Create and manage roles in Spaces

Every Passport user who can access a Space is assigned a role. The Space Manager uses roles to define the rights and permissions of users within the Space. Before opening the Space to users, the Space Manager must set up appropriate roles and capabilities. Roles are managed in the Manage Space menu under the Roles section. 

When the Passport Sysadmin creates a Space for a customer, the system automatically copies four default roles to the Space: Admin, Creator, Issuer, and Member. Note that all users invited or added to a Space are Members by default, but a Space Admin can change users’ roles in the Manage Space > Members menu. For example, a Member can be upgraded to Admin, or an Admin can be downgraded to Creator.

Roles are made up of capabilities that can be enabled or disabled. While Space admins cannot modify the default roles of a Space, they can create new roles, assign them names, and configure their capabilities as desired. For instance, the Space administrator could create a Reviewer role to allow certain users to review badge applications submitted by members. In this case, the Admin should enable at least the Can review badge applications and Can view stats, logs, and reports capabilities if reviewers need to track their learners' achievements. Admins can create as many roles as needed within the Space.

Here is the list of capabilities that can be toggled on or off in roles:

We recommend setting up your Space roles before inviting or adding users to your Space. As mentioned before, admins can manage Space users in the Manage Space / Members menu. 

Note that a user can have multiple roles, meaning that their rights will be a combination of the capabilities from all assigned roles. Although rare, it’s possible to assign a specific capability to an individual user only. A potential use case for this could be if only one teacher in a team should have the right to view reports. This can be achieved by creating a 'Teacher' role (without the right to view reports) and a separate 'Report Viewer' role for the teacher who should have access to the reports.