Admin
Runs the workspace. Every screen, plus the Admin console: people, data sources, branding, reporting configuration, alerts and more.
Roles and permissions
Every person in a LearnBoard workspace has one role, and the role decides which screens they can open and what they can change. This page lists the built-in roles, shows what each one has in a single matrix, and explains how team leads and learners are limited to their own people. It is for workspace administrators deciding who gets which role, and for anyone wondering why a screen is missing.
At a glance
Section titled “At a glance”- Five built-in roles: Admin, Manager, Viewer, Team lead and Learner.
- Permissions are held per screen and per action, so opening one screen to someone does not open the rest.
- Team leads see only the people in their own Moodle groups, on every screen they open.
- Learners see only themselves: My Learning and the AI assistant, which answers about them alone. (A learner is one of the shared definitions.)
- Every role has the AI assistant, and its answers follow the same limits as the person’s screens.
- Only an Admin can invite people, change roles, connect data sources or change workspace settings.
The built-in roles
Section titled “The built-in roles”Manager
Reads everything in the workspace and can download CSVs. Cannot change settings or manage people.
Viewer
Reads most Insight screens and the Learner, Compliance and Tools sections. No CSV downloads, no Course Readiness and no specialist sector screens by default.
Team lead
For people who lead courses in Moodle. Opens My Team and many screens, always limited to their own Moodle groups.
Learner
Sees their own progress in My Learning, and can ask the AI assistant about themselves.
Your workspace may also hold custom roles. A custom role holds exactly the permissions it was given and nothing more, and it appears in the role list when you invite someone or change a role.
Roles matrix: screens
Section titled “Roles matrix: screens”Yes means the role opens the screen and sees the whole workspace. Own groups means the role opens it, but every figure counts only their team. A dash means the screen is not open to that role.
Insight and Learner sections
Section titled “Insight and Learner sections”| Screen | Admin | Manager | Viewer | Team lead | Learner |
|---|---|---|---|---|---|
| Executive overview | Yes | Yes | Yes | Own groups | - |
| Users & engagement | Yes | Yes | Yes | Own groups | - |
| Course performance | Yes | Yes | Yes | Own groups | - |
| Course Readiness | Yes | Yes | - | - | - |
| Assessments | Yes | Yes | Yes | Own groups | - |
| Reports & Analytics | Yes | Yes | Yes | Own groups | - |
| Learners at Risk | Yes | Yes | Yes | Own groups | - |
| Learner Profiles | Yes | Yes | Yes | Own groups | - |
| Completion Funnel | Yes | Yes | Yes | Own groups | - |
| Cohort Comparison | Yes | Yes | Yes | - | - |
| Learner Dashboard | Yes | Yes | Yes | Own groups | - |
| My Team | - | - | - | Own groups | - |
| My Learning (own progress) | Yes | Yes | Yes | Yes | Yes |
Compliance and Tools
Section titled “Compliance and Tools”| Screen | Admin | Manager | Viewer | Team lead | Learner |
|---|---|---|---|---|---|
| Compliance | Yes | Yes | Yes | Own groups | - |
| AI assistant and Ask AI | Yes | Yes | Yes | Own groups | Self only |
| Alerts | Yes | Yes | Yes | - | - |
| Your own dashboards (pinned cards) | Yes | Yes | Yes | Own groups | - |
| Admin console | Yes | - | - | - | - |
Specialist sector screens
Section titled “Specialist sector screens”Viewers do not get these by default, because they are separately sold screens. Team leads get the ones that are about learners’ progress, and not the ones about costs, configuration or regulatory returns.
| Section | Admin | Manager | Viewer | Team lead |
|---|---|---|---|---|
| Universal: Completion & Certification Trend, Course Effectiveness Scorecard, Assessment Analytics Deep-Dive, Time-to-Completion / Time-to-Mastery, Course Feedback | Yes | Yes | - | Own groups |
| Universal: AI-Generated Insight Summary | Yes | Yes | - | - |
| Skills & Capability: Competency Matrix, Certification Expiry, Skills-Gap & Workforce-Readiness, Pathway / Qualification Progress | Yes | Yes | - | Own groups |
| Skills & Capability: Training ROI Dashboard | Yes | Yes | - | - |
| K-12: ABC Early-Warning, Standards / Mastery Tracker, Behaviour / Incident Correlation | Yes | Yes | - | Own groups |
| K-12: Parent / Guardian Portal View | Yes | Yes | - | - |
| Higher Education: Progression Forecasting, Library Access | Yes | Yes | - | Own groups |
| Higher Education: Enrolment Funnel, Program Effectiveness, Accreditation Mapping, Instructor Performance | Yes | Yes | - | - |
| Corporate & Enterprise: Onboarding Ramp, Mandatory-Training Compliance, NPS Trend, Learning-Path Flow | Yes | Yes | - | Own groups |
| Corporate & Enterprise: Budget Utilisation / Cost-per-Learner | Yes | Yes | - | - |
| Government & Public Sector: Workforce Capability, Accessibility, Regulatory Training Audit | Yes | Yes | - | Own groups |
| Government & Public Sector: Multilingual Completion | Yes | Yes | - | - |
| VET & RTO: Unit-of-Competency Outcomes, Apprenticeship / On-Job Training | Yes | Yes | - | Own groups |
| VET & RTO: AVETMISS Equity, TVA Readiness, Assessor Validation | Yes | Yes | - | - |
Learners open none of the sector screens.
