Program Roles and Permissions

Assign Program Team Members the appropriate permissions to enable them to perform their role.

Updated at October 9th, 2025

Table of Contents

Adding a New Program Team Member Customising Program Team Member Permissions Program Role Permissions Explained Program Delivery Program Set Up & Design Enrolments & Class List

Each program in Academy has six “standard” roles:

Learner	Access the program content and complete activities as a program participant.
Learning Designer	This role is intended for program designers/builders who don’t need access to the program delivery, set up and enrolment settings.
Guest Facilitator	This role is intended for Facilitators who DON'T play an active role in delivering a program. For example, they don’t need access to view tasks, comment on tasks, add resources, or view programs reports and transcripts.
Facilitator	This role is intended for Facilitators who DO take an active role in delivering a program. For example, they add resources, post announcements, mark assessments and tasks, or grade the program.
Coach	Coaches or mentors have a special role in Academy. Participants can nominate a coach to support them throughout the course. There are different levels of coach involvement, depending on the nature of the course. Read more about Coaches here.
Coordinator	Coordinators have the highest level of permissions and have full access to the program content, settings and delivery features.

The Learning Designer, Guest Facilitator, Facilitator and Coordinator roles are all considered “Program Team Members”. These are the people responsible for designing and delivering a program.

View the Program Team Members here, in the Class List:

Adding a New Program Team Member

To add a new Program Team Member:

Open the program
Go to the Class List
Choose the Program Team sub-menu
Click the Add button in the top right corner
Add the new Program Team Member's name and email address. If your new Team Member already has a user account, they will be listed once you enter their name and/or email.
Choose the appropriate program role for the Team Member.
Add the remaining details and save.

Customising Program Team Member Permissions

Each role has a set of default permissions. However you can customise these to suit the individual Team Member. Any permission with a circle beside it can be enabled or disabled for that individual user.

Customise a role by clicking the three dots next to the Program Team members name in the Class List, and then select “View Program Team Record”. You will see a screen like this:

Each default role (Coordinator, Facilitator, Learning Designer, Guest Facilitator) has a set of default permissions. There are two types of permissions:

Permissions that are always enabled or always disabled. These permissions have solid ticks or crosses next to them.
Permissions that can be enabled OR disabled for that role. These are the customisable permissions. They have open circles next to them, and you can turn them on and off as required.

By default, all permissions are enabled for Coordinators and cannot be disabled.

If you need to enable or disable a permission that doesn’t have a circle beside it, you will need to select a different role. Watch this video to find out more:

Program Role Permissions Explained

The program permissions are divided into three subsets:

Program Delivery
Program Setup & Design
Enrolments & Class List

The permissions within each subset are explained in more detail below.

