Contacts in Learndot represent people.


Contacts in Learndot represent people. Currently, there are five broad classes of contacts that are recognized by Learndot, including:

  • Customers: Typically clients, they can see and use the front-end of the site. Control over permissions is not needed for this group as they can only access the publicly available parts of the site and their user profile.
  • Instructors: Delivery courses to Customers. There is an interface for Instructors to see and manage their events, including locations, attendees, feedback scores, etc.
  • Administrators / Staff Users: Admins / Staff are able to access the 'Admin' section. More granular control over permissions is often desirable for this type of contact, as different staff members will require access to certain sections of the administrative panel.
  • Affiliates: Promote your products and courses for a commission on visits or conversions.
  • Providers: Schedule and run training on your website, i.e. partner companies that run courses for you which you sell on Learndot.

Access LevelsCustomerInstructorAdministratorAffiliateProvider
Dedicated Interface(tick) (User Profile)(tick) (Instructor)(tick) (Admin)(tick) (Affiliate)(tick) (Provider)
View Reports(error)(tick) (Training Reports - Own)(tick) (All)(tick) (Sales Reports - Own)


Manage Courses(error)(error)(tick) (All)(error)(error)
Manage eLearning(error)(error)(tick) (All)(error)(error)
Manage Learning Pathways(error)(error)(tick) (All)(error)(error)

Manage Events

(error)(tick) (Own)(tick) (All)(error)(tick) (Own)
Manage Enrolments(error)(tick) (Own)(tick) (All)(error)(error)
Manage Surveys(error)(tick) (View)(tick) (All)(error)(error)
Manage CMS (Website)(error)(error)(tick) (All)(error)(error)
Manage eCommerce (Store)(error)(error)(tick) (All)(tick) (Visits,
(tick) (Own)
Manage Training Opportunities(error)(error)(tick) (All)(error)(error)
Manage Talent Opportunities(error)(error)(tick) (All)(error)(error)
Manage Permissions(error)(error)(tick) (All)(error)(error)
  • Access in the Administrator Interface can be configured, see Staff Roles.

Working with Users

Creating a User

The relevant section of the Learndot administrative panel can be found under Customers > Contacts. Press the New button and then fill in the fields.

Creating a Staff User (Admin Console Access)

If the user account you wish to give staff privileges to does not already exist, first follow the steps for Contacts#Creating a User. If the user has been created, to give a user staff access permissions, under Customers > Contacts, click on the Edit button on the row of the user:

  • Under the Login tab and ensure that 'Enabled' and 'Staff' are both set to Yes

  • Select any appropriate email notifications that they should receive
  • Hit Save
  • To add permissions to the user, refer to Staff Roles & Permissions (System > Access&Security > Staff Roles).

Creating an Instructor User (Instructor Dashboard Access)

Instructor profiles allow clients to put the face behind each course. The procedure for creating an instructor user is similar to a staff member:

  • Create the user and then configure them as an instructor through the 'Instructor' section on the user profile
  • Set the status field to 'Approved'

See the Instructor section of Contact Fields for these fields.

Performing a Password Reset

Users are able to reset their own passwords through the 'Forgotten Password' tool accessible via the login screen, or under the Contact page in admin, click on 'Reset Password'.

Merging Contacts

Two Contacts within Learndot can be merged together. All entities such as enrolments on Learning Components will be transferred to the contact to be merged with. The merge will also reset the learning progress of the first contact. When the old Contact logs in to Learndot it will sign in to the merged Contact.

You can find the merge action Tasks. To merge two contacts:

  • Navigate to Customers > Contacts
  • Click on the View icon of the contact you would like to merge with another contact 

  • By default the From field will be prefilled with the chosen contact account. However, you can select the contact you like from the dropdown menu. Choose the contact to merge with from the dropdown menu of the To field. Then, click Merge

Emailing a Contact

As a Contact with "Staff Roles" that has permission to access Contacts, you are able to send personalized emails to the Contacts from the Admin Interface. This functionality can be used, to reach out to Learners individually for Notification Purpose for example. How this can be achieved is as below:

  1. Proceed to the desired "Contact" on your Admin Interface.
  2. Next, hit on the "Email" functionality as shown per the screenshot below.  

        3.Then you will be welcomed with the "Email Interface" as shown below.

      4.Always have to remember, the email which will be sent out will be from the "Contact" which you are logged in and this can be confirmed from the "sender" field as per the screenshot above.

SenderField which indicates the email address which will be used to send the email out from Learndot where it's the same email address as the Contact logged in. 
Note: The Sender email address cannot be changed
RecipientsWill be the receiver whom the email would be required to sent to
Add Recipients

This works as a "cc" option where you are able to select an existing Contact to be looped in. Please ensure to hit on the "+" button after confirming on each contact that would be required to "cc-ed" on the conversation.

