User Permissions (Relias Job Roles)

Document created by 892505 Administrator on Feb 25, 2015Last modified by 6185246 on Sep 20, 2018
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User Permissions (Roles)

Please supplement this article with Managing The Users Tab from our Video Tutorials library. 

 

User Roles govern access to the Relias Platform functionality. There are several different user roles that can be assigned within the Relias Platform: Applicant, Learner, Data Entry, Observer, Performance Optimizer Reporter, Supervisor, Instructor, Administrator, and Sites Administrator. The user roles can be assigned in any combination and all together (with the exception of the Sites Administrator and Applicant roles. Sites Administrator is unique to Enterprise sites. To learn more about Enterprise sites, please see Enterprise Features. Applicant is unique to the Relias Assessments solution. To learn more about Applicants see Applicant User Role (Relias Assessments Only). User permissions can be assigned by an Administrator, which is done in the user profile.

 

Here is a quick reference chart listing User Roles and common tasks performed on the Relias Platform. You may click the image below to enlarge it.

 

* Employee Feedback System features will be available only if your organization subscribes to the EFS Survey feature. More information about EFS Surveys can be found here: Employee Feedback Survey (EFS)  

 

† Relias Assessments features will be available only if your organization subscribes to the Relias Assessments solution. For mor information about Relias Assessments check out the Relias Assessment Product Demo - For Hiring and Retaining the Best Candidates! 

 

‡ Subportals are available to Enterprise sites only. To learn more about Enterprise features visit the Enterprise Features - Subportals and Site Administrator Navigation knowledge article.

 

 

  • Learner: This is the default setting for all new users, and all Relias Platform users will have the ability to select their Learner role at any time. This is the only role where you can complete your assigned modules.  Along with taking required modules, Learners can also  can self-enroll in elective modules, if permitted by their organization,  and enter External Training records. Additionally, they have access to Relias Connect for Support Resources,  and their Licenses & Certifications.

 

 

 

  • Applicant (this user role is available to Relias Assessments solution clients only): Applicant allows the user to log in to the Relias Platform and complete their assigned Validated Assessments. Because Applicants are not current members of your organization they do not have access to any other Relias Platform features. For more details on the Applicant user role visit the Applicant User Role (Relias Assessments Only)  knowledge article.

 

 

 

  • Skills Checklist DataEntry: Skills Checklist Data Entry allows the user to enroll and record observations for Skills Checklists, however they cannot observe a user performing the tasks in a Skills Checklist.  Data Entry users have access to the entire list of Skills Checklists and can enter observations that were recorded by an approved Observer.

 

 

  • Skills Checklist Observer: Skills Checklist Observer allows the user to observe and determine whether a Learner performed the tasks outlined in a Skills Checklist. They only have access to the Skills Checklists for which they have been assigned as an Observer; they can enroll Learners and record observations.

 

 

  • Competency Tracker Reporter: Competency Tracker Reporters have the ability to run the two Competency Tracker reports for any learner in the site. They have access to the Competency Review Detail and Competency Review Export Reports. In addition to running these two reports they can also:
    • Export reports as PDFs, Excel, or CSV files.
    • Save reports to be accessed later.
    • Automate saved reports to be sent to themselves, Administrators, and anyone else with Reporting Management Supervisor access.

 

 

  • Supervisors: Supervisors have access to data in their Hierarchy level, sub-levels of their hierarchy, and additional hierarchies according to access the Administrator has granted. Usually, you will grant Supervisor permissions to the employee responsible for ensuring that all training is completed in a specific department. There are five access levels for Supervisors: Report Management, Enrollment Management - which can include one or both of Module Enrollment or Training Plan Enrollment,  Module Enrollment, and User Management. The five access levels  can be selected independent of each other and in any combination.

   

  Supervisor access will enabled the following functionality (please see below for more specified access, per assigned role)

    • Export Users within their hierarchy as an Excel document.
    • Email Users within their hierarchy from directly in the Relias site.
    • Access the "Blue Book" transcript page of anyone in their hierarchy and, if enabled,  add external training 
    • Be selected as the Notifications Recipient for the hierarchy level they are placed in.
    • Enroll Learners into a Career Path

 

  • The Report Management Supervisor can be considered the most basic level of Supervisor access assignable. A Report Management Supervisor can:

 

    • Run reports to learn more about the training performance of the Learners in their hierarchy level.
    • Export reports as PDFs, Excel, or CSV files.
    • Save reports to be accessed later.
    • Automate saved reports to be sent to themselves, Administrators, and anyone else with Reporting Management Supervisor access.

