Before You Start
You must be a Super Admin to manage Roles & Permissions
Permissions are configured per role under Settings → Platform Settings → Roles & Permissions
Overview
Lumofy has four user roles: Super Admin, Admin, Manager, and Talent. Each role defines what a user can see and do inside the platform. Super Admin controls which permissions are assigned to each role and those assignments can be updated at any time.
The Four Roles
Super Admin
The Super Admin is the owner of the Lumofy environment. This role has full, unrestricted access to every area of the platform including Performance, Develop, Engage, Company settings, and all Platform Settings.
Super Admin permissions cannot be removed or restricted. On every permission in the platform, Super Admin appears locked and cannot be toggled off.
The Super Admin is responsible for:
Configuring which permissions Admins and Managers hold
Managing the overall platform structure and settings
Creating and removing user accounts across all roles
Tip: Only assign Super Admin access to users who own or fully operate the platform. It cannot be scoped or limited.
Admin
The Admin is the second level of access. Admins can do what their assigned permissions allow nothing more.
By default, Admins have broad access to manage the platform. However, the Super Admin can narrow or expand these permissions at any time from the Roles & Permissions screen.
Admins are typically responsible for:
Configuring and launching performance cycles
Building and managing competency frameworks
Creating learning content and pathways
Managing users and their assignments
Note: A user can hold both the Admin and Manager roles at the same time. If someone manages a team and also needs platform configuration access, assign them both roles.
Manager
The Manager role is activated when a user has one or more direct reports. A Manager can only see and manage their own team they cannot access other Talents' data.
Manager access is scoped to:
Viewing and contributing to direct reports' Performance Sheets
Conducting Check-Ins on their team's goals
Submitting Approvals for their direct reports
Managers do not have access to the Develop or Engage areas by default. Their view is limited to the Performance area and the Action Center.
Note: A Manager cannot be given admin-level configuration access through the Manager role alone. To give a Manager broader platform access, assign them the Admin role as well.
Talent
Talent is the end-user role. Talents have no configuration or management permissions their access is focused on their own development and performance.
Talents can:
Access their assigned learning items in the Develop area
View and work on their Performance Sheet during active cycles
Set and track their Smart Goals
Acknowledge their performance results
Submit an Appeal if the cycle allows it
View the Leaderboard and see XP scores
Self-enrollment in learning: By default, Talents are assigned learning content by Admins. However, if the Admin enables self-enrollment, Talents can browse and enroll in available content on their own.
Configuring Permissions
Only Super Admins can change role permissions.
Go to Settings from the top navigation.
Select the Platform Settings tab.
Click Roles & Permissions from the left menu.
Find the permission group you want to configure (e.g., Competencies).
Expand the group to see the permission types inside it.
Click the dropdown next to the permission type (e.g., Can Create).
Add or remove roles by selecting them from the dropdown or clicking the × next to an existing role tag.
Changes save automatically.
Warning: Removing a role from a permission removes that access immediately for all users with that role. Confirm the change before removing.
Creating a Custom Role
If the four default roles don't cover your needs, you can create a custom role.
Go to Settings → Platform Settings → Roles & Permissions.
Click + Create New Role in the top right.
Name the role and configure which permissions it holds.
Assign the role to users as needed.
FAQs
Can a user have more than one role?
Can a user have more than one role?
Yes. A user can hold the Admin and Manager roles simultaneously. This is useful when someone manages a team but also needs platform configuration access.
Can I restrict what an Admin can access?
Can I restrict what an Admin can access?
Yes. Admin permissions are fully configurable. The Super Admin can remove any permission from the Admin role, limiting their access to only what they need.
Can a Manager see Talents outside their team?
Can a Manager see Talents outside their team?
No. Managers only have visibility into their direct reports. They cannot access other Talents' Performance Sheets or data.
Can Talent enroll themselves in learning content?
Can Talent enroll themselves in learning content?
It depends on your configuration. If the Admin has enabled self-enrollment, Talents can browse and enroll in available content. Otherwise, all learning is assigned by Admins.
What happens if I remove a permission from a role?
What happens if I remove a permission from a role?
The change takes effect immediately. All users with that role lose access to that feature right away.