User Types and Permissions

For clients with the legacy user roles, please visit our help article on User Roles and Permissions.

A User can be anyone who's a part of your platform, whether it's a student excited about their courses or an employee working hard to create courses for your Learning Management System (LMS). Your LMS offers five main user types: Admin, Owner, Staff, General, and Group Admin. Each of these types comes with its own unique set of features and privileges within the platform.

Each user type has their own Dashboard that is tailored to their specific needs. For example, General Users will be able to see the courses they have been enrolled in, download certificates they've earned, and keep track of their orders. If a General User has been assigned as an administrator of a Group, they will be granted the Group Admin user type and have access to the Group Admin Dashboard, which gives them the ability to manage users in their Group.

The Owner and Staff have a similar looking Admin Dashboard, with Staff abilities being determined by the permissions they were given when created by the Owner. Staff will also have access to an Events Calendar that lists scheduled Live Instructor-Led Classes and Webinars.

Now that we have an overall view of User types, let's take a closer look at each one!


The Owner

The Owner user is for administrative purposes. There is only one Owner per platform. They are created at the same time as your platform and is responsible for managing and overseeing the entire AOM account. They have the ability to view and manage all users, create and edit Courses, and can perform almost all actions available to any other user type.

As the Owner user type is dedicated to administering your platform, it is unable to be added as an Instructor in Live-Classes. Only certain Staff can be selected as Instructors.


Actions explicitly available to the Owner are:

Creating Staff and managing their permissions

Editing current Staff permissions within a Staff user's profile

Managing and Editing eCommerce settings and payment integrations

Managing the platforms General Settings


Staff

Staff users can only be created by the Owner. They can be given a variety of different permissions that give them the ability to help manage your platform and General users. Staff can be specialized for different aspects of platform management, such as only having access to E-commerce or User management tools. Others can be given Content Creation permissions, or even access to almost everything that an Owner is capable of doing.


Creating a Staff user

  1. Under the Users tab, click on All Staff.
  2. Click the Add Staff button
  3. Enter the user information and select permissions
  4. Click the Save Staff button
Users -> All Staff -> Add Staff
Select Staff Permissions -> Save Staff

Managing Staff Permissions

Below is a list of all the Permissions that can be given to Staff users. Permissions will unlock the associated menu tabs on the Staff Dashboard. Each description includes what a permission provides access to, and the Dashboard Menus that it unlocks, as well as their submenus. Click on any of the links for more help articles that explain what they do and how to use them.


For a Staff user to be added to a Live Class as an Instructor, they must have one of the two permissions enabled:

Manage Course Content & Memberships

Manage Course Enrollments


  1. Manage Course Content & Memberships - Create, edit, and view Courses, Live Classes, and all Modules. Create and edit Memberships. Manage personal Webinar Integrations for Live Classes and Webinars. Allows Staff to be added to a Live Class as an Instructor.
    • Available Dashboard Menus:
      • Courses -> All Items
      • User -> Memberships
      • Assets -> Media Library & SCORM Packages
      • Webinar Configuration
      • Events Calendar
      • "Create New" Dashboard Menu
  2. View LMS Reports - View, run, and export LMS reports.
  3. Delete User - Delete Users from the platform via the All Users page.
    • Available Dashboard Menus:
      • Users -> All Users
  4. Manage Orders & Subscriptions - Create, edit, and view Orders. Download Invoices. Manage and edit Subscriptions.
    • Available Dashboard Menus:
      • eCommerce -> Orders, Subscriptions
  5. View E-Commerce Reports - View, run, and export E-Commerce reports.
  6. Manage Gamification and its Settings - Create and edit Badges. Manage Gamification Settings
    • Available Dashboard Menus:
      • Assets -> Badges
      • Settings -> Gamification
  7. Manage Site Pages and Menus - Create and edit Pages and Menus. Access Media Library. Manage SEO Integrations and platform Branding.
  8. Manage Course Enrollments - Manage user Enrollments and Progress. Evaluate Discussion and Assignment submissions. Manage personal Webinar Integrations for Live Classes and Webinars. Allows Staff to be added to a Live Class as an Instructor.
    • Available Dashboard Menus:
      • Courses -> All Courses, All Classes
      • Webinar Configuration
      • Events Calendar
      • Pending Submissions Dashboard Menu
  9. Manage Users - Create, edit, and upload users. Edit user profiles. Does not include Bulk Upload option.
    • Available Dashboard Menus:
      • Users -> All Users
  10. Manage Users Announcements - Create and edit Announcements to send to users.
    • Available Dashboard Menus:
      • Settings -> Announcements
  11. Manage Products - Create and edit Products, and Product Categories.
    • Available Dashboard Menus:
      • eCommerce -> Products, Product Categories
  12. Manage Emails - Create and edit Automated Email Templates and Settings. Manage General Email Settings.
    • Available Dashboard Menus:
      • Settings -> Email
  13. Manage Integrations - Access to all Integrations that are not related to SEO.
    • Available Dashboard Menus:
      • Integrations
  14. Delete Course Content - Delete Course and Modules.
    • Available Dashboard Menus:
      • Courses - All Items
  15. Bulk Upload Users - Bulk upload users with Excel spreadsheet or from Hubspot.
    • Available Dashboard Menus:
      • Users -> Import Users
  16. Manage Custom User Fields - Create and edit Custom User Fields.
    • Available Dashboard Menus:
      • Users -> Custom User Fields.
  17. Manage Coupons - Create and edit Coupons.
    • Available Dashboard Menus:
      • eCommerce -> Coupons
  18. Manage Site Audit Logs - Access and Export Site Audit Log.
    • Available Dashboard Menus:
      • Reports -> Site Audit Log
  19. Manage Groups - Create and edit Groups. Manage Group Admin permissions. Manage users within Groups.
    • Available Dashboard Menus:
      • Groups -> All Groups, Permissions