Roles matrix: actions
Section titled “Roles matrix: actions”| Action | Admin | Manager | Viewer | Team lead | Learner |
|---|---|---|---|---|---|
| Download CSV from Executive overview and Reports & Analytics | Yes | Yes | - | - | - |
| Pin cards to your own dashboards, and share them | Yes | Yes | Yes | Yes | - |
| Publish a dashboard to everyone in the workspace | Yes | - | - | - | - |
| Invite people, change roles, deactivate and delete accounts | Yes | - | - | - | - |
| Connect, edit, test and remove data sources | Yes | - | - | - | - |
| Edit branding | Yes | - | - | - | - |
| Change reporting configuration, time zone and data freshness | Yes | - | - | - | - |
| Manage alert rules | Yes | - | - | - | - |
| Workforce setup and training cost setup | Yes | - | - | - | - |
| Read the audit log and download it as CSV | Yes | - | - | - | - |
| Read AI transparency | Yes | - | - | - | - |
| Use your own AI provider keys | Yes | - | - | - | - |
Some of these also depend on your plan, such as the audit log, your own AI keys, CSV export and publishing a dashboard to the whole workspace.
Team leads
Section titled “Team leads”A Team lead is a person who leads courses in Moodle, such as a non-editing teacher, a course-level manager or a company manager, and signs in to LearnBoard from Moodle.
- How they get the role: automatically, from what Moodle says about them when they sign in from Moodle. It is not offered in the role list on the Users screen.
- What they see: My Team and their own My Learning, plus the screens marked “Own groups” above.
- How they are limited: every figure on every screen they open counts only the people in their own Moodle groups, in the courses they lead, as Moodle’s separate groups would. This applies to the AI assistant too. The sub-bar shows a Your groups only badge.
- What they never see: CSV downloads, the Admin console, alerts, costs and budgets, and configuration.
- Fresh figures: a team lead’s figures are worked out for their team, rather than taken from the workspace’s saved figures.
- No team recorded: a team lead with no recorded groups sees an empty team, never the whole workspace.
Learners
Section titled “Learners”A Learner sees their own records and nothing about anyone else.
- My Learning shows the learner’s own progress. It is bound to the signed-in learner’s own Moodle records on the server, not hidden by a filter in the browser.
- The AI assistant answers a learner’s questions from their own enrolments, groups and records only.
- A learner who opens the link to any other screen is taken to their home page with the note: “You don’t have access to that screen, so you are on your home page instead. Ask a workspace administrator if you need it.”
People who sign in from Moodle
Section titled “People who sign in from Moodle”When the Moodle plugin’s per-user sign-in is on, people who open LearnBoard from Moodle are given a LearnBoard role from their Moodle roles.
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The plugin’s role map decides first. In Moodle, the plugin’s Role mapping page sets which LearnBoard role each Moodle role receives. When someone holds several Moodle roles, they get the most privileged LearnBoard role among them. Unmapped roles use the Unmapped users (default) choice.
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Without a mapping, Moodle’s own roles decide. A site administrator or a site-level manager gets a read-only view of the whole workspace. A person who leads courses becomes a Team lead. Anyone else becomes a Learner.
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Nobody is created with a password. These accounts can only be opened from Moodle, so nobody can sign in to them with a password.
When per-user sign-in is off, charts inside Moodle are shown as one shared, read-only reader for the workspace, called Moodle Embed (read-only). Workspace-wide charts are then shown only to people who may see LearnBoard across the whole Moodle site, never to a course teacher. See the Moodle plugin section.
On plans with a seat limit, Admin, Manager and custom roles each use a seat. Viewer and Learner do not. An invitation that has not been accepted yet holds its seat until it is accepted or withdrawn. When no seat is left, the invitation is not sent, and the form offers a way to your subscription to add seats.
Related
Section titled “Related”Security and privacyHow access is enforced on the server.
The AI assistant and your dataWhy answers follow your role and groups.
TroubleshootingPermission messages and missing screens.
DefinitionsTeam, workspace and the other shared terms.