Custom Roles

Create new user roles and customize their permissions

Hannah Walt avatar
Written by Hannah Walt
Updated over a week ago

In This Article

What Are Custom Roles?

Lessonly users have certain permissions depending on the role they're assigned. Standard roles include admins, managers, creators, and learners, and their powers descend in that order. If you need an employee to inhabit a role that sits somewhere between these options, granting them a hybrid of default permissions, you can create a custom role. Custom roles can be specially configured to meet your company's needs.

💡 Important Note: The ability to create custom roles is an add-on feature with additional fees. If you're interested in this feature, please contact your account manager.

Once custom roles have been enabled, you can create up to six new roles. Please contact your account manager if you need more custom roles than this.

Creating and Deleting Custom Roles

To create a new custom role > select the gear icon in the upper right-hand corner > then select Settings > select Roles > select New Role.

The user is then prompted to name the new role and choose the desired permissions. Then select Create Role.

💡 Important Note: The Role Name field is limited to 25 characters.

Deleting a Custom Role

Custom Roles can be deleted as long as they meet the required prerequisites:

  • They are not being used in a Smart Group rule.

  • They do not have any users assigned to them. This includes both archived and unarchived users. 

To delete a custom role navigate to Settings > select Roles > then select "Edit Permissions" next to the custom role > scroll to the bottom and select "Delete Role" > then select "Yes, delete" in the confirmation modal. 

Locating a User by Custom Role

Admins and users with people permissions can use the "Role" filter to easily locate users assigned to a specific role, including custom roles.

Creating a New User with a Custom Role

Once new custom roles have been created, when manually creating a new user the custom role appears in the “What role should this person have?" section.

Learn About Roles

In the "What role should this person have?" section, the creator can select "Learn about Roles." This prompts a modal to populate providing the creator the ability to view each role and expand the details to view information about the rights granted to each role. 

Role ID

All roles have a Role ID. This can be located to the right of the role name field when viewing the permission settings.

When custom roles are being used, the Role ID should be utilized to make user updates through the API, Bulk Sync API, or Bulk User Imports.

Importing Custom Roles with the Bulk User Importer

To accommodate custom roles, the Bulk User Import accepts Role ID.

The Role ID allows users to be created or updated through the import by matching the Role ID rather than the role name.

The Role name column only supports the four standard roles - admin, manager, creator, and learner.

The following guidelines should be followed to avoid failures during the import process:

  • The supplied Role ID for a new or existing user must be a valid ID of an existing role in the account.

  • If “custom” is listed in the Role column, a valid Role ID must also be provided.

  • When information is provided in both columns, Role name, and Role ID for a single user, the Role ID is used.

Creating Smart Groups with Custom Roles

Custom roles can be selected when setting up a role-based rule in the smart group rule builder. 

Custom Roles and Daily Digest Emails

All roles, including custom ones, have the option to receive a daily digest email containing lesson activity. Digest emails can be enabled or disabled on the My Account tab within the Settings menu.

When the box is checked next to Send me a daily digest email of activity, anyone with permission to grade completions will get a daily digest with information about lessons that need to be graded.

At this time, only users assigned to admin and manager roles will see the other parts of a daily digest email, including:

  • Lessons completed the previous day

  • Overdue assignments

  • Content added to the Learn tab as optional learning

In the future, we may update these settings so that people who have automatic management rights for all people and groups, or people who can be granted management rights for people on a group-by-group basis, will receive complete daily digest emails rather than limiting these to admins and managers.

☝️ Is this a feature you'd like to have? Let us know! Submit your feedback to the Lessonly product feedback portal.

Questions? Contact the Support team at

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