If you’re running training or customer education through Skilljar, you probably don’t want everyone in your org to have a free pass to tinker with everything. Roles and permissions sound boring, but they’re what keep your content safe, your data tidy, and your admins sane. This guide is for admins, ops folks, or anyone who’s been handed the keys to the Skilljar Admin Dashboard and told, “Just make sure people only see what they need to.”
Let’s cut through the noise and get you set up so you can stop worrying about who can do what, and get back to the work that matters.
Why Roles and Permissions Matter (Even If You Hate Dealing With Them)
It’s tempting to just give everyone admin access and call it a day. But unless you want accidental course deletions or someone accidentally exposing student data, that’s a bad idea. Managing who can do what isn’t just a nice-to-have—it’s insurance against headaches.
Here’s what you get if you do it right: - Fewer “Oops, I broke something” moments. - Clear audit trails. - Happier auditors (if you’re into that sort of thing). - Peace of mind if someone leaves or switches teams.
Skilljar’s system isn’t perfect, but it’s a lot better than winging it. So here’s how to wrangle it.
1. Understanding Skilljar’s User Roles
Skilljar comes with a handful of built-in roles. Each one has a fixed set of permissions (no custom roles yet). Here’s what actually matters:
- Admin: Can do everything. Full access, including user management, settings, content, reporting, and integrations.
- Publisher: Can manage courses and content, but not platform-wide settings or user management.
- Analyst: Can view reports and analytics, but can’t touch content or settings.
- Custom Permissions: As of now, Skilljar doesn’t do fine-grained, custom permission sets. What you see is what you get.
Reality check: If you need surgical precision (“Jane can edit this one course, but not that one”)—Skilljar may not be the right tool for you. But for most orgs, these roles cover the basics.
2. Adding New Users
You can’t manage permissions if you haven’t added your people yet. Here’s how:
- Log in to the Skilljar Admin Dashboard.
- Go to “Organization Settings” (sometimes just called “Settings”).
- Find “Users” or “User Management.” The label changes, but it’s usually under the “Organization” section.
- Click “Add User.”
- Enter their email address. Double-check it — invites don’t work if you fat-finger the address.
- Assign a role. Pick from Admin, Publisher, or Analyst. You can’t mix and match permissions.
- Send the invite. The user will get an email with instructions to set up their account.
Pro Tip: If someone says they didn’t get the invite, have them check spam. If it’s still missing, just resend. The system’s not perfect with corporate email filters.
3. Changing Roles and Permissions
People move around. Roles change. Here’s how to update access:
- Head to the Users list (same spot as above).
- Find the user. Use the search bar if you have a long list.
- Click their name or the “Edit” option.
- Change their role as needed. There’s no “Save” button in some versions—it auto-saves when you pick the new role or hit “Update.”
- Let the user know. Their new access takes effect immediately.
Watch out for:
- No “read-only” admin mode. It’s all or nothing.
- You can’t create custom roles. If you need to limit access more tightly, you’ll have to do it outside Skilljar.
4. Removing Users
Someone leaving the company? Or does a vendor no longer need access? Don’t just let accounts pile up.
- Go to Users.
- Find the user.
- Click “Remove” or “Delete.”
- Sometimes it says “Deactivate”—same idea.
- Confirm your choice.
Heads up: Removing a user doesn’t erase their historical activity (like reports or course edits). It just locks them out.
5. Common Gotchas and How to Avoid Them
No system is perfect. Here’s where most folks trip up:
- Forgetting to remove old users. People leave, but their accounts linger. Set a calendar reminder to audit your users every month or quarter.
- Too many Admins, not enough accountability. Resist the urge to hand out Admin like Halloween candy. Fewer admins = fewer mistakes.
- Not documenting who has what role (and why). Keep a simple spreadsheet or note with “Jane – Admin – owns integrations.” It’ll save you drama later.
- Email invites not arriving. Always double-check the email. Some IT teams block outside invites—get whitelisted if needed.
- No custom roles. If you find yourself wishing you could give someone access to just one feature—sorry, not possible right now. You’ll either need to trust them or find a workaround.
6. Pro Tips for Keeping Things Sane
- Use Groups (if available): Some Skilljar plans let you use user groups for easier management. Worth setting up if your org is big.
- Have a backup Admin: Don’t make the only admin your CEO or a single overworked ops person. At least two admins, always.
- Audit regularly: Once a quarter, check who has access. Remove anyone who doesn’t need it. You’ll thank yourself later.
- Document changes: When you add or remove someone, jot down why. Future you will appreciate it.
7. What to Ignore
- “Set it and forget it.” Don’t. People change roles, leave, or take on new tasks. Check your user list regularly.
- Granting everyone Admin “just in case.” That’s how mistakes happen. Start with the lowest needed role—bump up if you have to.
- Waiting for Skilljar to add custom roles. Don’t hold your breath. Plan with what exists now.
8. Troubleshooting Common Issues
Invite not received? - Double-check the email address. - Ask the user to check spam/junk folders. - Resend the invite. - Still nothing? Contact your IT team to whitelist Skilljar’s emails.
User can’t see what they expect? - Make sure they’re assigned the right role. - Have them log out and back in.
Someone accidentally deleted content? - There’s no “undo” for some actions. Limit admin access for this reason.
Lost admin access? - If all admins are locked out, you’ll need to contact Skilljar support. It’s a pain, so always keep at least two admins.
9. When to Revisit Your Setup
- After team changes (new hires, departures, reorganizations).
- When you roll out new courses or features.
- If you ever hear, “Wait, who has access to what?”
Don’t wait for something to break. Spend five minutes now and save yourself a day of cleanup later.
Keep It Simple (and Don’t Overthink It)
Managing user roles and permissions in Skilljar isn’t rocket science, but it does take a little discipline. Stick to the built-in roles, keep your user list clean, and don’t hand out admin access unless you have to. Review things now and then, and you’ll avoid most of the headaches. Start simple, adjust as you go, and don’t let perfect be the enemy of done.