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How to Manage the User Roles and Permissions - User Role Levels

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High Volume & Corporate

You can pick and grant access to specific areas and data of the platform with certain permissions, group them together in a specific User Role, and assign this set of permissions and access levels to your users.


LearnWorlds provides different Role levels: Administrative, Instructional, Management, and Reporting, from which you can create different roles or use the predefined ones to assign to your users. Each role has different available permissions, so each role has access and can see different portions and data of the platform. 


  • Administrative role level: An admin in LearnWorlds is a user role with access to the admin dashboard who can manage the school, including creating courses, enrolling students, and configuring settings. Admins have elevated permissions compared to regular users, enabling them to oversee and maintain the platform's operations efficiently.
  • Instructional role level: An instructor in LearnWorlds is a user role with permissions to create, and manage courses, including uploading content and interacting with students in their assigned courses. They can be assigned by an admin and have access to various tools for course creation and student engagement.
  • Reporting role level: A reporter in LearnWorlds is a user role that allows access to reporting and analytics features, enabling them to view and generate detailed reports about course performance, user engagement, and other key metrics. This role does not grant any administrative or content creation permissions, focusing solely on data and performance insights.
  • Management role level: A manager in the context of LearnWorlds is a role assigned to oversee and administer specific aspects of creating and managing user groups, seat allocation, or managing community, ensuring efficient operation and engagement.


This guide will outline all the available permissions for each role level and provide helpful tips for creating custom user roles tailored to your school's needs.

Permissions

The permissions allowed for each user role relate to different aspects of the platform like courses, the website builder, user management, marketing, mobile app, reports and analytics, communication (community and emails) and school settings.


When assigning permissions to a role (while creating or updating user roles), you can choose to assign all the permissions at once by ticking the first checkbox (which will automatically tick all the available permissions under the specific permission category), or you can choose to assign individual permissions by ticking them one by one. Note that some permissions are dependent on other permissions to be enabled.


Courses Permissions


  • Manage live sessions/calendar: These are the actions you can do regarding live sessions with this permission: start, edit, and delete a session (available for Administrative and instructional role levels).
  • View live sessions/calendar: Grant view-only access to the "Live sessions" page (available for Administrative and instructional role levels).

  • Create a course: Create, clone, reorder, and delete courses from within the Course Manager (available for Administrative and instructional role levels).

  • Edit course page: Edit the Course Layout Page (Course Page Builder) (available for Administrative and instructional role levels).

  • Create and manage course content: Edit Course Contents, Course player, and Video Library (available for Administrative and instructional levels).

  • Manage course advanced settings: Edit the "The course is a completed event for Zapier/ Webhooks" and the "Apply Course Player settings to all other courses" sections on the Course player of a course (available for Administrative and instructional role levels).

  • Manage course info/settings: Edit Course Pricing, Settings, and Access (available for Administrative and instructional levels).

  • Publish a course: Change the course status from "Draft" to any other status. Set the course price and discount (available for Administrative and instructional role levels).

  • View course dashboard: To access the detailed stats of the dashboard, the following permissions are required: "View users", "View sales", "Manage Gradebook" and "Manage certifications" (available for Administrative and Instructional levels).


The system auto-selects another permission for the cases below:
1. When the permission is a subset of permission (for example the "Edit course layout" is included in the "Create and manage site pages").
2. The permission is additional functionality to another permission (for example the permission "Manage user segments" requires the "View user analytics" in order to be functional).


Website Builder permissions


  • Create & manage site page: Edit the Site Builder without editing the Blog setup ("Set up blog" permission is required for this action), the "Activate"/ "Delete" site flavors buttons will be displayed, the Domain ("Manage site settings" permission is required for this action) and the Sign in/ up option will be shown as well ("Manage site settings" permission is required for this action)(available for Administrative role level).
  • Manage site settings: Activate/ delete a site flavor. Edit the Domain and Sign in/ up sections (available for Administrative role level).
  • Set up blog: Edit Blog setup (apart from the "Edit blog home" section) (available for Administrative role level).

Users permissions


  • Manage users: Create and edit users without permission for users' bulk updates ("Bulk actions in user data" permission).

Bulk actions in users' data 

Create a user 

Perform advanced user actions 

Perform basic user actions 

Update user progress 

Delete a user 

Manage signup approval
 

Note: This permission should be granted with caution as the user with this permission would be able to change the role of the users, for example, make themselves admins with full permissions to the system (available for Administrative role level).

  • View Users: Grant view-only access to Users (available for Administrative, Instructional, and Reporting role level).
  • Login as user: Login as a specific user, see the data that the user can view, and perform all actions as if they were performed by that user (available for Administrative role level).
  • Manage user roles:  Create and edit User roles (available for Administrative role level).
  • Manage tags: Manage the user tags
  • Manage user groups and multiple seat offerings: Create and edit Multiple seat offerings.
  • View user groups and multiple seat offerings: Grant view-only access to the Multiple Seat offerings. The Seat managers can only see their assigned offerings.
  • View user group members & multiple seats users: Grant view-only access to the User group Members & Multiple Seats. The User group & Seat managers can only see the members of their assigned groups & offerings.


The system auto-selects another permission for the cases below:
1. When the permission is a subset of permission (for example, the permission "View users" is a subset of the "Manage users").
2. The permission is additional functionality to another permission (for example, the permission "Manage user segments" requires the "View user analytics" in order to be functional).


