Learn - Share access to reports with a Group Administrator

In this article, we'll show how to assign a User as a Group Administrator. The main benefit of a Group administrator is that they can view reports for all members of the Group, even if group members are not their direct reports.

Note that the steps below show how to manually assign a user as Group Administrator. It is also possible to create a Group rule to assign a User as a Group administrator.

We'll cover:

• Which LMS role is required to become a Group Administrator?
  
• Steps to make a User a Group administrator
  
• What will a Group administrator see in Learn?
  
• How to assign a User with the 'Student' LMS role as a Group Administrator

Which LMS role is required to become a Group Administrator?

To be assigned as a Group Administrator, a User must have one of the following LMS roles:

• Manager
• Manager/Tutor
• Training Coordinator

Steps to make a User a Group Administrator

1. Browse to the 'Group' area of Learn admin:
2. Select a Group. Use the search fields to refine the list if needed:
3. Select 'Administrators' from the Group administration menu:
4. Select 'All' to view all Users with the LMS role needed to be assigned as Group Administrator. Use the search (if necessary) to refine the list. Select 'Current' to view all currently assigned Group administrators:
5. Place a check the box next to a Users name
6. Select 'Submit' when you're done to submit and confirm the change

What will a Group administrator see in Learn?

If the Users' LMS permits access to Learn admin, they will have a very limited view of Learn admin*:

• They will see only the Groups of which they are a Group Administrator
• They cannot view or edit User profiles for Group members (unless they are direct reports)
• Reports are pre-filtered to show only members of Groups of which they are a Group Administrator
• Cannot assign learning to the Group
• All Courses, Lessons, and Events are visible, but no changes can be made*
• They can view CPD programmes, and Assign Users to a CPD Period

*The above list will vary depending on the exact role a User has, and any additional responsibilities they may have been given. For example, if a User has also been made a Course tutor they will have permission to make changes to a Course and associated Lessons and Events.

Additionally, if a User with the LMS role of 'Manager' is assigned as Group Administrator for a Primary group, they will see Group members in their Manager dashboard alongside any team members of their own.

This can help Managers cover for each other during absences such as holidays, meetings, or periods of secondment.

How to assign a User with the 'Student' LMS role as a Group Administrator

It is sometimes necessary to make a User with the LMS role of 'Student' a Group admin - for example, to allow one of your team administrators access to view the teams learning progress in Power BI.

If that's the case, the default Student LMS role does not permit them to become Group administrators. However, this can be resolved by creating a custom LMS role.

Steps are:

1. Copy the default Student role
2. Give the new LMS role a name. For future reference, we recommend choosing a name that helps identify its purpose. For example, "Student+reporter"
3. Add two new ACL permissions to the LMS role: Admin.Groups.CanBeManager and Admin.Groups.Administered
4. Set the role 'Access level' to 49*

*Where an automated People-data feed is configured from your source data, is will prevent the Users' LMS role reverting to 'Student'. If the User's role is reset to student when the automated People-data feed next runs, contact support to configure the datafeed to allow this.

Get deeper learning in The Academy

The Academy is your learning hub for Kallidus products including live events, eLearning videos, and more. If you're new to The Academy or know someone who is missing out on free learning, contact your Customer Experience Manager or the Support Team to sign up today.

Discover the latest insights, tips and industry news on the Kallidus blog.