Permissions & roles

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Roles determine what users can see and do in 360Learning.

  • Main roles are designed to set the level of access users have to manage accounts, training content, and settings in 360Learning (admin access).
  • Specific roles give users access to more collaborative features in 360Learning.

Main roles

Main roles are set at the group level, and users must have one main role to use the platform. Users can have different roles in different groups.

Here is a quick summary of the main roles:

Role

Summary of permissions

Learner Learners can play training content and track their performance. They also benefit from all the social features of the platform.
  • Post messages on their groups' newsfeeds
  • Access the profiles of the other members of their groups and interact with them
  • Follow paths which are assigned to them or one of their groups
  • Play open courses and paths available in their group's catalogs
  • Access their own statistics
Coach Coaches oversee their groups. They can:
  • Create path sessions and track their statistics.
  • Invite learners and groups to those sessions.
Author Authors create and improve training packages. They can:
  • Create courses and paths.
  • Edit the courses and paths they created.
  • Track the statistics of the courses and paths they created (if they also have the coach role).
User Administrator User administrators are in charge of user management.
  • Add learners to groups
  • Remove learners from groups
  • Manage group invitations
Administrator Administrators are in charge of group settings. This is the most powerful permission a user can have (aside from owner).
  • Administrators who are admins of the platform group are known as "Platform admins". Platform admins have full admin access to all groups and full admin access to the entire platform.
  • Administrators who are not admins of the platform group are known as "Group admins". Group admins have full admin access to only their groups and subgroups.
Owner

A 360Learning platform has a single owner.

Owners have the same permission level as Platform admins, as well as being the only role with access to the billing menu.

Neither the author nor the coach roles inherit permissions from the other. For example, a user who is only an author may not invite their group members to a path session they created, and a user who is only a coach may not create courses.

If you would like a user to be able to create a path session and assign learners to that session, but you do not want to give them full admin access, assign the user both the author and coach roles for their group.

Permissions by main role

Below, you will find a list of roles, clicking on a role will display a detailed list of what that role can/cannot do in the platform.

Specific roles

Specific roles are used to complement 360Learning's main roles. Unlike main roles, these roles are not always assigned at the user level, some are assigned through individual items and give permissions within groups.

Here is a quick summary of the specific roles:

Role

Summary of permissions

Main author Main authors are responsible for maintaining their courses and paths.
  • Edit their courses and paths
  • Access course and path statistics for all users in their groups who have played their content
  • Transfer main author permissions if the main author is changed or deleted (only one main author per course or path)
Co-author Co-authors assist in editing courses and paths that they are assigned to. Anyone can be assigned as a co-author, they do not require a specific main role.
  • Edit courses and paths they are assigned to
    • Add steps to a path
    • Create/edit activities in a course
  • Co-author permissions are not transferred if the co-author is deleted
Reviewer

Reviewers evaluate training courses.

  • Review assigned courses
  • Publish internal comments in the course forums

This role is only available with the Champion solution.

Manager Managers support their team members' learning journeys.
  • Access the statistics of users they manage (even on courses or sessions they cannot access themselves)
  • They can also enroll their team members in path sessions, if the manager enrollment feature is available on their platform.
Instructor Instructors manage path sessions.
  • Edit the settings of path sessions they are assigned to
  • Access statistics for all learners enrolled in their session, regardless of the learners' group

Because specific roles build off of the permissions given through main roles, users may need to have certain main roles to be given specific roles. If a user does not have the needed main role, giving them a specific role will add that to their profile:

  • The role of the main author may only be given to users with the main role of author (this also applies to courses).
  • The roles of co-author, reviewer, manager, and instructor may be given to any user. For example, a user with only the learner role may become the instructor of a session or the manager of another user.

