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This guide covers how to add new administrators, assign them the right level of access, adjust their permissions over time, and remove admins who no longer need access.
Before you begin: You must be a Super Admin to manage other admins. See the roles table below for permission details.

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Admin sub-roles

Lena offers three levels of admin access:
Sub-rolePermissions
Super AdminFull access to everything — users, structure, courses, CBT, and other admins
Academic AdminCan manage academic structure, courses, and users (students and teachers). Cannot manage other admins
Non-Academic AdminLimited to non-academic operations
The person who creates the school is automatically assigned the Super Admin role and cannot be removed by other admins.

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Viewing admins

  1. Go to User Directory → Admins in the sidebar
  2. You’ll see all administrators for your school with their names, emails, and sub-roles
Admin directory table showing administrator names, email addresses, and assigned sub-roles

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Adding an admin

1

Click 'Add Admin'

Click the Add Admin button in the admin directory. The add admin dialog opens.
2

Enter admin details

FieldDescription
First nameAdmin’s given name
Last nameAdmin’s surname
EmailAdmin’s email address
Sub-roleSuper Admin, Academic Admin, or Non-Academic Admin
Add admin dialog with fields for name, email, and sub-role selection dropdown
3

Save

Click Save. A confirmation message appears and the admin is added with the specified sub-role. If they don’t already have a Lena account, they’ll receive an invitation.
Be thoughtful about granting Super Admin access. Super Admins can manage other admins, delete users, and modify all school settings. For most staff members, Academic Admin or Non-Academic Admin is sufficient.

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Changing an admin’s sub-role

To change an admin’s permission level:
  1. Find the admin in the directory
  2. Click Edit on their row
  3. Change the Sub-role to the desired level
  4. Save changes
The change takes effect immediately. The admin will see updated access on their next page load.

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Removing an admin

To remove an admin from your school:
  1. Find the admin in the directory
  2. Click Delete or Remove
  3. Confirm the removal
You cannot remove the original school creator (the first Super Admin). If you need to change the primary admin, contact Lena support.

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Permission breakdown

Here’s what each sub-role can and cannot do:
ActionSuper AdminAcademic AdminNon-Academic Admin
Manage students✓✓—
Manage teachers✓✓—
Manage admins✓——
Configure academic structure✓✓—
Manage sessions and terms✓✓—
View and create courses✓✓—
Manage CBT exams✓✓—
Edit school settings✓——
View dashboard stats✓✓✓

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Best practices

  • Limit Super Admins — Have 1-2 Super Admins (school owner and vice principal). Too many Super Admins increases risk of accidental changes
  • Use Academic Admin for department heads — They can manage users and courses without access to admin management
  • Review admin list periodically — Remove admins who no longer need access (e.g., staff who have left)