Bcc Works as the same functionality as in an email of "Bcc"
SubjectWould be the title/subject of the email
MessageThe segment which is used to place in the verbiage required which will be then sent out to the learners

Working with Permissions


Permissions control the amount of access granted to a user. Currently, Learndot supports permissions to control access to almost any function provided by the program, including:

System Setting Read Permission
System Setting Write Permission
Staff Role Read Permission
Staff Role Write Permission
Course Read Permission
Course Write Permission

A full listing of permissions can be viewed here on the wiki, or within the Learndot administrative panel when you choose to edit a Staff Role.


Permissions in Learndot are assigned to users exclusively through Roles. Roles consist of a set of permissions, which can then be applied to staff users to more finely control their areas of access. Once a role has been applied to a user, any changes to the roles permissions will be updated with the users. It is possible for users to have multiple roles assigned to them.

Learndot ships with a number of preconfigured roles, which can be viewed in the administration panel under SystemAccess & Security > Staff Roles. In addition to this initial set, it is possible to define new roles or customize existing ones.

Creating a new Role

The 'Staff Roles' section of the administrative panel:

  • Navigate to System > Access & Security > Staff Roles grouping
  • Click on the New button to prompt the user to enter data in several fields in order to create the role. See Staff Roles & Permissions for more details on the fields

Modifying the permissions of an existing Role

To modify the permissions of an existing role, simply click the edit icon on the role that needs to be modified, and change the permissions through the checkboxes. Any users assigned to that role will have their access permissions modified accordingly.

To see which users belong to a specific role (and will therefore be impacted by the change), click the magnifying glass (View icon) and check the Contacts section of the page.

Adding/Revoking Permissions from Users

Permissions can be indirectly added and revoked from users by modifying the Roles they belong to. Custom roles may need to be created using the process outlined above in order to achieve the highest level of flexibility and control with regard to user permissions.

Assigning or unassigning a staff role to or from a contact can be done in either the staff role or the contact in question.

For the staff role way

  • Navigate to System > Access & Security > Staff Roles
  • Click the View icon of one of the staff roles

  • Scroll down to the Contacts section

  • To assign a staff role, click on Select and then add a contact onto the input box

To unassign an existing staff role from this role, click on the 'x' button on the row of the staff you wish to unassign.

For the contact way

  • Navigate to the specific contact under Customers > Contacts
  • Click on the Edit icon and scroll down to the Roles field under Login section
  • And then key in the staff role to assign to the contact onto the input box

To unassign an existing staff role from this contact, click on the 'x' button on the row of the staff role one wishes to unassign.

Other Actions



Standard OperationsThe Contact entity supports all of the Entity Actions.

Contact Photo

Learndot supports Gravatar, a service that provides globally unique photos. If the contact whose email is also registered with Gravatar with uploaded photo, the contact's photo is automatically grabbed from Gravatar. The contact can also manually upload his own photo to his or her Learndot account, to do so:

  • Log into learndot
  • Navigating to My Account > Settings (Edit Profile) > Photo. If no manual photo is added, the contact's Gravatar photo is retrieved if available





The main section contains the essential identifying information for a user. The only essential fields that must be filled in manually to create a bare-minimum user exist in this section.


This section defines whether a user can login to the site with their credentials and whether they can access the admin console as a staff user. Contacts who have simply been registered to a course by their organization will most likely not require this, unless forum access is needed. Other login information and notification subscriptions by the user are also found here.


Allows a user to be registered as a member of an educational provider.


The instructor section contains options for registering a user as an instructor. More information on this in Creating an Instructor User.


This section contains other miscellaneous information pertaining to a user, including phones numbers, secondary addresses, referrer information etc.

OpportunitiesShows all the training opportunities and /wiki/spaces/DOCS/pages/74416328 that the user is a customer of.
OrdersShows all orders that the user has made.
RegistrationsShows all course registrations that the user has made.
/wiki/spaces/DOCS/pages/74416324Shows all /wiki/spaces/DOCS/pages/74416324 that the user is assigned to.
Download Access RightsShows all Digital Resources that the user has access to in his or her digital library.
EngagementsShows all Engagements that the user is point of contact of.

Shows all Course Events that the user is an instructor of.

RolesShows all Staff Roles & Permissions that the user is part of. Staff Roles & Permissions could also be assigned to the user from this section.
/wiki/spaces/DOCS/pages/74416393Shows all contact file attachments the user owns.
CommentsShows all comments (e-mails) the user received.
HistoryShows user system information such as creation date, modification date, etc.

Contact Fields



The words used to address the person.

