Overview 

This guide walks you through the difference between predefined vs custom roles,  and helps Administrators design effective custom roles that are easy to manage, easy to explain, and aligned to real job responsibilities. It is intended for customers migrating to Custom Roles and Permissions (CRP) and Admins expanding beyond predefined roles.  

Accessing Custom Roles & Permissions 

• To access CRP, navigate to Account Settings  

• Select Roles & Permissions from the left menu

• The Roles & Permissions page displays two tabs: 

Predefined vs Custom Roles 

The Predefined Roles tab displays three predefined Account Owner, Administrator, and Learner.  

You can view the permissions for each of these predefined roles, but you cannot delete these roles or change the predefined permissions. 

The Custom Roles tab is where you can manage the custom Account and Team Roles.   

Some important guidelines regarding custom roles: 

• Roles are defined as a custom Account or a custom Team role. A custom Account role will provide admin access across the application depending on permissions, and a custom Team role will provide admin access for the specific Team in which they have that custom Team role. 

•  The permissions associated with the Team Role ONLY apply to the specific Team the User and Team Role are associated with.  For example, if a Team Role is allowed to create a Team, the new Team will be a sub-team under the Team the User and Team Role is associated with.  

• After custom roles are created, you can assign them to Users. You can assign a predefined role or a custom Account role through a user’s profile, or you can assign them a Team Role and then add one or more Teams/Team Roles to their user profile.   

Custom Role	Description
Account Owner	The Account Owner role grants Users full access to the Account Settings, API, Integrations, and ability to manage Content, Users, and Teams. They can also assign Administrators and possess the ability to manage role assignments.
Administrator	The Administrator role grants Users the ability to manage Users, Content, Teams, and Reports. Administrators do not have access to Account Settings or Litmos Features. Unlike the Account Owner, they are unable to grant the Administrator role to other Users or manipulate the Account Owner role.
Account-level custom role	This role grants Users customized access permissions tailored to their specific responsibilities within the organization. AI permissions can be applied to a Learner role.
Team-level custom role	This role grants Users customized access permissions tailored to their specific responsibilities within the Team.
Learner	By default, all new Users are assigned to the Learner role. This role has access to Courses assigned to them and available in the Learning Library.

When CRP is first enabled, two default Team Roles are available: 

• Team Admin 
• Team Leader 

These roles cannot be renamed or deleted, but their permissions can be edited. 

NOTE: The Manager, Instructor, and Impersonator roles are not included in custom roles. See the specific documentation regarding how to assign these roles.   

Manager View - Litmos  

ILT Instructor-Led Training Module Overview - Litmos  

Impersonation - Litmos 

Permission Definitions  

The following permissions are available for assignment.   

NOTES:

• The use of the term ‘Content’ below refers to Courses, Modules, Learning Paths, Collections, Assets.   
• Custom Account Roles do not include permissions for managing integrations or the API feature. Those permissions are only granted to the Account Owner role.   

Manage Content

Create

• Account-level: Ability to create new Content of any type.
• Team-level: Ability to create new Content of any type for the relevant Team.

Delete

• Account-level: Ability to delete Content.
• Team-level: Ability to delete Content associated with the relevant Team.

Edit / Update

• Account-level: Ability to edit and update Content, including adding or removing Modules from Courses.
• Team-level: Ability to edit and update Content created by you or another appropriately privileged team user on the team.

Assign / Unassign

• Account-level: Ability to assign and unassign Content to Users or Teams from the Content page.
• Team-level: Ability to assign and unassign Content to Users in the relevant Teams, or to the relevant Teams, from the Content page. Includes an additional option to Assign/Unassign Team Only Content or All Available Content.

Edit Results

• Account-level: Allows Users to edit completion results, set status as complete, update completed date, delete achievements, and upload on behalf of a Learner.
• Team-level: Allows Users to edit completion results, set status as complete, update completed date, delete achievements, and upload on behalf of a Learner.

View

• Account-level: Ability to view Content and mark Learner uploads, video assessments, assessments, and Bongo LTI modules.
• Team-level: Ability to view all Content available to the relevant Teams and mark Learner uploads, video assessments, assessments, and Bongo LTI modules.\

Manage Team

Create

• Account-level: Ability to create new Teams and Sub-Teams, and promote Users.
• Team-level: Ability to create Sub-Teams and promote Users within the relevant Teams.

