This article explains how to enable a User to view specific Groups of people within Perform, and Perform reporting, by assigning them as a Group Administrator. This functionality allows Perform administrators to delegate access to Perform and Perform reporting, helping distribute admin responsibilities more effectively.
By granting Group Administrator access, you can empower managers or team leads to oversee reviews, objectives, and feedback for members of their assigned Group(s), without giving them full system-wide admin access.
A few things to note:
- Groups are created and managed in Learn LMS
- This feature is disabled by default and must be explicitly enabled
- Users must hold at least the Manager role in Learn LMS to be a Group Administrator
- A User can be set as a Manager without having direct reports. This won't affect their view of Learn unless they are also assigned as a Group Administrator
- Group Administrator access to view Perform Users is granted for specific Groups only
If a User requires visibility of all users in reports, they should be assigned the Perform Administrator role instead.
We'll cover:
- When to use Group Administrator access for Perform
- Managing access to sensitive Perform data
- Steps to allow Group Administrators access to view Group members in Perform
- Stakeholder access to reporting in Power BI
- Try it yourself: how to set up a simple test
When to use Group Administrator access for Perform
Not sure when this might apply? Here's some examples:
Regional Perform admin
If your organisation uses Perform across multiple regions, you can assign local administrators to support users in a specific geographic area. For example, a Group Administrator based in France could be responsible for all users in that region, providing support in their native language and during local working hours.
Departmental or functional oversight
You may want to delegate Perform responsibilities by department, division, or function. For instance, assigning a Group Administrator to the engineering department allows that team’s leaders to manage objectives, feedback, and reviews without requiring full administrative access.
Shared or delegated managerial responsibilities
In some cases, users may need to be visible to multiple managers or supported by someone who isn’t a formal manager. This is especially helpful when:
- Employees work variable or rotating shifts.
- Temporary managers are assigned for specific projects or roles.
- Administrative or HR support staff need access to support specific teams.
For example, you might assign a Group Administrator on each shift to ensure employees always have someone available to help with their Perform-related queries and tasks.
If a Manager is able to see Users who are not their direct reports, they will see two tabs - 'My team' and 'Everyone I can see':
Managing access to sensitive Perform data
This functionality can be enabled on a Group-by-Group basis, allowing fine-grained control over who can view user data in Perform. Once enabled for a specific Group, the assigned Group Administrator(s) will be able to see:
- Group members’ reviews
- Objectives
- Development activities
- Feedback
Note that Group rules can be used to assign a User as a Group Administrator, but this should be done with careful consideration. Group Administrators have visibility over sensitive performance data. Carefully managing who is assigned this access is essential.
To maintain control, we recommend manually assigning Group Administrators for any Group where this feature is enabled. This helps prevent accidental data exposure due to automated processes.
Steps to allow Group Administrators access to view Group members in Perform
1. Make the User(s) an Administrator of a Group
First, set up Users as group Administrators as required. Until step 2 is completed (below) the Users will not have access to Perform:
- Browse to a Group in Learn
- Select Administrators from the Group Administration menu. Review the list of Administrators. Add or remove Administrators as required
- Select Details from the Group Administration menu
Toggle the 'Allow Group Administrators...' toggle to 'Yes' (note this will only appear when the option is switched on in Perform Settings:
2. Turn on the option in Perform Settings
When you're happy that all the right people have been made Group Administrators, it's time to switch on the feature:
-
- Browse to Perform
- Select Settings from the Administration menu
- Toggle on the Enable Group administration option:
Stakeholder access to reporting in Power BI
Reporting visibility is determined by the user's role and the reporting feature being enabled.
If reporting is enabled, then in all reports that are available to view, access is as follows:
- Perform Administrators can view data for all users.
- Managers can view data for their direct reports.
- Individuals can view only their own data.
In addition, Group Administrators will be able to view reporting data for members of the specific Groups they manage.
Try it yourself: how to set up a simple test
Before you start using this feature, you may want to run a quick test to see it in action.
To keep your Perform site neat and tidy, we recommend using test users for this. If you haven’t created any yet, view How to manually add a user. For this test, you'll need two Test Users.
Note that while test users do occupy a license, they can be disabled when not in use to free up resources.
Set up the test:
- Create a Group called 'Test'
- Add one of the Users to the Test Group (we'll call this User 'Test User1)
- Follow the steps above to assign your second 'test User' as an administrator for the Test Group (we'll call this User 'Test User2)
- Follow the steps above to allow Group Administrators access to view Group members in Perform
Check what the Users see
- Login to Perform as Test User 1. In Perform, they will see only their reviews, objectives, and feedback.
- Login to Perform as the Test User 2. As Group Administrator, this User will be able to see reviews, objectives, and feedback for for Group members - in this case, that's your second Test user.
Note: If the test users have just been created for this test, add them to the PerformUsers Group so that they will be added to Perform. Users are added once every 24 hours, so you may need to return the next day to complete the test.
Get deeper learning in The Academy
If you’re new to Perform, view Perform walkthrough and see how Perform looks to Users, Managers, and Administrators.
For the complete picture - including best practice advice, and hints and tips from the Kallidus team - view the Get started: Perform Course.
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 activate your free account.
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