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

StoryVault has four roles that build on each other. Each higher role includes the permissions of the roles below it.

Role	Description	Typical Use
Participant	View sessions explicitly assigned to them	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, create LMS courses	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	None — available for all roles
Trainer	Create courses, edit lessons, configure quiz questions	At least “Manager” role

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 name, email address, and password (or have a password auto-generated).

3. Select a role

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

4. Set capabilities

   Enable “Learner” and/or “Trainer” as needed.

5. Set project access

   Determine which projects the user may see. Admins automatically have access to all 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 or Trainer
• 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 — sees all projects and sessions in the organization
• Manager / User / Participant — sees only projects they’re assigned to and their own sessions

In practice: if the disability support and senior care teams use separate projects, a user from the disability support team cannot see senior care content — unless they’re assigned to both projects.

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”.