Classroom trainer is not considered a role. Read more about trainers β†’

Permissions by specific role

Permissions linked to each of the specific roles are listed below:

⚠︎ We recently made changes to the co-author role. Read more about these changes β†’

  • Create a course ❌
    Update a course βœ…
    Delete, archive, unarchive, and copy a course βœ…
    Change the owner group of a course βœ…
    Change the co-author of a course βœ…
    Change the main author of a course βœ…
    Import activities (cheatsheet, document, question) into a course from courses where they are also a main author/co-author βœ…
    Access the course dashboard βœ…
    Access a courses' statistics βœ…
    Read others comments, and update and delete own comments on courses βœ…
    See, assign, and unassign tags on courses βœ…
    Create/delete course tags ❌
    Add/remove content from group course library ❌
    View group course library ❌
    Access translation settings on courses βœ…
    Create a path ❌
    Delete, archive, unarchive, and copy a path βœ…
    View path dashboard βœ…
    View path sessions βœ…
    Create path sessions βœ…
    Edit/delete path sessions ❌
    Access a path sessions' statistics (includes: correcting open questions, correcting assessments, and validating registration requests) ❌
    Add users to a session ❌
    Remove users from a session ❌
    Change owner group of a path βœ…
    Access path translations βœ…
    See, assign, and unassign tags on paths βœ…
    Create a classroom step ❌
    Remove a classroom step βœ…
    View classroom path options (right side panel) βœ…
    Edit the classroom options ❌
    Create, read, update, and delete path assessments βœ…
    Create a certificate step (to add a new or existing certificate) ❌
    Remove a certificate step βœ…
    See the "Edit" button and edit a certificate ❌
    Create a course step (to add a new or existing course) ❌
    Remove a course step βœ…
    See the "Edit" button and edit the course itself ❌
    Access course path options (right side panel) βœ…
    Create, read, update, and delete a Quiz in a path βœ…
    View a paths' statistics ❌
    Create/delete path tags ❌
    Access all statistics of a user ❌
  • Co-author has some unique permission interactions within the platform:

    The co-author can see the statistics page, but no data is displayed if they have no additional stat-visibility role (i.e., coach).

    If a co-author creates a session, they automatically become the instructor of that session (they are given instructor rights and given the right to edit that session), however, additional rights are needed to enroll learners or add the session to the group catalog.

