Before your school grows, bring in the right people to help you manage courses, learners, and operations efficiently. This guide walks you through adding team members, assigning roles, and managing multiple schools if you are an Owner or Super Admin.
Step 1: Understand Team Member Roles
Team roles define what each person can access and manage in your school.
Go to Users → User roles.
What to do:
- Review the available roles in your school.
- Each role includes a role level and a set of predefined permissions.
Role Levels in LearnWorlds:
- Administrative – Manage the whole school, including settings, sales, and users.
- Instructional – Create and manage courses or assist in teaching.
- Reporting – Access analytics and reporting tools without changing settings.
- Management – Manage user groups, community spaces, or seat allocations.
Advanced Tip: Create custom roles (Learning Center plan +) for specialized functions (e.g., B2B client admins, segment reporters) for even greater control.General Overview: User Roles »
How to Create Custom User Roles »
How to Use the Predefined User Roles »
How to Manage the User Roles and Permissions - User Role Levels »
Step 2: Add Team Members
Once you understand roles, it’s time to invite your team.
Go to Users → All users.
What to do:
If the user doesn’t exist:
1. Click Add User.
2. Fill in the required details, name, email address, etc.
3. Select their User role.
4. When ready, click Add user. The user will receive an email invitation to get started.
If the user already exists and you want to update their role:
1. Locate the user in the list.
2. Click Edit User and update the user role.
3. When ready, click Update User to save the changes.
Start with a small team (e.g., an Admin and an Instructor) and expand as your school grows to keep things simple.How to Add a New User - Search Users »
Step 3: Manage Multiple Schools (Owners & Super Admins)
If you own or manage multiple schools, you can switch between them and control team access per school.
Go to My account → Manage Multiple Schools.
What to do:
- View all schools under your account.
- Assign team members and roles for each school individually.
Advanced Tip: Create separate teams for each brand or business unit so team members only see what’s relevant to them.How to Manage your LearnWorlds Schools »
How to Assign Super Admins to your LearnWorlds Schools (Multiple Schools) »
Multiple LearnWorlds Schools Dashboard Overview »
Organization Owner VS Super Admin VS LearnWorlds Admin »
How to Manage your Multiple LearnWorlds Schools Subscriptions »
LearnWorlds Team Onboarding Guide: Roles, Courses, Reporting & More »
Quick Recap Checklist
| Setup Tasks | |
| Review role levels and predefined roles | ✔️ |
| Invite team members | ✔️ |
| Assign roles correctly | ✔️ |
| Manage multiple schools (if applicable) | ✔️ |
What’s Next?
Great work! You’ve built your team and assigned the right roles.
Up next: Quick Start Guide 3: Design your Website – connect payment methods, set prices, and run a test sale before launch.