Roles and permissions

Open Settings > Roles and permissions. The list shows names, descriptions, types and people counts. Select a row to open it or a count to filter People. Owner and No Access show locks. Each person has one role.

Settings > Roles and permissions with the Rowseta roles table Open larger image

Default roles and permissions

Yes is the seeded grant. Owner has every permission; No Access has none. Access Analytics also gates Analytics. The last three have no checkboxes.

Permission	Owner	Admin	Report Builder	Instructor	Student	No Access
Open shared reports	Yes	Yes	Yes	Yes	No	No
Open every published report	Yes	Yes	Yes	No	No	No
Create reports	Yes	Yes	Yes	No	No	No
Edit reports	Yes	Yes	Yes	No	No	No
Write SQL	Yes	Yes	Yes	No	No	No
Share reports	Yes	Yes	Yes	No	No	No
Delete reports	Yes	Yes	No	No	No	No
See other people’s drafts	Yes	Yes	No	No	No	No
See insight widgets in Brightspace	Yes	Yes	Yes	Yes	Yes	No
See course-wide numbers in insight widgets	Yes	Yes	Yes	Yes	No	No
Create insight widgets	Yes	Yes	Yes	No	No	No
Edit insight widgets	Yes	Yes	Yes	No	No	No
Share insight widgets	Yes	Yes	Yes	No	No	No
Set up widgets in any course	Yes	Yes	Yes	No	No	No
Allow student names on details	Yes	Yes	No	No	No	No
Delete insight widgets	Yes	Yes	No	No	No	No
View sync history	Yes	Yes	No	No	No	No
Choose datasets	Yes	Yes	No	No	No	No
Run syncs	Yes	Yes	No	No	No	No
Download data	Yes	Yes	Yes	Yes	No	No
Manage the Brightspace connection	Yes	Yes	No	No	No	No
Manage LTI placements	Yes	Yes	No	No	No	No
Edit general settings	Yes	Yes	No	No	No	No
Manage people	Yes	Yes	No	No	No	No
See all report data	Yes	Yes	No	No	No	No
Manage roles	Yes	Yes	No	No	No	No
Give Brightspace-launched people full access	Yes	No	No	No	No	No
View audit log	Yes	Yes	No	No	No	No
Delete the Organization	Yes	No	No	No	No	No
Manage billing	Yes	Yes	No	No	No	No
Access Analytics	Yes	Yes	Yes	Yes	Yes	No
Manage groups	Yes	Yes	No	No	No	No
Report a problem	Yes	Yes	No	No	No	No

Permission descriptions

Reports

Permission	Description
Open shared reports	Open and run reports shared with their role, with them, or with a group they belong to.
Open every published report	Open any published report, not only shared ones. The rows and columns they see still follow their data access.
Create reports	Start new reports. A new report stays a draft until it is published.
Edit reports	Change any report they can open. Built-in reports can be copied, not edited.
Write SQL	Write and run SQL against synced data, and preview a query as another person. Also see all records and columns without personal column masking in reports they can open, except inside a course-limited Brightspace launch (see Fixed rules).
Share reports	Share a published report with custom Rowseta roles or people and set its row and column limits. Groups and built-in roles are not offered in the current picker. The all-row access below can override share limits.
Delete reports	Permanently delete any report they can open, except built-in reports. This cannot be undone.
See other people’s drafts	Open reports that other people have not published yet.

All rows in reports

People with See all report data see all records, columns and names in published reports, regardless of share limits. Other people’s drafts still need See other people’s drafts. People with Write SQL also see all records and columns without personal column masking in reports they can already open, in app sessions without the launch course cap. Write SQL does not change which reports they can open. Inside a course-limited Brightspace launch, Write SQL does not bypass sharing limits. The signed launch course boundary applies even with See all report data. Promoted people in the full app follow the fixed rules.

When you preview a query as another person, a target with Write SQL gets this override if they were not created by a Brightspace launch or if they meet the promotion rule below. For an unpromoted launch-created target, Write SQL does not override their sharing limits. Test as checks the person’s current access rather than using yours.

Widget numbers follow their metric and course rules, not report share row limits. Report column and personal column restrictions can still narrow widgets. Write SQL does not bypass widget share restrictions; See all report data bypasses the report share’s restrictions there, while widget course, audience and name rules still apply. See How access works.

Insight widgets

Permission	Description
See insight widgets in Brightspace	See insight widgets placed in their Brightspace courses.
See course-wide numbers in insight widgets	Shows numbers that include everyone in the course the widget was opened from, such as the class average or how many students have not logged in this week. Without this permission, people see only numbers about themselves. Student names are set separately on each metric.
Create insight widgets	Build new insight widgets.
Edit insight widgets	Change any insight widget’s metrics and settings, and preview it in any course.
Share insight widgets	See who can view an insight widget and which courses it is placed in, and remove it from a course.
Set up widgets in any course	Choose which metrics and flags a widget shows in any course. Without this, only people who teach a course can set up its widget.
Allow student names on details	Turn a metric’s Show student names setting on or off. See Names on widget details for viewer eligibility.
Delete insight widgets	Permanently delete insight widgets. This cannot be undone.

