{"id":21093,"date":"2026-07-06T15:15:20","date_gmt":"2026-07-06T20:15:20","guid":{"rendered":"https:\/\/securedb.io\/kb\/?p=21093"},"modified":"2026-07-06T15:15:20","modified_gmt":"2026-07-06T20:15:20","slug":"virtual-users-and-external-facilitators-in-leadership-compass","status":"publish","type":"post","link":"https:\/\/securedb.io\/kb\/?p=21093","title":{"rendered":"Virtual Users and External Facilitators in Leadership Compass"},"content":{"rendered":"\n<p>Leadership Compass can include people who support the program without being regular participants in the organization.<\/p>\n\n\n\n<p>This is especially useful for external facilitators, consultants, coaches, or support partners who need access to a cohort but are not completing the Leadership Compass process themselves.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What is a virtual user?<\/h2>\n\n\n\n<p>A virtual user is a user record that can be used for support or access purposes without treating that person as a standard participant.<\/p>\n\n\n\n<p>Virtual users may be used for people such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>external facilitators<\/li>\n\n\n\n<li>leadership consultants<\/li>\n\n\n\n<li>executive coaches<\/li>\n\n\n\n<li>certified facilitators<\/li>\n\n\n\n<li>implementation partners<\/li>\n\n\n\n<li>support staff<\/li>\n\n\n\n<li>temporary program collaborators<\/li>\n<\/ul>\n\n\n\n<p>The exact setup may vary by organization, but the goal is the same: give the right person the access they need without confusing them with a paid participant.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Why virtual users matter<\/h2>\n\n\n\n<p>Leadership Compass includes different types of users.<\/p>\n\n\n\n<p>Some people complete the program. Others support the people completing the program.<\/p>\n\n\n\n<p>Virtual users help keep those roles separate.<\/p>\n\n\n\n<p>They can help prevent issues such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>external facilitators being counted as participants<\/li>\n\n\n\n<li>consultants being added as regular employees<\/li>\n\n\n\n<li>support users seeing too much information<\/li>\n\n\n\n<li>cohort access being assigned too broadly<\/li>\n\n\n\n<li>pricing being affected by non-participant users<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What is an external facilitator?<\/h2>\n\n\n\n<p>An external facilitator is someone outside the organization who supports Leadership Compass.<\/p>\n\n\n\n<p>They may help with:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>guiding participants through reflection<\/li>\n\n\n\n<li>reviewing reflection cards<\/li>\n\n\n\n<li>providing feedback<\/li>\n\n\n\n<li>supporting check-ins<\/li>\n\n\n\n<li>helping participants prepare their guide<\/li>\n\n\n\n<li>coaching participants after completion<\/li>\n<\/ul>\n\n\n\n<p>External facilitators may work with one cohort or several cohorts.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Are external facilitators counted as participants?<\/h2>\n\n\n\n<p>Not usually.<\/p>\n\n\n\n<p>A Facilitator is a support role. A Participant is someone completing the Leadership Compass pillar workflow and building a personal Leadership Compass Guide.<\/p>\n\n\n\n<p>An external facilitator should only count as a participant if they are also completing the participant workflow.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When should we use a virtual user?<\/h2>\n\n\n\n<p>A virtual user may be useful when someone needs access to Leadership Compass but should not be treated as a standard organization member or paid participant.<\/p>\n\n\n\n<p>Common examples include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>an outside consultant supporting one cohort<\/li>\n\n\n\n<li>a certified facilitator helping several cohorts<\/li>\n\n\n\n<li>a temporary coach supporting a leadership development program<\/li>\n\n\n\n<li>a Performance Scoring partner helping with implementation<\/li>\n\n\n\n<li>a facilitator who does not need access to the rest of the app<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What can a virtual facilitator see?<\/h2>\n\n\n\n<p>A virtual facilitator should only see what they are assigned to support.<\/p>\n\n\n\n<p>Depending on the setup, they may see:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>assigned cohorts<\/li>\n\n\n\n<li>assigned participants<\/li>\n\n\n\n<li>participant progress<\/li>\n\n\n\n<li>reflection cards<\/li>\n\n\n\n<li>facilitator feedback tools<\/li>\n\n\n\n<li>check-in requests<\/li>\n\n\n\n<li>participant messages<\/li>\n<\/ul>\n\n\n\n<p>They should not automatically see:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>every cohort in the organization<\/li>\n\n\n\n<li>every participant<\/li>\n\n\n\n<li>organization-wide settings<\/li>\n\n\n\n<li>leader-only views<\/li>\n\n\n\n<li>admin-only configuration<\/li>\n\n\n\n<li>private content outside their assignment<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">How access should be scoped<\/h2>\n\n\n\n<p>External facilitator access should be limited to the support relationship.<\/p>\n\n\n\n<p>That means access should be scoped by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>organization<\/li>\n\n\n\n<li>cohort<\/li>\n\n\n\n<li>role<\/li>\n\n\n\n<li>participant assignment<\/li>\n\n\n\n<li>facilitator assignment<\/li>\n<\/ul>\n\n\n\n<p>Scoped access helps protect participant privacy and keeps the facilitator\u2019s dashboard focused.