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Permissions & roles

  • Updated

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.

Below is a list of 360Learning's main roles:

  • Learner: Learners have no admin access. They have access to their group homepages and can play content shared by authors, coaches, group admins, and platform admins.
  • Authors: Authors have limited admin access. They can create training content (courses, program templates, program sessions, paths, path sessions) and add it to their group's library.
  • Coach: Coaches have limited admin access. They can view and export their group statistics and share training content with their group.
  • User Administrator: User admins have limited admin access. They can add and remove users from their group and perform other user management actions.
  • Administrator: Admins have full admin access to their groups. They also have all the permissions that authors and coaches have.
    • Administrators that are not admins of the platform group (group admins) have full admin access to their groups and subgroups. 
    • Administrators that are admins of the platform group (platform admins) have full admin access to all groups and full admin access to the platform.
  • Owner: A 360Learning platform has a single owner. They have the same permission level as Platform Admins and are the only ones who can access the billing menu.

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

To let users create a program session and assign learners to that session without giving them full admin access, give them both the author and coach roles in their group.

Permissions by main role

Permissions

Learner

Author

Coach

User administrator

Administrator

Platform administrator

Owner

Play a course or a program session in the catalog of their group

✅

✅

✅

✅

✅

✅

✅

Play a program session that was assigned to them

✅

✅

✅

✅

✅

✅

✅

Play a program session that was assigned to their group

✅

❌

❌

❌

❌

❌

❌

Create a course or a program template

❌

✅

❌

❌

✅

✅

✅

Create a tag, and assign it to a course or a course activity

❌

✅

❌

❌

✅

✅

✅

Add a course from the library to their program template

❌

✅

❌

❌

✅

✅

✅

Access statistics from courses, program templates, and program sessions from which they are the author (except statistics of users in parent groups where they don’t have the author role, or private groups to which they don’t belong)

❌

✅

❌

❌

✅

✅

✅

Create sessions from a program template they created

❌

✅

❌

❌

✅

✅

✅

Create session from a program template available in the library

❌

❌

✅

❌

✅

✅

✅

Assign members of their group to a session

❌

❌

✅

❌

✅

✅

✅

Access their group’s general settings

❌

❌

❌

❌

✅

✅

✅

Access their group’s statistics

❌

❌

✅

❌

✅

✅

✅

Add library courses to the catalog of their group

❌

❌

✅

❌

✅

✅

✅

Add users to their group

❌

❌

✅

(from a session)

✅

✅

✅

✅

Remove users from their group

❌

❌

❌

✅

✅

✅

✅

Edit their group settings

❌

❌

❌

❌

✅

✅

✅

Edit roles of users in their group

❌

❌

❌

✅

✅

✅

✅

Configure the page layout in their group

 ❌ ❌ ❌ ❌

✅

(only with widgets made available by the platform admin)

