Managing access to your Academy Hub
WorkRamp gives you two ways to control who can manage your Academy Hub, depending on how much access they need.
Hub Admins have full access to every area of the Hub — including Content, Theming, and Settings. This is the right choice for someone who needs to manage the Hub end-to-end.
Roles let you give people access to specific areas only — without making them a full admin. For example, you might give a Sales Manager access to run reports, or a Customer Success Manager access to manage enrolments, without them being able to change your Hub's branding or settings.
This means you no longer have to choose between giving someone full admin access or no access at all. You can give each person exactly what they need to do their job.
Hub Admin
A Hub Admin has full access to all areas of the Academy, including Content, Theming, Settings, and more.
This is the highest level of access available within a Hub. Use it for trusted team members who need to manage the Hub in full
The User or Group must already exist as an internal WorkRamp User or Group before they can be given Role access to the Hub.
To add a Hub Admin, go to Settings > Roles within your Academy Hub and search for the user by name or email or the group.
Roles
If you needed a team member to manage enrolments or run reports, without making them a full admin, Roles lets you give people exactly the access they need — and nothing more — keeping your hub secure and your admin team organised.
Four permission types are available:
Permission | What it unlocks |
Contacts | View and manage users, view and create segments |
Enrolments | Manage training assignments (courses, certifications, paths, gradebook) |
Reporting (Basic) | Dashboard, Report Builder, Contacts, and Insights |
Reporting (Advanced)* | Everything in Basic, plus Analytics Studio |
*Note: Assigning Reporting (Advanced) automatically includes all Reporting (Basic) permissions.
Roles are managed from 'Settings' > 'Roles' within a Academy.
How to use it
Creating a role:
Go to 'Settings' > 'Roles' inside your Academy
Select 'Add Role'
Enter a name and tick the permissions you want to grant
Save — the role is now available to assign
Assigning a role to users or groups:
Click the role name to open the role detail page
In the 'Access' section, select 'Assign Users/Groups'
Search for and select the users or groups to add
Users inherit the role's permissions immediately
Permission rules to know:
A role can have multiple permissions (e.g. Contacts + Enrollments)
Reporting (Advanced) automatically includes Reporting (Basic) — you cannot assign Advanced without Basic
Roles can be assigned to individual users or groups, not both in the same assignment
Editing and deleting roles:
Role names and permissions can be updated at any time from the role detail page
Deleting a role removes it from all assigned users and groups; deleted roles are visible on the 'Deleted' tab
Audit trail:
Every change to a role — name edits, permission changes, user/group assignments and removals — is recorded in the Audit Log tab on the role detail page, including who made the change and when