Delete

• Account-level: Ability to delete Teams and Sub-Teams.
• Team-level: Delete applies only to sub-teams under a Team where a User holds a role with delete permissions.

Edit / Update

• Account-level: Ability to edit and update Teams and Sub-Teams, and promote Users.
• Team-level: Ability to edit and update relevant Teams and Sub-Teams, and promote Users within these Teams.

Assign / Unassign

• Account-level: Ability to assign and unassign Content or Users from the Team view.
• Team-level: Ability to assign and unassign Content or Users from the Team view.

View

• Account-level: Ability to view Teams and Sub-Teams.
• Team-level: Ability to view relevant Teams and Sub-Teams.

Manage Reports

Quick Reports

• Account-level: Ability to access Quick Reports and Usage Reports from the Reports page.
• Team-level: Ability to access Quick Reports and Usage Reports from the Reports page.
  • Note: If "View assignments at team level" is enabled, Users will only see data related to their Team. If "View assignments at the team and individual level" is enabled, they'll see data related to their Team and the people on it.

Reporting Engine

• Account-level: Ability to access the Reporting Engine to build custom reports from the Reports page.
• Team-level: Ability to access the Reporting Engine to build custom reports from the Reports page, scoped to the relevant Team's data.

Manage Account

(Account-level only)

• Account Profile: Ability to access and manage profile information from Account Settings.
• Account Roles & Permissions: Ability to access Roles & Permissions from Account Settings.
• Account Integrations: Ability to access Integrations from Account Settings.
• Account Data Security: Ability to access Data Security from Account Settings.
• Account Billing: Ability to access Billing from Account Settings.
• Account Emails: Ability to access Emails from Account Settings.
• Account Messages and Settings: Ability to access Messages and Settings from Account Settings.
• Account Theme: Ability to access Theme from Account Settings.

Litmos Features

Account Users can be granted access to one or more of the following features: AI Assistant, API, Assets, Assign, Badges/Gamification, Boosts, Brands, Collections, Competencies, Content Author, Content Tagging, Continuing Education, Custom Dashboards, Custom Domain with SSL, Custom Fields, Ecommerce, Enrollment Approvals, Equivalencies, Escalations, External Learning, Http Content, Impersonation, Instructor Led Training, Learning Record Store, Persist, Questions, Ratings, Recommend Courses, Self Sign-Up, SMTP Server, Terms, Timed Release of Courses, Topic/Subtopic, Video Assessments, and Webhooks.

By assigning access to a Litmos Feature, the custom role gains access to that feature's settings through its tile within Litmos Features.

AI Assistant

• Account & Team Access: Grants access to the AI Assistant.
• Account & Team Consent: Grants access to control consent for Assets, Courses, Modules, and Learning Paths.
• Account & Team Completion: Grants access to restrict Learners to only use the AI Assistant with content they've already completed.

Bulk Import Note:   

• To access content bulk import, a user requires both Content Create and Content Edit permissions.  
• To access people bulk import, a User requires People Assign, People Create, and People Edit permissions.  
• To import course bulk completions, a user requires Content Assign. 

Creating Custom Roles  

From the Custom Roles tab, custom Account and custom Team Roles can be managed, including the ability to create, edit, and delete these roles.  

To create a custom role:  

• As an Account Owner or an Administrator, navigate to Account Settings > Roles & Permissions > Custom Roles.  
• Select Create New Custom Role.  

• Enter a unique Role Name.   
• Enter the Description of the role.  
• Select either Account or Team for the type of custom role.   
• Scroll down the page and select permissions required for this role.  
• After the permissions are selected, select Save.   

Important Note: 

• When selecting the Team custom role option, the Quick Reports setting shows 2 options to choose from:  
  • If a user has a team role with the quick reports permission "View assignments at team level only", they will: 
    • Only be able to view certain user data- e.g. courses and achievements- related to content that has been assigned to the team 
    • On select reports, they will only be able to view data based on content associated with the team 
  • If a user has a team role with the quick reports permission "View assignments at team and individual level on relevant reports", they will: 
    • Be able to view user data- e.g. courses and achievements- for content that is associated with their team as well as content that has been assigned to team members individually. 
    • On select reports, they will be able to view data based on content associated with the team and those that have been assigned to team users individually. 

