Submit a ticket My Tickets
Login  Sign up
Open navigation

How to Educate your Team about LearnWorlds

This article serves as an excellent introduction for your team to LearnWorlds. It offers valuable insights into the key features and tools available within your school's plan and is designed to simplify their journey, making it more efficient and less time-consuming.

Collaborators 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 Roles Management Roles 
Admin, Developer, Website Designer, Mobile Manager, Marketer, Customer Support, Financial Manager, Affiliate Manager, Community ManagerCourse Creator, Instructor,
Assistant Instructor
Segment Reporter,
Segment Manager

User Group Manager, Seat Manager, Community Space manager

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

Pro Trainer
Learning Center
High Volume
Create Custom Roles
Assign Predefined Roles
1 Admin
5 Admins/Instructors
25 Administrative /Instructional/ Reporting
User Group Managers/
Seat Managers

At least one admin account exists in LearnWorlds' schools. Instructors, Reporters, or Seat Managers are 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.

Management role level → Have access to specific areas of the platform but limit the displayed data only to those related to the user group or 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 - Website 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 be created from your Course Manager page 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. This article provides 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, 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

SalesReportsOrders, Product revenues, Instructor revenues, Canceled Sales.

Activity logs

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

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

Users action→ 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. 


  • This feature is available on the Learning Center plan or higher.
  • 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!

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.