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System roles determine the LMS features and data access available to different types of user. Roles are an important part of a user’s profile and every user has a primary role. By enabling the system configuration setting, Allow Additional Roles, you can assign any number of additional roles to users, to cater for situations where one person is responsible for multiple learning management tasks. For example, a user can be both an instructor and a reviewer.
PeopleFluent recommends configuring roles for access to features and data in the context of an overall organizational security policy. As part of this policy, organizations determine which roles need to be defined, the features to which each role is allowed access and the type of access allowed.
You can configure roles individually in the application or you can configure multiple roles at once using the Role Access Data Loader. For each role, you can specify one of three types of access to learner, reviewer and manager oriented LMS features:
The features that you can configure access to are determined by the LMS license options taken by your organization.
The features are categorized as follows:
These are aimed at learners; for example, access to their current courses, their certifications and access to Knowledge Center features.
These are aimed at supervisors and managers; for example, approving enrollment requests from learners.
These are administrative functions for LMS application management; for example, configuring course catalogs and defining email templates.
For more information about each category above, see the Role Access References listed under Additional Information.
In addition to feature access permissions, there are Data Access Control and Role General Permissions that determine a role's data access. These permissions determine what data a role can edit, such as creating or deleting users or courses. Role General Permissions have only two options: Yes or No.
If your system configuration settings enable you to assign more than one role to a user, it is good practice to only enable features for specific roles and then assign those roles to users, rather than creating a single role with access to all of the features the users require. If a user leaves a particular role, you can remove that role from their profile instead of changing the permissions for a single role, which may be used by other users. They will lose the feature access defined for that role while keeping the feature access defined for their other role(s).
To configure access and general permissions for system roles, your user role must have unrestricted access to the Role Permissions system role (Manage Features > User Manager Features).
To configure system roles, go to Manage Center > Users > System Roles.
Additional Information
Configure a Role's Access Permissions
Role Access Reference - Learner Features
Role Access Reference - Review Features
