Understanding Roles, Permissions, and Hierarchy in On3 Learn

On3 Learn provides a flexible role and permission structure designed to support organizations of all sizes. Understanding how these roles work—and how they relate to each other—helps administrators effectively manage users, assign learning paths, and maintain a clear hierarchy within the platform.

This article outlines each role, its purpose, and how permissions flow across the system.

Role/Concept	Description/Definition
Business Unit	Designate the company or group of companies in your organization.
Enrollment (learning path)	Allows for creating the divisions/subgroups for access to content. All users must be assigned to an enrollment, except for Business Unit Admins.
Workspace	Used in the On3.ai app to create walled subgroups within the Ask On3 application and On3 Create.
Basic User	Standard account used by all learners when Team Leader is not selected.
Team Leader	Standard account with ability to oversee and manage subgroups of basic users. Must be designated as Manager in each user’s account setup for the Team Leader to have access to that user.
Enrollment Role: Learner	Basic learner.
Enrollment Role: Team Coach	Oversees a subgroup of learners (used for assigning a coach for video based submissions).
Enrollment Role: Group Coach	Oversees all learners in enrollment and Team Coaches (can also serve as video coach and oversee Team Coaches).
Enrollment Role: Observer	Ability to monitor and see reports.

Summary

The On3 Learn platform uses a layered structure of Business Units, Enrollments, Workspaces, and user roles to provide flexible, scalable training management. Each role—from Basic User to Group Coach—helps ensure the right people have the right level of access to learning programs, coaching tools, and reporting insights.