Understanding User Roles in LearnWorlds

LearnWorlds offers granular role-based access control, helping you delegate tasks, protect sensitive data, and collaborate effectively. Besides the default learners, your school can assign advanced roles to team members depending on their function and access needs.
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Supported user roles

Administrative roles

The all-access role — tailored for your team.

Admins are not just “owners” -  they’re your multifunctional team enablers. Use permission profiles to safely scale responsibilities without compromising control.


With LearnWorlds' fine-grained permission controls, you can grant admin-level access for:

  • Developers
  • Designers
  • Support agents
  • Marketers
  • Community managers
  • Mobile app managers
  • Affiliate managers


Instructional Roles

For creators and educators.

Course creators can create and manage course content, but not access school-wide settings.

Instructors can manage courses, see learner progress, review assessments, and interact with students through discussions or live sessions.

Assistant instructors focus on learner submissions and grading

Perfect for subject matter experts or teaching assistants. 

Reporting Roles

Access to insights, without editing rights.

Reporting roles provide read-only access to key data without editing capabilities. Users can:

  • Access course insights
  • Export progress and completion data
  • Review certificates, gradebooks, and reports
  • Monitor learner engagement

Ideal for school stakeholders, education consultants, or compliance officers who need insights, not controls.

Seat & User Group Managers

Group-based access for B2B and cohort training.

Responsible for managing specific learner groups or corporate seats. They can:

  • View only their assigned users
  • Monitor progress and course status
  • Manage enrollments within their group
  • Access detailed reports for their group

Best for corporate training managers, HR teams, or instructors in charge of cohorts or B2B clients.

Role-Based Access, Tailored to Your Needs

In LearnWorlds, user permissions aren’t just broad strokes -  they’re finely tuned to mirror the structure of your admin dashboard. This allows you to grant access only where it’s needed, helping you keep operations streamlined and secure.
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Modular Permissions That Mirror Your Platform

Each custom role is built around key admin dashboard categories, including:

  • Courses
  • Programs
  • Website
  • Users
  • Communication
  • Marketing
  • Reports
  • Mobile App
  • Settings

Generally, you can define whether a user has View access (to monitor and report) or Manage access (to create, edit, and configure). This gives you total control over what your team can see and do.
Suggested Roles or Build-Your-Own

To help you get started, LearnWorlds offers suggested roles that cover common job functions like Instructor, Affiliate Manager, or Support Agent. But you're not locked into presets - you can:

  • Use a suggested role as a starting point
  • Edit any role’s permissions
  • Create a new custom role from scratch to match your team’s structure exactly


⚠️ One Role Per User
To maintain clarity and control, users can only hold one role at a time. If someone’s responsibilities change or expand, you can simply assign them a new role that reflects their updated access needs.
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