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 admin caps based on licensing, and offers example scenarios to help you apply role management effectively in practice.

Coursebox Roles & Permissions: Platform vs. White Label

1. Overview

Coursebox enables flexible user management through a robust roles system, tailored for both:

• Standard Platform (my.coursebox.ai)

• White Label Installations (client-branded portals)

This document explains the distinctions and details each user role, including the UserAdmin function.

2. Key Roles and Their Permissions

A. Super Admin

• Definition: Highest authority in the system (e.g., Travis Clapp on my.coursebox.ai or the client’s top portal owner on white label).

• Permissions:

  • Full access to all settings and data

  • Can specify any user's status/role, up to the allowed cap for admin roles

  • Can assign UserAdmin status, Creators, Facilitators, and Learners

• Admin Cap:

  • On standard: set by Coursebox

  • On white label: 10 admins (standard) or 50 (enterprise), not including facilitators or learners

B. UserAdmin

• Definition: Special admin type who can manage the portal’s user list and visual/theme settings, but may have limited access to course content.

• Permissions:

  • Manage and invite users (Admins, Facilitators, Learners)

  • Modify portal branding and theme

  • Cannot edit or author course content unless also assigned as a Creator/Admin

  • Sits below Super Admin, but above standard Admin in some administrative respects

C. Creator / Admin (aka Approved Expert)

• Definition: Course author/editor with permission to create, edit, and manage courses

• Permissions:

  • Full course editing rights

  • Can invite other Admins (if within admin cap)

  • Can invite Facilitators to support with grading and learner progress

D. Facilitator

• Definition: Support user who manages learning processes

• Permissions:

  • Grade assignments

  • Review course reports

  • Moderate learner progress

  • Cannot edit course content or manage portal settings

E. Learner

• Definition: End-user enrolled in courses

• Permissions:

  • Access only to assigned courses and allowed activities

  • No admin, editing, or reporting privileges

3. Role Comparison Table

*Can edit courses or grade only if also assigned Creator/Admin or Facilitator permissions.

4. Admin Cap and Licensing

• Standard Portal: Cap on admin roles set by Coursebox management.

• White Label Portal:

  • Standard License: Up to 10 Admins/UserAdmins

  • Enterprise License: Up to 50 Admins/UserAdmins

  • Super Admin (portal owner) manages allocation of admin seats

Note: Facilitators and Learners are not counted towards the Admin cap.

5. Example Scenarios

• Adding a New Admin: Super Admin or UserAdmin can assign another user as an Admin or UserAdmin, within the cap.

• Portal Branding Update: Only Super Admins and UserAdmins can modify the portal’s visual theme and branding.

• Collaborative Editing: Any Admin (including Super Admin or Creator) can invite co-admins or facilitators to a course, so long as the admin cap is not exceeded.

6. Summary: Platform vs. White Label Differences

7. User Role Management Flow

1. Super Admin (or UserAdmin) assigns/updates user roles (Creator, Admin, UserAdmin, Facilitator, Learner).

2. Admin/Creator invites further collaborators (admins or facilitators), within portal’s cap.

3. UserAdmin handles user access and visual settings, but does not necessarily participate in course content creation.

4. Learners remain limited to assigned course activity.