Assign a module organizer

Assign primary and secondary responsible staff to planned modules with the Available Organizers dialog, workload allocation, scope warnings, and conflict resolution.

A module organizer is the staff member responsible for running a planned module. Organizers are assigned per module in planning views and control who can access connected courses when visibility is set to Organizers Only. Assigning organizers turns a term placement into an owned offering: someone is accountable for delivery, workload is recorded, and quota monitoring has people to measure.

This page focuses on the Available Organizers dialog, workload rules, conflicting assignments, and how organizer roles interact with course visibility. For placing modules into terms first, see Module planning.

Why it matters

Institutions need a clear owner for each planned unit of study. Without organizers:

Course access cannot be limited to the people actually running the module.
Teaching-load and quota calculations lack allocated time per person.
Coordinators cannot see who is primary vs. covering as secondary.
Bulk planning tools may leave conflicting workload settings unresolved.

Organizer assignment is therefore both an access decision and a capacity decision. Treat it as part of academic operations, not only as a name on a row.

How it fits

Organizers attach to modules that already exist in the module catalog and appear in planning because of a curriculum on a study program or cohort. Terms from Chronology scope the workload period. Allocations feed Planning monitoring. Staff themselves are managed in User Management.

What an organizer does

Acts as the primary or secondary responsible person for a module
Receives a workload allocation (percentage or time units) for the module
May get course-layer access when a connected course has Organizers Only visibility
Appears in quota and monitoring calculations when quotas are configured

Role	Typical use
Primary Responsible	Main owner for the offering — first point of contact for planning and course access
Secondary Responsible	Co-teachers, deputies, or shared-load colleagues on the same planned module

Before you start

The module should already be visible in a planning view (institution, program, or cohort). Place it into a term if you have not already — see Module planning.
Know whether you are allocating by percentage, allocated time, or leaving both at zero for free allocation (see steps below).
If your institution uses scopes and quotas, understand that Scope exceeded warnings compare assigned load to configured capacity for the selected term.

Open the Available Organizers dialog

You can assign organizers from:

Institution-wide planning — OrgHub → Management → Planning → Module Planning
Program-level planning — open a study program version and select Module Planning
Cohort-level planning — open a cohort and select Module Planning

In the planning table, locate the module and select Select available organizers (or open the organizers column for that module row).

Assign organizers

Open the Available Organizers dialog for the module.

Select Add Organizer and search for the staff member.

Assign a role — Primary Responsible or Secondary Responsible.

Set Allocated Time or percentage for each organizer. When percentage and allocated time are both zero, organizers can be freely allocated any amount of time.

Review Scope exceeded warnings if an organizer’s total assigned workload exceeds their configured scope for the selected term.

Save the organizer assignments.

Resolve conflicting organizer assignments

When assigning organizers across multiple modules at once (for example in SmartPlan), Fuxam may detect conflicting organizer assignments — the same person has different workload settings on different modules.

When prompted with Conflicting Organizer Assignments, review each affected organizer.

For each organizer, choose which module assignment should be the source of truth for all selected modules.

Select Apply Selection to resolve conflicts and continue.

Organizer visibility

Assigned organizers affect course access based on the module’s Visibility setting in course planning:

Organizers Only — only assigned organizers get course layer access
Bookable / Full Access — students may also access the course according to the visibility rule

Organizers are listed in the planning table’s Organizers column for each module.

Best practices

Name a primary before adding many secondaries — clarity of ownership reduces later conflict prompts and access confusion.
Use secondary roles for genuine shared delivery — not as a substitute for fixing an overloaded primary’s scope.
Align allocations with appointment time — over-allocation errors appear when assigned time exceeds the module’s appointment time units; plan appointments and allocations together when possible.
Revisit organizers when terms change — moving a module to another semester may change who has capacity; re-check scope warnings for the new term.
After bulk changes, open Monitoring — confirm that Planning monitoring still meets targets for the affected programs.

Common pitfalls

Issue	What it usually means	What to do
Cannot find a staff member in search	User not in the institution directory or wrong spelling	Confirm the person exists in User Management
Scope exceeded on save	Total assigned load above configured scope for the term	Reduce allocations or redistribute; you may still save, but treat as capacity risk
Over-allocation error	Sum of allocated time exceeds module appointment time units	Lower Allocated Time values before saving
Conflict dialog on bulk assign	Same person has different workload settings across selected modules	Choose one source-of-truth assignment, then Apply Selection
Staff missing from a restricted course	Visibility is Organizers Only and they are not assigned	Add them as primary or secondary organizer

FAQ

Can a module have more than one primary organizer?

The dialog assigns a role of Primary Responsible or Secondary Responsible per person. Use one clear primary owner in normal workflows; add secondaries for shared teaching or coverage. If your process requires multiple owners with equal weight, document that convention and keep allocations explicit.

What happens if percentage and allocated time are both zero?

Organizers can be freely allocated any amount of time. Use that when you need the name on the module without locking a fixed share yet — then return to set concrete allocations before quota reporting deadlines.

Do scope warnings block saving?

No. Scope exceeded warnings are informational. You can still save. Hard blockers include over-allocation against the module’s appointment time units — reduce allocations in that case before saving.

Module planning

Plan which modules run in which terms before assigning organizers.

Planning monitoring

Review quota allocation and organizer workload across programs.

Study programs and cohorts

Configure cohorts and curricula that supply the modules you plan.

Modules

Module catalog and versions behind planned offerings.