General overview: User roles

Workplace structures often require different levels of access and permissions depending on each team member’s responsibilities. In LearnWorlds, you can assign predefined or custom user roles to control which areas of your school users can access and manage. This helps protect sensitive data, simplify workflows, and ensure each user only sees the tools relevant to their role.

What are user roles?

User roles are permission sets that define which areas and features of the LearnWorlds platform a user can access. Every user account must have a role assigned to determine their level of access within your school.

User roles help you organize your team efficiently and securely by limiting or granting access based on responsibilities.

For example:

• Designers or copywriters can access only website or course pages
• Seat Managers can monitor the progress of their assigned users
• Instructor assistants can be limited to grading assignments
• Finance teams can access only billing-related areas
• Support teams can log into users’ accounts to troubleshoot issues

This allows admins (or users with the Manage User Roles and Manage Users permissions enabled) to create and assign tailored permission sets according to each user’s responsibilities.

The affiliates do not count as separate roles (system-wise). It is an extra option added to a user account for the system to start generating commission according to the Affiliate Management Settings. 

Role levels

LearnWorlds currently supports five main role levels:

• User role level (Learner)
• Administrative role level → An admin in LearnWorlds is a user role with access to the admin dashboard who can manage the school, including creating courses, enrolling students, and configuring settings. Admins have elevated permissions compared to regular users, enabling them to oversee and maintain the platform's operations efficiently.
• Instructional role level → An instructor in LearnWorlds is a user role with permissions to create, and manage courses, including uploading content and interacting with students in their assigned courses. They can be assigned by an admin and have access to various tools for course creation and student engagement.
• Reporting role level → A reporter in LearnWorlds is a user role that allows access to reporting and analytics features, enabling them to view and generate detailed reports about course performance, user engagement, and other key metrics. This role does not grant any administrative or content creation permissions, focusing solely on data and performance insights.
• Management role level → A manager in the context of LearnWorlds is a role assigned to oversee and administer specific aspects of creating and managing user groups, seat allocation, or managing community, ensuring efficient operation and engagement.

Multiple schools roles

With Multiple Schools, we offer an additional layer of access for admins in an organization:

Organization owner: The admin who creates the first school of the organization (a cluster of schools).

• Creates/Clones/Deletes Schools 
• Creates Super Admins (with specific permissions)

Super admin: A user created by the organization owner with specific permissions within the organization and at least one assigned school. A Super Admin, is simultaneously the LearnWorlds Admin of the individual schools that are assigned to, meaning they have full authoring access to their assigned schools.

• Sees their assigned schools in the Multiple Schools Dashboard.
• Creates/Clones/Deletes schools (if they have the specific permissions)

Find more about the differences between Organization owners and Super admins in this article.

Predefined roles 

There is a list of predefined roles for each role level (Administrative, Instructional, Reporting, Seat, and User Groups), and you can also create new custom roles. For more information on the available predefined roles, you can check this article. 

Each predefined role has a different set of permissions enabled, which can be further edited when hovering over the selected role. 

The User Roles include, by default, a system role, which is the role of the Admin, and some predefined roles (e.g., Website Designer). Predefined roles are created based on the most common needs of school creators.

The Admin role cannot be deleted or further modified, as it includes all the system's permissions and has access to all the school's data by default. 

The predefined roles cannot be deleted, or their role level alternated; still, any user in your school with an administrative role assigned (and the "Manage User Roles" permission enabled) can modify the selected permissions by adding or removing them. You can also reset the original permissions to the predefined state if you wish. 

Permissions per role level 

Permissions determine which platform areas a role can access and manage. Each permission represents a grouped set of related features that cannot be separated individually.

For example, a Course Creator role may have access to:

• Courses
• Learning Activities
• Course Management

But may not have access to:

• Site Builder
• Mobile App
• School Settings

As a result, users only see the areas relevant to their assigned role.

Custom roles

In addition to predefined roles, you can create fully custom roles tailored to your needs. To create a custom role, click Create a custom role:

 and select the following:

a. Role 

b. Permissions

For more information on how to create user roles, click here.  

How to assign user roles 

Once a role is created, you can assign it to users through User Management. You can do that while:

a. Creating a new user

b. Managing an existing user

For more information on how to assign user roles, click here. 

How to create an administrative role

You can either use the predefined administrative roles to assign to your users or create a custom role with custom permissions. For more information on how to create and assign those roles, you can check our article here.  

How to create an instructional role

You can either use the predefined instructional roles to assign to your users or create a custom role with custom permissions. For more information on how to create and assign those roles, you can check our article here.  

How to create a seat manager role

The Seat Manager will be able to bulk import and enroll users to a seat offering, manage the available seats, manage their enrollments, and monitor their progress without accessing any other aspects of your school. We provide one predefined Seat Manager role; however, it is also feasible to create a custom Seat Management role, as shown here.

How to create a user group manager Rrole

You can create a User Group Manager Role, with extended management permissions and assign a user group to them. They can manage the product they are assigned to, which consists of a group of students and maybe courses. You can find out more on how to create and assign a User group manager, here. 

How to create a community space manager role

Community Space managers are able to View/Edit/Post/Delete posts in their assigned spaces within the school's Community. You can find out more on how to create and assign a Community Space Manager, here.

How to create a reporting role

You can either use the predefined reporting roles to assign to your users or create a custom role with custom permissions. For more information on how to create and assign those roles, you can check our article here.  

The reporting role can be of great use when you are selling B2B, so your clients can view a specific user segment on the Report Tools relevant to their user group.

License reporter

License Reporters are a special type of reporting access associated with licenses. Unlike standard user roles, they cannot be freely created or assigned through User Management and are instead assigned through the Licenses area. Find more information in the License Reporter section here.

Compare roles and simulate

You can compare the permissions that are allowed in each predefined (or created custom role) by navigating to the Compare tab.

You can also see the aspects of the platform that the specific role can see without seeing the actual data, by clicking on Simulate.

How to login as a user

If a user is having technical issues with a course and has reached out to you for a solution to their problem, you can use the setting of "Login as a User" to troubleshoot further and replicate their aforementioned case. For more information on how to use this feature, you can click here. 

Availability per plan

The differences between the available features per plan are the following: 

• The "Login to Student's Account" feature is available for roles with this specific permission enabled.
• Trial Accounts can only create one more custom role (either administrative or instructional level) and can assign one custom role to an existing user.