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Internal facilitator vs external facilitator<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Internal facilitator<\/h3>\n\n\n\n<p>An internal facilitator is usually part of the organization.<\/p>\n\n\n\n<p>Examples include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>HR partner<\/li>\n\n\n\n<li>learning and development staff<\/li>\n\n\n\n<li>internal coach<\/li>\n\n\n\n<li>senior leader<\/li>\n\n\n\n<li>culture or talent team member<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">External facilitator<\/h3>\n\n\n\n<p>An external facilitator is outside the organization.<\/p>\n\n\n\n<p>Examples include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>consultant<\/li>\n\n\n\n<li>certified facilitator<\/li>\n\n\n\n<li>executive coach<\/li>\n\n\n\n<li>implementation partner<\/li>\n\n\n\n<li>outside trainer<\/li>\n<\/ul>\n\n\n\n<p>Both types may support participants, but external facilitators usually require more careful access scoping.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Can a virtual user have more than one role?<\/h2>\n\n\n\n<p>Yes, depending on your organization\u2019s setup.<\/p>\n\n\n\n<p>For example, a virtual user could be:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>a Facilitator in one cohort<\/li>\n\n\n\n<li>a Facilitator in several cohorts<\/li>\n\n\n\n<li>a support user for implementation<\/li>\n\n\n\n<li>a consultant connected to a specific organization<\/li>\n<\/ul>\n\n\n\n<p>A virtual user should not be assigned as a Participant unless they are actually completing Leadership Compass.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Can an external facilitator support multiple cohorts?<\/h2>\n\n\n\n<p>Yes.<\/p>\n\n\n\n<p>An external facilitator may support multiple cohorts if assigned to each one.<\/p>\n\n\n\n<p>For example:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Executive Team Cohort<\/li>\n\n\n\n<li>New Manager Cohort<\/li>\n\n\n\n<li>Emerging Leaders Cohort<\/li>\n<\/ul>\n\n\n\n<p>Each assignment should be intentional and reviewed for privacy.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What should Champions check before adding an external facilitator?<\/h2>\n\n\n\n<p>Before adding an external facilitator, confirm:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>the person needs access<\/li>\n\n\n\n<li>the person has the right user record<\/li>\n\n\n\n<li>the person is assigned as a Facilitator, not accidentally as a Participant<\/li>\n\n\n\n<li>the correct cohorts are assigned<\/li>\n\n\n\n<li>participant visibility is scoped appropriately<\/li>\n\n\n\n<li>check-in and messaging workflows are configured<\/li>\n\n\n\n<li>the facilitator understands what they can and cannot see<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What should external facilitators know?<\/h2>\n\n\n\n<p>External facilitators should understand:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>they are supporting participant growth<\/li>\n\n\n\n<li>the participant\u2019s voice should remain the final word<\/li>\n\n\n\n<li>reflections may be personal and should be handled carefully<\/li>\n\n\n\n<li>private notes should still be professional<\/li>\n\n\n\n<li>visible feedback should help participants refine their thinking<\/li>\n\n\n\n<li>access is limited to assigned cohorts or participants<\/li>\n\n\n\n<li>they should not share participant content outside the agreed process<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Privacy expectations<\/h2>\n\n\n\n<p>Leadership Compass includes personal reflection and leadership development content.<\/p>\n\n\n\n<p>External facilitators should treat all participant content as confidential within the organization\u2019s program expectations.<\/p>\n\n\n\n<p>They should not:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>export participant content without permission<\/li>\n\n\n\n<li>share reflections outside the cohort support process<\/li>\n\n\n\n<li>access participants they are not assigned to support<\/li>\n\n\n\n<li>use participant reflections for unrelated work<\/li>\n\n\n\n<li>pressure participants to share their final guide<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Pricing and virtual users<\/h2>\n\n\n\n<p>Virtual users are often used to avoid treating support roles as paid participants.<\/p>\n\n\n\n<p>In general:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Participants complete the pillar workflow and may count toward pricing.<\/li>\n\n\n\n<li>Leaders support participants and usually do not count as paid participants.<\/li>\n\n\n\n<li>Facilitators support participants and usually do not count as paid participants.<\/li>\n\n\n\n<li>Virtual users may support access without being counted as standard participants.<\/li>\n<\/ul>\n\n\n\n<p>If someone is both a facilitator and a participant, they may count as a participant for the cohort where they complete the workflow.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common setup examples<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">External coach supporting one cohort<\/h3>\n\n\n\n<p>A company hires an outside coach to facilitate one executive cohort.<\/p>\n\n\n\n<p>The coach is added as a virtual user and assigned as Facilitator for that cohort only.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Consultant supporting multiple cohorts<\/h3>\n\n\n\n<p>A consulting partner supports several leadership cohorts.<\/p>\n\n\n\n<p>The consultant is assigned as Facilitator for each cohort they support.