User and Status Hierarchy
Coursebox provides a flexible and scalable roles system designed to support different levels of access and responsibility across both the standard Coursebox Platform (my.coursebox.ai) and White Label portals (client-branded versions). Understanding these roles is essential for effective governance, secure user management, and smooth collaboration.
This guide explains the purpose and permissions of each role — from Super Admins who hold the highest authority, to Learners who engage with assigned courses only. It also highlights key differences between the standard platform and white-label environments, outlines how admin seats work, and offers example scenarios to help you apply role management effectively in practice.
Note: 'Invite Collaborator' in some portals means enable another user to collaborate and edit a course.
Coursebox Roles & Permissions: Marketplace vs. White Label
Coursebox enables flexible user management through a robust roles system, tailored for both:
Marketplace (
my.coursebox.ai)White Label Installations (client-branded portals)
This article explains the distinctions and details each user role, including the User Admin function.
Marketplace vs. White Label Differences
Feature |
| White Label Portal |
|---|---|---|
Super Admin | Held by Coursebox | Client-appointed |
User Admin Available? | Yes | Yes |
Admin seats | 1 included; add more at any time | 1 included; add more at any time (Enterprise agreed in contract) |
Portal Branding Control | Super Admin/User Admin | Super Admin/User Admin |
Course Editing | Admins, Creators, Super Admin | Admins, Creators, Super Admin |
Portal-Level Roles
These roles control users, branding, and overall portal management.
A. Super Admin
What it is: The highest authority in the system.
In the Marketplace: held by Coursebox.
In White Label: The client's primary portal owner.
Permissions:
Full access to all settings and data
Can specify any user's status/role, within the number of admin seats on the plan
Can assign User Admin status, Creators, Facilitators, and Learners
B. User Admin
What it is: Special admin type who can manage the portal's user list and visual/theme settings, but may have limited access to course content. Sits below Super Admin, but above standard Admin in some administrative respects.
Permissions:
Manage and invite users (Collaborators, Facilitators, Learners)
Modify portal branding and theme
View user lists and status
Limitations:
Cannot edit or author course content unless also assigned as a Creator/Admin
C. Approved Admin (in the Marketplace this is known as Creator)
What it is: Course author/editor with permission to create, edit, and manage courses and groups.
Permissions:
Create and edit courses
Manage course structure and content
Invite other Admins (within the available admin seats)
Invite Facilitators to support with grading and learner progress
Manage course groups
Limitations:
Cannot change high-level portal settings (unless also Super Admin)
D. Learner
What it is: End-user enrolled in courses.
Permissions:
Access assigned courses only
Complete activities and assessments
View personal reports
Receive certificates, badges, and points
Limitations:
No admin, editing, or reporting privileges
Portal Level Roles — Comparison Table
Role | Manage Users | Edit Courses | Grade/ Moderate | Manage Theme | Assign Roles | Uses an admin seat? |
|---|---|---|---|---|---|---|
Super Admin | Yes | Yes | Yes | Yes | Yes (all roles) | Yes |
User Admin | Yes | No* | No | Yes | Yes (except Super Admin) | Yes |
Approved Admin (Creator in Marketplace) | No | Yes | No* | No | Yes (Invite Facilitators & Collaborators within courses) | Yes |
Facilitator | No | No | Yes | No | No | Yes — grading counts as an admin |
Learner | No | No | No | No | No | No |
*Can edit courses or grade only if also assigned Creator/Admin or Facilitator permissions.
Course-Level Roles
Within a Course, an Approved Admin/Creator is able to enrol learners and then update their role within that course. The three options are as follows:
1. Learner (Enrolled)
What it is: A standard enrolled learner/participant.
Permissions:
Complete course activities
Submit assessments
View their own progress reports
Earn certificates, badges, and points
2. Facilitator (Enrolled)
What it is: Support user who manages learning processes and progress.
Permissions:
Grade assignments
Review reports (for courses they are enrolled in)
Moderate learner progress
Jump ahead without completing page requirements
Access and participate in course discussions, regardless of portal-level user type restrictions
Limitations:
Cannot edit course content
Cannot manage portal settings
3. Collaborator (Enrolled)
What it is: Editor and administrator for a given course.
Permissions: Everything a Facilitator can do, plus:
Edit course content
Publish or unpublish the course
Review reports for that course
Important: Collaborator access applies only to that specific course — not the entire portal.
Adding a course Collaborator is NOT the same as making someone a portal admin. A Collaborator can only view and edit the specific course they are added to. To give someone admin access to the entire portal, you need to promote them to Super Admin or User Admin. See 'How do I add another portal admin?' in the FAQs for step-by-step instructions.
Admin seats
Coursebox plans are not priced per learner — learners are unlimited. They are priced on admin seats.
What counts as an admin: any user who can create or edit courses, or manage grades. That includes Super Admins, User Admins, Approved Admins/Creators, Collaborators and Facilitators — a Facilitator who only grades still uses an admin seat. Learners never count.
Every paid plan includes 1 admin seat.
You can add extra admin seats at any time, billed monthly or annually per seat. See coursebox.ai/pricing for current seat pricing.
On Enterprise, the number of admin seats is agreed as part of your contract.
The Super Admin (portal owner) manages allocation of admin seats.
User Role Management Flow
Super Admin (or User Admin) assigns or updates portal-level roles, including Approved Admin/Creator, User Admin, Facilitator, and Learner.
Approved Admins/Creators can invite and enrol additional users such as Facilitators or Collaborators within their courses, subject to the available admin seats.
User Admins manage user access and portal branding/theme settings but do not automatically have course editing rights unless also assigned as an Approved Admin/Creator.
Learners are restricted to the courses they are enrolled in and can only participate in assigned activities.