Purpose of This Guide
Equip internal teams and partners with the knowledge and confidence to:
Assign appropriate roles
Maintain platform structure and data security
Support user autonomy without compromising system integrity
Ensure smooth onboarding and role transitions
Overview of Core Roles
1. Admin:
Full platform access, including user management, content, and system settings.
2. Manager:
Full content and course control without user management capabilities.
3. Contributor:
Can create content, courses, and groups, but lacks broader administrative access.
4. Member:
Can consume and engage with content and groups but cannot create.
5. Student Contributor:
Can upload content to the Library only. Cannot create courses or groups.
6. Guest / Prospective Student:
Limited access to preview content. Cannot join groups or interact directly.
Setting Up Roles for Your Team:
Identify Responsibilities:
Review the abilities listed in the chart and match roles to your team’s responsibilities.Assign Roles Thoughtfully:
Limit Community Manager access to team leads, while Contributors should handle specific content or community areas.Train Your Team:
Ensure everyone understands their role and how to use Neutopia’s tools effectively by providing role-specific training sessions, sharing step-by-step guides, or offering access to video tutorials.
Permissions Matrix:
Quick Role Comparison: Member v Contributor v Manager v Guest
Role Assignment Scenarios
Example Scenario | Recommended Role |
New learning designer joins the team | Contributor or Manager |
Faculty member setting up full courses | Manager |
Marketing/admin lead configuring users | Admin |
Enrolled student accessing learning content | Member |
Student submitting educational materials | Student Contributor |
Prospect exploring content after Open Day | Guest (Prospective Student) |
Onboarding & Role Progression Flow:
New User Setup (Admin Actions):
Add the user to the platform
Assign an initial role based on their purpose
If assigned as Guest, trigger onboarding flow via Intercom or Customer.io
Track engagement and upgrade when appropriate
Suggested Upgrade Path:
Guest → Student Contributor → Member
Member → Contributor (based on participation or output)
Contributor → Manager or Admin (internal team only)
Best Practices for Role Management:
Student Contributors should be restricted to Library content uploads only.
Guests and Student Contributors should not have permissions to create groups or courses.
Use onboarding tags to personalize content for Prospective Students.
Review user roles monthly to ensure alignment with activity and needs.
Refer to the roles and permissions matrix to avoid confusion or over-permissioning.
Maximising Your Role as a Community Manager
Regularly update the featured content banner to keep the homepage fresh and engaging.
Use the Invite feature (shown below) to strategically grow your team and community.
Customise the theme and branding to reflect your community’s identity.
Leverage tags and interests to enhance content recommendations and member engagement.
By understanding and using roles effectively, you’ll ensure your Neutopia community runs smoothly and continues to grow. Let your team thrive by assigning the right permissions and empowering them to succeed!