This article is intended for Administrators, and for any user who needs to understand what they can or cannot access on the platform.
Several permissions shown as Configurable in the tables below are inactive by default and must be turned on under Settings > Permissions before they take effect for other roles or functions.
The platform uses a role-based access control (RBAC) system. Each user is assigned exactly one primary role, and can additionally be granted one or more functions. Together, role and functions determine which menus, actions, and data a user can access.
The platform has 7 roles (5 internal, 2 partner) and 4 functions:
- Roles define who a user is on the platform — one role per user.
- Functions are additive capabilities layered on top of a role — a Learner assigned the Group Manager function gains Management Menu access scoped to their group, while the rest of their Learner experience is unchanged.
- A user can hold multiple functions at once — effective permissions are the union of the role's rights and every assigned function's rights.
- Many permissions marked Configurable below are inactive by default and must be enabled under Settings > Permissions.
The platform's top internal role. Broad access by default; several actions (create/edit/delete users and groups, see Partners, log in as a user, and more) are off by default and can be turned on under Settings > Permissions.
Creates and edits course content, scoped to courses they see (own courses, or all courses if configured).
Administers community boards — visibility, discussions, and moderation. No course or user administration rights.
Default role — learning content, community boards, and personal profile only.
Minimal access — profile, notifications, and security settings only. No course, community, or admin access.
Administrator scoped to their partner perimeter. Several actions are Configurable per perimeter (delete users/groups, edit courses, cancel sessions, and more).
Learner scoped to their partner perimeter — same learning experience as a standard Learner.
Manages members of their own group(s). Most creation/edit/deletion actions require Settings activation.
Creates courses and modules for their own courses. Module scope (online only vs. all types) is Configurable.
Manages sessions they facilitate — attendance, signatures, session pages. Also selectable directly as a Role — see the Role & Function Highlights below.
Manages translated versions of assigned courses and learning paths — no admin rights, no access to original content.
Each role and function has its own dedicated overview panel in the platform. The cards below summarize what each one presents, with notes linking back to the permission tables above where relevant.
The platform's 7 roles split into two families for a reason. Internal roles — like Administrator, Designer, Community Manager, Facilitator, and Learner — manage your own organization's platform. Partner roles (Partner Administrator, Partner Learner) exist for external organizations — clients, resellers, franchisees, or training partners — who need to run their own day-to-day administration without seeing your platform's full data.
Rather than giving each partner organization a full Administrator account — which would expose all perimeters, including every other partner's users, groups, and courses — Partner Administrator grants that partner's point of contact the same kind of day-to-day control, but walled off to their own perimeter only. This is why nearly every Partner Administrator row in the tables above reads Scoped to perimeter: the action is the same as Administrator's, but the boundary around it is what changes. The same logic carries over to Partner Learner, which is functionally identical to Learner but tied to a partner's perimeter rather than your internal organization.
| Administrator | Partner Administrator | |
|---|---|---|
| Scope | All perimeters | One partner's perimeter only |
| Typical use | Your own internal L&D, HR, or IT team | An external client, reseller, or training partner's point of contact |
| Visibility into other partners | Yes, once enabled | No — isolated to their own perimeter |
| Users / Groups / Courses | Full reach, ⚙ Configurable | Scoped to perimeter, ⚙ Configurable |
| Partner records (Section V) | Can create/edit/delete, ⚙ Configurable | No access |
- Communicates with all users
- Creates Users, Groups & Partners ⚙
- Creates courses & pathways
- Sets up all platforms
- Communicates with learners
- Registers users for courses/sessions
- Creates training courses & pathways
- Follows results & statistics
- Manages visibility of community boards & discussions
- Moderates discussions
- Views, contacts & exports own group's members
- Registers members & Group Managers ⚙
- Creates/edits groups, sets rules ⚙
- Creates, duplicates & edits courses
- Creates modules — online-only or all types ⚙
- Imports content — own or all courses
- Selectable as a Role, or granted as a Function on a base role
- Exports registrations/stats, generates agreements, pins courses
- Cannot register users or export course content list
- Views only assigned courses/learning paths
- Creates & edits translated versions
- Learning Path assignment covers all underlying courses
- Enrolled in training — if Admin/Designer authorizes
- Communicates with community — if Admin authorizes
- Follows courses & programs they're enrolled in
I — Navigation Access by Role
The table below maps each navigation element to the roles and functions that can access it.
