Mindsmith controls access in three ways: each person's role in a teamspace, Enterprise Admin access across an Enterprise, and sharing on individual lessons and courses. A teamspace is a workspace where a team builds and manages content, and is also called an organization.
Teamspace roles
Each person has one role in each teamspace they belong to:
Admin: Creates and edits content, manages members, and manages teamspace settings such as billing, security, and API keys.
Author: Creates, edits, shares, and publishes content. Can't manage members or most teamspace settings.
Viewer: Views and comments on content and sees its analytics. Can't create or edit content, and doesn't use an author seat.
A role applies only to the teamspace where it was assigned. Someone who needs access to several teamspaces must be added to each one, unless they're an Enterprise Admin.
Enterprise Admins
On the Enterprise plan, an Enterprise Admin has Admin access in every teamspace in the Enterprise without being added to each one. That access covers all content, including content restricted to invited people, as well as analytics, members, and settings.
Enterprise Admins also manage the Enterprise itself. They create teamspaces, invite people to any teamspace, make other people Enterprise Admins, and configure Enterprise SSO. See Enterprise Teamspaces for those steps.
AI tools connected through MCP use the person's teamspace role, not Enterprise Admin access. An Enterprise Admin who isn't a member of a teamspace can't connect an AI tool to it.
What each role can do
Action | Enterprise Admin | Admin | Author | Viewer |
View and comment on content | Yes | Yes | Yes | Yes |
Open content restricted to invited people | Yes | Yes | If invited, or if they created it | If invited |
Create, edit, and move content | Yes | Yes | Yes | No |
Move content to the trash | Yes | Yes | Yes | No |
Permanently delete content | Yes | Yes | No | No |
Share, publish, and invite collaborators | Yes | Yes | Yes | No |
Download LMS packages | Yes | Yes | Yes | No |
Use the Mindsmith Agent | Yes | Yes | Yes | No |
Use the Media Library | Yes | Yes | Yes | No |
View analytics, including learner names, email addresses, and answers | Yes | Yes | Yes | Yes |
Export analytics | Yes | Yes | Yes | Yes |
Connect an AI tool with MCP | Uses their teamspace role | Read and write | Read and write | Read only |
See the member list | Yes | Yes | Yes | Yes |
Invite members, change roles, and remove members | Yes | Yes | No | No |
Manage billing, security and SSO, auto-join, API keys, and capabilities | Yes | Yes | No | No |
Edit branding and themes | Yes | Yes | Yes, unless Admins restrict theme editing | No |
Change default content settings | Yes | Yes | Yes | No |
Create teamspaces and manage the Enterprise | Yes | No | No | No |
Uses an author seat | Once across the Enterprise | Yes | Yes | No |
Some actions also depend on your plan. Viewing analytics requires a paid plan, and exporting analytics requires a Business or Enterprise plan.
Who can see analytics
Analytics follow content access: anyone who can open a lesson or course can see its analytics. That includes every role in the teamspace, Viewers included, as well as Enterprise Admins and people invited to that lesson or course from outside your teamspace. There isn't a separate permission for analytics.
Analytics show each learner's name and email address where they were collected, along with their answers, scores, time, and Conversation transcripts and recordings.
To limit who can see a lesson's or course's analytics, restrict it to invited people as described below. AI tools connected through MCP follow the same rule. An organization API key has the same access to analytics as an Admin. See Connect Mindsmith to an AI Tool with MCP for details.
Share a lesson or course with specific people
In the Share dialog, invite people by email as an Editor or a Viewer:
Editor: Can edit, publish, and share the item, and invite more people.
Viewer: Can open the item, comment on it, and see its analytics.
You can invite people from outside your teamspace. People who are Viewers in your teamspace can only be invited as Viewers. Sharing a course also shares the lessons in it. Anyone who can open an item can see who it's shared with.
To restrict an item, set People in your teamspace to can't access. Only Admins, Enterprise Admins, the item's creator, and invited people can then open it. Other members still see the restricted item's title in the dashboard, but they can't open it.
Folders don't have their own permissions. Access is set by teamspace role and on individual lessons and courses.
Related articles
Organization Settings & Members: inviting members and assigning roles
Enterprise Teamspaces: managing teamspaces and people across an Enterprise
Analytics & Reporting: what analytics show and how to export them