Editing a Custom Role  

When a custom role is edited, the new permissions will apply to the Users assigned to this role upon login.   

To edit a custom role:  

• As an Account Owner or Administrator, navigate to Account Settings > Roles & Permissions > Custom Roles 
• Scroll down and edit the permissions required 
• Select Save 

Deleting a Custom Role  

You can delete a custom role when you no longer need it.  

NOTE:  When you delete a role assigned to a user's profile, their permissions are downgraded to a Learner.  

To delete a custom role:  

• As an Account Owner or Administrator, navigate to Account Settings > Roles & Permissions > Custom Roles 
• Locate the desired role 
• Select Delete 
• In the confirmation dialog, select Yes 

Assigning and Promoting User Roles  

Custom roles are assigned at the basic profile User level.  

All new Users are assigned to the Learner role by default. When you create or edit a User, you can modify their User role, using one of the custom roles or a predefined role.   

Assigning an Account-Level Role to a User's Profile  

You can assign an account-level role to a user's profile to expand their access in Litmos Training.  

To assign an account-level role to a user’s profile: 

• Navigate to People and select Find People  
• Search the User and click on their name 
• Open Options and Select View (user’s name)  
• Edit the User’s Basic Information and select their User Role  
• Select Save to save the User’s new role 

Assigning a Team-Level Role to a User's Profile  

NOTE: Assigning a team-level role to a user’s profile requires the Administrator to be in Admin view, not Team view.  A User cannot update a user’s role in the profile from the Team view; they can only promote a user to a role in the Team’s People tab.   

To assign a Team-level Role to a User's profile:  

• Navigate to Admin > People and select Find People. 

• Open Options and Select View (User’s name).   

• Edit the user’s Basic Information and select their User Role. 

• Select Team Role as the role.  
• Select the Team and the Team Role the User should have for that corresponding team.  
• Click + Add a Team to add multiple Team Roles to a User if they will be involved with multiple Teams.  
• Select Save to save the User’s new role. 

Promoting a Team Member to a Team-Level Role  

You can assign a Team-level Role to a User on a Team by promoting them.  

• In the Administrator view, navigate to Teams and select All Teams. 

• Search the team and click on the Team’s name. 

• Find the User and scroll over to Promote. 
• Select the new Team Role and it will be automatically saved.   

Team Role Hierarchy 

The Team Role Hierarchy feature allows Account Administrators to rank custom Team roles so that Team Administrators can better manage their Users.  

A Team’s role ranking determines which Users a Custom Team Admin (with appropriate permissions) can promote or demote and to which roles. 

For more information on this feature, please see Custom Roles & Permissions – Team Role Hierarchy

Bulk Team Role Assignment 

To assign a Team-level Roles in Bulk:  

As an Account Owner or Administrator, navigate to Account Settings > Roles & Permissions > Custom Roles.   

Select ‘Bulk Team Role Assignment’

On the “Change Team Assignment in Bulk” screen, select ‘Download the list of people and their current team role assignment.’   

A CSV file is created and downloaded that will contain all Users, the Teams they are assigned to, their current Team Role for that Team, and a blank column where you can input the new Custom Team Role value for that User / Team. 

For the User Team roles, you want to update to a New Custom Team role, populate the “New Custom Team Role” column.  For rows that do not have a value in this column, they will be skipped, and no data will be updated.   

Once the updates to the file have been completed, use the File Upload and then select ‘Next’ to process the file.    

The details of the processing will appear in the left column, within the “Recent Bulk Team Role Assignment Imports” section. 

 

Example Use Cases 

Role Name	Permissions Granted	Use Case
Overall Content Manager	All Content Permissions and Both Reports Permissions. Access to Litmos Features: Topics and Sub-Topics, Assets, Collections, Badges/Gamifications.	A privileged user whose role is to oversee content within an environment and produce reports based off the content.
Question Manager	Access to Litmos Feature: Questions.	Creates and organizes a bank of questions for Content Authors and others to use.
Brand Manager	Access to Account permission: Theme, Litmos Feature: Brands.	Manages the brand of the LMS so the visual aspect of the LMS matches the company's own brand and it would be apparent that the LMS has been customized for this specific company.
Instructor-Led Manager	Access to Content permissions: Edit and View. Access to all Reports permissions. Access to Feature: Instructor-Led Training.	With Instructor-Led Training being different from other Content as it requires an instructor, time box, and audience, a manager will oversee the Content pertaining to this and make sure Instructors are properly registered.
Helpdesk	Manage People: Reset Password only.	A support User who resets passwords and unlocks accounts for Learners, without access to edit profiles, deactivate Users, or manage Content.

