Understanding Docebo User Levels and Roles

Evgeniya Ioffe - April 16th 2024 - 6 minutes read

In the seamlessly connected world of e-learning, mastering the intricacies of user roles within your Learning Management System (LMS) can significantly amplify the efficiency and effectiveness of your educational endeavors. "The Dynamics of User Hierarchies in Docebo: Roles, Responsibilities, and Best Practices" peels back the layers of Docebo's sophisticated user hierarchy, guiding you through a journey from the foundational levels of standard users to the strategic echelons occupied by Superadmins. This exploration not only demystifies each tier's unique capabilities and constraints but also provides actionable insights on harnessing these distinctions to foster a more engaging and productive learning environment. Prepare to unlock the full potential of Docebo's user roles, transforming your approach to LMS administration and content delivery.

Exploring Docebo's User Hierarchy: Definitions and Distinctions

In Docebo's user hierarchy, the baseline is set by Users who constitute the majority of individuals engaging with the platform. These users are typically learners or trainees whose interaction within the Learning Management System (LMS) is defined by consuming content, such as attending courses, accessing learning plans, and utilizing training materials. Their permissions are deliberately restricted to prevent access to administrative functions, ensuring their focus remains on learning without the potential to inadvertently alter or disrupt the system setup.

Moving up the hierarchy, Power Users represent an intermediary level that offers a broader scope of permissions compared to basic Users. This user level is designed to facilitate decentralization of administrative tasks. Power Users are granted the ability to manage specific segments of the platform, like overseeing user groups, branches, or particular courses. Despite having access to the Admin Menu, their capabilities are confined to the areas they are assigned to manage, which streamlines the delegation process and bridges the gap between basic users and the platform's more comprehensive administrative functions.

At the pinnacle of Docebo's user hierarchy stand the Superadmins. This group holds the keys to the kingdom, with unfettered access to all areas, settings, features, applications, and integrations available within the LMS. Superadmins are tasked with the overarching management and maintenance of the platform, ensuring its alignment with organizational learning objectives. They possess the exclusive authority to configure the LMS's aesthetics, functionality, and structural organization. Given their expansive control and influence over the platform, the selection of individuals for Superadmin roles necessitates careful consideration to maintain effective and cohesive management of the learning ecosystem.

The Scope and Limitations of Docebo Users

Delving into the specifics of Docebo's basic users reveals a carefully curated experience designed to streamline the learning process without overwhelming the user with administrative functionalities. Basic users gain access to a wide array of training materials, courses, and learning plans meticulously set up by higher-level users, ensuring a focused and uninterrupted learning journey. This level of access safeguards the integrity of the platform's structure, by limiting the user's ability to alter any settings, features, or content, thus maintaining an organized and targeted learning environment.

However, this restricted access also introduces certain limitations, shaping the way basic users can interact with the platform. They are unable to contribute content or directly influence the course structure, which places them solely on the receiving end of the knowledge exchange. This dynamic underscores the importance of the roles played by Power Users and Superadmins in content creation and system configuration, impacting the overall user experience. As such, understanding the scope of these limitations is crucial for organizations to effectively navigate and utilize Docebo's platform to its fullest potential.

Moreover, while these limitations ensure a streamlined user experience, they may also lead to potential challenges, especially when users seek to extend their engagement beyond passive consumption. Without the ability to update courses or generate reports, users might find themselves dependent on others for extended functionalities, indicating the need for strategic user role assignment and permission management. By recognizing these boundaries within Docebo's user structure, organizations can better plan their LMS strategy, ensuring both efficient platform management and an enriched learning experience.

Empowering Educators and Managers: The Role of Power Users

Advancing to an intermediary level within the Learning Management System (LMS), Power Users emerge as pivotal figures in the orchestration of educational content and management. Granted a subset of elevated permissions by a Superadmin, these users revel in their autonomy to manage specific user groups, branches, or courses. This autonomy is not absolute but is significant enough to allow these users to navigate through the Admin Menu, tailored to match their permissions. The strategic deployment of Power Users within an LMS framework can streamline the operational aspects of training programs, ensuring that educators and managers alike can focus more on enhancing the quality of learning rather than being bogged down by administrative tasks.

Empowerment of educators and managers through the designation of Power Users brings about a more integrated management system within the learning platform. By decentralizing the administrative duties, Superadmins can shift their focus towards more strategic initiatives, knowing that the day-to-day management and updating of courses, as well as direct communication with learners, are in capable hands. Power Users, thus, act as a vital force in not only maintaining but also improving the flow and quality of education provided, making them indispensable in the pursuit of operational efficiency and effectiveness in the training programs.

The leverage of Power Users in an LMS transcends mere administrative convenience; it embodies a strategic advantage. As they manage tailored areas of the platform, their roles encourage a more responsive and adaptive learning environment. By granting them the privilege to oversee and tweak courses, user groups, or branches, they directly influence the learner's experience, ensuring it remains relevant and engaging. This symbiotic relationship between the autonomy of Power Users and the overarching goals of the learning platform crystallizes into a dynamic ecosystem where education and management harmonize, propelling the platform towards its objectives of streamlined operation and enriched learning experiences.

Mastery of the Platform: The Superadmin Perspective

In the intricate ecosystem of a Learning Management System (LMS) like Docebo, Superadmins embody the most advanced tier of user capabilities, holding the keys to virtually every aspect of the platform. Their role transcends ordinary administration; they are the architects and guardians of the platform, wielding unparalleled authority over settings, features, and integrations. This omnipotent access allows Superadmins to tailor the platform meticulously to align with organizational visions, learning objectives, and user needs, ensuring the LMS serves as a robust, dynamic tool for education and training. Their decisions impact not just the aesthetic appeal of the LMS but its functionality, user experience, and integration with other systems, making their role critical in the strategic planning and execution phases of the platform's lifecycle.

With the entirety of the platform's capabilities at their disposal, Superadmins are tasked with a broad spectrum of responsibilities, from configuring complex workflows and permissions to selecting and implementing essential applications and add-ons. Their ability to customize the platform’s look and feel, manage user access levels, and oversee content deployment allows them to create a seamless and engaging learning environment. This comprehensive control also entails ensuring the security and integrity of the platform, necessitating a keen understanding of both the technical and pedagogical aspects of the LMS. The role of a Superadmin, therefore, is not just administrative but strategic, requiring a balance of high-level vision and attention to detail to optimize the platform's use and maximize its impact on learning outcomes.

The strategic placement and empowerment of Superadmins within the Docebo ecosystem underscore the significance of their role in the successful deployment and ongoing maintenance of the platform. Their in-depth involvement in decision-making processes, from selecting functionalities to be activated to integrating third-party tools and resources, is integral to tailoring the learning experience to meet the diverse needs of users. Superadmins act as the linchpin in the LMS, ensuring operational excellence, strategic alignment, and continuous improvement of the learning platform, thereby fostering an environment that is conducive to learning, development, and innovation. Through their mastery of the platform, Superadmins play a crucial role in advancing the educational missions of the organizations they serve, demonstrating the power and potential of well-managed digital learning environments.


The article "Understanding Docebo User Levels and Roles" explores the user hierarchy within the Docebo Learning Management System (LMS) and highlights the capabilities and limitations of each user level. The key takeaways include the importance of strategic user role assignment and permission management, the role of Power Users in streamlining administrative tasks and improving the quality of learning, and the critical role of Superadmins in customizing and maintaining the LMS to align with organizational goals and maximize the impact on learning outcomes. Understanding these user roles and leveraging them effectively can enhance the efficiency and effectiveness of educational endeavors within the Docebo LMS.