Roles in Knowly help you collaborate around learning journeys without giving everyone the same level of access.
The three main roles
Team owner. A team owner has the highest level of access in a team. They can create, edit, and view learning journeys, and they can also change settings that affect the team.
Team member. A team member can create, edit, and view learning journeys in the team. They do not have access to the same team-wide settings as a team owner.
Team guest. A team guest only sees the learning journeys they have been given access to. They do not automatically see everything in the team.
Team guest access levels
When you give a guest access to a learning journey, you pick one of two levels:
Limited access. The guest can set scheduling, view statistics, and manage the participant list, but can only view the learning journey's content — not edit it.
Full access. The guest can do everything a limited guest can, and can also edit the learning journey's content.
Limited access isn't the same as read-only. It keeps the guest out of the content, but they can still change the schedule and add or remove participants. Knowly doesn't have a fully view-only guest level, so give either level to people you'd trust with those actions.
When to use different roles
Use team owner when someone should manage both content and team-level settings.
Use team member when someone should work actively in the team's learning journeys but not manage team-wide settings.
Use team guest when someone should collaborate in selected learning journeys only, or just observe one without being a participant or a manager.
Giving an evaluator, observer, or stakeholder access to a learning journey
When someone needs visibility into a learning journey without being a participant or a manager in it — an evaluator reviewing the design before rollout, a course sponsor checking on progress, a second-line manager who wants to follow everyone across a program, or an internal stakeholder watching a pilot — add them as a team guest with Limited access.
You add the person as a team guest at the team level, then give them access to the specific learning journeys they should follow. They can browse the learning journey and see its statistics, and they aren't coupled to any participant as a manager — so they don't appear in anyone's manager view and don't receive manager-facing notifications.
Keep in mind that Limited access keeps them out of the content but isn't a locked, look-but-don't-touch role — a limited guest can still change the schedule and add or remove participants. Since Knowly doesn't have a fully view-only guest level, use it for people you trust not to change those things rather than as a hard guardrail.
If the person should instead follow specific employees individually — using the per-employee manager dashboard and receiving manager-facing notifications — that's the manager role, not a team guest. See how to connect a manager to each participant.