Program Roles and Permissions

Assign team members the appropriate roles to provide different levels of permissions.

Super Administrator

Updated at October 9th, 2025

Table of Contents

Assigning Roles

Each program in Academy has four roles. Permissions for each of these roles are described below.

Learner

Access the program content and complete activities as a program participant.

Facilitator

Program/Content Access

  • access the program content and complete activities
  • access “locked” sections of the program that are not yet available to the program participants
  • add new Resources

User/Class Participant Access

  • view the class list (including user profiles, program transcripts etc.)
  • add learners to Groups

Reporting and Class Activity Access

  • view reporting dashboards that have been made available to the Facilitator role
  • view learning objectives, including participant/learner objective ratings
  • view and comment on learner submissions to activities and tasks

Posts & Announcements

  • create new posts/announcements
  • pin posts/announcements to the program home page
  • delete posts/announcements

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. 

Coordinator

All permissions available to Facilitators are also available to Coordinators.

In addition, Coordinators have full edit access to the program content and settings.

 

Assigning Roles

Assign a participant to the Learner, Facilitator or Coordinator roles by:

  1. Access the Facilitation view and navigate to the Class List tab in the left-side menu
  2. Use the three dots on the right side of the learner's details to open the drop down
  3. Select the appropriate role for that user
     
This screenshot shows the class list sub-header menu when in facilitation view. The 'enrolled learners' tab has been selected, showing the dashboard for enrolled learners in this program. There is a list of learners and their corresponding program status showing in the main window. Each of these learners has three dots in a vertical line to the right of their name and login details. Once clicked, these dots reveal a drop-down menu, which has been highlighted in this screenshot to indicate this is where roles are selcted by the admin user. In the drop down menu, there are options for actions: View Profile, Change Program Role (roles are facilitator, coordinator or learner observer) and change program status.

 

To add a Coach to a program, go to the Coach tab in the left menu of the Class List and choose the Add Coach button in the top right corner.
 
When adding the Coach's user details, you will be prompted to select the learner that the new user will be the Coach of. This creates the link between the Learner and their Coach.
 
Create Coordinator Users with this role can create/add other Coordinators to this program.
Create Team Members

Users with this role can create/add other Program Team Members to this program (excluding other Coordinators). That is, they can add Guest Facilitators, Facilitators, and Learning Designers.

 

To add Leaners or Coaches, they must have the Manage Enrolments permission. To add other Coordinators, 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.