User Roles & Permissions
Understand the different user roles and what they can access
Overview
The LMS uses role-based access control (RBAC) to manage permissions. Each user has one or more roles that determine what they can see and do.
Available Roles
Learner
The default role for all users. Learners are your training participants.
Manager
For line managers who need to view and manage their team's training.
Admin
Full administrative access to configure and manage the LMS.
Trainer
For instructors who deliver training sessions.
Role Hierarchy
Roles inherit permissions from lower roles:
Admin ↓ (includes all Manager permissions) Manager ↓ (includes all Learner permissions) Learner
A user with the Admin role can do everything a Manager and Learner can do.
Learner Permissions
All users, regardless of role, have these permissions:
| Permission | Description |
|---|---|
| View Dashboard | Access their personal training dashboard |
| View Catalog | Browse available courses and pathways |
| Enrol in Courses | Self-enrol in available training |
| View Calendar | See available training sessions |
| Book Sessions | Book onto instructor-led training |
| View Own Profile | Access their profile page |
| Update Own Profile | Edit their own profile details |
| Change Password | Change their own password |
| View Own Progress | See their training history and progress |
What Learners Can Do
- Complete assigned training
- Browse and start courses
- Book sessions from the calendar
- View their certificates
- Track their progress
- Update their profile
- Add external certifications
What Learners Cannot Do
- View other users' training
- Assign courses
- Manage system settings
- Access admin areas
Manager Permissions
Managers have all Learner permissions plus:
| Permission | Description |
|---|---|
| View Team Management | Access the Team Management dashboard |
| View Team Members | See direct and indirect reports |
| Assign Courses to Team | Assign training to their team members |
| View Team Progress | Monitor team training completion |
| Manage Direct Reports | Manage their direct reports |
| View Team Analytics | Access team-level reports |
What Managers Can Do
- View their team's training progress
- Identify overdue training
- Assign courses to team members
- Run reports on their team
- Follow up on incomplete training
What Managers Cannot Do
- Access the full Admin area
- Manage all users (only their team)
- Configure system settings
- Manage courses or sessions
- View organisation-wide reports
Team Scope
Managers can only see and manage:
- Direct Reports - Users who report directly to them
- Indirect Reports - Users who report to their direct reports
Tip
Admin Permissions
Admins have all Manager and Learner permissions plus:
| Permission | Description |
|---|---|
| View Admin Dashboard | Access the admin dashboard |
| Manage All Users | Create, edit, delete any user |
| Manage Courses | Create and edit courses |
| Manage Calendar | Create and manage sessions |
| Manage System Settings | Configure system settings |
| View Reports | Access all reports and analytics |
| Manage Departments | Create and edit departments |
| Manage Groups | Create and manage user groups |
| View Audit Logs | Access audit trail |
| Assign Roles | Change user roles |
What Admins Can Do
- Full access to all system features
- Manage all users across the organisation
- Create and configure courses
- Set up and manage sessions
- Configure system settings
- Run any report
- Manage groups and departments
- Configure security settings
Assigning Roles
When Creating a User
- Go to Admin → User Management
- Click Add User
- Select the role(s) for the user
- Complete other fields
- Save
Changing Existing User's Role
- Go to Admin → User Management
- Find and click on the user
- Edit their role(s)
- Save changes
Tip
Role-Based UI Changes
The interface changes based on role:
Learner View
Dashboard shows personal training, Catalog to browse courses, Calendar to book sessions, Profile management
Manager View
Adds "Team Management" in navigation, Team dashboard and reports, Can assign training to team
Admin View
Full "Admin" menu appears, Access to all management areas, System configuration options
Best Practices
Principle of Least Privilege
Give users only the permissions they need:
- Most users should be Learners
- Only managers need Manager role
- Limit Admin access to key people
Regular Reviews
Periodically review:
- Who has Admin access
- Are roles still appropriate
- Any unnecessary elevated access
Common Scenarios
"I need to see my team's training"
You need the Manager role, and team members need you set as their manager in their profile.
"I need to create courses"
You need the Admin role to access course management.
"I need to run reports on everyone"
You need the Admin role for organisation-wide reports. Managers can only see their team's data.
Troubleshooting
Can't see Admin menu
Verify you have the Admin role. Try logging out and back in. Check with your administrator.
Can't see Team Management
Verify you have the Manager role. Check you have team members assigned - users must have you as their manager.
Role changed but not working
Log out and log back in. Clear browser cache. Role changes apply on next login.
Manager can't see team member
Verify manager relationship is set correctly. Check the user's manager field.
Related Guides
- Creating Users - Set roles when creating users
- Team Management Dashboard - Manager features
- Password Policy & MFA - Security settings