The built-in Instructor, Report Builder, Admin and Owner roles follow each metric’s Show student names to instructors setting when they open the widget from the course through a signed Instructor launch. Personal columns are available only when that setting is on and report masking does not apply to the viewer. Other viewers have those columns removed from details and exports, including renamed columns and calculations built from personal fields, and columns whose source cannot be traced. A different role assigned in People stays in effect even if a later launch carries an Instructor claim.

See all report data overrides report share restrictions, including personal-data hiding, but does not turn on a widget launch’s names setting or remove its Instructor-launch requirement. Report sharing can still narrow columns for other viewers. The signed course, widget audience and metric record limits still apply. For effects on widget numbers, see Personal-data hiding.

The setting’s hint says: Instructors, Report Builders, Admins and Owners who open it from the course see names. Students and other roles never do. See Names on widget details for the setting and personal-column handling.

Data

Permission	Description
View sync history	See past syncs and their results on Sync history.
Choose datasets	Choose which Brightspace datasets Rowseta syncs, turn datasets on or off, and delete synced data.
Run syncs	Start and stop syncs on the Sync page. In Evaluation a manual sync uses one of the Organization’s manual syncs only when it completes, including with warnings.
Download data	Download CSV files from reports, datasets and insight widget details.

Integrations

Permission	Description
Manage the Brightspace connection	Connect Brightspace Data Sets, change its credentials and test the connection.
Manage LTI placements	Register Rowseta in Brightspace and add the Rowseta link to courses. Registration emails go to active people in the Organization’s built-in Owner and Admin roles.

Organization settings

Permission	Description
Edit general settings	Change the Organization name and time zone, and turn features on or off. The data region never changes.
Manage people	Invite people, change their roles and remove people.
See all report data	Open every published report with all records, columns and names, regardless of share limits. Other people’s drafts also need See other people’s drafts. The signed launch course boundary still applies.
Manage roles	Create, edit and delete roles on this page.
Give Brightspace-launched people full access	People who first arrive from a Brightspace course get only Reports, Insight widgets and Data. This lets you remove that limit for one person on People. Only an Owner can add this to a role.
View audit log	See the record of changes made across the Organization.
Delete the Organization	The confirmation dialog says: This ends access to the Organization and cannot be undone. Organization deletion removes operational account data through the applicable deletion processes. Limited Evaluation allowance records and other specifically disclosed retained records remain subject to their stated purposes and retention periods. Only an Owner can give this permission. See the Privacy Policy and DPA.

A completed direct sign-in by an active person with Manage people counts as activity for an Evaluation Organization. Before deletion processing starts, it also cancels an Account inactivity warning.

Billing

Permission	Description
Manage billing	Buy or renew the annual subscription, and update payment details and billing contacts.

Other catalog permissions

Permission	Description
Access Analytics	Gate to use the Analytics tool at all
Manage groups	Create, edit, delete groups
Report a problem	Send a problem report to BentoBits support

Without Download data, report results do not offer Download CSV (all rows), preview widget details do not offer Download CSV, and the Export menu does not appear on the report builder’s preview or query tab. See Report a problem.

Owner and Admin have See all report data and See other people’s drafts by default. Only Owner has Delete the Organization by default. Manage people covers invitations, role changes and removal. Publish drafts before sharing or linking them.

See course-wide numbers in insight widgets

Shows numbers that include everyone in the course the widget was opened from, such as the class average or how many students have not logged in this week. Without this permission, people see only numbers about themselves. Student names are set separately on each metric.

Student cannot receive it. Audience can hide a metric, but cannot widen role or launch access. See Metrics.

Fixed rules

Owner protection: Manage people is needed to assign roles or change user state. Only an Owner can assign Owner or change another Owner. You cannot change your own role or state, and the last active Owner cannot be demoted, suspended or removed.
Launch ceiling: A launch-created user initially gets only Analytics access until a recorded lift. Role assignment needs Manage people. A role with Organization access also needs Give Brightspace-launched people full access and confirmation. Only an Owner can add that permission to a role. Returning to an Analytics-only role restores the ceiling. See Brightspace launch users. A promoted person is an active, unsuspended launch-created person whose current built-in role was explicitly set by an administrator in People to Report Builder, Admin or Owner. In the full app, they see the same data as a directly signed-in user with that role. The administrator assignment must remain recorded. If that role holds any Organization permissions, a recorded ceiling lift is also required. Custom roles, Instructor, Student and No Access do not count. Rowseta rechecks this on every request; moving to a role that does not count restores the course limit. This applies to reports and their results, exports, query view, preview as another person, and in-app Insight widgets and course insight pages. Seeing a report’s query text still requires access to that report and Edit reports.
Signed course: Unpromoted launch queries stay in the signed course. Embedded widget launches in Brightspace, widget credentials, widget detail tabs and the support view of a launch stay limited to the launching course for everyone. Access Analytics and See insight widgets in Brightspace govern widgets. Learner launches never open the full app, regardless of saved role. Details and names require Instructor launches. Those launches can Configure allowed parameters or alerts without synced enrolment or a ceiling lift. Student and No Access launches cannot Configure. For a visible course-wide metric in an Instructor launch, Report Builder, Admin and Owner see the launched course’s rows in details, subject to the metric’s record limits and report column and personal column restrictions. Report share row limits do not narrow those course-launch detail rows. Launch students see only their own widget numbers and do not get Open details. If you opened the link before this rule changed, open it again.
Widget detail names: Follow the names on widget details rule.

