⏱️ The Essentials in 3 Minutes |
🧠 Understand the Value of Role Management
An effective training setup relies on a well-organized team: an author who designs the path, a coach who follows learners, an admin who runs the platform. Assigning the right role to each person gives them the right tools - and protects the learning experience from errors or unwanted access.
📌 Example: a 6-person L&D team. You assign the author role to your 3 instructional designers, coach to your learner group manager, admin to your project lead, and learner to your pilot team members. Each person only accesses what concerns them, securing data and streamlining work.
👥 Identify the 4 Available Roles
Role | For whom? | At what level? |
🎓 Learner | Anyone taking a training course. | Personal access to their learning space. |
🚀 Coach | People who follow learners (enrollments, publishing, statistics). | At the level of learner groups or one or more spaces. |
✍️ Author | People who create and edit training content. | At the level of one or more training spaces. |
🧙 Admin | People who manage the platform or a space via the back-office. | At the space or platform level. |
💡 A single user can hold multiple roles depending on their responsibilities.
⚠️ A user can only have the Learner role in one single space, even if your platform has several.
✅ Identify Permissions by Role
Access | Learner | Coach | Author | Admin |
Access personal learning space and shared training | ✅ | ✅ | ✅ | ✅ |
Create and edit projects | ❌ | ❌ | ✅ | ✅ |
Access and edit collaborative projects | ❌ | ❌ | ✅ | ✅ |
Access other authors' personal projects | ❌ | ❌ | ❌ | ✅ |
Create and edit publications | ❌ | ❌ | ✅ | ✅ |
Manage users (add, roles, deactivate...) | ❌ | ❌ | ❌ | ✅ |
Create and edit groups | ❌ | ✅ | ❌ | ✅ |
Publish and manage publication distribution | ❌ | ✅ | ❌ | ✅ |
Edit dates and locations of in-person modules | ❌ | ✅ | ✅ | ✅ |
Lock modules in a publication | ❌ | ✅ | ✅ | ✅ |
Configure certificates, comments, and final evaluation | ❌ | ❌ | ✅ | ✅ |
Send invitations and reminders to users | ❌ | ✅ | ❌ | ✅ |
Link a group to a publication (and vice versa) | ❌ | ✅ | ❌ | ✅ |
View and reply to learner comments | ✅ | ✅ | ❌ | ✅ |
Access publications | ❌ | ✅ via a preview window | ✅ those where they are author or co-author | ✅ |
Access publication statistics | ❌ | ✅ | ✅ except individual statistics | ✅ |
Access platform licenses and global statistics | ❌ | ❌ | ❌ | ✅ |
Customize the platform | ❌ | ❌ | ❌ | ✅ |
Create, edit, or delete a training space | ❌ | ❌ | ❌ | ✅ |
View certificates issued to learners | ❌ | ✅ | ❌ | ✅ |
Enable completion notifications | ❌ | ✅ | ❌ | ✅ |
⚙️ Assign a Role When Creating a User
Go to the Users section.
Add one or more users by entering their login information.
Select the role(s) to assign them.
Send them the invitation to join your platform.
🔄 Edit Roles for Existing Users
Two options depending on volume:
Individual edit: click on the user in the list. A side panel opens where you can update their roles for the relevant space.
Bulk edit: check the box to the left of the relevant users, then click Edit roles and scopes in the task bar at the bottom of the screen.
💡 A user's role can be changed at any time.
Keywords: assign a role, add a user, grant access, Didask roles, permissions, access rights, coach, author, admin, learner, user management.