When working with a team (agencies, freelancers, instructors, developers, designers, marketers, etc.) to manage your LearnWorlds school, assigning appropriate user roles is essential. By using predefined and custom roles, you can ensure team members have the right level of access, maintaining security and efficiency.
You can manage the users' hierarchy in order to set up your team's administrative and resource access to your school by:
- Assigning Predefined roles that offer a clear framework for managing responsibilities
- Creating Custom User Roles that allow you to tailor permissions to specific needs.
In this article, we will learn how predefined and custom roles work, the hierarchy and levels of user roles, and the specific permissions tied to each predefined role.
Examples/Use Cases
Delegate Website Design: Assign a "Website Designer" role to a freelancer for website updates without exposing course content or financial settings.
Streamline Financial Management: Grant the "Financial Manager" role to your accountant to manage sales and subscriptions securely.
Efficient Marketing: Enable the "Marketer" role for a team member focused on promotional strategies and analytics.
Course Management: Assign "Instructor" or "Assistant Instructor" roles to manage course creation or assist in grading.
Community Building: Empower a "Community Manager" to organize and moderate your platform's community spaces.
Role Levels
LearnWorlds organizes roles into four main levels, each catering to specific team functions:
- 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.
You can find more information on managing the User Roles and Permissions in this article.
Each access level (Administrative, Instructional, Reporting, Management) grants access to different permissions and data. So each role has different permissions and will have access to different parts and data of the platform.
Predefined Roles
Predefined roles are designed to meet common needs and save time. They are categorized by user role level, and while their core attributes cannot be deleted or changed, permissions can be customized. To find the pre-defined roles go to Users → All Users → User Roles.
Hover over each predefined role to Edit, Create a new role based on the predefined one, Compare roles, Simulate the role access, to Reset to the original predefined roles.
Predefined roles cannot be deleted, and their role level cannot change, but you can edit them and modify (add/ remove) the pre-selected permissions and reset them to the original permissions.Predefined User Roles by Level
Administrative
- Admin: Grant Admins full access to the system.
- Developer: Enable Developers to build your website, add custom code, and set up the API, integrations, and webhooks without accessing the course contents, price, and general settings.
- Website designer: Give Web Designers the tools they need to build your website without accessing the course contents, price, and general settings.
- Mobile Manager: Enable Mobile Managers to finalize the setup of your mobile apps.
- Marketer: Give Marketers the tools they need to manage your marketing and sales strategy, such as coupons, plan promotions, bundles, affiliates, leads, sales, analytics, etc.
- Customer support: Enable the Support Team to quickly resolve any issues by viewing what your customers see (Login as a user), managing your users, and accessing the activity log
- Financial manager: Enable the Accounting Team to manage sales, subscriptions, invoice settings, and financial settings. Grant them access to view users and sales analytics.
- Affiliate manager: Enable Affiliate Managers to manage the affiliates by creating affiliates, managing affiliate settings, approving affiliate payments, etc.
- Community manager: Enable community managers to organize your community structure in spaces and collections and moderate community content.
Instructional
- Course creator: Upgrade an Instructor to a Course Creator and grant them special permissions to create, manage, and publish their courses.
- Instructor: Enable Instructors to manage courses assigned to them without being able to create new courses.
- Assistant instructor: Enable Assistant Instructors to review assignments and grade the courses assigned to them.
Reporting
- Segment manager: Enable Segment Managers to review the progress and manage the Gradebook and certifications of the users of a specific segment assigned to them.
- Segment reporter: Enable Segment Reporters to review the progress of the users of a specific segment assigned to them.
Manager
- Seat manager: Enable seat managers to manage their seats and/or user groups.
- User Group Manager: Enable user group managers to manage their groups and/or seats and assign users to them.
- Community space manager: Enable users to moderate community spaces.