Users & Roles

Note

This area is visible to administrators only.

As an administrator, you manage the users in your organization. StoryVault uses a four-tier role system supplemented by additional capabilities.

Role Overview

The role determines which tasks a person can perform. Project ownership, direct membership and groups additionally determine access to content. Sessions inherit their project’s visibility. An admin role does not expose other people’s private chats or automatically grant data protection permissions.

Role	Description	Typical Use
Participant	View sessions in accessible projects	External consultants, guests, observers
User	Create own sessions and projects, upload files, use search	Staff in day-to-day work
Manager	Start Meeting Bot, manage projects and sessions	Team leads, QM officers
Admin	Full organization management: users, groups, invitations, costs, settings	IT administrators, management

Capabilities

In addition to roles, you can activate individual capabilities per person. These are independent of the role and allow finer-grained control.

Capability	Description	Requirement
Learner	Work through courses, complete quizzes, track progress	LMS module and Learner capability, independent of role
Trainer	Create courses, edit lessons, configure quiz questions	LMS module and Trainer capability; the Manager role is not required. Admins can also manage LMS courses.
Data protection (DPA)	Manage tenant policy, change protection levels, and restore data where permitted	Data protection module enabled for the tenant

The DPA capability applies to one tenant membership only. A person can be a DPA in tenant A and a regular user in tenant B. See Data protection overview & DPA →.

Tip

Practical Example: A care professional gets the “User” role and the “Learner” capability. This way they can create their own recordings and complete mandatory training at the same time. A practice supervisor additionally gets the “Manager” role and “Trainer” capability to create onboarding courses.

Creating a User

1. Open user management

   Sidebar → Admin → Users.

2. Click “Create User”

   Enter first name, last name, and email address. Choose the offered option for a password or account setup by email.

3. Select a role

   Choose the appropriate role: Participant, User, Manager, or Admin.

4. Set capabilities

   Enable “Learner”, “Trainer”, and/or “Data protection” as needed. Data protection applies only to the selected tenant.

5. Set project access

   Set direct project assignments. Groups can grant additional access. Admins do not need individual grants for ordinary tenant projects; the exception for protected super-admin projects is explained under Projects.

   

6. Save

   The user can log in immediately.

Editing a User

Click on a name in the user list to open the profile. Here you can:

• Change the role — for example promote from User to Manager
• Adjust capabilities — enable/disable Learner, Trainer, or Data protection
• Change project access — assign new projects or remove existing ones
• Deactivate the account — the user can no longer log in, but their data is retained

Caution

Deactivated accounts still occupy a slot. If you want to permanently remove a user, use the delete function. Existing sessions from that user are preserved.

Project Access and Visibility

Visibility of content depends on role and project membership:

• Admin — generally has access to ordinary tenant projects; protected super-admin projects require explicit sharing.
• Manager / User / Participant — gains access as owner, direct project member or member of a shared group.
• Sessions — are visible within accessible projects, including sessions created by others. Viewing and editing are separate permissions; data protection restrictions can further limit access.

In practice: if disability support and senior care teams use separate projects, a disability support user cannot see senior care content unless they gain access directly, through a group or through an admin role in that tenant.

For a specific project, open Projects → project → Share in the top action area. Admins and managers with project access can add or remove people and groups there. Users and participants can view grants. See Projects for instructions and unexpected-access troubleshooting.

Further Reading

• Invitations & Groups →
• Mandatory Courses →
• Settings →

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This page corresponds to the onboarding video “Module 7, Lesson 7.1 — Creating Users and Assigning Roles”.