How to Create and Manage Administrator Roles in the LMS

Last updated Sep 2, 2026

Summary

A comprehensive guide on how to Create Admins and Configure Admin Privileges in the KnowledgeCity LMS.

Introduction

Creating admin users and managing their privileges in the LMS ensures that your LMS is well-organized and securely managed. Admins and Super Admins have critical roles in managing LMS students, pages, features, and settings. This guide walks you through the process of creating admin users and explains how to configure and understand their administrative privileges.

Steps to Follow

Creating an Admin User

Start from the LMS dashboard.
Navigate to the "Quick Actions" option in the top left corner.
In the "Quick Actions" dropdown menu, select "Create User".
Fill out the profile information for the new user.
Scroll and go to the "User Permissions" section on the same page.
Toggle the "Grant admin role" switch. An "Admin Permissions" pop-up will appear.
In the pop-up, set the admin type by selecting Admin or Super Admin from the dropdown menu. You may optionally send a notification to the user informing them of the changes.
Click the "Apply" button on the pop-up to proceed.
To save your changes, click "Save changes" on the bottom left corner of the profile page.
Confirm the user is now an admin by visiting the LMS Admins page from the LMS left-side panel.

*An example illustration for enabling admin permissions for a student user in the LMS.*

Accessing the LMS Admins Page

The Admins page of the LMS is a pivotal tool for administrators to manage the system efficiently. This tutorial provides a comprehensive guide on how to utilize all its features effectively.
To access the LMS Admins section, simply click on the Admins link in your sidebar. This will direct you to the main page tailored for administrator management.

Features of the LMS Admins Page

Overview

Administrator List: View a complete list of all administrators in the account.
Create Admin Button: Add new administrators by clicking this button.
Generate Report Button: Export the list of administrators to an Excel file.
Actions and Expand Buttons: These buttons provide additional management settings for each administrator listed.

Admin Details

Username: Clickable link if the administrator is also registered as a student.
Full Name: Visible for easy identification.
Admin Type: Specifies the type of administrator (Admin or Super Admin)

Managing Administrators

You can search administrators by username, full name, or email.
Filters are available to sort by Admin type, Admin access pages, and Admin access groups.

Adding an Administrator

Add Admin button: Opens a modal for filling out administrator details.
Grant admin role to the existing user: Check this box to select an existing student and grant them administrator access.
Admin role: Choose between "Admin" or "Super Admin"
Username: Must be 4 to 200 characters long.
First name and Last name: Enter the administrator’s full name.
Email: Must be a valid email address.
Password: Set according to security criteria in account settings.
Create user profile: Optionally creates a student profile and assigns it to a selected group.
Notify user about changes: Automatically sends an email notification to the administrator upon profile creation.
An example illustration for creating a new admin within the Admins page of the LMS.

Generating Reports

Generate Report button: Clicking this generates a detailed report of administrators including usernames, emails, admin types, access modes, and group names.
Viewing Reports: After generation, you can navigate to the "Reports" section to view or download the comprehensive administrator data.

Editing Admin Access and Roles

Access Details: View and manage specific access rights to user groups and LMS sections by clicking the expand button.
Editing: Utilize the pencil edit button for modifications.
Roles and Permissions: Change roles of other administrators and manage their access to different LMS sections and groups.

An example illustration for editing an admin within the Admins page of the LMS.

Changing Passwords

Change password option: Allows administrators to reset the password for any administrator within security criteria set in account settings.

Deletion and Archive Options

Remove admin: This option allows you to remove an administrator and includes options to archive their related student profile and notify them via email about account removal.

Key Differences Between Admin Types (LMS Admins vs Super Admins)

Understanding the distinct admin roles in the KnowledgeCity LMS is crucial for system security and management. The Super Administrator is the system owner with full, unrestricted access, while the Standard LMS Administrator has a limited, customizable role. The table below provides a detailed breakdown of all key differences in permissions between them:

Feature / Capability	Super Admin	Admin
Manage Users & Groups	✅ Yes	✅ Yes
Create Learning Paths & Course Lists	✅ Yes	✅ Yes
Create / Send Notifications	✅ Yes	✅ Yes
Create or Edit Courses	✅ Yes	❌ No
Access Category Manager	✅ Yes	❌ No
Manage Other Admins	✅ Yes	❌ No
Access Activity Logs	✅ Yes	❌ No
Access Settings (Includes: Account, Portal, Form, & Integration settings)	✅ Yes	❌ No
Restrict Access to Specific Features/Pages/Groups	✅ Can assign	✅ Can be restricted
Default Access Level	Full system control	Limited, customizable by Super Admin

Conclusion

This feature in the LMS enables you to tailor admin privileges to match the specific requirements of your organization. By doing so, it guarantees that administration and oversight are assigned with accuracy and responsibility.