Roles

Overview

Roles in Learn Amp determine what each user can see and do within the platform. By assigning the right role, you control access to content, reporting, user management, and administrative functions — ensuring everyone has the permissions they need without unnecessary access.

Every user has one primary role, and some users may have additional permissions through Team Manager, Coach, or Stand-in Manager assignments.

Understanding Role Permissions

Learn Amp offers several roles, each with different levels of access. Here's a comparison of what each role can do:

Core Roles

Role Summaries

Learner
The most basic role. Learners can view content made visible to them, complete their own tasks and assessments, and contribute to their own 1-to-1s and objectives. They cannot create content or access other users' information.

Curator
Similar to Learner for viewing, but can create, edit, and delete content, events, and assessments. Ideal for subject matter experts who need to contribute learning materials.

Reporter
Similar to Learner, but with full access to reports and tasks. Perfect for team leads or analysts who need visibility into learning activity and progress.

Learning Designer
Combines Curator and Reporter capabilities. Can manage content, assessments, and view comprehensive reports. Suited for L&D professionals managing the full learning journey. Learning Designers also have access to five togglable permissions that admins can grant individually — see Learning Designer Permission Toggles below.

HR
Focused on people management. Can manage users, teams, groups, 1-to-1s, objectives, tasks, and reports. Cannot create learning content or change platform settings.

Admin
Near-complete access to all platform features. Can manage everything except overall budget requests. The "Login as Users" permission is optional and can be toggled off.

Owner
Full access to everything. Can perform any action on the platform, including managing budgets and logging in as other users.

Learning Designer Permission Toggles

Learning Designers have five togglable permissions that admins can grant on a per-user basis. All five default to off. To enable any of them, navigate to the user's profile, click Edit details, select the Role tab, choose Learning Designer, and tick the relevant checkboxes.

The five toggles

Add, edit or delete tasks
Grants the Learning Designer the ability to create, update, and remove tasks for other users. By default, Learning Designers can only manage their own tasks.

Add, edit or delete teams
Grants the Learning Designer the ability to create and manage teams. By default, this is restricted to HR, Admin, and Owner.

Log in as other users
Allows the Learning Designer to use the "Log in as" (impersonation) feature to view the platform as another user. This was previously available only to Admin and Owner.

⚠️ Warning: Learning Designers with this toggle enabled can only impersonate users with equal or lower roles — they cannot impersonate users with the Admin, Owner, or Super Admin role. This restriction is hard-coded and cannot be overridden.

Create and manage quiz question banks
Grants the Learning Designer access to Settings → Assessments → Question Banks, enabling them to create, edit, and delete quiz question banks.

⚠️ Warning: From 2026-04-28, access to Quiz Question Banks for Learning Designers is controlled by this toggle and defaults to off. Learning Designers who previously used Quiz Question Banks will lose access until an admin enables this toggle for them. Review your Learning Designer users and enable the toggle for those who need it before or shortly after this date.

Create and manage groups
Grants the Learning Designer the ability to create, edit, and delete Groups (Advanced Groupings). The Groups section under People → Manage will become visible to them once this toggle is enabled.

Additional Permissions

Beyond core roles, users can receive additional permissions through special assignments:

Team Manager

When someone is assigned as a Team Manager, they receive extra permissions for their team members (including sub-teams):

• Assign and share content to team members

• Add and manage tasks for the team

• View team assessments and reports

• Issue surveys to team members

• Set up objectives for team members

• Create and manage 1-to-1s with direct reports

• View all saved reports for their team

Note: Team Manager permissions work alongside the user's core role. A Learner who is also a Team Manager gains these additional capabilities only for their team.

Stand-in Manager

A Stand-in Manager temporarily assumes full manager rights when the original manager is marked as "Taking a break":

• Receives identical permissions to the manager they're replacing

• Has full access to the original manager's direct reports

• Automatically receives transferred 1-to-1s and surveys

• Rights are restored to the original manager when they return to "Active" status

Important: Use this feature with caution — the stand-in has full access to sensitive team information.

Coach

Coaches receive additional permissions specifically for the users they're assigned to coach:

• Assign content to coached users

• Add tasks and 1-to-1s

• View assessments and reports for coached users

• Provide feedback on progress

Unlike Team Managers, Coaches only have permissions for individually assigned users, not entire teams.

Pre-requisites

To manage user roles, you need:

• Admin or Owner role to assign or change user roles

• HR role can also manage users, teams, and groups

• Access to the People section of the platform

Role Requirements

Quick Start Guide

Enabling a Learning Designer permission toggle

1. From the sidebar, navigate to People → Manage → Individuals

2. Click the user's name to open their profile, then click Edit details

3. Select the Role tab

4. Select the Learning Designer radio button — the five toggle checkboxes will expand below the role description

5. Tick the toggles you want to enable for this user

6. Click Save

The changes take effect immediately.

FAQs

Q: What's the difference between a Team Manager and an Override Manager?
A Team Manager is assigned to lead a specific team and gains permissions for all team members and sub-teams. An Override Manager is assigned directly to a user as their reporting manager, independent of team structure — useful for matrix organisations or special reporting relationships.

Q: Can a user have multiple roles?
No, each user has one core role. However, they can have additional permissions through Team Manager, Coach, or Stand-in Manager assignments alongside their core role. Learning Designers can also receive individual permission toggles on top of their core role.

Q: How do I set up a Stand-in Manager?
You need to configure both the manager's profile (setting who their stand-in is) and the team (assigning the stand-in). Then, when you mark the manager as "Taking a break", the stand-in automatically receives their permissions. See Setting Up Stand-in Managers for detailed steps.

Q: What happens to incomplete 1-to-1s when a Stand-in Manager takes over?
If the original manager started a 1-to-1 but hasn't completed it, their answers won't transfer — the stand-in will need to complete the form. However, if the manager completed their portion before going on break, those answers remain. The direct report's answers are never affected.

Q: Can Admins log in as other users?
This is optional. The "Login as Users" permission can be toggled on or off for Admins in company settings. Owners always have this capability. Learning Designers can also be granted this permission via the "Log in as other users" toggle — see Learning Designer Permission Toggles above.

Q: How do I prevent Admins from managing users?
You can toggle off the "Add, edit or delete users" permission for Admins in your company settings. This also removes their ability to log in as other users.

Q: What role should I give to someone who just needs to create content?
Curator is ideal — they can create and manage content and assessments without access to reporting, user management, or settings.

Q: What role should I give to someone who needs to run reports but not create content?
Reporter is perfect for this — they have full reporting access without content creation capabilities.

Q: Which roles can mark content as complete for other users?
Team Managers can mark learning content as complete for their managed users, but only if the company setting "Allow Mark Complete" is enabled. Go to Settings → People → Managers to enable this permission. Admin and Owner roles can always mark content complete for any user.

Q: Can Learning Designers issue surveys to users outside their team?
By default, Learning Designers can only issue surveys to users they have visibility over. To allow broader survey distribution, an Admin can enable the "Issue Surveys" override in the user's policy settings.

Q: Can Curators issue surveys to all users?
No, Curators can only issue surveys to users they have visibility over (typically their own team). If you need a Curator to issue surveys more broadly, an Admin can enable the "Issue Surveys Override" in the Curator's policy settings, or consider upgrading them to Learning Designer or Admin role.

Troubleshooting

Related Articles

• Assigning Roles to Users

• Understanding Team Manager Permissions

• Setting Up Stand-in Managers

• Understanding Coach Permissions

• Logging In As Another User

• Quiz Permissions by System Role

• Groups