Access Groups allow platform admins to give elevated permissions to a normal user, or to restrict areas of the platform for users.
Navigate to Admin>Settings>Access Groups. Here you will see all the access groups already created, their permissions, how many users are in that access group, and you can edit or delete the already existing access group(s). However, for this article we will show you how to create a new access group.
Click on Create Access Group, choose a name for the access group and you can add a description (optional).
Now, you can click on the tab “User Permissions”. The User Permissions tab allows access to all of the tabs in the top navigation bar except the admin tab.
In User Permissions:
Learning gives users access to their Learning tab in the top navigation bar. You can then select which sections of that tab they should be able to view as a user. The sections you can give or take away access to are:
My Learning- where users can see any modules that have been assigned
Learning Dashboard- where users can see their Learning Index
Calendar- where users can see webinars/onsite modules they have been assigned to and deadline due dates for modules and checklists.
Calendar List- which is the same as the Calendar in a list view.
Performance (Goals & Coaching) gives users access to their Performance tab in the navigation bar. You can then select which sections of that tab they should be able to view as a user. The sections you can give or take away access to are:
Development (PA/Appraisals)- this gives users access to begin and continue their appraisal process once it has been assigned
Goals (PM)- here users can see any goals that were assigned to them and their evaluations of those goals; along with their Performance Index
Coaching (PM)- this allows users to view any active coaching sessions and also create/initiate new coaching sessions
Coaching history (PM)- here you can view the history of previous coaching sessions that were approved or denied and also have the option to delete them.
Rewards gives users access to the Rewards tab. You can then select which sections of this tab they should be able to view as a user. The sections you can give or take away access to are:
Trophies- here users will be able to see any trophies they have been awarded.
Points- this allows users to view any points they have been awarded & from where. Here users can also see their points ranking in comparison to others on the platform
Certificates- this allows users to see any certificates earned by completing modules & give them the ability to upload their own certificates
Campaigns- this allows users to view any campaigns they've been assigned to.
Discover gives access to users to view their own development/performance (PA/PM) as well as view their own reporting data.
HOWEVER, if a user is set as a manager of any kind to any user/department/team then that manager will be able to use the Discover tab to manage their employees and view reporting data for their employees.
Keeping this in mind, you can then select which sections of this tab they should be able to view as a user/or manager. The sections you can give or take away access to are:
Manage Development- this allows managers only to manage the appraisals (PA) section of their employees.
Insights- here users can create a custom report for themselves only, HOWEVER, managers can use the Insights to create a custom report for their employees.
People performance- Managers will see Learning and Performance Index for their employees.
Goal performance- This allows managers to see overall goal performance of their department.
Standard Reports- This allows users to see their own learning reports. HOWEVER, managers will be able to see the learning reporting, survey results, test results, and checklist competition for their employees.
Requests- here users and managers will be able to see any requests they have made to view a locked module.
Reminder: In the Discover tab section, users can see information for themselves. However, if a user is a manager, they can use Discover to manage and view reporting for their employees.
Once you are satisfied with the "User Permissions" you can now move on to the Administrative Permissions tab.
In Administrative Permissions:
In this tab, you can now give a normal user access to the Admin tab in the top navigation bar.
Organization gives users access to the Admin>Organization tab in the top navigation bar. With this enabled, users still cannot see the users, departments or teams on the platform. It will only give them access to the tab.
You can make a user a Manager or an Organizational Manager if you want them to be able to see their department users in this tab.
Learning gives users access to Admin>Learning. Here users can create their own modules and will only see modules they have created themselves. However, only Managers or Learning Managers can assign modules to the users they are managing.
Performance gives users access to existing goals, creating goals. However only a Manager or a Performance Manager can assigning goals to their users.
Appraisals gives users access to existing appraisals, creating new appraisals. However only a Manager or Performance Manager can assign appraisals to their users.
Checklists gives users access to existing checklists, creating checklists. However only a Manager can assign checklists to their users.
Surveys gives users access to existing surveys, creating surveys. However, only Managers can assign surveys to their users.
Once you are satisfied with your Administrative permissions, you can then click on the Advanced Permissions tab.
In Advanced Permissions:
In this tab, you can now give a user access to the tabs in their default icon settings:
Reset Password- gives user the option to reset their password if forgotten.
News feed - gives users access to create a news feeds but only Managers can assign it to their users.
Checklist- gives users access to see their own checklists that have been assigned to them.
Notes- allows users to create notes and share them with anyone on the platform
SMS sendout - sends a SMS notification out to platforms that have purchased this ADD-ON feature.
Once you are satisfied with your newly created access group, make sure you save by clicking on the green "save" button on the top right corner.
IMPORTANT NOTE: If you would like Managers on the platform to view/have access to ALL users and/or ALL Modules created, etc there is an extra step to be taken. Navigate to Admin>Settings>Company Details and scroll to Permission Details. Here you will be able to select Yes or No for each section and decide if a user in the Access Group you have just created should have access to ALL information, not just their own department.
Reminder: you must assign Access Groups to individuals or departments by navigating to Admin>Organization and editing the user's and/or department's Access group setting.
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