Your team is everyone who helps you run the platform. A role decides what each person may see and change in the admin, so a course author never stumbles into payments and a support colleague can help members without touching settings.
The page sits under Settings > Team & Roles and has two tabs: Team lists every person whose role is not Member, and Roles shows what each role can do.
Who can manage the team
Opening any settings page needs the permission Update Platform, listed under Settings in the role editor. The Team tab also needs the team permissions for viewing, inviting and deleting team members. Only the built-in Owner and Admin roles hold them, and the role editor never lists them. Changing someone's role needs Update Roles of Member.
The Roles tab needs the permission to manage roles, which only the Owner has and which the editor does not list either.
The built-in roles
Every platform starts with six roles. Pick View role on the Roles tab to see what each one may do. Permissions a custom role can never hold, and areas of features you have turned off, are not shown there. A built-in role cannot be changed.
- Owner holds every permission. The role is never offered when you invite someone or change a role.
- Admin holds every permission except managing roles.
- Content Manager builds courses and hubs, manages the media library and can view the community. It has no access to members.
- Member Manager manages members and groups, including changing a member's role and logging in as a member, and moderates the community.
- Trainer can view and update members, add and edit modules in existing courses, upload media and moderate the community.
- Member has no access to the admin at all.
Inviting someone
On the Team tab, start a new entry. The Invite Team Member dialog asks for First Name, Last Name, Email, Language and Role. The language is set to your own by default and decides which language the person sees after signing in.
After Invite, the person receives the welcome email with a link to sign in to your platform.
The role list only shows roles that rank no higher than your own. An admin can therefore never create another owner. An admin can give out a custom role only when they hold every permission it contains.
When you invite someone and your plan's team limit is reached, an upgrade dialog opens instead of sending the invitation. Everyone on the Team tab counts.
Someone who already has a member account does not need an invitation. Open their member profile and use Change role.
Changing and removing team members
Edit opens the person's member profile. Change the role there with Change role. You can only change the role of someone who ranks below you, and only to a role below your own. The Owner role is never assigned or removed here.
Delete works only for people whose role ranks below yours, so an admin cannot remove another admin, and nobody can remove themselves.
Delete on the Team tab removes the person from this workspace only. Their account and their access to other workspaces stay. To keep the person as a member, change their role to Member instead.
Custom roles
When the built-in roles do not fit, the owner can create custom roles on the Roles tab with Add, which opens the Create role dialog. Custom roles need a paid plan. On any other plan the tab shows "Custom roles are available on paid plans. Upgrade to define your own permission sets."
A custom role has a Role name of up to 60 characters and at least one permission. The Permission areas in the editor only list areas whose feature is turned on for your platform, and Select all ticks a whole area at once. Some permissions are never available in a custom role: managing team members, managing roles, API keys and custom code. The Team tab itself therefore stays with the owner and admins.
Include Access Admin Panel in every custom role meant for the admin. A role without it cannot open the admin at all.
Custom roles appear in the role list of Invite Team Member and Change role. Edit and Delete only exist for custom roles. A role that people still hold cannot be deleted: "Members keeping it must be reassigned first."
Requiring two-factor sign-in
On the Team tab you find Admins must use two-factor authentication. When it is on, owners and admins without a second sign-in step are sent to the setup before they can continue. Only the owner can change this setting.
When you turn it on, the page tells you how many owners or admins have not set it up yet. If that includes you, you go straight to the setup after saving.
Keeping track of changes
Invitations, deletions and role changes, creating, editing and deleting custom roles, and switching the two-factor requirement are all recorded in the audit log.