This article serves as an introductory guide for your team to LearnWorlds. It provides valuable insights into the key features and tools available within your school's plan, aiming to streamline their journey and make it more efficient and less time-consuming.
User Roles and Permissions
Before diving into building your website or courses, start by understanding user roles. LearnWorlds has four main role levels to organize your team’s access and responsibilities:
| Role Level | Who? | What They Can Do |
|---|---|---|
| Admin | Admins, Developers, Website Designers, Mobile Manager, Marketer, Customer Support, Financial Manager, Affiliate Manager, Community Manager | Full or broad access across platform areas. |
| Instructor | Course Creators, Instructors, Assistant Instructors | Access specific courses; view data limited to their courses. |
| Reporter | Segment Reporters, Segment Managers | Access reporting areas; data limited to assigned segments. |
| Manager | User Group Managers, Seat Managers, Community Space Managers | Manage user groups or seat allocations; access limited to their assignments. |
Here are the distinctions among the features associated with user roles, as well as the creation and assignment of these roles per plan:
| Starter | Pro Trainer | Learning Center | High Volume | |
Create Custom Roles | ❌ | ❌ | ✔️ | ✔️ |
| Assign Predefined Roles | ❌ | ❌ | ✔️ | ✔️ |
Admin/Instructor /Reporters | 1 Admin | 5 Admins/Instructors | 25 Admins /Instructors/ Reporters | Custom |
User Group Managers/ Seat Managers | ❌ | ❌ | 10 | Custom |
Every LearnWorlds school must have at least one Admin account.
Other roles like Instructors, Reporters, or Managers are optional depending on your plan.
Where to Log In:- The LearnWorlds admin account can log in to the LearnWorlds school from the account page account.learnworlds.com/login.
- Other user roles can log in from the sign-in form of your school.
Organization Owners & Super Admins (Multiple Schools)
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 them, 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)
Learn more about the differences between Organization owners and Super admins in this article.
Building Your Website
You can create a stunning, professional website with no coding needed — right from the Website Builder.
- Access the Website Builder from your school dashboard.
- Add or edit pages, customize layouts, and use your visuals for branding.
- Publish your pages when ready.
This article provides additional details to help your team learn about creating, editing, and managing your pages effectively.
Courses
Your courses are the heart of your school and play an important role in the success of your online business. Here’s how to get started:
1. Navigate to the Courses tab from your left-side menu.
2. Click Create Course and follow the course creation wizard.
3. Assign a course status:
Paid, Draft, Coming Soon, Free, or Private.
Learn the differences in our course types article.
4. Add your course content, organized in sections and activities (Videos, E-books, PDFs, Assessments, SCORMs, and more).
The LearnWorlds Dashboard gives an overview 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.Learning Programs
Learning Programs help you organize your educational content into structured learning paths, combining multiple courses under a single umbrella. They are ideal for guiding learners through a series of topics, certifications, or role-based training journeys. To create a learning program:
1. Go to Courses & programs → Learning Programs & Subscriptions.
2. Click Create Program and follow the step-by-step setup process. Each Learning Program can include one or more existing courses.
Reporting
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:
| Category | Details |
| You can create your school's reports, check your users' progress, create user segments, monitor course insights, schedule reports, and check the Reports log. | |
Exams | Gradebook, Certifications, Review Center |
| Sales Reports | Orders, 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 |
Troubleshooting
If a user reports an issue, you can Log in as this user (available in Learning Center plan or higher):
Navigate to the Users list, find the user, hover over the three dots, and select Log in as this user.
- Make sure users are aware of this action and that you have their consent.
You can also create a test user to proactively identify issues.
In this article, you can delve into the details of how to access a user's account and address issues effectively.
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!You’re now ready to onboard your team with LearnWorlds. By understanding roles, creating your website and courses, setting up programs, and using reporting tools, you’re on track to deliver an exceptional learning experience.