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How to Create Custom User Roles

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The User Roles function will help you to split your school's assignments into your workforce easily. User Roles are permission sets controlling access to multiple sections and features within your LearnWorlds school. 

We provide four available Role levels  (Administrative, Instructional, Reporting, and User Group & Seat management). Besides the option to create a new user role from scratch, you can use our Predefined ones. 

How to Create User Roles

There are three different ways to create a new user role:

1. Navigate to Users → Collaborator → Create a custom role

2. Navigate to Users → Collaborator →  Manage Roles → Create a new role or hover over a predefined or custom role, and create one based on the specific role.

As soon as you create the new role, you have the ability to:

1. Add the Role name.

2. Add the Role Description.

3. Choose the role you wish to start from (predefined or custom one).

4. Choose the permissions.

You can create, edit, simulate, and compare the User Roles on the Manage Roles page. The Predefined Roles cannot be deleted but can be edited and updated. Hover over each role to edit, create a new role based on this, compare, simulate, and reset to the original.  In case you hover over the custom-created Roles you can edit, create a new one based on this, compare, simulate, and delete them.

Available Options of the Predefined Role:

Available options of the Custom Roles:

You also have the option to create custom roles based on other already existing roles. For example, you might want to create a community manager that also has admin/instructor permissions. In order to do this, you can choose to edit a role and activate more permissions, e.g. you can have a community manager with courses and site builder permissions.

  • In the Admin role, you can only create a new one based on this, Compare and Simulate.
  • If a user has been assigned a custom role, you cannot entirely delete the role. You will first need to re-assign the user to another role


The Compare section will help you better control and organize the custom and predefined roles by checking their available permissions. On the Compare page, you can also edit each role if needed.


By choosing the Simulate option, you can see the aspects of the platform that the specific role has access to without having access to the actual data (the data that are related to the assigned permissions in the specific role, such as the specific courses which are assigned to the role). 

The final step is to assign a role to a user according to the instructions outlined in our relevant guide: How to Assign User Roles

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