This article describes how user roles and Key User licenses work in Uptale. It explains the difference between a role and a license, the quota rules, as well as the impacts related to parent and guest environments.
1. Difference Between Role and Key User License
User Roles
A role defines the actions a user is authorized to perform on the Uptale platform. The main roles include:
- Environment Administrator
- Creator
- Trainer
- Reviewer
- Learner
A role can be assigned to a user even if they are not active.
Key User License
The Key User license is required to activate advanced user roles. Without a Key User license, the affected roles are disabled and cannot be used by the user, even if assigned.
Main rule: any role requiring a license (Creator, Trainer, Environment Administrator, Reviewer, etc.) is only effective if a Key User license is assigned to the user.
2. Quota and Assignment of Key User Licenses
Clients purchase a quota of Key User licenses for each environment. Environment administrators can freely assign or remove these licenses to users, within the available quota.
Assigning or removing a license does not automatically change the roles. A role remains visible but becomes inactive if no license is present.
3. Case of Learners
Learners are not subject to Key User licenses.
- There is no learner license.
- Learners are managed through a quota of assignable Learner roles.
- The presence or absence of a Key User license has no impact on users who only have a Learner role.
4. Parent Environment and Guest Environments
Each user is linked to a single parent environment, which corresponds to the first environment where they were added.
- The Key User license is consumed only in the parent environment.
- A user can be invited to other environments as a guest user.
- In a guest environment, no local license quota is consumed if the user is already a Key User in their parent environment.
Access Conditions for Roles in a Guest Environment
For a role requiring a license to be active in a guest environment, the user must have a Key User license in their parent environment.
If the user loses their Key User license in the parent environment, all their roles requiring a license are automatically disabled, regardless of the environment.
5. Specific Rule: Environment Administrator
A user can only be an Administrator of one environment: their parent environment.
- It is not possible to be an administrator of a guest environment.
- It is not possible to be an administrator of multiple environments.
6. No Available License
If no Key User license quota is available:
- the role requiring a license cannot be activated;
- access to the corresponding features is blocked;
- no license is automatically assigned;
- no automatic notification is sent.