Roles and Permissions Explained
Last updated: July 7, 2026
Every person in your workspace has a role. Your role controls what you can see and what you can change. This article explains each role, the difference between Admin view and Learner view, and how to give someone access to a single simulation or assignment.
Where Roles Are Set
What to do:
Go to Settings > Users.
Find the person's name — their current role is shown next to it.
Click the role menu next to their name to change it. The same menu appears when you invite someone new.
Note: If your account uses single sign-on (SSO), the in-app Invite and Import options are turned off. Add people through your identity provider instead.
The Six Roles at a Glance
When you assign a role, you can pick from six options. Here is what each one is for and what it can do.
Role | Best for | Content (simulations, scorecards, assignments) | Quality area | Reporting | Settings & Integration Access |
|---|---|---|---|---|---|
Admin | Account owners | Manage everything | Manage | All reporting | Yes |
Trainer | Training builders | Manage training content, scorecards, personas, assignments | No | Training reporting | No |
QA | Quality reviewers | Manage scorecards | Manage evaluations | Quality reporting | No |
Group Lead | Team leads | View and create training assignments | View their groups | Their assigned groups only | No |
Admin (read only) | Stakeholders who only need to look | View only | View only | All reporting | No |
Learner | People being trained or assessed | Their assigned content only | No | Their own results only | No |
A short description of each role also appears in the role menu:
Admin — full access to every area. The only role that can change account settings and integrations.
Trainer — "Can manage training content and assignments." Builds simulations, scorecards, personas, and assignments, and sees training reporting. Trainers do not have a Quality area and cannot change account settings.
QA — "Can manage quality evaluations and scorecards." Focused on quality reviews and scorecards. QA does not see training reporting and cannot change account settings.
Group Lead — "Can view reporting and create assignments for their assigned groups." Sees reporting, creates assignments, and quality for the groups they lead, not the whole account.
Admin (read only) — can view across the account but cannot create or edit anything, and does not see Settings by default.
Learner — "Can take assigned simulations and assignments." Sees only the simulations and assignments given to them, and their own results.
Who Can Do What
Change account settings and integrations — Admin only.
Manage quality evaluations — Admin and QA.
Manage scorecards — Admin, Trainer, and QA.
Manage training content (simulations, assignments, personas) — Admin, Trainer, and Group Lead.
View account-wide reporting — Admin and Admin (read only). QA sees quality reporting, Trainer sees training reporting, and Group Lead sees reporting for their assigned groups only.
Manage users and groups — Admin, Trainer, and Group Lead.
Admin View vs. Learner View
Admins, Trainers, QA, Group Leads, and Admin (read only) users all see a full dashboard for building and reviewing. Learners see a simpler Learner view with just the simulations and assignments given to them.
What to do (previewing Learner view):
Open the view switcher next to your name in the left-hand sidebar.
Select Learner view.
To go back, open the switcher again and select your normal view (e.g., Admin view).
Note: Admins can switch into any view (Admin view, Learner view, Read-only admin view, Group lead view, Trainer view, QA view). Other dashboard roles can switch between their own view and Learner view. Switching views never changes anyone's role or data. Learners cannot switch views.
Hide Learner-Facing Content (Optional)
You can control what learners see.
What to do:
Go to Settings.
Open the General tab.
Find the Preferences section.
Toggle any of the following:
Hide the simulation library from learners — stops learners from browsing all simulations. They will still see anything assigned to them.
Hide feedback from learners after completing simulations — keeps scores and feedback private until you are ready to share.
Allow read-only admins to manage users, groups, and assignments - lets your Admin (read only) users open the simulation library and Settings and work with assignments.
Note: These are account-wide settings, off by default, and only an Admin can change them.
Give Someone Access to One Simulation or Assignment
You do not need to make someone an Admin to give them access to a single piece of content. Create an assignment for it.
What to do:
Go to Assignments.
Create or edit an assignment and add the simulation.
In the Users and Groups section, use the Select users... field to add individual people, and the Select groups... field to add whole groups. You can target groups and individual people in the same assignment.
Note: Creating assignments requires the Admin or Trainer role.
What Happens Next
Changes to roles and settings take effect the next time the person loads their dashboard. If someone reports missing access, check their role in Settings > Users.
Frequently Asked Questions
Who can invite users?
Admins invite and add new users from Settings > Users. If your account uses single sign-on, the in-app Invite and Import options are turned off and you add people through your identity provider instead.Who can change someone's role?
You change a role from Settings > Users by picking a new role next to the person's name. Admins can always do this; depending on your account, roles that manage users (such as Trainers and Group Leads) can too.Who sees all reporting, and who only sees their group?
Admins and Admin (read only) users see reporting across the whole account. QA sees quality reporting and Trainer sees training reporting. Group Leads see reporting only for the groups they lead, so they will see fewer people than an Admin. Learners see only their own results.Why does my Group Lead see fewer people in reporting?
Group Leads only see the groups they lead. If they are missing people, add those people to a group the lead is assigned to, or assign the lead to more groups.Why can't my Admin (read only) user see Simulations or change anything?
Admin (read only) is a view-only role. By default it cannot open the simulation library and does not see Settings. If you need a read-only admin to open the simulation library and Settings and work with assignments, turn on Allow read-only admins to manage users, groups, and assignments in Settings > General > Preferences, or give them a different role.Why doesn't my Trainer have a Quality area?
Quality evaluations are managed by Admins and QA. Trainers focus on training content and scorecards. Assign the QA role (or Admin) to someone who needs to manage quality evaluations.How do I let someone try a simulation without making them an admin?
Create an assignment and add the simulation, then add the person or their group in the Users and Groups section. They will see it in their Learner view.Does switching to Learner view change my permissions?
No. It only previews what a learner sees. Your role and access stay the same.