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How to Educate your Team about LearnWorlds

This article can help introduce your team to LearnWorlds and present some of the main features and tools of your school's plan to make their journey easier and less time-consuming.  

Roles and Permissions

Before continuing to the most technical aspects of LearnWorlds, It is helpful to understand the different User Roles. There are four Roles Levels to structure your team’s hierarchy: 

Administrative RolesInstructional RolesReporting RolesSeat Management Roles
Admin, Developer, Website Designer, Mobile Manager, Marketer, Customer Support, Financial Manager, Affiliate ManagerCourse Creator, Instructor,
Assistant Instructor
Segment Reporter,
Segment Manager

Seat manager

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

Pro Trainer
Learning Center
High Volume
1 Admin
5 Admins/Instructors
25 Administrative /Instructional/ Reporting
200 Administrative/  Instructional / Reporting 
Seat Managers
5200 Seat Managers

In LearnWorlds' schools, there is at least one admin account. Having Instructors, Reporters, or Seat Managers is optional and available based on the LearnWorlds plan.

User role level (Learner)

Administrative role level → Have full access to all or some areas of the platform.

Instructional role level → Have access to specific platform areas but limit the displayed data only to those related to the selected courses.

Reporting role level → Have access to specific platform areas but limits the displayed data only to those related to the selected reporting segments.

Seat Manager role level → Have access to specific areas of the platform but limit the displayed data only to those related to the seat management system.

Only the Learnworlds admin account can log in to the LearnWorlds school from the account page; all the other user roles can log in from the sign-in form of your school.

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)

You can find out more about the differences between Organization owners and Super admins in this article

Create the Website - Site Builder

You can confidently create a successful and beautiful website easily, with no coding or designing skills necessary, to skyrocket your business!

In this article, you can find more information and educate your team on how to create, edit and manage your pages: General Overview: Creating Pages/Page Structure 

Create Courses

Your courses are the heart of your school and play an important role in the success of your online business. Your team may need to know how to create and edit courses and course content.

a. A course can either be created from your Course Manager page or by clicking on Create course on your left. You can find out more information in this article.

b. Courses can have different statuses based on your needs; they can be set as Paid, Draft, Coming Soon, Free, or Private. In this article, you can check more information about the different types of courses for your school.

c. After the course is created, fill it in with your content. Your courses can be separated into sections that will include your activities. You can use many different types of activities, such as Videos, E-books, PDFs, Assessments, SCORMs, etc.

The LearnWorlds Dashboard gives a view of the school and helps you and your team run your business. It allows you to be instantly on top of your sales, registrations, and user activity. See in real-time who is logged in and engage with your users.


An important part of your school is your Reports and Analytics, since they can help you monitor your school. Your team may be able to export reports, depending on their user role/permissions. Here are the different reports available:

User Analytics 

You can create your school's reports, check your user's progress, create user segments, monitor course insights, schedule reports, and check Reports log.


Gradebook, Certifications, Review Center

Sales ReportsOrders, Product revenues, Instructor revenues, Canceled Sales.

Activity History

Events log → You can monitor what is happening within your school and search for specific activities. 

Emails log → You can locate all the emails that have been sent from your school.

Users action log → You can find a record of your Bulk actions log


After launch, your team may need to troubleshoot users' issues, so a useful feature is the "Log in as this user' feature. In this article, you can learn more about how to Login as a User and troubleshoot issues. 


  • Ensure that your users are informed about this action and that you have their permission.
  • In such cases, you can also create a test user to check any issue from your end: How to Create a Test User Account

You can check out the LearnWorlds Blog with Marketing, Sales, and Content Creation ideas and navigate to our Knowledge Base Center with over 600 articles on the LearnWorlds platform. You can also check out our LearnWorlds Academy with video tutorials on the features offered in LearnWorlds and register for one of our daily webinars!

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