User Permissions (Relias Job Roles)

Document created by 1253526 Support on Feb 25, 2015Last modified by 2261986 on Jul 19, 2017
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User Permissions (Roles)

User Roles govern access to the Relias Learning Management System's (RLMS) functionality. There are several different user roles that can be assigned within the RLMS: 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 role, which is unique to Enterprise sites. To learn more about Enterprise sites, please see Enterprise Features). User permissions can only 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 in the RLMS.

 

  • Learner: This is the default setting for all new users. Any user who will be taking online modules must have Learner selected. Learners are able to log in to take required modules and, if permitted, can self-enroll in elective modules and enter External Training records. Additionally, they have access to Relias Connect and their Licenses & Certifications.

 

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  • 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.

 

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  • 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.

 

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  • 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.
    • Schedule saved reports to be sent to themselves

 


  • Supervisors: Supervisors have access to data in their Hierarchy level and sub-levels 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 (Both Training Plan Enrollment and/or Module Enrollment), Training Plan Enrollment,  Module Enrollment, and User Management. The five access levels  can be selected independent of each other and in any combination.

   

      All three access levels are able to:

    • Export Learners in their department as an Excel document.
    • Email Learners in their department from directly in the site.
    • Access the "Blue Book" transcript page of anyone in their department and 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.
    • Schedule saved reports to be sent to themselves and anyone else with Reporting Management Supervisor access.

 

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  • 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 Learning Module Library).

 

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  • 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 Learning Module Library).

 

 

 

 

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

 

    • Assign individual modules to Learners 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 Learning Module Library).
    • View the Currently Enrolled Users in training plans that are in their hierarchy

 

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  • 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.

 

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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; regardless of their hierarchy placement, they can enroll and unenroll all Learners from modules.

 

 

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  • 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 all Learners 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.
    • Schedule saved reports to be sent to themselves and anyone else with 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 Learning Module Library)
    • Create and edit users.

 

 

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  • Sites Administrator: The Sites Administrator permission level is unique to Enterprise sites. These sites have multiple RLMS 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).

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To get back to the Knowledge Base and the master list of topics, please click here: RLMS Knowledge Base

 

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