| Navigation item | Who has access |
|---|---|
| Admin menu | Administrator · Designer · Partner Administrator · Group Manager · Author · Facilitator ① |
| Platform management (Settings) | Administrator · Partner Administrator |
| Courses design | Administrator · Designer · Partner Administrator |
| Groups management | Administrator · Partner Administrator · Group Manager |
| Follow-up for my courses | Everyone except External user |
| Catalogue | Administrator · Designer · Community Manager · Partner Administrator · Partner Learner · Group Manager · Learner ⚙ ② |
| Search | Everyone except External user |
| Calendar | Everyone except External user |
| Notifications | Everyone, including External user |
| ❓ Help centre + Support button | Administrator · Designer · Partner Administrator |
- Access to the Admin menu does not by itself grant access to every item inside it — each item is scoped as shown in the sections below.
- Learner Catalogue access requires activation: Settings > Catalogue > Activate Catalogue for all users.
II — Resource Library Permissions
The Resources library is a shared content repository. Administrators and Designers can be granted rights to create, edit, delete, and manage visibility — either for their own resources only, or for all resources — once enabled in Settings. All other roles have read and download access within their perimeter.
| Action | Who can |
|---|---|
| View & download resources | Everyone (within their perimeter) |
| Create resources | Administrator ⚙ own or all resources · Designer ⚙ own or all resources |
| Duplicate resource | Administrator ⚙ · Designer ⚙ |
| Edit resource | Administrator ⚙ · Designer ⚙ |
| Delete resource | Administrator ⚙ · Designer ⚙ |
| Manage resource visibility | Administrator ⚙ · Designer ⚙ |
III — User Management Permissions
| Action | Administrator | Designer | Partner Admin | Group Manager |
|---|---|---|---|---|
| View users | ✓ | ✓ | ✓ | ✓ |
| Create / Import users | ⚙ | ✗ | ✓ | ⚙ |
| Edit user / password | ⚙ | ✗ | ✓ | ⚙ |
| Delete user | ⚙ | ✗ | ⚙ | ⚙ |
| Suspend / Reactivate user | ⚙ | ✗ | ✓ | ⚙ |
| Contact user | ✓ | ✓ | ✓ | ✓ |
| Remind inactive / Send welcome email | ✓ | ✗ | ✓ | ⚙ |
| Export users (Excel) | ✓ | ✓ | ✓ | ✓ |
| Log in as a user | ⚙ | ✗ | ✓ | ✗ |
| Change user perimeter | ⚙ | ✗ | ✗ | ✗ |
| Validate / refuse users | ⚙ | ✗ | ✓ | ✗ |
Designer retains read-only access: user list, course/learning-path/groups follow-up, and custom fields — but no edit, import, or contact-adjacent actions except Contact user and Export users, both of which are unconditional.
IV — Group Management Permissions
| Action | Administrator | Designer | Partner Admin | Group Manager |
|---|---|---|---|---|
| View groups / manage-group page | ✓ | ✓ | ✓ | ✓ |
| Create group | ⚙ | ✗ | ✓ | ⚙ |
| Edit group | ⚙ | ✗ | ✓ | ⚙ |
| Delete group | ⚙ | ✗ | ⚙ | ✗ |
| Contact group members | ✓ | ✓ | ✓ | ✓ |
| Register / unregister a member | ✓ | ✗ | ✓ | ⚙ |
| Register / unregister a group manager | ✓ | ✗ | ✓ | ⚙ |
| Export group information | ✓ | ✓ | ✓ | ✓ |
| Set maximum members / manage smart rules / assign Group Manager | ✓ | ✗ | ✓ | ⚙ |
| See group members list | ✓ | ✓ | ✓ | ✓ |
| See linked courses / learning paths / goals | ✓ | ✓ (courses & paths only) | ✓ | ⚙ |
V — Partner Management Permissions
Partner management requires Administrator rights to be enabled under Settings > Permissions. No other role or function has access.