Possible Staff Permissions

We've included some examples of specialized Staff users that focus on a specific aspect of running your platform, as well as some combined roles that can handle multiple responsibilities.

The Store Manager

This staff member will handle everything E-Commerce related. They can link already created Courses to Products, manage subscriptions, and run E-Commerce reports.


The Educational Content Creator

They can create, edit, and delete Courses, manage user enrollments, as well as schedule and instruct Live Classes.


The One-Person Marketing Accountant

This employee handles the business side of things as well SEO integrations, building front-facing webpages with the Page Builder, and any other integrations you want to utilize to maximize your earning potential.


The Principal

The person you can rely on to handle everything educational. They can manage General users, Courses, Groups and enrollments, and have access to LMS reports and Audit logs. They can also be added to Live Classes as an instructor.

You can mix and match permissions and see what works for you, or if you have something in mind that you aren't quite sure about, you can reach out to us at help@academyofmine.com. We'll be happy to help you choose the right permissions for a user that fits your needs.


General Users

General users are the clients, students, and learners that have been given access to your Courses. They may be an individual who has purchased Courses from your Catalog, or perhaps they are part of a Group that has purchased a certain amount of seats for their employees. General users can register and self-enroll themselves in Courses, or be created manually by the Owner or their Staff.

Creating a General user

  1. Under the Users tab, click on All Users.
  2. Click the Add Staff button
  3. Enter the user information and select permissions
  4. Click the Save Staff button
Users -> All Users -> Add User
Save User

Group Admins

Group Admins are General users that have been added to a specific Group as an administrator. They manage users, course enrollments, and can monitor the progress of users in their courses. Click here to learn more about Groups


Creating a Group Admin

When you create a new Group, you are required to assign an administrator to it. If you choose New User, this newly created user will be a Group Admin.

Creating a Group Admin with New User

If you choose Existing User, you will be given the option to select a General user. Once the Group is created, they will automatically become a Group Admin user type.

General user becoming a Group Admin

Group Admin Permissions

Group Admins have their own set of permissions, similar to Staff permissions, however these only affect the Group that they are administering.


You can set default Group Admin permissions under Groups -> Permissions. These will be the default permissions that will be set for a Group Admin upon creation and assignment to a Group.

To edit these settings after a Group has already been created, you can go to Groups -> All Groups and select the one you want to edit permissions for. Scroll down to the bottom of the Group editing page and you can modify permissions for the selected Group. Make sure to hit Update Group to save any of your changes.


The Admin

The Admin user type is a special user that is used exclusively by AOM team members. We use this account to troubleshoot and investigate any issues that you might be experiencing. This user exists for the primary goal of assisting you by monitoring and troubleshooting your account, only when needed.