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General Overview: User Roles

Workplace hierarchy at times requires user-specific privileges to access certain resources. Sometimes because of security policies, it is necessary to isolate the user under which a process runs. According to your school's structure, you are able to assign predefined or custom user roles to your team, securing in this way the data that each team member or partner has access to while logging in to your school.


What are User Roles

User Roles are permission sets that control access to areas and features within the LearnWorlds Platform. Each user account requires a Role assignment, in order to limit or grant access to specific school areas. For example:

  • Separate permissions can be created for designers/ copywriters of the website, so that they can access only the necessary areas, such as the School Pages or Course Pages. 
  • When you are selling Business to Business (B2B), your clients can be assigned to a specific segment of users, in order to monitor only the progress of their assigned group and see the data that is relevant to them. 
  • You can have Instructor assistants, who will only grade learner assignments. 
  • Your Finance department can only be assigned to the billing area of the school.
  • You can assign different marketing roles, to create Bundles, coupons, etc. 
  • Specific permission can be granted to your support team for quickly solving the users’ issues by logging in to users' accounts. 

 

So, admins (or any user with the "Manage User Role" and "Manage Users" permission enabled) will be able to cherry-pick (with some limitations) areas of the platform and group them together, grant access to specific data, and finally, assign this set of permissions and access level to others. 


Note: The affiliates do not count as a separate role (system-wise). It is an extra option added to a user account, in order for the system to start generating commission according to the Affiliate Management Settings. 

Role levels

There are currently four role levels: 

  • User role level (Learner)
  • Administrative role level → grants full access to all or some areas of the platform.
  • Instructional role level → grants access to specific areas of the platform but limits the displayed data only to those related to the selected courses.
  • Reporting role level → grants access to specific areas of the platform but limits the displayed data only to those related to the selected reporting segments.

For more information on the differences between the role levels, you can refer to this article.

Predefined Roles 

There is a list of predefined roles for each role level (Administrative, Instructional, or Reporting), and you can also create new custom roles. For more information on the available predefined roles, you can check this article


Each predefined role has a different set of permissions enabled, which can be further edited when hovering over the selected role. 

Notes: 

  • The User Roles include by default a system role, which is the role of the Admin, and some predefined roles (e.g. Website Designer). Predefined roles are created based on the most common needs of school creators. 
  • The Admin role cannot be deleted or further be modified, as it includes all the permissions of the system and has access to all the school's data, by default.
  • The predefined roles cannot be deleted, or their role level alternated, but any user in your school with an administrative role assigned (and the "Manage User Roles" permission enabled) can modify the selected permissions, by adding or removing them. If you wish, you can also reset the original permissions to the predefined state.  

Permissions per Role Level 

Permissions define the platform area which can be accessed and further edited. It’s a set of various areas of the platform that are grouped together and cannot be separated, as they are considered as "one permission". For more information on the permission available, you can refer to this article


Important note: Each role with different permissions displays different portions of school pages, courses, dashboard, etc. In the example below, the Course Creator cannot have access by default to the Site Builder, Mobile app, and School Settings tabs (since those are only available on the administrative roles): 

Thusly, a user who is assigned the Course Creator predefined role will be viewing the following dashboard. 

Custom Roles

You can create also a custom user role, by selecting the:

a. Role 

b. Permissions

For more information on how to create User Roles, click here.  

How to Assign User Roles 

After creating the custom user roles or using the predefined roles, you will then need to assign them to the users under the User Management tab. You can do that while:

a. Creating a new user

b. Managing an existing user


For more information on how to assign User Roles, click here

How to Create an Administrative Role

You can either use the predefined administrative roles to assign to your users, or you can create a custom role with custom permissions. For more information on how to create and assign those roles, you can check our article here.  

How to Create an Instructional Role

You can either use the predefined instructional roles to assign to your users, or you can create a custom role with custom permissions. For more information on how to create and assign those roles, you can check our article here.  

How to Create a Reporting Role 

You can either use the predefined reporting roles to assign to your users, or you can create a custom role with custom permissions. For more information on how to create and assign those roles, you can check our article here.  


The reporting role can be of great use when you are selling B2B, in order for your clients to view a specific user segment on the Report Tools, relevant to their user group. 

Compare Roles and Simulate

You are able to compare the permissions that are allowed in each predefined (or created custom role) by navigating to the Compare tab.

You are also able to see the aspects of the platform that the specific role can see without seeing the actual data. This can be achieved by selecting the Simulate button.

How to Login as a User

If a user is having technical issues with a course and has reached out to you for a solution to their problem, you can use the setting of "Login as a User" to further troubleshoot and replicate their aforementioned case. For more information on how to use this feature, you can click here

Availability per plan

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


Starter
Pro Trainer
Learning Center
High Volume
Create custom roles
✔️
✔️
Assign predefined roles
✔️
✔️
Admin & Instructor & Reporting Accounts
1 Admin
5 Admins / Instructors
20 Administrative/ Instructional / Reporting Accounts
Additional Administrative/ Instructional / Reporting Accounts
Login to Student's Account
✔️
✔️

Notes:

  • The "Login to Student's Account" feature is available for the roles that have this specific permission is enabled.
  • Trial Accounts can only create one more custom roles (either administrative or instructional level) and can assign one custom role to an existing user. 

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