Refined Premissions & Capabilities

Special Refined Permissions and Capabilities include:

  1.  Admin view of Managers Reports
  2.  Manager Designation
  3.  Permission for teachers to see Refined Tools Block
  4.  Connect Host and Connect Presenter Roles
  5.  System Role Enhancements

Admin View of Manager Reports

Administrators can designate people to have the capability to view data on all users in the Manager Reports as opposed to just those they are managing.

First, create the role that will have this capability.  Go to Site Administration>>> Users>>> Permissions>>> Define roles.  Click on Add a new role:

Give the role a Name and a Short name, such as Regional Manager and regmanager.  Give a description, such as “Role to allow Administrative view of Manager Reports.”  The Archetype role is usually Authenticated user, but you can select another by the drop-down menu.  Under Context types where this role may be assigned, click on System.

Scroll down to the list of capabilities.  Enable the capability under Block: Manager Reports Block:

Be sure to click on Create this role before leaving the page.

The person who is given this role needs both to be given the role and to be a manager. Both are needed to see the admin manager view. 

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Manager Designation

To give someone the Manager designation, go to the Refined Tools block on the Front Page.  Select Managers/Locations and then Add a New Location/Manager.

See Adding a New Manager/Location for more information.

Permission for teachers to see Refined Tools Block

The Front Page Refined Tools block provides easy access to several Refined Training tools:  Launch Adobe Connect, Browse Reminders, Managers/Location, Add/Edit Tokens and Role Alerts.  On the course page the Refined Tools block also allow access to the tools Tutors Sessions, Workbook and Dashboard if they are enabled on your site:

To allow users with the Teacher role (editing teacher) to see the block and access the reminders list, you must enable the capabilities Update Course Settings and View Course for the Teacher role.  To do this, go to Administration>>> Site administration>>> Users>>> Permissions>>> Define Roles:

In the list of roles, click on the edit icon to the right of the Teacher (editingteacher) role. On the edit page, scroll down to find the two capabilities Update course settings and View courses without participation and click the box to enable the capability for the Teacher role:

Click on Save changes.

Any user with the Teacher role will be able to see and access the Refined Tools block and all the tools inside the block.  In other words, the block cannot be limited so that Teachers view and access only one of the tools in the block.  Teachers will see not only Reminders but also Managers & Locations, Tokens, etc.

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 Connect Host and Connect Presenter Roles

Assign roles directly in your LMS that also provide roles in Adobe Connect meeting rooms, when the meeting is created inside the LMS. A teacher can be granted the capability Connect Host or Connect Presenter in the LMS, and this capability will automatically place them in the role of host or presenter inside the Adobe Connect meeting room, so long as the proper Adobe licensing is in place.

By default the role teacher (shortname: editingteacher) has the capability to add a Connect activity and is assigned the permission of Connect Host.

By default the role non-editing teacher (shortname: teacher) is assigned the permission of Connect Presenter. 

A Connect Host can run every aspect of the meeting, create meetings and layouts and add pods. The Connect Presenter has access to share their screen and manage pods.

Defining the Roles in the LMS

Go to Administration>>> Site administration>>> Users>>> Permissions>>> Define roles:

You will see a list of the existing roles. You have two options:

  1. You can edit the existing role of Teacher so that all teachers can have the role of AC Host OR
  2. You can create a new role so that you can give the role of Host to some teachers but not to every teacher.

To edit an existing role, for example, Editing Teacher, find the role in the list and click on the edit icon:

Proceed with enabling host or presenter capabilities (next section).

To create a new role that can be assigned to some of the teachers click on Add a new role on the Define roles screen. On the following page, give the role a distinctive Short name, such as ac_host (or ac_presenter) and a Custom full name, such as Connect Host (or Connect Presenter):

and set the contexts in which the role can be assigned. Then proceed with enabling host or presenter capabilities (below).

For either an existing role or a new role, if you want the users to have this role in every course in the system, enable the System context. If you want the user to have the role in one course only, select Course as the context. It’s possible to set multiple contexts for the same role but you will assign the role to users in only one context.

Proceed with enabling host or presenter capabilities (next section). Save changes before leaving the set-up page.

Enabling Connect Host Capabilities

To set up the function for the roles, you need to enable the capabilities that are specific to the role. For the host role, scroll down the list of capabilities in the course definition to find the mod/connect:host capability, which is under Activity: Connect Activity and enable the capability:

If you want the host to be able to create new meetings, also enable mod/connect:addinstance in this section. This is optional as the user with the Connect Host capability enabled can still run the meetings, depending on Adobe licensing (see below). If addinstance is not enabled, the teacher will not see the option to add Connect content to the course.

Other capability that you may want the Connect Host to have is the ability to edit the meeting in Adobe. To enable that permission, find the filter/connect:editeresource capability in the list and enable it:

If you do not give your Teachers who are also Connect Hosts this capability, the teacher can still edit the meeting inside the course, regardless of who created it.