 ✅ ✅

Create and edit a path

 ❌ ✅ ❌ ❌ ✅ ✅ ✅
Share a path with their group ❌ ❌ ✅ ❌ ✅ ✅ ✅

All permissions above, but on any course, program template, session, or group

 ❌ ❌ ❌ ❌ ❌ ✅ ✅

Set main tags

 ❌ ❌ ❌ ❌ ❌ ✅ ✅

Edit the catalog settings

 ❌ ❌ ❌ ❌ ❌ ✅ ✅

Add an automatic deletion date for users

 ❌ ❌ ❌

❌

✅

 ✅ ✅
Create a group ❌ ❌ ❌

❌

✅

✅

 ✅
Configure a group page layout ❌ ❌ ❌

❌

✅

✅

 ✅
Create a carousel on a group page ❌ ❌ ❌ ❌

✅

 ✅ ✅

Create a custom training section on a group page

 ❌ ❌ ❌ ❌

✅

 ✅ ✅

Create a gallery on a group page

 ❌ ❌ ❌ ❌

✅

 ✅ ✅

Activate the Public channel

 ❌ ❌ ❌ ❌ ❌ ✅ ✅

Delete a tag

 ❌ ❌ ❌ ❌ ❌ ✅ ✅
Add a Privacy policy ❌ ❌ ❌ ❌ ❌ ❌ ✅
View path sessions stats page for groups ❌ ❌ ✅ (if the user is a coach in the session’s owner group) ❌ ✅ ✅ ✅
View path dashboard ❌ ✅ ✅ ❌ ✅ ✅ ✅
Send reminders for invitations ❌ ❌ ❌ ✅ ✅ ✅ ✅
Send reminders for path sessions ❌ ❌ ✅ ❌ ✅ ✅ ✅
Send reminders for program sessions ❌ ❌ ✅ ❌ ✅ (for specific course reminders) ✅ ✅
Download all platform data in JSON format ❌ ❌ ❌ ❌ ❌ ❌ ✅
Change the platform owner ❌ ❌ ❌ ❌ ❌ ❌ ✅
Access the billing menu ❌ ❌ ❌ ❌ ❌ ❌ ✅

Specific roles

Specific roles complement 360Learning's main roles. Unlike main roles, they give permissions to individual items within groups.

Because they build off permissions given through main roles, users 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.

Below is a list of 360Learning's specific roles:

  • The main author of a course or path can edit it and access its statistics page. Only one user may be the main author; you can change it, and their permissions are transferred when they are deleted from the platform.
  • The co-author of a course or path has the same permissions as a main author, but their permissions are not transferred when they are deleted from the platform.
  • A reviewer can review courses, and publish internal comments in the forum of those course. This role is only available with the Champion solution.
  • A manager can access the statistics of a member of their team (even on courses or sessions they can’t access themselves). They can also enroll their team members in path sessions, if the manager enrollment feature is available on their platform.
  • An instructor (or a co-instructor) can edit a path session and see the statistics for all learners enrolled in the path session, regardless of the learners' group.

Classroom trainer is not considered a role. Read more about trainers →

The roles of the main author and co-author may only be given to users with the main role of author, and apply on a course.

The roles of reviewer, manager, and instructor may be given to any user. A learner may therefore become the Instructor of a session or the manager of another user.

Permissions linked to each of those roles are listed below, and complement the permissions of main roles:

Permissions Main author Co-author Reviewer (Champion solution) Manager Instructor and co-instructor

Add, remove and edit activities of a course

 ✅ ✅ ❌ ❌ ❌

Import activities (Cheatsheet, Document, Question) of the course in another course

 ✅ ✅ ❌ ❌ ❌

Add a course to the library of their group

 ✅ ✅ ❌ ❌ ❌

Add a program template to the library of their group

 ✅ ❌ ❌ ❌ ❌

Publish internal comments in a course

 ✅ ✅ ✅ ❌ ❌

Access all the statistics of a user

 ❌ ❌ ❌ ✅ ❌

Edit a session and access its statistics (includes correcting open questions, correcting assessments, and validating registration requests)

 ❌ ❌ ❌ ✅ (for correcting questions, and correcting assessments)  ✅

Add to, or remove users from, a session (accessing the list of the members of a group requires the coach or administrator main role)

 ❌ ❌ ❌ ❌ ✅

View path sessions stats page for group

 ❌ ❌ ❌ ❌ ✅

View path dashboard

 ✅ ✅ ❌ ❌ ✅
Send reminders ❌ ❌ ❌ ✅ ✅

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 CREATE → 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 program session

You can add an instructor to a program session if you are an instructor yourself, or a platform administrator.

  1. At the top of the home page, click Program sessions.
  2. On the right of the session name, click edit.svg Edit.
  3. On the top right, in the section Team, click +.
  4. Select the users.
  5. On the bottom right, click CONFIRM.

In the section Instructors of the session homepage, the order of displayed users depends on the number of filled out fields in the instructors' personal profile. The following fields are taken into account:

  • Organization
  • Title / Employment
  • LinkedIn
  • Twitter

If two instructors have the same number of filled out fields, the user created first is displayed before.

Edit a role

  1. At the top right of the homepage, click CREATE → USER.
  2. In the left sidebar, click Current members → 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 CREATE → USER.
  2. In the left sidebar, click Current members → 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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