Permissions & roles

  • Updated

The six main roles

When you add a user to the platform, you must assign them a main role, linked to a group. A user may have different roles on different groups.

There are six main roles.

  • A Learner can play courses in their Catalog, and play program sessions in their Catalog or that are assigned to them.
  • An Author can create training content (courses, program templates, program sessions).
  • A Coach can track their group’s statistics.

The Author and Coach roles are disjoined: a user who is only an Author may not invite their group members to a session they created, and a user who is only a Coach may not create courses or program templates.

If you would like a user to be able to create a program, then assign it to members of their group, we suggest you give that user the roles of Author and Coach on their group.

  • An Administrator can add or remove users in their group. They also have all the permissions of Authors and Coaches.
  • platform Administrator has full permissions, on everything (courses, program templates, program sessions, groups), and specifically on the platform group.
  • The platform Owner has the same permissions as a platform Administrator, and can access the menu Billing. Only one user may be platform Owner.

Permissions linked to each of those roles are listed below:

Permissions Learner Author Coach group 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 Skill, 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 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

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 Skills

Edit the Catalog settings

Add an automatic deletion date to users

Create and edit Labels

(through CSV import)

Create a subgroup

(if group hierarchy is enabled)

Activate the Public channel

Delete a Skill

Add a Privacy policy
View path sessions stats page for groups
View path dashboard

The five specific roles

On top of the six main roles, there are five specific roles.

  • The course’s main Author can edit a course. Only one user may be the course’s main Author; you can change it, and their permissions are transferred when they are deleted from the platform.
  • A course’s Co-author can edit a course.
  • A Reviewer can publish internal comments in the forum of a course. This role is only available with the plan 360Learning Enteprise.
  • A Manager can access the statistics of a user (even on courses or sessions they can’t access themselves).
  • An Instructor can edit a program session.

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 (360Learning Entreprise) Manager 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 sending reminders to Learners, correct open questions, correct assessments, and validate registration requests)

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

Assign a role

Assign main roles (Author, Coach, Administrator)

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

You may add a new main role to an active user:

  1. In the left sidebar, click on the group in which you would like to add a main role to the user
  2. On the bottom right, click +>USERS
  3. In the left sidebar, click Active 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, coach, or administrator role on at least one of their groups.

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click on COURSES
  3. Click on a course
  4. On the bottom of the page, below Co-author, click +
  5. Select the users
  6. On the bottom right, click CONFIRM

Assign a reviewer

You may add a reviewer to a published course if you are its main author or co-author, and if the course is linked to a Learning Need Project.

The reviewer role is available only with the plan 360Learning Enterprise; contact your Account Manager to know more about this plan.

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click on COURSES
  3. Click on a course
  4. On the bottom of the page, below Co-author, click +
  5. Select the users
  6. On the bottom right, click CONFIRM

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. In the left sidebar, click Dashboard
  2. In the left sidebar, click on PROGRAM SESSIONS
  3. On the right of the session name, click Edit (pen icon)
  4. On the top right, in the section Team, click +
  5. Select the users
  6. 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 fields taken into account are:

  • 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. On the bottom right, click +>USER
  2. In the left sidebar, click Active members>All
  3. Click on the profile of a user
  4. Check or uncheck 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. 

  1. In the left sidebar, click Dashboard
  2. In the left sidebar, click on COURSES
  3. Click on a course
  4. Below Main author, click on the user’s profile picture
  5. Select a user
  6. 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. On the bottom right, click +>USER
  2. In the left sidebar, click Active members>All
  3. Click on the profile of a user
  4. On the right of the list of roles on the platform group, check the box Owner
  5. Click OK

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.