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How to Use the Predefined User Roles

When you collaborate with a team of individuals (agencies, freelancers, instructors, developers, designers, marketers, etc.) to build or manage your LearnWorlds school, you will need to assign different user roles based on each person's responsibilities within your school. With predefined user roles, you can maintain full control over their access to your school.

You can manage the users' hierarchy in order to set up your team's administrative and resource access to your school by: 

Role Levels

We offer various access levels to help you better organize and categorize the user's accessibility to your school. There are 4 main user role levels that segment your users in a more organized way:

  • 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

For your convenience, we have created predefined roles based on the most common needs of school creators for each user level. To find the pre-defined roles go to Users All Users  User 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.

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.

The Admin role is a system role hence cannot be deleted or edited. It has, by default, all the permissions of the system and access to all data, so you can only create a new one based on this, Compare and Simulate.

Here are all the Predefined User Roles per level:


  • 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.


  • 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.


  • 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.


  • 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.

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