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Roles and what each person sees

Every person in a LearnBoard workspace has one role, and the role decides which screens they can open and what they can do there. This page is for anyone who wants to know why their menu looks the way it does, and for administrators choosing a role for a colleague.

At a glance

  • Admin runs the workspace: every screen, plus the Admin console.
  • Manager reads every screen and can download the figures, but cannot change the workspace’s settings.
  • Viewer reads the core screens, without downloads and without the specialist sections.
  • Team lead sees the same kind of screens, but every figure counts only the people in their own Moodle groups.
  • Learner sees only their own learning.
  • On top of the role, the workspace’s plan can lock screens for everyone. See Plans and locked screens.

The roles

Section titled “The roles”

Admin

Every screen the plan includes, and the Admin console behind the cog in the top bar: data sources, users and invitations, branding, groupings, data freshness, alert rules, scheduled reports and the subscription. Can download CSV files and use the AI assistant.

Manager

Every read screen, including Universal, Skills and the sector sections the plan includes. Sees the Alerts feed, downloads CSV files and uses the AI assistant. No Admin console.

Viewer

The Insight screens (apart from Course Readiness), the Learner Dashboard, My Learning, Compliance, the Alerts feed and the AI assistant. No CSV downloads, and no specialist sections unless the role has been given them.

Team lead

For teachers and course managers who sign in from Moodle. Opens My team and a set of screens, every one counted over their own Moodle groups only.

Learner

My Learning, which shows their own progress, assessments and certificates, and the AI assistant, which answers about their own records only.

What can each role do?

Section titled “What can each role do?”
Admin Manager Viewer Team lead Learner
Insight screens Yes Yes Yes, not Course Readiness Most, own groups only No
Universal, Skills and sector sections Yes Yes Not by default Some, own groups only No
Compliance Yes Yes Yes Own groups only No
My Learning Yes Yes Yes Yes Yes
My team No No No Yes No
Alerts feed Yes Yes Yes No No
Create alert rules Yes No No No No
Download CSV Yes Yes No No No
AI assistant and Ask AI Yes Yes Yes Own groups only Own records only
Pin cards and build dashboards Yes Yes Yes Yes No
Admin console Yes No No No No

Screens the plan does not include stay locked whatever the role. See Plans and locked screens.

How does a Team lead see only their groups?

Section titled “How does a Team lead see only their groups?”

A Team lead is someone Moodle shows as leading courses, such as a teacher, a non-editing teacher or a course-level manager, who signs in to LearnBoard from Moodle. LearnBoard asks Moodle which groups they can see, and from then on every figure on every screen they open counts only the people in those groups. That includes every card, every table and the AI assistant’s answers.

  • The bar under the top bar shows a Your groups only badge, so it is always clear the figures are narrowed.
  • They land on My team, which lists the people in their own Moodle groups with their progress, last visit, risk and completions.
  • The groups are worked out again when they sign in. If Moodle cannot be read at that moment, LearnBoard does not fall back to showing everyone: the Team lead sees nobody until the next sign-in.
  • A site administrator or a site-level manager in Moodle keeps the workspace-wide view instead.

Screens a Team lead opens: Executive overview, Users & engagement, Course performance, Assessments, Reports & Analytics, Learners at Risk, Learner Profiles, Completion Funnel, Compliance, My team and My Learning; in Universal, Completion & Certification Trend, Course Effectiveness Scorecard, Assessment Analytics Deep-Dive, Time-to-Completion and Course Feedback; in Skills, the Competency Matrix, Certification Expiry, Skills-Gap and Pathway Progress; in K-12, ABC Early-Warning, Standards Mastery and Behaviour Correlation; in Higher Ed, Progression Forecasting and Library Access; in Corporate, Onboarding Ramp, Mandatory-Training Compliance, NPS Trend and Learning-Path Flow; in Government, Workforce Capability, Accessibility and the Regulatory Training Audit; in VET, the Unit-of-Competency Outcome Tracker and Apprenticeship; and the AI assistant.

Left out on purpose: Cohort Comparison, Course Readiness, the AI-Generated Insight Summary, Training ROI, the Parent / Guardian Portal View, enrolment source, program effectiveness, accreditation, instructor performance, budget, multilingual, AVETMISS, TVA readiness, assessor validation, Alerts, the Admin console and every CSV download.

What does a Learner see?

Section titled “What does a Learner see?”

A learner signing in from Moodle lands on My Learning, which shows their own progress, assessments and certificates. They have no screen with anyone else’s figures on it. The AI assistant is available to them too, and every question they ask is answered from their own records only.

Who chooses my role?

Section titled “Who chooses my role?”

Your workspace administrator, when they invite you or later from Admin console, Users. People who sign in from Moodle get their role from what Moodle says about them, as described above, unless the plugin’s own role settings give them more. If you think your role is wrong, ask your administrator.

Section titled “Related”
Signing in from MoodleHow the role is decided when you sign in from Moodle.
Plans and locked screensLocks that apply to everyone, whatever the role.
My Team and My LearningThe Learner section screens.
Set up your workspaceFor administrators inviting people and assigning roles.