    Create a course ❌
    Update a course βœ…
    Delete, archive, unarchive, and copy a course ❌
    Change the owner group of a course ❌
    Change the co-author of a course ❌
    Change the main author of a course ❌
    Import activities (cheatsheet, document, question) into a course from courses where they are also a main author/co-author βœ…
    Access the course dashboard βœ…
    Access a courses' statistics βœ…
    Read others comments, and update and delete own comments on courses βœ…
    See, assign, and unassign tags on courses βœ…
    Create/delete course tags ❌
    Add/remove content from group course library ❌
    View group course library ❌
    Access translation settings on courses βœ…
    Create a path ❌
    Delete, archive, unarchive, and copy a path ❌
    View path dashboard βœ…
    View path sessions βœ…
    Create path sessions βœ…
    Edit/delete path sessions ❌
    Access a path sessions' statistics (includes: correcting open questions, correcting assessments, and validating registration requests) ❌
    Add users to a session ❌
    Remove users from a session ❌
    Change owner group of a path ❌
    Access path translations βœ…
    See, assign, and unassign tags on paths βœ…
    Create a classroom step ❌
    Remove a classroom step βœ…
    View classroom path options (right side panel) βœ…
    Edit the classroom options ❌
    Create, read, update, and delete path assessments βœ…
    Create a certificate step (to add a new or existing certificate) ❌
    Remove a certificate step βœ…
    See the "Edit" button and edit a certificate ❌
    Create a course step (to add a new or existing course) βœ…
    Remove a course step βœ…
    See the "Edit" button and edit the course itself ❌
    Access course path options (right side panel) βœ…
    Create, read, update, and delete a Quiz in a path βœ…
    View a paths' statistics ❌
    Create/delete path tags ❌
    Access all statistics of a user ❌
  • This role requires the Champion solution
    Create a course ❌
    Update a course ❌
    Delete, archive, unarchive, and copy a course ❌
    Change the owner group of a course ❌
    Change the co-author of a course ❌
    Change the main author of a course ❌
    Import activities (cheatsheet, document, question) into a course from courses where they are also a main author/co-author ❌
    Access the course dashboard βœ…
    Access a courses' statistics βœ…
    Read others comments, and update and delete own comments on courses βœ…
    See, assign, and unassign tags on courses ❌
    Create/delete course tags ❌
    Add/remove content from group course library ❌
    View group course library βœ…
    Access translation settings on courses ❌
    Create a path ❌
    Delete, archive, unarchive, and copy a path ❌
    View path dashboard ❌
    View path sessions ❌
    Create path sessions ❌
    Edit/delete path sessions ❌
    Access a path sessions' statistics (includes: correcting open questions, correcting assessments, and validating registration requests) ❌
    Add users to a session ❌
    Remove users from a session ❌
    Change owner group of a path ❌
    Access path translations ❌
    See, assign, and unassign tags on paths ❌
    Create a classroom step ❌
    Remove a classroom step ❌
    View classroom path options (right side panel) ❌
    Edit the classroom options ❌
    Create, read, update, and delete path assessments ❌
    Create a certificate step (to add a new or existing certificate) ❌
    Remove a certificate step ❌
    See the "Edit" button and edit a certificate ❌
    Create a course step (to add a new or existing course) ❌
    Remove a course step ❌
    See the "Edit" button and edit the course itself ❌
    Access course path options (right side panel) ❌
    Create, read, update, and delete a Quiz in a path ❌
    View a paths' statistics ❌
    Create/delete path tags ❌
    Access all statistics of a user ❌
  • Create a course ❌
    Update a course ❌
    Delete, archive, unarchive, and copy a course ❌
    Change the owner group of a course ❌
    Change the co-author of a course ❌
    Change the main author of a course ❌
    Import activities (cheatsheet, document, question) into a course from courses where they are also a main author/co-author ❌
    Access the course dashboard ❌
    Access a courses' statistics βœ…
    Read others comments, and update and delete own comments on courses ❌
    See, assign, and unassign tags on courses ❌
    Create/delete course tags ❌
    Add/remove content from group course library ❌
    View group course library ❌
    Access translation settings on courses ❌
    Create a path ❌
    Delete, archive, unarchive, and copy a path ❌
    View path dashboard ❌
    View path sessions ❌
    Create path sessions ❌
    Edit/delete path sessions ❌
    Access a path sessions' statistics (includes: correcting open questions, correcting assessments, and validating registration requests) βœ…
    Add users to a session βœ…
    Remove users from a session ❌
    Change owner group of a path ❌
    Access path translations ❌
    See, assign, and unassign tags on paths ❌
    Create a classroom step ❌
    Remove a classroom step ❌
    View classroom path options (right side panel) ❌
    Edit the classroom options ❌
    Create, read, update, and delete path assessments ❌
    Create a certificate step (to add a new or existing certificate) ❌
    Remove a certificate step ❌
    See the "Edit" button and edit a certificate ❌
    Create a course step (to add a new or existing course) ❌
    Remove a course step ❌
    See the "Edit" button and edit the course itself ❌
    Access course path options (right side panel) ❌
    Create, read, update, and delete a Quiz in a path ❌
    View a paths' statistics ❌
    Create/delete path tags ❌
    Access all statistics of a user ❌
  • Create a course ❌
    Update a course ❌
    Delete, archive, unarchive, and copy a course ❌
    Change the owner group of a course ❌
    Change the co-author of a course ❌
    Change the main author of a course ❌
    Import activities (cheatsheet, document, question) into a course from courses where they are also a main author/co-author ❌
    Access the course dashboard ❌
    Access a courses' statistics ❌
    Read others comments, and update and delete own comments on courses ❌
    See, assign, and unassign tags on courses ❌
    Create/delete course tags ❌
    Add/remove content from group course library ❌
    View group course library ❌
    Access translation settings on courses ❌
    Create a path ❌
    Delete, archive, unarchive, and copy a path ❌
    View path dashboard ❌
    View path sessions ❌
    Create path sessions ❌
    Edit path session settings and delete path sessions βœ…
    Access a path sessions' statistics (includes: correcting open questions, correcting assessments, and validating registration requests) βœ…
    Add users to a session βœ…
    Remove users from a session βœ…
    Change owner group of a path ❌
    Access path translations ❌
    See, assign, and unassign tags on paths ❌
    Create a classroom step ❌
    Remove a classroom step ❌
    View classroom path options (right side panel) ❌
    Edit the classroom options ❌
    Create, read, update, and delete path assessments ❌
    Create a certificate step (to add a new or existing certificate) ❌
    Remove a certificate step ❌
    See the "Edit" button and edit a certificate ❌
    Create a course step (to add a new or existing course) ❌
    Remove a course step ❌
    See the "Edit" button and edit the course itself ❌
    Access course path options (right side panel) ❌
    Create, read, update, and delete a Quiz in a path ❌
    View a paths' statistics ❌
    Create/delete path tags ❌
    Access all statistics of a user βœ…