Program Delivery

Program Set Up & Design

Enrolments & Class List

Add Resources	Resources are any document, video, link or diagram added to the program. You can read more about them here. This permission enabled the Team Member to add new resources to the program via the Add Resources button in the top right corner of the Resources page, shown below:
Nudge Learners	A “Nudge” sends an email to “At Risk” learners to prompt them to log in to Academy and continue with their program. Users with this permission can see the option to nudge learners and therefore can send these email prompts.
View Task Feed & Comment	Users with this permission can view the Task Feed and the Comment Feed (if enabled) and where comments for individual tasks have bee enabled.
Add Posts & Announcements	Users with this permission can create new posts/announcements, and respond to posts/announcements.
Manage Work Groups	Users with this permission can access the Activity Groups when managing the cohort and can manage the activity groups. This includes: Adding new groups and delete groups Naming groups View and edit group membership (that is the participant allocation to the individual groups) View and schedule group sessions View the status of group tasks
Start Session / Mark Attendance	Users with this permission can start a virtual session (requires integration with Zoom) or mark the attendance of any session where the completion rule for that session requires attendance to be marked.
View Program Reports	Users with this permission can viewthe program reports via the Dashboard menu option on the left: NOTE: Reports with more sensitive information (like the Diagnostic Reports) have additional permissions determining access within the settings of the Diagnostic itself. In this case, the user must have access to both the View Program Reports program permission, as well as the individual Diagnostic reporting permission in order to view the report. Read more here.
Review Activities	Users with this permission have access to the Actions Required tab in the My Actions Inbox: This Inbox provides access to Diagnostics, Tasks and Assessments that have been submitted by participants and which require someone to mark/grade/assess them. The diagnostics, tasks and assessments in this inbox are limited to: diagnostics, tasks and assessments that have been submitted (or resubmitted) and are waiting review/marking/grading diagnostics, tasks and assessments where the nominated Reviewer for that diagnostic, task or assessment is the Facilitator. This is set within each individual task/assessment/diagnostic. You can read more here. Coordinators can also see and mark/grade diagnostics, tasks and assessments where the nominated reviewer is a Facilitator.
Grade	Users with this permission can access the Gradebook, grade learners, and publish grades. Read more here.
Issue Badges	Users with this permission can manually issue badges, via the Program Transcript. Badges can be manually issued to any user who has started the program. They do not need to have completed the program.
Access Program Enquiries	Users with this permission can view and respond to program enquiries raised by program participants. If Program Enquiries has not been implemented on your Academy platform, this permission can be ignored.

Access Authoring	This permission is designed for any Team Member who needs to be able to create, build, design, structure or edit the content of the program. Users with this permission can: access the main edit button at the top of the screen access all of the editing functions on pages and sections add and edit learning objectives (if enabled) enable and edit the Onboarding sections (if Onboarding is enabled) enable and edit the Coaching settings (if Coaching is enabled) edit the Evaluation and Program Wrap Up settings (if enabled)
Set Up Program	In order to access this permission, users must already have the Access Authoring permission (under Program Editing). Once they have this permission, users can access and edit the: Program settings (start and finish dates, delivery mode, lock settings, seat limit etc). Users who have the Access Authoring permission but who do not have this permission will be able to see a read-only version of these settings. Configuration settings Self-Enrolment settings Language settings Tools (Shift Program Dates and Replace Content) Group work settings (only required if your program requires more than one Group Type)
Add Badges & Certificates	User with this permission can view and access the Badges settings under Program Overview: From here, they can add an existing badge or create a new badge or import a a badge from Credly (if Credly has been integrated with your Academy platform). They can also attach a certificate to a new badge or allocate points to a new badge if certificates/points have been enabled on your Academy platform, and at least one certificate template exists.
Access Emails	This permission gives users the ability to view and access the program emails. They can also enable, disable or customise the emails for that program if they choose to. They cannot access or edit the platform-wide email templates.
Integrate Tools	Users with this permission can integrate their program with third party tools via LTI. Please contact Guroo Learning for additional information about LTI.
Access Pricing	Users with this permission can view and edit ANY AND ALL of the settings in the Price tab. This includes adding and editing purchase plans and modifying payment and access settings.

Create Coordinator & Facilitator	Users with this role can create/add other Coordinators and Facilitators to this program.
Create Team Members	Users with this role can create/add other Program Team Members to this program (excluding other Coordinators and Facilitators). That is, they can add Guest Facilitators, and Learning Designers. To add Leaners or Coaches, they must have the Manage Enrolments permission. To add other Coordinators or Facilitators, they must have the Create Coordinator permission.
View Class List	Users with this permission can view the Class List. They cannot add learners or modify any of the learner settings unless they have additional permissions.
Access Learner Transcript	Users with this permission (and also the Class List permission) can view the learner's Program Transcript and Learning Activity Transcript by clicking on the user tile in the Class List.
Manage Enrolments	Users with this permission can: Add new learners to the program by: Adding the users individually Bulk uploading users via spreadsheet upload Manage the auto enrolment settings Withdraw learners from the program View the Enrolment record for individual learners Add new coaches to the program Modify the learners assigned to a coach
Manage Applications	Users with this permission can access, view and process application for this program (assuming it is an Application Only program). Read more here, including how and where to process applications.