View Users by Custom Role 

Users with appropriate privileges will be able to easily vie4w the Users who have been assigned to any Custom Roles, by clicking on the “User(s) nn’ count in the Custom Roles page.  

What Happens to Existing Users? 

When CRP is enabled: 

• Account Owners, Administrators, and Learners keep their existing roles  

• Team Admins and Team Leaders are migrated to Team Roles, and their existing team-level permissions are automatically mapped. Users with a TA/TL profile role but no Team assignment are converted to Learners. NOTE: Once migration is complete, it cannot be rolled back. 

For detailed migration mappings and edge cases, see CRP Migration Details. 

ILT Feature Permissions Reference 

The table below lists every action available in the Instructor-Led Training (ILT) feature and the permissions required to perform each action. Use this as a reference when building or reviewing custom Account Roles and Team Roles that need access to ILT functionality. 

NOTE: “Account Role” means the permission applies when assigned via an Account-level custom role. “Team Role” means it applies within the scope of the assigned team. Many actions support both. 

ILT Module Access 

Action	Role Type	Required Permission(s) (any of)
Access to ILT Feature Tile	Account Role	ILT Feature
Create ILT Module	Account or Team	Content.Create, or Content.Edit

Sessions Tab 

Action	Role Type	Required Permission(s) (any of)
Sessions tab (view)	Account or Team	Content.Create, or Content.Edit, or Content.View
Calendar view / List view	Account or Team	Content.Create, or Content.Edit, or Content.View
Session hyperlink / Register URL / Roll Call URL	Account or Team	Content.Create, Content.Edit, or Content.View
Add new session / Add via blank calendar cell	Account or Team	Content.Create, or Content.Edit
Import classroom sessions in bulk	Account or Team	Content.Create, or Content.Edit
View session details	Account or Team	Content.Create, or Content.Edit, or Content.View
Edit session details	Account or Team	Content.Create, or Content.Edit, or Content.Delete
Copy session / Edit recurring sessions / Copy URL	Account or Team	Content.Create, or Content.Edit, or Content.Delete
Add new day / Add bulk day	Account or Team	Content.Create, or Content.Edit
Delete session day / Delete recurring sessions	Account or Team	Content.Create, or Content.Edit, or Content.Delete
Edit email notifications (instructor/learner templates)	Account or Team	Content.Create, or Content.Edit
Remove person from session notifications	Account or Team	Content.Create, or Content.Edit

Register Tab 

Action	Role Type	Required Permission(s) (any of)
Register tab (view)	Account or Team	Content.Create, or Content.Edit, or Content.View
Add filters / Show Inactive	Account or Team	Content.Create, or Content.Edit, or Content.View, or Content.Assign
Assign people to course / Select All / Bulk actions	Account or Team	Content.Assign
Register to session / Add to waitlist / Remove from waitlist / Unregister	Account or Team	Content.Assign
Approve request / Reject request	Account or Team	Content.Assign

Roll Call Tab

Action	Role Type	Required Permission(s) (any of)
Roll Call tab (view)	Account or Team	Content.View
Download roster / Upload roster / Select All	Account or Team	Content.Edit
Bulk actions (Mark Complete/Incomplete/Attended/Absent) / Get Attendance	Account Role, Team Role, or Learner (Instructor)	Content.Edit

Settings Tab

Action	Role Type	Required Permission(s) (any of)
Settings tab (view)	Account or Team	Content.Create, or Content.Edit
Save settings changes	Account or Team	Content.Create, or Content.Edit
Tagging	Account or Team	Content.Create, or Content.Edit

Where to Go Next 

• CRP Migration Details 

• CRP Getting Started 

You can also enroll in the Custom Roles & Permissions Course to see real-world examples and guided walkthroughs. 

Need Help? 

If you have questions or need assistance enabling CRP, contact Litmos Support through the Support Portal.