Before leaving, click on Save changes (or Create this role, if creating a new role) found at the top or bottom of the role definition page.

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Enabling Connect Presenter Settings

For the presenter role, scroll down the list of capabilities in the course definition to find the mod/connect:presenter, which is under Activity: Connect Activity and enable the capability:

The recommended context for this permission is on the course (or category) level, but if you have Teachers who will be presenters in every course on the LMS, you can assign the role on the system level. Enable the context(s) before clicking on Save changes or Create this role.

Assigning Roles

If a user is to have the Teacher with Connect Host capability role in any and every course in the LMS, assign the role on the system level. Go to Administration>>> Site administration>>> Users>>> Permissions>>> Assign system roles:

When the list of system roles appears, click on the Teacher role, then filter for the name of the user(s) and highlight the name(s). User control-click to select multiple users. Then click on Add. If the Teacher will also be a Connect Host, click on the Connect Host role and add the user to that role, too.

Otherwise, simply enroll the teacher into the course and give them the role of Connect Host or Connect Presenter on the Enrolled Users page in the course:

Settings inside Adobe Connect

Any Connect Hosts assigned to a course will automatically be added as hosts to any meeting created inside the course. When you click on Edit this Resource at Adobe Connect Central you can click on the Edit Participants tab to see the participants, presenter and hosts assigned to the meeting:

Whether the host can open and run the meeting will depend on the Adobe Connect licensing that you have and the role assigned to the user in Adobe Connect. Most clients have the Named Host Pricing Model with a set quota of named hosts. At least one of the named Meeting Hosts must be in the meeting room to host the meeting. If you wish, you can assign the Meeting Host role to some or all of the users with the Connect Host role, up to the set quota for your license.

On the Administration page of Adobe Connect, you can see the available limit of named Meeting Hosts and the number of users who have the role under the Usage and Quotas heading, expressed as a ratio:

In this example, 21 users have the role of Meeting Host in Adobe Connect and there are four available spaces remaining of the original 25.

If your license allows for only one Meeting Host, then that user must be in the meeting room for the duration of every meeting. Once the Meeting Host is present in the room, however, the users with the Connect Host role can run the meeting. If the named Meeting host leaves early, the Connect Host will see a pop-up in the meeting room with the following warning:

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System Role Enhancements

Job Functions and LMS Roles

The assigning of LMS roles to specific corporate or academic job functions is an ability built into Moodle to streamline information based on people’s responsibilities within an organization. You can define a new system role to match the job functions in your organization and have it be a based on a Role archetype role (a common foundation role would be Authenticated user). Moodle allows you to select Contexts in which the new role can be assigned, which provides wide flexibility in where the role can be used inside the system. For a role that will be in effect throughout the LMS, select System for the context:

To learn more about creating, setting and assigning roles, see the Moodle documentation site at

The RT platform allows you to determine which system roles can see and access various categories. System roles can also determine what content is visible within a course but you can also assign the roles to users just within a course; they would have the role only in that course but not in another course. These two ways of assigning roles to job functions allow for customization of the content within Moodle, based on who a user is, what job they are performing or what corporate or academic sub-domain they are accessing on the LMS.

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Category Filtering

Using a unique RT role feature, it is easy to designate which users can be allowed to view certain course categories or not view certain course categories according to their system role. To set a category to be visible only to certain roles, go to a category then to Edit Category Settings >>>Show only to users with this system role:

Enter the short name of whichever roles (separated by commas, no spaces) you wish to have access to this category. All LMS administrators automatically have access to all categories, but you can make a category visible to administrators only by inserting the role short name, admin, into the Show only to users with this system role field.

To set a category NOT to be visible to certain roles, go to Edit Category Settings >>>Show only to users with this system role. Insert !(exclamation mark) as the first character proceeding the role short name:

Enter the short name of whichever roles (separated by commas, no spaces) you wish NOT to have access to this category.


The ! is to be entered only once at the beginning and the field can be used only to indicate EITHER visible OR not visible: it will NOT support both at the same time. The “not visible” functionality is most useful when a category is visible to every role except for one or two.

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Content Filtering

If you wish to limit access to activities, resources and topic sections in a course, the RT platform makes it easy to assign roles just for a course or just for a particular area of a course. The RT Restrict Access options are found in the setup screens of every topic section, activity and resource in the LMS. Expand the edit screen to show Restrict Access options and scroll down to User Role:

Just click on the role, using shift to select multiple roles next to each other or ctrl-shift to select multiple roles that are not next to each other. (Ctrl-click removes a role that the content or section was restricted to.) Users without the designated role will not see the topic section, activity or resource.

When you restrict a topic, activity or resource by role, users who don’t have the required role will not see the content; it will be completely hidden for them.

More about Contexts

See for more information about contexts.

NOTE: The RT Restrict Access feature replaces the role tag [[role#_____]] used in previous versions of the RT platform.
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