Organization Roles and Permissions

The platform uses a role-based access control system to manage who can perform different actions within your organization. Understanding these roles will help you properly set up your team and manage access to different features.

Role Hierarchy

The platform has four distinct roles, arranged from least to most privileges:

Learner → Teacher → Admin → Owner

Each higher role inherits all capabilities of roles below it, plus additional permissions. Only users with higher roles can manage users with lower roles.

Role Descriptions

Learner

Level 0 - Basic learning participant

The Learner role is designed for users who want to focus on learning French without any management responsibilities.

Learner Capabilities:

• Participate in AI conversations with Madame AI
• Complete interactive learning activities
• Build and manage personal vocabulary
• View personal progress dashboard
• Join assigned learning groups
• View materials and assignments within their group

Learner Restrictions:

• Cannot invite other users
• Cannot create or manage groups
• Cannot access organization settings or analytics
• Cannot manage other learners
• Cannot access team dashboards

Best For: Employees or students who are purely focused on learning French

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Teacher

Level 1 - Learning group manager

Teachers are instructors or coordinators who manage learners within assigned groups. Teachers have a middle-ground role with specific management capabilities limited to their assigned groups.

Teacher Capabilities:

• All Learner capabilities
• Manage learners assigned to their groups
• Add learners to their assigned groups
• Remove learners from their assigned groups
• View detailed information about their group's learners
• Track learner progress within their groups
• Access learner performance data for their groups
• Provide feedback within their groups

Teacher Restrictions:

• Cannot create new groups
• Cannot assign other teachers
• Cannot access organization-wide settings
• Cannot invite users outside their group management scope
• Cannot change billing information
• Cannot access organization analytics or dashboards
• Cannot manage other teachers

Example Workflow:

1. Admin creates a learning group called "Advanced French - Morning Sessions"
2. Admin assigns you (Teacher) to that group
3. You can now add learners to the group and manage their learning progress
4. You can view only your assigned learners and groups, not other groups

Best For: Instructors, trainers, team leads, or coordinators responsible for managing specific learner groups

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Admin

Level 2 - Organization manager

Admins have broad control over organization structure, users, and settings. They can create groups, assign teachers, and manage most aspects of the organization except billing.

Admin Capabilities:

• All Teacher capabilities
• Create new learning groups
• Edit and delete learning groups
• Assign teachers to groups
• Remove teachers from groups
• Add learners to any group in the organization
• Remove learners from any group
• Manage all organization members
• Change member roles (with restrictions below)
• Access organization management dashboard
• View organization-wide analytics and reporting
• Manage organization settings and configuration
• Create and send invites to new organization members
• Delete users from the organization
• Manage notification preferences for the organization

Admin Restrictions:

• Cannot change billing information or subscription details
• Cannot remove or modify the Owner's role
• Cannot transfer ownership
• Cannot delete the organization
• Admins cannot change other Admins' roles (only Owners can do this)

Admin-Specific Group Controls:

• Create groups for different departments or learning levels
• Assign multiple teachers to a single group for collaboration
• Move learners between groups as needed
• Archive or deactivate groups
• Set group capacity limits

Example Workflow:

1. You create a new group: "Business French - Sales Team"
2. You assign three teachers to the group
3. Those teachers can now manage learners in that group
4. You can also directly add or remove learners from any group

Best For: Organization managers, HR representatives, learning coordinators, or department heads responsible for overall learning program management

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Owner

Level 3 - Full organizational control

The Owner has complete control over the organization, including billing, subscriptions, and all management functions. Every organization must have at least one Owner.

Owner Capabilities:

• All Admin capabilities
• Change billing information and manage subscriptions
• Upgrade or downgrade subscription plans
• View and manage billing history
• Add or remove payment methods
• Delete the entire organization
• Transfer ownership to another member
• Promote other members to Owner
• Demote other Admins or Owners
• Access all organization data and analytics
• Configure advanced organization settings
• View audit logs and compliance information

Owner Responsibilities:

• Managing organization subscription and payments
• Ensuring compliance with business requirements
• Overseeing the overall organization structure
• Making strategic decisions about group and role assignments
• Managing organization security and data access

Owner Restrictions:

• None - Owners have unrestricted access

Example Workflow:

1. You own the organization
2. You can manage all groups and users
3. You have access to billing and subscription management
4. You can promote team members to Admin to help manage the organization
5. You can transfer ownership if you need to

Best For: Organization founder, company owner, or designated account manager

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Permission Comparison Matrix