| Action | Who can |
|---|---|
| View partners / partner URL / partner registrations | Administrator ⚙ |
| Create / Edit / Delete partners | Administrator ⚙ |
VI — Course Permissions
| Action | Administrator | Designer | Partner Admin | Author |
|---|---|---|---|---|
| View courses / manage-course page | ✓ | Scoped (own or all) | ✓ | ✓ |
| Create / Duplicate a course / Generate a draft | ✓ | ✓ | ⚙ | ✓ |
| Edit course | ✓ | ✓ | Scoped to perimeter | ✓ |
| Create modules | ✓ | ✓ | Scoped to perimeter | Scoped (online only, or all types) |
| Import modules & steps | ✓ | Own or all courses | Scoped to perimeter | Own or all courses |
| Publish course | ✓ | With or without validation | Scoped to perimeter | With or without validation |
| Manage course translations | ✓ | ✓ | Scoped to perimeter | ✓ |
| Access import library | ✓ | Own or all courses | Scoped to perimeter | Own or all courses |
| Preview a course | ✓ | ✓ | ✓ | ✓ |
| Action | Administrator | Designer | Partner Admin |
|---|---|---|---|
| Accept/refuse course publication or request | ✓ | ✗ | ✓ |
| Manage course visibility | ✓ | ✓ | Scoped to perimeter |
| Delete a course ⚠ | ⚙ | Own draft courses only | ⚙ (perimeter) |
| Archive course | ⚙ | ✗ | ⚙ (perimeter) |
| Action | Administrator | Designer | Partner Admin | Facilitator |
|---|---|---|---|---|
| Register / unregister users, link/unlink groups | ✓ | ✓ | Scoped by course visibility | ✗ |
| Export course content list | ✓ | ✓ | ✓ | ✗ |
| Export course registrations / management / statistics | ✓ | ✓ | Scoped by course visibility | ✓ |
| Generate course agreements | ✓ | ✓ | Scoped by course visibility | ✓ |
| Pin a course | ✓ | ✓ | Scoped by course visibility | ✓ |
| Manage course reminders | ✓ | ✓ | ✓ | ✗ |
VII — Translator Function Permissions ✨
VIII — Permissions Settings
Configure the Configurable (⚙) items throughout this article under Settings > Permissions. Changes apply globally to every user holding the relevant role or function. Settings for Administrator, Group Manager, Author, and Facilitator are grouped separately in that screen.
FAQ & Troubleshooting
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Issue: An Administrator cannot create, edit, or delete users or groups.
Solution: Most Administrator user- and group-management actions are Configurable and off by default. Enable them under Settings > Permissions.
Issue: A Group Manager cannot create or edit users.
Solution: Enable the relevant option under Settings > Permissions > Group Managers. Note that Contact user and Export users work for Group Managers without any setting change.
Issue: Learners are not seeing the Catalogue.
Solution: Disabled by default. Enable under Settings > Catalogue > Activate Catalogue for all users.
Issue: A Designer cannot see the Partners menu, edit users, or delete a course.
Solution: These are expected limits — Designer has no Partners or user-edit rights, and can only delete draft courses they created themselves.
Issue: A user with the Author function can't create classroom modules.
Solution: Check whether Author module scope is set to "online modules only" under Settings > Permissions > Authors — switch it to "all module types" if classroom content is needed.
Issue: A Translator cannot see their assigned course.
Solution: Three causes: (1) user perimeter does not match the course perimeter; (2) course perimeter changed after assignment, triggering automatic removal; (3) assignment was not saved — return to General information > Translators and confirm.
Issue: A Translator was automatically removed from a course.
Solution: Occurs when the course perimeter changes. Either revert the change or re-assign a Translator whose perimeter matches. Their account and other permissions are not affected.
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Is Community Manager a role or a function?
— It's a role. A user is either assigned the Community Manager role, or is a Learner/Designer/etc. — it is not layered on top of another role the way Group Manager or Author are.
Is Facilitator a role or a function?
— Both. Facilitator is selectable directly as a Role in the Role dropdown, and can also be granted as a Function layered on top of another role, scoped to the specific sessions that user facilitates.
What can an External user do?
— Very little: manage their own profile, notifications, and security settings. They have no course, community, or catalogue access.
What is the difference between archiving and deleting a course?
— Archiving makes the course unavailable but preserves statistics and history. Deleting permanently removes everything — irreversible, and requires an enabled setting for Administrator or Partner Administrator.
What is the difference between the Translator function and the Designer role for translations?
— A Designer can access course configuration, content, registrations, statistics, and more. A Translator can only access translated versions of explicitly assigned content — no original content, no Management Menu, no admin actions.
Can a Learner be assigned the Translator function?
— Yes. The function is additive — any user in the correct perimeter can be assigned. Their Learner experience and other permissions remain unchanged.
Can a Translator on a Learning Path manage course translations without individual course assignments?
— Yes. Assigning a Translator to a Learning Path grants access to translations of both the Learning Path and all its underlying courses from a single interface.
Can a Group Manager register members for courses?
— Course/group registration actions for Group Managers depend on the specific action; check the Groups and Courses tables above, and enable the corresponding setting if it shows ⚙.
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