Use the Brightspace role

On a launch-created person’s People page, an administrator with Manage people can select Use Brightspace role after a manual assignment. If the person has access beyond Analytics, the administrator also needs Give Brightspace-launched people full access. This action is unavailable for yourself, an Owner, or someone who did not join through Brightspace.

Confirming gives the person No Access, signs them out of every device and removes any access beyond Analytics. Their next successful launch from Brightspace sets their role from fresh signed claims using the fixed Brightspace LTI 1.3 mapping below. A suspended person stays suspended and must be unsuspended before their next successful launch. You can still assign a role manually in People afterwards.

Account security actions

Reset two-step verification and Sign out everywhere both require Manage people, which Owner and Admin hold by default. Neither action can target your own account. Only an Owner can use either action on an Owner. Reset also requires an existing authenticator app or passkey; it is unavailable when the second step is not set up. See Manage users for the reset procedure and sign-out steps.

Giving permissions

You can only give permissions you have yourself. This applies when creating a role, adding permissions while editing a role or resetting it to defaults, and assigning a role in People or an invitation. The editor disables permissions you cannot add, and the People and invitation pickers disable roles you cannot give. A refused change shows You can only give permissions you have yourself. Owners hold every permission, so this rule does not limit Owners. Other fixed rules still apply.

Create a custom role

With Manage roles, select Create role. Enter Name and Description (shown on the roles list), then tick permissions under What this role can do. Tick a group to turn on all eligible permissions in it. Select Create role. New roles start with no permissions. To copy a role’s eligible grants, open it and select Duplicate; enter a new name before saving.

The note under What this role can do says: “People who join from a Brightspace course get only this role’s Reports, Insight widgets and Data permissions, not View sync history. To give one of them the rest, lift their limit on People.” People links to the People page.

On an unlocked role, each Owner only permission row says “You can change this because you are an Owner.” when you are an Owner, or “Only an Owner can change this.” when you are not. These extra lines do not appear on a locked role.

Admin role with the single Brightspace launch-limit note and Reports permission group Open larger image

When a report is first flagged for a removed data set column, active people in the Organization’s built-in Owner and Admin roles get an email. Suspended people and empty email addresses are skipped; each email address receives one message per newly flagged report. See Data set changes.

Edit or delete a role

Open Admin, Report Builder, Instructor, Student or a custom role. Change its name, description or checkboxes. A bar shows the number of unsaved changes. Select Save changes or Discard. Leaving with unsaved changes, including browser Back, asks Discard unsaved changes? Choose Keep editing or Discard. For a built-in role, permission changes mark it modified from defaults and show Reset to defaults; name or description edits alone do not. Reset to defaults restores its seeded grants. Adding permissions to your own role asks you to confirm and records the change in the audit log.

Beside Reset to defaults, a changed, unlocked built-in role shows: “This role has been changed, so it won’t get new permissions Rowseta adds later. Reset to defaults restores them.” This note does not appear for unchanged, custom or locked roles, or after a reset.

Owner and No Access cannot be edited or deleted. Duplicate remains available on their pages and copies only grants a custom role may hold. For a custom role, Delete is disabled while people have it; move them first. Select Delete, then confirm Delete ROLE_NAME? with Delete role. The dialog says This cannot be undone. Built-in roles cannot be deleted.

Brightspace LTI 1.3 roles

Brightspace sends context roles with a launch. Rowseta uses the highest recognised mapping when several arrive. A role set by hand in People survives later launches until an authorized administrator selects Use Brightspace role; otherwise, the mapping sets the role again. This mapping is fixed.

Brightspace LTI 1.3 context role	Rowseta role
Administrator	Instructor
ContentDeveloper	Instructor
Instructor	Instructor
TeachingAssistant	Instructor
Learner	Student
Manager	No Access
Member	No Access
Mentor	No Access
Officer	No Access

An empty or unrecognised role gives No Access. It is locked and holds no permissions. A mapped role alone does not guarantee widget admission; the signed course, permissions and placement still apply. To change a launch user’s role, see Brightspace launch users.