Every member of an organisation holds exactly one of three roles: Employee, Manager or Administrator. Your role decides which menu entries, tabs and buttons you see. You can find yours under your name at the bottom of the sidebar, and in Settings › Personal Info under Role.
Each role includes everything the role below it can do
The roles are stacked. A Manager can do everything an Employee can, plus team work. An Administrator can do everything a Manager can, plus running the organisation itself. Nobody needs two roles.
| Role | In one line |
|---|---|
| Employee | Learns, writes trainings, reviews peers, connects their own tools. |
| Manager | Adds enrolling other people, groups, compliance, quests and team analytics. |
| Administrator | Adds members, invitations, roles, organisation settings and organisation-wide figures. |
What each role can do
| What you can do | Where | Employee | Manager | Administrator |
|---|---|---|---|---|
| Browse the catalog, take trainings, keep notes | Catalog, My Trainings, My notes | Yes | Yes | Yes |
| Enrol yourself in a training | The training's page | Yes | Yes | Yes |
| Write a training and edit the ones you author, add a new topic while tagging one | Create Training | Yes | Yes | Yes |
| Grade a peer's submission when a training names you as one of its reviewers | Your dashboard | Yes | Yes | Yes |
| Earn XP and badges, join quests, play the daily puzzle | Achievements, Leaderboard, Quests | Yes | Yes | Yes |
| See your own figures and learning record | Analytics › My stats, My learning | Yes | Yes | Yes |
| Change your profile, notifications, language, time zone and display, download your data | Settings | Yes | Yes | Yes |
| Connect an AI assistant or another tool to your account | Settings › Connect an agent | Yes | Yes | Yes |
| Enrol other people in trainings | Enrollments | Yes | Yes | |
| Create groups and require trainings of them | Users › Groups tab | Yes | Yes | |
| Mark a training mandatory and follow who is certified | Compliance card in the editor, Analytics › Team compliance | Yes | Yes | |
| Run quests and seasons | Quests › Manage | Yes | Yes | |
| Read any member's learning report and export it as a PDF | Analytics › Team | Yes | Yes | |
| See members' email addresses on the team page | Users | Yes | Yes | |
| Open the editor of any training that is not mandatory, even one you do not author. On a published training, Edit opens a revision and makes you an author; on a draft you do not author, you cannot save or publish unless it uses live editing (details) | The training's page | Yes | Yes | |
| Invite people and revoke invitations | Users | Yes | ||
| Change a member's role, remove a member | Users | Yes | ||
| Record an erasure request from a former member | Users › Erasure request | Yes | ||
| Set the brand colour, connect Slack | Settings › Branding, Settings › Integrations | Yes | ||
| Set the organisation name, default language and default time zone | Settings › Language | Yes | ||
| See the organisation's overall figures | Analytics › Platform | Yes | ||
| See who any member follows and is followed by | A member's profile | Yes |
The Users entry in the sidebar opens a page titled Team. Every member can browse it; only the controls in the table above depend on your role.
Why some menu entries are missing
WeLearn hides what you cannot use rather than showing it and refusing. So two colleagues can see different menus:
- Enrollments appears only for Managers and Administrators.
- Achievements, Leaderboard and Quests disappear if you switched gamification off in Settings › Gamification. Leaderboard also disappears if you chose not to appear on leaderboards.
- Inside pages, tabs and buttons follow the same rule: the Groups tab on the team page, the Manage button on Quests, the Team, Team compliance and Platform tabs in Analytics, and the Branding and Integrations tabs in Settings.
If you follow a link to a page your role does not open, WeLearn shows an access-denied page instead. That is not an error to report: ask someone with the right role, or ask an Administrator whether your role should change.
Who changes your role
An Administrator changes roles on the Team page (sidebar entry Users). The page offers no role control on your own card, so an Administrator who wants a different role asks another Administrator. If your organisation's sign-in provider decides roles, the role cannot be changed inside WeLearn at all; ask whoever runs that provider.
Platform administrators are not an organisation role
A platform administrator is a Lunatech operator who runs WeLearn itself: deciding on requests for new spaces, each approved request becoming a new organisation. It sits on top of their normal role in an organisation, and it adds one sidebar entry, Organisations. Nobody in your organisation can grant it, and an Administrator does not have it. See Platform administration.
Where to go next
- Finding your way around: the sidebar and the main pages.
- Learner quickstart if you are an Employee.
- Author quickstart if you write trainings, whatever your role.
- Manager quickstart if you are a Manager.
- Administrator quickstart if you are an Administrator.