Reference
Roles
Student, teacher, lead teacher, administrator — and what each one can do
RolePlay LMS has four roles. A role controls which chatbots, conversations and administration pages a person can use.
Student
A student can use an assigned LMS activity or an authorised share link. They can read the brief, have a conversation, and keep the transcript shown at the end. They cannot open the dashboard, chatbot settings, response lists or test mode. Conversation and time limits apply to students; staff are not counted against either.
Teacher
A teacher sees their own chatbots on the dashboard. They can create from an available template, rename or delete their own chatbots, use the share and test links, and read their chatbots’ conversations. After launching an LMS activity as an instructor, they can also read the conversations for that course activity, whether or not the chatbot is theirs, and commit a held mark wherever they may read.
A standard teacher cannot build a chatbot from nothing and cannot save an edit, even to their own chatbot — the pencil on their dashboard row opens Rename, not the editor. They have no Duplicate icon and no Teacher filter, and they cannot publish a template. Launching from an LMS registered with authoring changes some of this — see the fourth persona, below.
Lead teacher
A lead teacher gets the full authoring surface: the create wizard, the full edit form, Duplicate, the Teacher filter, template publishing and teaching-content upload. Their dashboard and responses list show their own chatbots plus the copies teachers made from their templates through the LMS chooser — not every chatbot in the organisation. Rename and delete reach further: a lead teacher can rename or delete any chatbot in the organisation. On screen the role is called Lead teacher; in the underlying data it is domain_admin.
Note
A personal account holds this rung
Somebody who signed up for a personal account is the lead teacher of their own workspace, because they are the only person in it — a rung lower would let them build only from templates, and there is nobody to publish one for them. The sentences above about colleagues and the organisation do not apply: their dashboard, their responses and their rename and delete reach exactly as far as their own account, and no further. The admin console stays shut, as below.
Warning
A lead teacher does not get the admin console
A lead teacher cannot open the organisation administration console. That console is for organisation administrators, and a lead teacher visiting it is sent back to the dashboard. Nothing in this guide requires it.
Organisation administrator
An administrator can access all chatbots and conversations in their organisation. They also manage people, usage, reports, billing and LMS registrations in the administration console. Everything a lead teacher can do, an administrator can also do — wherever this guide says lead teacher, read administrator as well. There is no admin chapter in this guide; a teacher never needs the console to run a class.
What each role can do
| Capability | What it is | Who can do it |
|---|---|---|
| Open a chatbot and have a conversation | Read the brief, talk or type, keep a copy of the transcript. | Everyone. Only a student spends an attempt or the clock. |
| Test link | Opens the chatbot as a run that spends no attempts and is never marked. It appears in the responses list badged Test. | Teacher, lead teacher, administrator |
| Share link | Copies the ?join= link students use. |
Teacher, lead teacher, administrator |
| Dashboard | The list of chatbots. A teacher sees their own. A lead teacher also sees copies made from their templates through the LMS chooser. An administrator sees the whole organisation. | Teacher, lead teacher, administrator |
| Teacher filter | Narrows the dashboard to one teacher’s chatbots, and adds a Teacher column. | Lead teacher, administrator |
| Create from a template | Starts a new chatbot from one your organisation published. | Teacher, lead teacher, administrator |
| Create from nothing (the wizard) | The eight-step wizard, including From my materials. | Lead teacher, administrator — and a teacher inside an LMS with authoring on |
| Edit a chatbot | Edits the scenario, character, conversation, behaviour and settings. Uploading teaching content is a separate permission, listed below. | Lead teacher, administrator, and a teacher editing their own chatbot through an LMS with authoring on |
| Rename | The title and unit code, and nothing else on the chatbot. | Teacher (their own); lead teacher and administrator (any in the organisation) |
| Duplicate | Copies a chatbot, its settings and its content into a new draft, leaving the original alone. | Lead teacher, administrator |
| Delete a chatbot | Removes the chatbot and every conversation with it. Confirmed first, and not reversible. | Teacher (their own); lead teacher and administrator (any in the organisation) |
| Publish as a template | The Available as a template switch. | Lead teacher, administrator, and a teacher on an LMS with authoring on (their own chatbots) |
| Upload teaching content | Attach documents the chatbot works from. | Lead teacher, administrator. A teacher on an LMS with authoring on can attach documents while creating a chatbot, but not afterwards. |
| Read conversations | The responses list and one conversation in full. | Teacher (own chatbots, plus activities in courses they teach); lead teacher (own plus copies from their templates); administrator (whole organisation) |
| Download conversations | One response record, or all accessible response records for a chatbot. Memory-thread downloads are not combined. | Same as reading |
| Delete a conversation | Removes the transcript and its files. | The chatbot’s owner, lead teacher, administrator. A teacher who reads through a course they teach cannot delete. |
| Commit a mark to the gradebook | The assessor gate: change the mark, edit the feedback, add a comment, commit. | Any teacher who may read that conversation |
| The admin console | People, usage, reports, billing, LMS registrations. | Administrator only — not a lead teacher |
The fourth persona: a teacher authoring inside an LMS
An LMS integration can have authoring enabled. A standard teacher launching from that LMS can then create and edit their own chatbots inside the LMS.
They get the create wizard and the edit form, and the launch bar gains Edit chatbot and Dashboard. They can save edits to their own chatbots, and they can publish their own chatbot as a template. They can attach teaching documents while creating a chatbot, but they cannot change teaching content afterwards — that stays with lead teachers and administrators. (The edit page currently shows them a teaching-content upload form, but submitting it is refused.) They still have no Teacher filter and no Duplicate icon, they still see only their own chatbots, and the dashboard pencil still opens Rename. The switch grants authoring over their own work, never scope.
Whether your platform has authoring on is set when your LMS is registered. If the create wizard is not there and you expected it, that is the setting to ask about — see When something goes wrong.
Where roles come from
For an account created through LTI, a launch can set the account to student or teacher according to the LMS role in that launch. It cannot grant lead-teacher or administrator access, and it never changes an existing lead-teacher or administrator account that launches into a course. An LMS launch is a way in, not a way to gain a permission you would not have signing in directly.