With release 13.3, LearningBuilder now supports a more flexible, structured way to define and manage relationships between Organizations and Staff!
Staff and Member Roles: A Refresher
LearningBuilder has historically supported two distinct ways of describing the people who interact with your program. Member Roles define how a practitioner, reviewer, provider, or other user relates to a credential or process. Because they participate in the Workflow Engine, they can be assigned to specific workflow steps, carry custom data, and be tracked through the system. Staff Roles, by contrast, define how an individual relates to a specific Organization. They’ve always conveyed permissions, but they sat outside the Workflow Engine entirely. That meant workflow steps could be assigned to “any org staff,” but never to a specific Staff Role, which limited how precisely you could structure and delegate work.
This update changes that. Staff Roles are now full participants in the Workflow Engine, on equal footing with every other Role in the system.
Delegate Work With Precision
Because Staff Roles now participate in the Workflow Engine, you can configure a workflow step to be acted on by a specific Staff Role, not just any staff member of an organization. A testing organization might route exam registrations to a Proctor and reserve override authority for a Senior Admin. An accreditor might assign intake steps to one group and evaluation steps to another. Each Role acts only on the steps assigned to them, and every action is recorded in the Workflow Log, giving you a clear audit trail at every stage of the process.
This also extends to Member Attributes, which allow workflows to dynamically assign people to steps. Because Staff Roles are now recognized the same way as any other Member Role, a workflow can natively pull from an Organization’s staff roster to populate an assignee. What previously required workarounds now works out of the box.
This parity with other Role types also unlocks the ability to attach custom attributes to the Staff-Organization relationship itself. Information like join date, role title, or other relevant demographics can now be captured and stored the same way as with any other Member Role — no additional work needed.
The Right Access for Every Role
Tiered Staff permissions have always existed in LearningBuilder, where a CE provider’s instructors and admins could already be granted different levels of system access. This update adds the ability to enforce that structure through the Workflow Engine itself. A Staff Role can now be configured to fill out a form but not submit it, view a record but not edit it, or act only on the steps assigned to their role. Previously, those distinctions lived only at the Permissions level. Now they extend into the Workflow, so the right people are not just allowed to act; they are specifically assigned to act, and the system enforces it.
Organizations Can Manage Their Own Staff
Previously, adding or updating staff accounts for an Organization required administrator involvement at every step. Now, once an Organization admin is designated, Organizations can add new Staff members, remove existing ones, and manage the full Staff roster on their own, without routing every change through your team. Combined with the Workflow participation described above, this means Organizations aren’t just managing a list of names; they’re managing a structured, auditable set of roles with defined responsibilities.
Get the Most Out of This Update
For any program that relies on Organization and Staff relationships, this release represents a significant update to how permissions, workflows, and people work together in the system. If you’re a current LearningBuilder customer, contact your Support Lead to review your configuration and identify where targeted Staff Role workflows could streamline your processes.
Not yet a LearningBuilder customer? Schedule a discovery call to explore how we can help optimize your credential management.
