Part 3 of 3 · Previous: Roleplays for Admins: Overview · Creating Roleplays
How to manage Roleplays
Once your roleplays are built, you manage them from the Roleplays tab in Admin Hub → Catalog → Roleplays: publish them, control who has access, and see how users are practicing.
The Roleplays list in Admin Hub
The list shows every roleplay you manage, as a table or as cards. Each row shows the roleplay, its status (Draft or Published), category, persona and who it's Available for. "All members" means the whole organization can see it. For a roleplay limited to views, the column names the first view and how many more there are.
Search, and use Filters to narrow by status, category or access. Under Access, choose what a roleplay is available for (all members, specific programs, member views or user views), then pick the programs or views.
Click the columns icon to add more columns: Created by, Ready rate, Learners, Attempts, Avg. attempts to ready, Total practice time, Published on and Last updated on.
Click a roleplay's name to open a detail panel with its Persona, Objectives and Insights.
Roleplay row actions: edit, manage access, duplicate, publish, delete
Open the ⋯ menu on any row:
Action | What it does |
Edit | Opens the builder. Changes to a published roleplay apply to new attempts only; completed attempts aren't affected. |
Manage access | Changes who can see the roleplay, without opening the builder. |
Duplicate | Creates a draft copy with the same persona, objectives and access. Practice attempts aren't copied. |
Publish / Discard | Drafts only: make it live, or throw the draft away. |
Delete | Published roleplays only: permanently removes it, along with every attempt users made on it and their results. The confirmation shows how many attempts will be deleted. This can't be undone. |
Roleplay bulk actions
Select several roleplays, then open Bulk actions to Export to CSV, Duplicate or Manage access. Draft-only actions (Publish, Discard) and published-only actions (Delete) show how many of your selection they apply to. If some selected drafts are missing required fields, they stay as drafts and the message lists which ones.
How to change who can access a roleplay (Manage access)
Open Manage access from a roleplay's ⋯ menu or from Bulk actions, or use Access settings in the builder. Choose one of:
All members of the organization — every member, including members who aren't in any program.
Specific programs and communities — users enrolled in any of the programs or communities you select.
Specific member views — members in any of the organization-level member views you select (the views you build in All Members). Each view shows its member count.
Specific user views — users in any of the program-level user views you select (the views you build in a program's All Users). Views are grouped by program, and only programs with Roleplays turned on are listed.
Then click Update access. Changing access doesn't publish a draft or unpublish a published roleplay.
How member views and user views control access
People outside the selected views don't see the roleplay in Discover, on their home page or anywhere else.
A roleplay uses one kind of access at a time. Switching from programs to views (or back) replaces the previous selection.
A user sees every roleplay they qualify for under any rule: available to all members, one of their programs, or a view they're in.
Views stay current. When someone joins or leaves a view, their roleplays update within a few minutes.
Some ways to use views:
Separate practice for mentors and mentees in the same program, using a user view for each.
Manager scenarios that only managers see, using a member view filtered on job level or title.
A gradual rollout: start with one group, such as first-time managers, and widen the view once it's working.
Editing and deleting roleplay personas and objectives
Editing a persona or objective that is already used in roleplays applies to new attempts only. Completed attempts aren't affected.
A persona or objective that is used in a roleplay can't be deleted. Switch those roleplays to another persona, or remove the objective from them, first.
Select several personas or objectives to delete or export them to CSV in bulk.
What program admins can do with Roleplays
Program admins use the same Admin Hub → Catalog → Roleplays page. Everything they see, including the numbers, is limited to the programs they manage.
Program admins can | Program admins can't |
Create roleplays, personas and objectives for their programs, from scratch or from Chronus templates | Edit, delete or change access for roleplays, personas or objectives created by an organization admin |
Edit, publish, duplicate, delete and manage access for roleplays they created or imported | See roleplays owned by programs they don't manage |
Limit their roleplays to their own programs, or to user views in those programs | Choose member views, or user views from programs they don't manage |
Duplicate an organization-level roleplay to get their own editable copy |
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When a program admin creates or imports a roleplay, they choose the owning program. Only that program's users see it, or only the user views they pick in that program. Actions a program admin can't take are greyed out with an explanation.
If an organization admin makes a program's roleplay available beyond that program (to all members, other programs, member views or another program's user views), its program admins keep view access but lose edit access. The builder warns before this happens.
In an organization without separate programs, there are no program admins. Every admin can manage every roleplay.
How to track Roleplays usage and reporting
Roleplay reporting is aggregate only. Admins never see an individual user's results or transcripts.
Roleplays metric cards
The cards at the top of the Roleplays list show Published Roleplays, Users Practiced, Attempts and Ready Rate. They update to match your current search and filters, and show data once users start practicing.
Roleplay Insights tab: results for a single roleplay
Click a roleplay's name and open the Insights tab to see:
Performance: the ready rate (with average attempts to reach Ready), and how many users practiced and how many attempts they made.
Readiness distribution: how attempts split across Ready, Almost there and Keep practicing.
Mode distribution: how many attempts used voice or text.
The Persona and Objectives tabs in the roleplay's detail panel show who users talk to and what they're evaluated on.
Export roleplay data to CSV
Export to CSV (under Bulk actions) downloads the columns currently visible in the table.
Program admins see figures for their programs only, so an organization admin and a program admin may see different numbers for the same roleplay. If Show readiness score is set to No, readiness figures are hidden.
Roleplays troubleshooting
Why can't a user see a roleplay?
Check that the roleplay is published and that the user has access: the whole organization, one of the selected programs or communities, or one of the selected member or user views. Also check that Roleplays is turned on for the user's program.I added someone to a view. Why don't they see the roleplay yet?
View membership reaches Roleplays within a few minutes. Ask them to refresh after that.Why can't I delete a roleplay persona or objective?
It is used in a roleplay. Remove it from those roleplays first, then delete it.Why can't a program admin edit a roleplay or change its access?
An organization admin created it, or it is available beyond the program admin's programs. The program admin can duplicate it to get their own editable copy.Why does a user's roleplay result show as pending?
Roleplay scoring retries automatically. Ask the user to refresh after a minute. If it still shows as pending, contact Chronus Support.Why did a user's roleplay attempt leave no record?
Roleplay sessions with fewer than three replies, or about 50 words from the user, aren't scored or saved, by design.Why do the Roleplays metric cards show no data?
Roleplays metrics appear once users start practicing published roleplays.
Managing Roleplays FAQs
What happens to past attempts when I edit a live roleplay?
Nothing. Changes apply to new attempts only.What happens to attempts when I delete a roleplay?
They are deleted with it, along with their results, and the roleplay's figures leave your reporting. This can't be undone.Can I give a roleplay to a program and a member view at the same time?
No. A roleplay uses one kind of access at a time: all members, programs, member views or user views. A user who qualifies through any roleplay's access sees that roleplay.Can I see which users practiced, or their scores?
No. Reporting is aggregate only, to keep practice private. Users can choose to share their own results.Why do my numbers differ from another admin's?
Program admins see figures for their own programs only.Do my own preview sessions count in reporting?
No. Previews from the builder aren't counted.Is there a limit on how many times a user can practice?
Attempts are unlimited, up to 20 sessions per hour and 100 per day per user.