Communication permissions


  • Manage community: Edit Community in the “Communication” section. 
  • Manage community spaces: Edit space, invite/remove users, and promote users to space managers. 
  • Moderate community posts: Edit/Delete posts in spaces. Space managers will only be able to edit/delete posts in their assigned spaces. 
  • Manage community settings: Edit Community Access settings. 
  • Manage notification settings: Edit the Admin settings, Learners settings, and Email signature in the "Notifications emails” section (available for Administrative role level).
  • Manage notification emails: Edit Affiliate emails, Course emails, Payment Plan emails, Registration emails, SCA-related emails, Subscription emails, and Login as a user emails in the “Notification emails” section (available for Administrative role level).
  • Manage Emails: Send or schedule a mass email to your learners, and view the email logs and scheduled emails (available for Administrative and instructional role levels).
  • View Emails: View the Email Logs and scheduled emails (available for Administrative and instructional role levels).

Marketing permissions


  • Manage bundles: Create and edit Bundles (available for Administrative role level).
  • View bundles: Grant view-only access to Bundles (available for Administrative role level).
  • Manage subscriptions: Create and edit Subscriptions (available for Administrative role level).
  • View subscriptions: Grant view-only access to Subscriptions (available for Administrative role level).
  • Manage promotions (coupons): Create and edit Coupons (available for Administrative and instructional role levels).
  • View promotions(coupons): Grant view-only access to Coupons (available for Administrative and instructional role levels).
  • Manage Plan Promotions: Create and edit promotions for a specific plan. To see Plan promotions on the navigation menu, you must first set up your Stripe account (available for the Administrative role level).
  • View Plan promotions: Grant view-only access to Plan promotions. To see the Plan promotions on the navigation menu, you should set up your Stripe account in the first place (available for the Administrative role level).
  • Manage Leads: Edit Leads (available for Administrative role level).
  • View Leads: Grant view-only access to Leads (available for Administrative role level).
  • Manage form builder: Create and edit Marketing forms and edit Course forms (to see the Course forms, the "Create and manage course content" permission is required).  Instructors can not manage Marketing forms. They can only edit the Course forms. (available for Administrative and instructional role levels).
  • Manage NPS settings: Activate, deactivate, and change the NPS settings. Also allows deleting the user responses (available for Administrative role level).
  • View NPS scores and responses: Grant view-only access to the users' NPS scores and submissions (available for Administrative role level).
  • Manage qualification settings: Activate, deactivate, and change the qualification settings. Also allows deleting the user responses (available for Administrative role level).
  • Manage affiliate marketing: Edit Setup, Affiliates, Commissions, Payments, Leads, and Customers in the “Affiliate management” section (available for Administrative role level).
  • Manage affiliates: Edit Affiliates under the"Users" section (available for Administrative role level).

Mobile App permissions


  • Manage mobile settings: Edit Mobile App (available for Administrative role level).


Reports Center permissions


  • View user analytics: Grant access to the data on User progress and User segments in the “User analytics” section (available for Administrative and reporting role level).
  • Manage User Segments: Create, edit, and delete User segments (available for Administrative, Reporting role level).
  • Export user analytics: Export the reports on User progress and User segments in the “User analytics” section. Instructors can only export data of courses assigned to them. Reporters can only export data of courses in which the users of their assigned segment are enrolled (available for Administrative, Reporting role level).
  • View all course insights: Access the high-level course analytics. Instructors can only see data of courses assigned to them (available for Administrative and instructional role level).
  • View Course insights: Access the detailed course analytics. Instructors can only see data of courses assigned to them (available for Administrative and instructional role level).
  • Manage scheduled reports: Create, edit, download, and delete Scheduled reports. Access the Reports log (available for Administrative, Reporting role level).
  • Manage Sales: Edit Orders, Product revenues, Instructors' revenues, and Cancelled sales (available for Administrative role level).
  • View Sales: Grant view-only access to Orders, Product revenues, Instructors' revenues, and Cancelled sales. Instructors can only see data of courses assigned to them (available for Administrative and instructional role level).
  • View activity history: Access the data on the Events log, Emails log, and Users action log. Reporters can only see data for the users of their assigned segment (available for Administrative, Instructional, and Reporting role levels).
  • Exams: (available for Administrative, Instructional, and Reporting role level).

1. Manage gradebook: Edit and export Gradebook.

2. View gradebook.

3. Manage certifications: Edit and download Certifications.

4. View Certifications.

5. Manage assignments: Access the Review center & submit scores/feedback.

6. View Review Center.

7. Manage question bank: Create and edit Question banks. Instructors with this permission can edit the question banks of all courses and not only the courses assigned to them.


Settings permissions


  • Manage school settings: Edit School info, Community Access, Copywrite protection, and Privacy/GDPR in the “School settings", "Video", Configurator, and Gamification engine in "Learning Apps" and "My Account" sections (available for Administrative role level).
  • Manage translations: Edit Site language in the “School setting” section(available for Administrative role level).
  • Manage financial settings: Edit Currency, Payment gateway, Invoice setup, Billing details, and Tax management in the “Financial” section (available for Administrative role level).
  • Manage integrations settings: Edit Integrations apart from "Live sessions"(available for Administrative role level).
  • Manage API keys and webhook settings: Edit API and Webhooks in the “Developers” section (available for Administrative role level).
  • Manage live sessions setup: Edit Live sessions in the “Integrations” section. Instructors with this permission will only be able to connect their own Zoom/ Webex accounts and use them for their courses (available for Administrative and instructional role levels).
  • Manage daily news and resources: Edit Daily news and Best resources in the “Learning Apps” section (available for Administrative role level).

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