1. What are Custom Roles?

  2. Creating a Custom Role

  3. Deleting a Custom Role

  4. Locating a User by Custom Role

  5. Creating a New User with a Custom Role

  6. Learn About Roles

  7. Role ID

  8. Importing Custom Roles with the Bulk User Importer

  9. Setting up a Smart Group with users who have a Custom Role

  10. Do Custom Roles Receive Daily Digest Emails

What are Custom Roles?

Custom roles are editable roles created by admins in Lessonly. These are roles not falling under the admin, manager, creator, or learner umbrella.

By default, when custom roles have been included the customer can create up to six new roles. The option to create up to twelve custom roles is available but will need to be discussed with an Account Manager.

Important Note

Custom Roles is an add-on feature with additional fees. If interested, please reach out to an Account Manager to begin the discussion of including Custom Roles.

Creating a Custom Role

To create a new custom role > select on 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.

Setting up a Smart Group with users who have a Custom Role

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

Do Custom Roles Receive Daily Digest Emails?

Any user in a custom role with people management permissions on a group-by-group basis or visibility for all users receives a morning daily digest email listing out any content needing to be graded.

A custom role daily digest email does not contain the following:

  • Lessons completed the day before

  • Overdue Assignments

  • Content added as Optional Learning

If you have any questions please email Support at

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