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Internal HR partner<\/h3>\n\n\n\n<p>An HR partner works inside the organization and supports participants as an internal Facilitator.<\/p>\n\n\n\n<p>They may not need a virtual user if they already have a regular user account.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Implementation support<\/h3>\n\n\n\n<p>A Performance Scoring partner helps configure or troubleshoot Leadership Compass.<\/p>\n\n\n\n<p>They may receive temporary access depending on the organization\u2019s setup and support needs.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Common questions<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Should an external facilitator be added as a participant?<\/h3>\n\n\n\n<p>No, not unless they are completing the Leadership Compass workflow themselves.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Can a virtual user log in?<\/h3>\n\n\n\n<p>This depends on your organization\u2019s setup. Some virtual users may have login access, while others may exist for assignment or support purposes.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Can a virtual facilitator see every participant?<\/h3>\n\n\n\n<p>They should only see the participants or cohorts they are assigned to support.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Are virtual users free?<\/h3>\n\n\n\n<p>Virtual users are generally support roles, but pricing depends on your organization\u2019s agreement and setup.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Can a facilitator also complete Leadership Compass?<\/h3>\n\n\n\n<p>Yes. If they complete the participant workflow, they should also be assigned as a Participant for that cohort or another cohort.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Can we remove an external facilitator later?<\/h3>\n\n\n\n<p>Yes. When removing or changing a facilitator, confirm whether they should retain any historical access or lose access immediately.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Troubleshooting<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">The facilitator cannot see the cohort.<\/h3>\n\n\n\n<p>Confirm that the facilitator has been assigned to the cohort and has the Facilitator role.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The facilitator sees too much.<\/h3>\n\n\n\n<p>Review role assignments and cohort scope. The facilitator may have broad access or may be assigned to more cohorts than intended.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">The facilitator appears as a participant.<\/h3>\n\n\n\n<p>Check the user\u2019s cohort role. They may have been accidentally assigned as a Participant.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Pricing looks wrong.<\/h3>\n\n\n\n<p>Confirm that support roles were not accidentally added as Participants.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Participants cannot message the facilitator.<\/h3>\n\n\n\n<p>Confirm that the facilitator is assigned and that the messaging\/check-in workflow is enabled.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Best practices<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use virtual users for outside support roles when appropriate.<\/li>\n\n\n\n<li>Assign external facilitators only to the cohorts they support.<\/li>\n\n\n\n<li>Avoid assigning external facilitators as Participants unless they are completing the workflow.<\/li>\n\n\n\n<li>Review facilitator access before launching the cohort.<\/li>\n\n\n\n<li>Remove or update access when the engagement ends.<\/li>\n\n\n\n<li>Keep participant privacy central.<\/li>\n\n\n\n<li>Make sure facilitators understand their role and boundaries.<\/li>\n<\/ul>\n\n\n\n<p>Virtual users and external facilitator assignments help organizations bring in the right support while keeping Leadership Compass access clear, scoped, and respectful of participant privacy.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Leadership Compass can include people who support the program without being regular participants in the organization. This is especially useful for external facilitators, consultants, coaches, or support partners who need [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":21094,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_helpful_status":1,"footnotes":""},"categories":[202],"tags":[206,131,203],"class_list":["post-21093","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-leadership-compass","tag-facilitators","tag-guests","tag-leadership-compass"],"wps_subtitle":"Leadership Compass can include people who support the program without being regular participants in the organization.","_links":{"self":[{"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/posts\/21093","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=21093"}],"version-history":[{"count":2,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/posts\/21093\/revisions"}],"predecessor-version":[{"id":21096,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/posts\/21093\/revisions\/21096"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=\/wp\/v2\/media\/21094"}],"wp:attachment":[{"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=21093"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=21093"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/securedb.io\/kb\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=21093"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}