Permission	Learner	Teacher	Admin	Owner
Learning Features
Practice with Madame AI	✅	✅	✅	✅
Interactive Activities	✅	✅	✅	✅
Personal Vocabulary	✅	✅	✅	✅
Personal Dashboard	✅	✅	✅	✅
Group Management
View Assigned Groups	✅	✅	✅	✅
Create Groups	❌	❌	✅	✅
Edit Groups	❌	❌	✅	✅
Delete Groups	❌	❌	✅	✅
Manage Group Learners	❌	✅*	✅	✅
User Management
Manage Learners	❌	✅*	✅	✅
Invite Users	❌	❌	✅	✅
Change User Roles	❌	❌	✅†	✅
Remove Users	❌	❌	✅	✅
Create Sub-Admins	❌	❌	❌	✅
Organization Settings
View Org Dashboard	❌	❌	✅	✅
View Org Analytics	❌	❌	✅	✅
Change Org Settings	❌	❌	✅	✅
Manage Billing	❌	❌	❌	✅
Delete Organization	❌	❌	❌	✅
Transfer Ownership	❌	❌	❌	✅

Legend:

• ✅ = Role has permission
• ❌ = Role does not have permission
• ✅* = Teachers can only manage within their assigned groups
• ✅† = Admins can change lower roles, not other Admins or Owners

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Setting Up Your Organization

Step 1: Identify Your Needs

Think about your organization's structure:

• Who needs to manage learners?
• Who should handle group creation and management?
• Who will be responsible for billing and organization settings?

Step 2: Define Roles

Typical Small Organization (10-50 people):

• 1 Owner (executive or owner)
• 1-2 Admins (HR or learning coordinators)
• 0-3 Teachers (optional, if organizing by team)
• Rest as Learners

Typical Medium Organization (50-500 people):

• 1-2 Owners
• 2-5 Admins (one per department)
• 5-20 Teachers (team leads or department coordinators)
• Rest as Learners

Typical Large Organization (500+ people):

• 2-3 Owners (executive leadership)
• 5-10 Admins (department heads, learning managers)
• 20-50 Teachers (team leads, coordinators)
• Rest as Learners

Step 3: Create Groups

Once roles are defined, create learning groups:

1. Login as Owner or Admin
2. Go to Organization → Groups
3. Click "Create New Group"
4. Add group name, description, and capacity
5. Assign teachers to the group
6. Add learners to the group

Step 4: Communicate Roles

Clearly communicate to your users:

• What their role is
• What they can and cannot do
• Who their manager/coordinator is
• How to get help if they need it

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Changing User Roles

Who Can Change Roles

• Owners can change anyone's role (except their own)
• Admins can change roles of Learners and Teachers (not other Admins or Owners)
• Teachers and Learners cannot change any roles

How to Change a User's Role

1. Navigate to Settings → Organization → Members
2. Find the user whose role you want to change
3. Click the role dropdown next to their name
4. Select the new role
5. Click Save

Role Change Rules

• You cannot change someone's role to a role equal to or higher than yours
• To change an Admin's role, you must be the Owner
• Changing a role affects their access immediately
• The user is notified of role changes

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Best Practices

Role Assignment

✅ Do:

• Assign the lowest role necessary for each user
• Review roles quarterly for relevance
• Use Admins only for those who need group/user management
• Use Teachers specifically for group coordinators
• Keep the Owner count minimal (1-3 people)

❌ Don't:

• Make everyone an Admin "just in case"
• Assign Owner role to multiple people unless necessary
• Leave roles unchanged as team structure evolves
• Assign high roles to temporary team members

Security

✅ Do:

• Review who has Admin access regularly
• Remove users who leave the organization
• Change roles when responsibilities change
• Monitor who has access to sensitive data
• Use Owners only for those who need billing access

❌ Don't:

• Share login credentials between users
• Give Admin access to users who don't need it
• Forget to remove access for departing employees
• Assume users need higher roles than they do

Organization Structure

✅ Do:

• Create groups that match your organizational structure
• Assign specific teachers to specific groups
• Keep groups at a manageable size
• Use group names that clearly describe the learning focus
• Archive old groups instead of deleting them

❌ Don't:

• Create too many overlapping groups
• Leave groups empty or unused
• Assign too many learners to one teacher
• Use vague or confusing group names
• Delete groups that might be needed later

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Getting Help

Common Role Questions

Q: I need to invite a new user. What role should I assign? A: Start with "Learner" for standard participants. Only assign "Teacher" if they need to manage others. Only assign "Admin" if they need to manage groups and other users.

Q: Can I change my own role? A: No. You cannot change your own role. Ask the Owner to change your role if needed.

Q: My teacher needs to manage two different groups. Is that possible? A: Yes! A teacher can be assigned to multiple groups. They'll see all their assigned groups and can manage learners in each one.

Q: Can I have multiple Owners? A: Yes. The Owner can promote another user to Owner status. This is useful for shared responsibility of billing and organization settings.

Need More Help?

• Contact your organization's Owner or Admin
• Check the troubleshooting section in our documentation
• Reach out to the platform support through your dashboard