Admin Refresh Experience: Absorb LMS Roles & Permissions Overview


This article provides information on a portion of the Absorb system that has been updated with the Absorb Admin Refresh Experience.  The instructions and guidance in this article are intended for those whose environment has enabled the free Absorb Admin Refresh Experience upgraded. For more information about what is available with this, please check out the Absorb Admin Refresh Checklist!


A Role is a permission set provided to a User.  Roles grant access to the Admin Interface.  The Admin Interface is where you manage the administrative settings and functions of Absorb LMS.
This article will introduce you to the default system Roles, their permissions, and options available when editing an existing Role or building a Custom Role.

  • When selecting permission actions, remember that the Modify action must be paired with the View action for the Role to see and make changes.

  • When selecting permissions for a Role, enabling the General option alone will limit the Role’s ability to administer the identified section and may not provide enough access to fulfill their responsibilities. Be sure to pair other options along with it to tailor the administrative experience you want to permit. It is always a good practice to test the Role and verify it performs as intended.

  • We encourage you to create custom Roles for your environment and not to use the default system Roles "as-is". Building new Roles configured to the different Admin-type personas needed for your use cases will help you ensure questions about access, permissions, and responsibilities are addressed prior to implementing workflows based on assumed Role settings.
  • When you enable the Admin Refresh experience for your environment, any role (default or custom) with Modify permission selected will grant all tile or section permissions.

  • For an in-depth review of changes introduces with the Admin Refresh to specific permissions, please check out Admin Refresh: Role Permission Changes.



Default Roles

There are five (5) default Roles available, each focusing on a specific area within the Admin Interface. They are organized in descending order of responsibility in the table below:

Default Role Description
System Admin
System Admins are the owners of the Absorb LMS system at their organization. They generally are the primary contacts who work with the Absorb Client Services Teams (Onboarding, Support, and Client Success).  System Admins have the highest administrative privilege, with permission to view, build, modify, and delete content held within the Admin Interface. 
In addition to this, a System Admin also can configure global functionality within Setup > Portal Settings.
System Admin role will also bypass a number of restrictions that apply to other Admin roles including user management limitations, ability to modify any level of the admin account, and visibility of reporting generated by all users on the portal.
Admin Admins have access to the Admin Interface, with options to view, build, modify, and delete content per their Account level permission. This admin level does not have visibility to Setup > Portal Settings.

Instructors have access to the Admin Interface but are limited to reports related to  Instructor-Led Courses (ILC).

Reporter Reporters have read-only access to view Reports in the Admin Interface.  Reporters cannot make changes to report data or other content.  Reporters will be able to use Report Actions from Saved Layouts, if accessible to them.
*Business Intelligence Viewer *The Business Intelligence Viewer Role is only available as a default Role when Absorb Inform is enabled in the environment.


Note: Default Roles cannot be modified; however, you can easily duplicate any existing role and then make adjustments to the new version.




Custom Roles

System Admins can create customized Admin Roles to provide permission to specific areas of the Admin Interface.

Role Actions

Custom Roles offer the following actions for permission access:

Action Description
Permits Admin to view reports without access to edit records.
Permits Admin full access to add and edit records.
Delete Permits Admin to delete records.


Role Permissions

When selecting permissions for the Role, you will choose View, Modify, Delete, or a combination of all actions for the following areas of the Admin Interface:

Permission Category Description
This set of permissions determine the Role's access to the Courses section and the reports within. 
  • Instructor-Led Courses (ILCs)
  • Online Courses
  • Course Bundles
  • Curricula
  • Enrollments
  • Venues
  • Resources
  • Categories
  • Competencies
  • Rating
  • Comments
  • External Training
  • Course Uploads
  • Question Banks

This set of permissions determine the Role's access to the Users section and the reports within. 

  • Users
  • Roles
  • Departments
  • Groups
  • Enrollment Keys
Absorb Engage

This set of permissions determines the Role's access to the Absorb Engage section and the reports within.

  • News Articles
  • Billboards
  • Polls
  • Leaderboards
Note: Absorb Engage must be enabled in your environment for these options to be available.

This set of permissions determine the Role's access to specific Reports available in the Setup section. 

  • Message Templates
  • Tags
  • Files
  • Translations
  • FAQs

This set of permissions determine the Role's access to the E-Commerce section and the reports within.

  • Transactions
  • Coupons
Note: E-Commerce must be enabled in your environment for these options to be available.

This set of permissions determine the Role's access to the Reports section and the reports within.

  • All Reports
  • Inform*
  • View Product Notifications
  • Contact Us

*Absorb Inform must be enabled in your environment for this option to be available.



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