First NamePersonal name before family name of the person.
Last NameSurname of the person.
OrganizationsAn entity that organizes a group of contacts, that the person is part of.
TitleWords used to describe a person's social rank, qualification, position in an organization, sex, etc.
DepartmentThe division within the organization that the person is part of.
Phone (Office)Office telephone number of the person.
Mobile PhoneMobile phone number of the person.
FaxFax number of the person.
EmailE-mail address of the person.
URLThe website URL of the person.
AddressThe particulars of the place where the person lives.



Determines whether the contact is allowed or restricted from logging onto the site.

StaffDetermines whether the person is a staff user. A staff user is allowed to access the administration console of the Learndot instance.
Notification Subscriptions

A checklist of e-mail subscriptions by the user, e.g. user will be notified of any product purchase if 'product purchase' is checked. See Configuring Email Notifications for more details.


ProvidersAn organization that provides courses, in which the user is associated with.
Restricted ProviderIf set to 'Yes', the contact is restricted from creating new events via the provider interface.
Affiliate - EnabledIf set to 'Yes', the contact is enabled as an affiliate partner.

The associated Affiliate entity of this contact to track the affiliate partnership.

Send Conversion NotificationsIf set to 'Yes', contact is notified by e-mail whenever a conversion occurs (product order, registration, training opportunity, etc.) that resulted from the affiliate's referral.



The current 'status' of the instructor. This has several states which may vary in definition according to the business processes of individual organizations, including:

  • Disabled - The instructor cannot be used within Learndot.
  • New - The instructor has been newly added to the system.
  • Contacted - The instructor has been contacted to attempt to confirm their authenticity.
  • Verified - The instructor has been verified as authentic.
  • Approved - The instructor has been approved to conduct courses and fulfill requests for expertise on Learndot. Only approved instructors can be fully utilized by the functionality provided by Learndot.
  • Inactive - The instructors' is currently unavailable.
  • Rejected - The instructors' qualifications were deemed inadequate.
Reg. Reference Code

Public Profile

Determines if user's public instructor profile in shown on the front end. See Configuring Instructor Profiles for further details.
ExperienceRelevant experience and background of the person, with respect to teaching and/or mentoring.
Related to any prior schooling the person has successfully completed. High school diplomas, college degrees, credit from online courses, and vocational programs are all educational background. How user's education is relevant, and how it qualifies user for the teaching role.
ReferencesReferences from person/s who can vouch for user's qualification for the role. A professional reference is typically a former employer, a colleague, a client, a vendor, a supervisor or someone else who can recommend user for this role.
BiographyA written account of the series of events that make up the person's life.
Additional NotesAny additional information of the person that s/he may wish to add.
Public Profile InformationA biography of the person shown in public profile. The contents of this field can be read as HTML.
Public Profile Additional InformationAny additional information that is shown in public profile that the person may wish to add. The contents of this field can be read as HTML.
Teaching EngagementsAvailability of the person for teaching engagements.
Contract EngagementsAvailability of the person for contract engagements.
Employment / PlacementAvailability of the person for employment/placements.
Travel PreferencesWillingness to travel over differing distances to work: local, driving distance, national, same continent, overseas.
Own LaptopWhether the person owns a laptop.
Own Additional CoursewareAny other coursewares the person owns.
Own CoursewareAny preexisting knowledge categories' coursewares that the person may have.
Installed SoftwareAny software that the person owns.
SkillsRelevant expertise of the person.
Additional SkillsAny other expertise that the person may wish to add.


BirthdateDate on which the person was born.
Other AddressParticulars of the place where the person lives.
Phone (home)Home phone number of the person.
Phone (other)Alternate phone number of the person.
Email (other)Alternate e-mail of the person.
Tax IDTax ID of the person. Applicable to the United States, an Employer Identification Number or EIN.
How did you hear about us?How the person came about knowing the company.
Site Entry - Referrer URLAddress of webpage that the person was first linked this Learndot site.
Site Entry - Landing URLAddress of the Learndot webpage that was first visited by the person.

A specific geographical, political, or cultural region. Learndot uses Locale to tailor information for the user. For example, displaying a number is a locale-sensitive operation - the number should be formatted according to the customs/conventions of the user's native country, region, or culture. See List of Locales.

Agree To Privacy PolicyWhether the person agrees to privacy policy.
NotesAny additional notes about the person that may wished to be added.

Administrator Users

Note that current administrators are able to make new administrative accounts by assigning the 'Administrator' Role to a user. This can be done using the process described in the Contacts#Creating a Staff User section to the left.

Disabling a User Account

A user account can be effectively disabled by going to the Staff and Login tabs and setting the Enabled property to 'No'. If the user in an Instructor, it may also be desirable to navigate to the Instructor tab and set the status to 'Disabled'.

Disabling users is generally preferable to remove them, as they may be involved in historical transactions and activities and removing the user would compromise those records.