Assign a role

Assign main roles (author, coach, user administrator, administrator)

Users are assigned a main role upon account creation or invitation.

You may add a new main role to a current user:

  1. In the left sidebar, click on the group in which you would like to add a main role to the user.
  2. At the top right, click CreateΒ β†’Β User.
  3. In the left sidebar, click Current members, then on the submenu corresponding to the role you want to assign (learners, administrators, coaches, or authors).
  4. On the top right of the list, click +.
  5. Select the users.
  6. On the bottom right, click Confirm.

If you wish to assign different roles on several groups in bulk, we suggest you use the CSV import feature.

Assign a co-author

You may add a co-author to a course, if the user already has the author main role, and if you have the author or administrator role on at least one of their groups.

  1. At the top of the home page, click Courses.
  2. Click on a course.
  3. On the bottom of the page, below Co-authors, click +.
  4. Select the users.
  5. On the bottom right, click Confirm.

Assign a reviewer

You may add a reviewer to a published course if the course was created from a project, and you are its main author or co-author.

The reviewer role is available only with the Champion solution. Contact your Account Manager to learn more about this plan.

  1. At the top of the home page, click Courses.
  2. Click on a course.
  3. On the bottom of the page, below Reviewers, click +.
  4. Select the users.
    • You can select any user from your groups. They do not require any special role.
  5. On the bottom right, click Confirm.
  6. Enter instructions for the reviewers.
  7. On the bottom right, click Send.

Learn more about the experience of a reviewer in Review a course.

Assign an instructor to a session

See Add instructors to a path session β†’

Edit a role

  1. At the top right of the homepage, click CreateΒ β†’ User.
  2. In the left sidebar, click Current members β†’Β All.
  3. Click on a user.
  4. In the section Manage group permissions, activate or deactivate the roles in each of their group.

You can also edit roles in bulk, with the CSV import feature.

Change the main author of a course

When an author creates a course, they become its main author. You can assign a co-author to the course to share edition permissions.

Platform administrators can change the main author of a course (the new main author must have the author role in one of their groups).

  1. At the top of the home page, click Courses.
  2. Click on a course.
  3. Below Main author, click on the user’s profile picture.
  4. Select a user.
  5. On the bottom right, click Confirm.

Change the platform owner

The current owner can name a new owner (the former owner then becomes a platform administrator).

  1. At the top right of the homepage, click CreateΒ β†’Β User.
  2. In the left sidebar, click Current members β†’Β All.
  3. Click on a user.
  4. In the section Manage group permissions, under the platform group, activate the option Owner.
  5. Click Confirm.

If the platform owner left your company, and you cannot use their account to change the ownership, send us a message.

Check out our blog for more L&D resources.

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