually the most appropriate when inviting a guest to join your site. The instructor may fine-tune the permission settings in most tools.

Once you’ve found the user and chosen a role for them, scroll down and find and click the Add button.

Adding non-Duke users

If your guest already has a Duke Guest account you will be able to select their name from the search results and simply choose their role in your site.  To finish the process, click the Add button below.

If your search provides no results, you may invite the guest participant to create an account at Duke.  In the email box, type the email of the person you would like to add as a guest and click send.


The guest will receive an invitation via email from with the subject “An Invitation to Create a Duke OneLink Account”.  The instructor or site owner also receives a copy of this invitation as a confirmation the invitation has been sent.  Once the registration process is complete, guests should contact the site owner with their account details, such as the name and email address they used to create the account.

NOTE: It can take up to 1 business day to validate a new guest account created through OneLink.

Guests can log in using their Duke Guest account at using the Visitor Guest Access option at the bottom of the normal log in page to access Sakai. Here are instructions for guests activating an account.

3. Batch add users

If you have a large number of participants to add who will all be assigned the same role, you can use batch add. Type the NetIDs one per line. Select a role and click Add.


NOTE:  In order for guests to be included in the batch, their account must be already created through Duke OneLink.

Once you have added new participants in Toolkits, you should see their names and roles listed on the main screen. Participants who were imported from the course roster (from the official Student Information System, aka SIS) will also appear here and have Sakai role names (like instructor or student) instead of Toolkits role names (like Manager or Auditor). These are equivalent roles and will be displayed correctly in your Sakai participants list. Any applications you add with Toolkits will now include the users you have added. Each member will be given access to different tools with a role that is appropriate for that tool. (For more information about the roles in other tools, see the Toolkits help pages (you’ll need to login with your netID).

Once you are satisfied with the new participant list, you can hit the “Tool Home” button at the top of the Site Info tool to return to the main screen of the tool.

Tool_Home button

Scrolling down to the participants list, you can view the new participants in your site.



Why isn’t Toolkits working?

By default, only the official instructor of a course can use Toolkits to add participants. However, it is possible to choose a delegate to set up and use Toolkits for their courses. The instructor should log in to Toolkits directly. On the Dashboard page there is a request form for assigning a delegate.

NOTE: The easiest way to edit the roles of participants in Sakai is through the participants list rather than Toolkits. The list of users in Toolkits and the participant list in Sakai do not need to be exactly the same.

If you use Toolkits to manage users in another systems (like a WordPress site), then you should update roles using Toolkits if you want those edits be valid in both places.

NOTE: When a Toolkit is created for a project site for the first time, it can take several minutes before you can successfully use Add Participants again.

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This entry was posted on Wednesday, February 8th, 2012 at 12:25 pm and is filed under Course Site Administration, General Questions, Guides, Project Site Administration, Tool Guides. You can follow any responses to this entry through the RSS 2.0 feed. Both comments and pings are currently closed.

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