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Roles and Permissions

Arythmatic uses four roles to control what users can see and do. Roles apply at the workspace level and are enforced by the backend — the manage dashboard hides menu items based on role, but the API independently verifies permissions on every request.

Role Management page listing Admin, Instructor, Learner and custom rolesRole Management page listing Admin, Instructor, Learner and custom roles
Role Management — the built-in roles plus any custom roles you create for your workspace

A single user can hold more than one role. When a user has multiple roles, the manage dashboard shows a Role Switcher in the header so they can change their active context without logging out.

The Four Roles​

Admin​

The Admin role has full access to the workspace. Admins can configure all settings, manage all users, create and publish all content, and access all analytics and billing information.

Assign the Admin role to:

  • Workspace owners and L&D managers
  • Operations staff who manage the platform day-to-day
  • Anyone who needs to configure workspace-level settings, billing, or branding

GroupAdmin​

The GroupAdmin role is designed for organizations that run schools or departments within a single workspace. A GroupAdmin manages their own school or group — they can add and remove learners, assign courses to their group, and view analytics for their group. They cannot access workspace-wide settings, billing, or content outside their group.

Assign the GroupAdmin role to:

  • Department heads or school administrators in a multi-department setup
  • External partners or franchise owners who manage their own learner cohort
  • Team leads who need self-service enrollment control within a bounded scope

Instructor​

The Instructor role is for content creators and course facilitators. Instructors can create and edit courses, build assessments, manage enrollments for courses they own, schedule meetings, and view analytics for their courses. They cannot access billing, workspace settings, or courses owned by other instructors (unless granted explicit access).

Assign the Instructor role to:

  • Subject-matter experts who build and maintain course content
  • Facilitators who run live sessions or batch cohorts
  • Staff who manage learner progress and completions for specific courses

Learner​

The Learner role is for end users who consume content. Learners access the learner portal (not the manage dashboard), can enroll in courses, complete assessments, earn badges and certificates, and track their own progress. They have no administrative access.

Assign the Learner role to:

  • Employees, customers, or students who take courses
  • Anyone who should only consume content, not manage it

Permissions Reference​

The table below shows which actions each role can perform. "Yes" means full access; "Own" means the role can only act on resources they created or are assigned to; "—" means no access.

Workspace and Settings​

ActionAdminGroupAdminInstructorLearner
View workspace settingsYes———
Edit workspace settingsYes———
Manage branding and themesYes———
View audit logYes———
Manage billing and subscriptionYes———
View billing and plan statusYes———
Manage webhooks and integrationsYes———

Users and Roles​

ActionAdminGroupAdminInstructorLearner
Invite net-new workspace usersYes———
Add existing workspace users to own groupYesYes——
Assign roles to usersYes———
Deactivate or remove usersYesOwn group——
View all usersYesOwn group——
View own profileYesYesYesYes
Edit own profileYesYesYesYes

Schools and Groups​

ActionAdminGroupAdminInstructorLearner
Create and manage schoolsYes———
Manage own schoolYesYes——
Create groups within a schoolYesYes——
Add/remove learners from groupsYesYes——
Assign courses to groupsYesYes——
View group analyticsYesYes——

Courses and Content​

ActionAdminGroupAdminInstructorLearner
Create and publish coursesYes—Yes—
Edit any courseYes———
Edit own coursesYes—Yes—
Delete coursesYes———
Manage course categoriesYes———
Build learning pathsYes———
Upload media to libraryYes—Yes—
Create and edit assessmentsYesYesYes—
Assign assessments to coursesYes—Yes—

Enrollments​

ActionAdminGroupAdminInstructorLearner
Enroll learners in any courseYesOwn groupOwn courses—
Bulk enroll via CSVYesOwn groupOwn courses—
View enrollments across workspaceYesOwn groupOwn courses—
Self-enroll in a course (learner portal)———Yes

Analytics and Reporting​

ActionAdminGroupAdminInstructorLearner
View workspace-wide analyticsYes———
View course analyticsYesOwn groupOwn courses—
View learner progressYesOwn groupOwn coursesOwn
Export reportsYesOwn groupOwn courses—

Certificates and Gamification​

ActionAdminGroupAdminInstructorLearner
Design certificate templatesYes———
Issue certificatesYes—Yes (own courses)—
View earned certificatesYesOwn groupOwn coursesOwn
Configure badges and pointsYes———
View leaderboardYesYesYesYes

Assigning and Changing Roles​

Roles are set per user from the Users section of the manage dashboard.

To assign a role:

  1. Go to Users in the left sidebar.
  2. Find the user and click their name or the Edit icon.
  3. In the Roles field, select the role or roles to assign.
  4. Click Save.

To remove a role, follow the same steps and deselect the role. If you remove all roles from a user, they lose access to the manage dashboard entirely. Learners who lose their Learner role lose access to the learner portal.

Tip: A user can hold both Admin and Instructor roles. This is useful for an L&D manager who also authors content — they can switch between admin context and instructor context using the Role Switcher in the header.

Role Switching​

Users with multiple roles see a Role Switcher in the manage dashboard header. Switching roles changes the active context — the sidebar menu, accessible routes, and some UI labels update to reflect the active role. The switch is instant and does not require logging out.

The active role is remembered per browser across sessions. If you notice the dashboard looks different from what you expect, check the Role Switcher to confirm which role is active.