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How Roles and Access Levels work

Your Access Level decides how you behave on the platform - whether you can share content, see Insights and manage the workspace experience for all teams.

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Written by Sunil Sharma

There are 4 Access Levels across your workspace. In a snapshot...

  • Admin: Can create content, enable/disable workspace Apps, see Insights for everybody in the entire company, add and remove Users and moderate content by deleting it.

  • Manager: Managers can create content to share with their selected Groups and see Insights for the Groups they're a Manager in.

  • Contributor: Contributors can create and manage the content to share with the Groups they're a Contributor in.

  • Read-Only: Can only view content.

Regardless of your Access Level, all users will have the ability to join Spaces and manage their Profile.

Note✨: Despite not being Access Level Roles, Author, Collaborator and Verifier are functioning roles, exclusively associated with content creation. Budget Owner is exclusive to the management of Learning Budgets.

Other Roles that are associated with specific Access Levels include...

  • Line Manager: anyone who has people set to Reports To them gets Manage › Team, whatever their access level.

  • Group access level: set for each group, and never higher than your workspace access level.

  • Space roles: Owner, Moderator or member, set in each Space.

  • Content roles: author, collaborator, verifier or marker, set on each piece of content.

  • Budget owner: approves learning requests for a budget. Must be an Admin or Manager.

For example, a Read Only store colleague with three people reporting to them sees Team under Manage, but not People, Groups or Content.

Note✨: Lowering someone's Access Level also lowers their group access levels to match. Moving someone to Read Only makes them a member in every Space they own or moderate, and moving them below Manager removes them as a Budget Owner.

For a comprehensive view of everything each Access Level can do, take a look at our table below.

Action

Admin

Manager

Contributor

Read-Only

View Content

✅

✅

✅

✅

Create / Share Content

✅

✅

✅

❌

Edit Published Content

Only if the Author/Collaborator

Only if the Author/Collaborator

Only if the Author/Collaborator

❌

Delete Published Content

✅

Only if the Author/Collaborator

Only if the Author/Collaborator

❌

Edit Profile

✅

✅

✅

✅

Join/Leave Spaces

✅ (but can't unsubscribe from Spaces they created)

✅ (but can't unsubscribe from Spaces they created)

✅ (but can't unsubscribe from Spaces they created)

✅

Add/Rate Skills

✅

✅

✅ (can't add Skills to other Users)

✅ (can't add Skills to other Users)

(Dis)Connect/Apps within "My Profile"

✅

✅

✅

✅

Submit Learning Requests

✅

✅

✅

✅

Send Messages (only to Users in their Group(s)

✅ (to any User)

✅

✅

✅

View Studio

✅

✅

✅

❌

Create/Edit Channels

✅

✅

✅

❌

Mark Assessments

✅

✅

✅
(if the Author/Collaborator/Verifier)

❌

View Dashboard

✅

✅

✅

❌

Share content with "Everyone"

✅

✅

✅
(If the Learning Group User Role allows)

❌

Create/Edit Groups

✅

✅

❌

❌

Manage Groups

✅

✅

❌

❌

Manage Bookings

✅

✅

✅
(If the Author/Collaborator/Verifier)

❌

View Assessments

✅

✅

(for Managed Groups)

✅
(If the Author/Collaborator/Verifier)

❌

View Insights

✅

✅

(for Managed Groups)

❌

❌

View Rewards

✅

✅
(for Managed Groups)

✅
(If the Author/Collaborator/Verifier)

View Tasks

✅

✅

✅

❌

Create/Manage Budgets

✅

✅

❌

❌

Approve/Reject Learning Requests

✅ (for Managed Budgets)

✅

(for Managed Budgets)

❌

❌

Endorse Skills

✅

✅

✅

❌

Manage (Add/Deactivate/Delete) Users

✅

❌

❌

❌

Manage Apps and External Content for the Learning Platform

✅

❌

❌

❌

Access Workspace Settings

✅

❌

❌

❌

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