 

  • The User Management Supervisor can be considered the highest level of access for a Supervisor. The User Management supervisor can:
    • Create new Learners in their hierarchy level.
    • Deactivate Learners in their hierarchy level.
    • Reactivate previously deactivated Learners in their hierarchy level.
    • Add hierarchy levels under their existing hierarchy level.
    • Review and update user profiles, such as passwords, emails, job titles, etc.

 

The Report Management Supervisor and The User Management Supervisor view will not include access to the Solutions feature in left panel because these levels of access will be unable to enroll learners into any of the Solutions on your site.

 

 

  • The Enrollment Management Supervisor is the next level of access. Enrollment Management Supervisors can:

 

    • Assign individual modules to Learners in their hierarchy.
    • Assign training plans created by Administrators to Learners in their hierarchy.
    • Unenroll Learners from modules and training plans.
    • Add external training to a Learner's transcript.
    • Change due dates for modules.
    • They can mark Learner completions (based on module settings, for modules that are not included in the Relias Module Library).

 

 

  • The Training Plan Enrollment Supervisor is the next level of access. Training Plan Enrollment  Supervisors can:

 

    • Assign training plans created by Administrators to Learners in their hierarchy.
    • Unenroll Learners from training plans.
    • Add external training to a Learner's transcript.
    • Change due dates for modules.
    • They can mark Learner completions (based on module settings, for modules that are not included in the Relias Module Library).

 

 

 

 

  • The Module Enrollment Supervisor is the next level of access. Module Enrollment Supervisors can:

 

    • Assign individual modules to Users in their hierarchy.
    • Unenroll Learners from modules.
    • Add external training to a Learner's transcript.
    • Change due dates for modules.
    • They can mark Learner completions (based on module settings, for modules that are not included in the Relias Module Library).
    • View the Currently Enrolled Users in training plans that are in their hierarchy

 

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  • Instructor: Instructors have the ability to author and edit modules. Instructors can enroll and unenroll all Learners from event sessions, download an attendance sheet for their sessions, and mark attendance for their event sessions. If they have credentials and a signature in their user profile, they will be listed on the certificates for the modules/sessions if a custom certificate is selected.  Instructors are not limited by their hierarchy placement. In other words they can enroll and unenroll all Learners from modules, regardless of their hierarchy placement. 

 

 

 

  • Administrator: This user role has full access to every area of your organization's site. Administrators are not governed by the hierarchy, therefore they can view Users in all hierarchy levels/folders. Administrators can:

 

    • Update overall site settings/customization.
    • Create and edit training plans.
    • Assign user roles.
    • Create custom certificates.
    • Create authored content.
    • Author and edit Employee Feedback Surveys (if your organization subscribes to the Employee Feedback System).
    • Run Employee Feedback Survey reports (if your organization subscribes to the Employee Feedback System).
    • Assign Employee Feedback Surveys to Learners (if your organization subscribes to the Employee Feedback System).
    • Run reports to learn more about the training performance of the Learners in the organization.
    • Export reports as PDFs, Excel, or CSV files.
    • Save reports to be accessed later.
    • Automate saved reports to be sent to themselves and anyone else with Administrator or Reporting Management Supervisor access.
    • Assign individual modules and training plans to Learners
    • Unenroll Learners from modules and training plans.
    • Add external training to a Learner's transcript.
    • Change due dates for modules.
    • They can mark Learner completions (based on module settings, for modules that are not included in the Relias Module Library)
    • Create and edit users.

 

 

 

  • Sites Administrator: The Sites Administrator permission level is unique to Enterprise sites. These sites have multiple Relias sites called sub-portals. The Sites Administrator can share training plans, authored modules, and custom certificates with the Subportal.  They can run reports on all Subportals, assign libraries to Subportals, and create new Subportals (if enabled).

 

To get back to the Knowledge Base and the master list of topics, please click here: The Relias Platform How-To-Manual 

 

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