ClearCompany Learning: Roles

There are four default roles in the Learning platform: Superadmin, Admin, Manager, and User. Each of these roles have specific Rights to perform particular tasks in the Learning platform. The Rights for each role can be customized based on preference. They are listed below from the highest level of access to the lowest level of access. In this article, we cover Roles and how to create them in the Learning platform.

In this article:
Roles Overview
Creating, Cloning, and Editing Roles
Adding a Role to a User

Roles Overview

Roles are the different levels of access that each user gets assigned within your learning platform. These Roles are often broken down into Superadmin, Admin, Managers, and Users. However, you are able to customize existing roles (except Superadmin) and create custom roles to meet your organization’s needs. Learn more about the default Roles below.

Superadmin

This role has access to all settings in the learning platform. This role is typically given to members of the implementation team who are selected as the company’s learning platform administrator(s). The Superadmin can assign and run reports on Admin, Manager, and User roles within the learning platform. None of the other roles can change or access the Superadmin’s rights in the platform. Individuals can customize their own dashboard.

Note: Superadmin Role always has access to all Rights, and also has access to global settings in the Learning platform. These include Themes, Custom HTML Pages, Certificate Templates, Completion Transcripts, Email Templates, Privacy Notes, Customizable Dashboards, Help Customization, Label Customization, Object Auxiliary Fields, User Auxiliary Fields, and Options.

Administrator

By default, this role has less access than the Superadmin and may be in a lower group within the organization’s structure. Administrators may have the same access to the dashboard as a Manager, but typically they have access to some of the social management tools and can edit the accounts of Managers they can see in their list of Users. Default Rights are listed below:

Manager

This role has limited access to administration functions. This role does not have access to the Settings or roles in the learning platform. The Manager role can also view other Users within their group. By default, they can only modify or access accounts with the User role. Default Rights are listed below:

User

The User role has the most restricted access in the Learning platform. The User role has some default settings with the Superadmins and Administrators can change as appropriate for the organization’s needs. The user cannot formally assign themselves training. However, Users can search for titles on their own initiative by default. If the administration team has granted a User access to learning objects, these will be listed on the “All Learning” page. The User can then browse and select training other than their assignments. They can also recommend or bookmark training that they are interested in.

Note: It makes a difference in terms of reporting and access to which level the account is set up in a group structure hierarchy. Also, the rights that are chosen to give the role in the learning platform will greatly affect that role’s access to specific items. The above explanation is based on the default rights to the roles.

Creating, Cloning, and Editing Roles

You may need to add or modify a Role for several reasons. For instance, you might want to create a new Role, such as "Training Manager," which could have more access than the Manager role but less than the Administrator role.

If an existing role closely matches the access rights needed for a new Role, it may be more efficient to clone the original role and make the necessary adjustments.

Editing an existing Role allows you to increase or reduce its level of access as needed.

Please Note:

Note: Once a Role is created, it cannot be deleted from the Learning platform without a platform wipe. It is recommended that one speaks with their Learning platform Superadmin or a ClearCompany Learning representative.

Create a Role

1. In the Administration section of the Learning platform, navigate to User/Groups > Roles and click +Add Role.
2. Here, you will fill out the required yellow fields.
   1. Owner Group
   2. Role Code: This must be unique.
   3. Role Name
3. When you’ve filled out the fields, click Save.
4. After you save, you will now see a new Rights tab. To add Rights for this role, click Edit and navigate to Rights.
5. In the righthand column, you will see all available rights by expanding the lists. To learn more about the different rights, see this article. Select the rights you want and click Save.
6. Once added, you will need to adjust any Requires Role Assignment marked as Yes with an alert icon to clarify what Roles this right can be applied to.
   1. For example, if we want this Role to be able to Email Users that have the User and Manager Role, we will click the pencil icon.
   2. From the dropdown on the righthand side, you can add the Roles. For our example, we want them to be able to Email Users that have the User and Manager Role. Select the Role from the dropdown and click Add.
7. Once you have added the Roles, the   icon will disappear to help you quickly identify which Rights still need adjusted. You will need to repeat this process for every right to ensure intended access and functionality for this Role.

Clone a Role

In the event you need a new Role that is similar to an existing role, you may want to clone an existing Role to provide a foundation from which you can make small edits.

1. In the Administration section of the Learning platform, navigate to User/Groups> Roles and click the pencil icon for the Role you want to clone.
2. Click Clone Role in the bottom right corner. You will be prompted to confirm the action; you cannot undo this step and Roles cannot be deleted once created.
3. When you Confirm and navigate back to the Roles Dashboard, you will see your clone with “DUPLICATE” in the title. You can now Edit the Role. Learn more about editing a Role below.

Edit a Role

1. In the Administration section of the Learning platform, navigate to User/Groups > Roles and click the pencil icon for the Role you want to update.
2. To update the Owner Group, Role Code, or Role Name, click Edit in the General Tab.
3. After making updates to any of these fields, click Save.
4. In the Rights tab, you can add or remove Rights to the Role by adjusting the selection on the right-hand side and clicking Save.
5. You can also adjust the Role Assignments for Rights as well by clicking the pencil icon by the corresponding Right.
6. Here, you can add additional roles. For this example, a Manager may be able to Assign Training to a User, but not another Manager. By using the Dropdown on the righthand side, we can select other Roles they should be able to assign training to. Once selected, click Save.
7. Now, the Manager Role can Assign Training to Users and Managers.

Adding Roles to Users

Now that you have created the roles and assigned the rights to those roles you can grant the role to users.

Roles to Users

1. In the Administration section of the Learning platform, navigate to User/Groups > Users and click the pencil icon to edit the User.
2. Navigate to the Groups Tab.
3. If the User is already in a Group but needs a Role adjustment, click the Pencil Icon to edit the Role.
   
4. In the pop-up window, you can change the Role. Click Submit to save.
5. You can also add a brand new Group with the associated Role on the righthand side by using the dropdowns. Click Add to confirm.