What are Roles and how do I use them?
- Gemma Dowsett
- Gosia Morawska (Deactivated)
In this article, you will read about the different roles on the platform and how to use them.
What is a Role?
A role is what signifies the specific permissions each user has.
Download our roles grid csv below to see roles and permissions in more detail.
What are the different types of roles?
‘Learners’ have the most basic permissions status. They can’t add content, and can only view what’s been made visible to them - a default.
Learners can:
View content that has been made visible to them, their own team, and the employee directory (if turned on for their company).
View and contribute to 1-to-1s and objectives on their own private profiles.
Add, edit and delete tasks, and skills on their own private profiles.
View reporting on their own activity.
Add their own content as an optional feature (this is toggled off by default).
Learners cannot:
Add, edit or delete content, events, tasks, assessments, 1-to-1s, objectives, users, dashboards, skills, and CPDs.
Confirm event attendance - unless they are the host.
Login as other users.
Change the account settings.
Make, approve or update budget requests.
This role is a step up from ‘Learner’ as ‘Curators’ have similar permissions to a ‘Learner’ in terms of viewing. The main difference is that they can add content and assessments.
Curators can:
View their own team/group, and the employee directory (if turned on for their company).
View, add, edit and delete content, events, tasks, and skills on their own private profiles and assessments (Rubrics, exercises, quizzes).
Enroll, approve and reject users for events.
Issue out, edit and duplicate surveys.
View and contribute to 1-to-1s and objectives on their own private profiles.
View reporting on their own activity.
Curators cannot:
Add, edit or delete tasks, reports, 1-to-1s, and users.
Confirm event attendance - unless they are the host.
Delete rubrics and exercise submissions.
View quiz and exercise submissions.
View, add, and delete surveys, survey reports, and survey submissions.
Login as other users.
Change the account settings.
Make, approve or update budget requests.
This role is a step up from ‘Learner’ as ‘Reporters’ have all the basic permissions, similar to a ‘Learner’. The two main differences are that they can (1) add and edit Tasks, and (2) view, add and edit reports on content and assessments.
Reporters can:
View their own team/group, and the employee directory (if turned on for their company).
View content that is made visible to them.
View, add, edit and delete tasks and reports.
View and contribute to 1-to-1s and objectives on their own private profiles.
View their own user profile and assessments.
Reporters cannot:
Add their own content.
Add, edit or delete assessments, 1-to-1s' and users.
Confirm event attendance - unless they are the host.
Login as other users.
Change the page settings.
Make, approve or update budget requests.
This role has a combination of permissions from both the ‘Curator’ and ‘Reporter’ roles. They can manage a journey from front to back by adding and managing content, then reporting on completion.
Learning Designers can:
View their own team/group, and the employee directory (if turned on for their company).
View, add, edit, and delete content, events, their own 1-to-1s, tasks (including completion), Assessments (Quizzes, Exercises, Scoring rubrics, and Surveys), and Objectives they set for themselves.
View answers to all Quizzes, Exercises, Scoring rubrics, Surveys, and reporting on their own and others' activity.
Save and delete reports.
View and contribute to 1-to-1s and objectives on their own private profiles.
View a 'Homepage preview' of other users.
Learning Designers cannot:
Create Groups.
Add, edit or delete 1-to-1s and users.
Confirm event attendance - unless they are the host.
Login as other users.
Change the page settings.
Make, approve or update budget requests.
This role is a step up from ‘Learning Designer' with more advanced permissions. Aside from being able to add Tasks and Reports, they can also add 1-to-1s and Objectives.
HR can:
View content that is made visible to them.
View, add, edit, and delete Tasks - and assign these Tasks to other users.
View their own assessments (Quizzes, Exercises, and Scoring rubrics).
View, add, edit, and delete Reports.
View and contribute to all 1-to-1s.
Add, edit, and delete all 1-to-1s.
View, add, edit, and delete Objectives.
View other users, teams (including standard hierachy teams, that are set as Secret), and groups.
Add, edit, and delete users, teams, and groups.
Manage CPD module (allowing companies to easily decentralise responsibility for managing CPD)
HR cannot:
Add, edit, or delete content.
Add, edit, or delete assessments.
Login as other users.
Change the page design, settings, or integrations.
Make, approve, or update budget requests.
This role has very advanced permissions and can do almost anything on the site. ‘Admins’ have full visibility over all content on the site, including: all learning content (Items, Learnlists, etc.), all reports and reporting, all 1-to-1 data, and all other areas of the platform.
Admin can:
View their own team/group, and the employee directory (if turned on for their company).
View, add, edit and delete content, tasks, assessments, reports, users, 1-to-1s' and objectives.
Change the page settings.
View the Activity log, People log, Dashboard, and Saved Reports.
Contribute to 1-to-1s.
Login as other users (Optional - can be toggled off).
Admin cannot:
Make, approve or update budget requests.
If you have toggled off Admins' ability to view/add/edit/delete users, then they will not be able to do these actions either.
This role has the most advanced permissions. They can carry out any action on the site.
Owners can do everything
View, add, edit, and delete Content, Tasks, Assessments, Reports, Objectives, and Users.
View the Activity log, People log, Dashboard, Saved Reports, Teams/Groups, and Employee directory.
View, contribute to, add, edit, and delete 1-2-1s.
Change the page design, settings, and integrations.
Make, approve, and update teams’ and overall budget requests.
Login as Users.
How do I use roles?
There are a couple of ways to use roles:
You can assign roles when adding new users to the platform:
Adding users via Manual Invite > Complete the system role page of the creator
Adding users via Bulk Invite > Include a system role column in CSV file
Adding users Via Integration > Make sure the role for each user is on the HR platform profile
2. You can also assign roles via the pathway:
Select People in the top navigation bar > Click on Individuals > [search for user] > Click on ellipsis > Select Edit details > Click on System Role.
