Custom Roles

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by Wisetail Technical Support
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So, what exactly is a Custom Role?

Now you’re diving into your LMS and realizing all of the wonderful things you can do… but at the same time realizing how much work this can be if you want to fully enjoy all of the features.

That’s a good problem to have! Especially because the Custom Roles feature allows you to gather help from your team, so everyone has a manageable amount of work to tackle.

Custom Roles allow you to delegate responsibilities (within the admin tool) to any user on your platform. As a super admin, you can allow user access to any tab in the admin tool—except for the System tab—via Custom Roles. Long story short? You get to pick and choose.

The best part is that for certain features, such as reporting or user management, you can restrict a Custom Role’s audience. Let’s dive into this a bit deeper and get you the know-how to start delegating some work! 

Build a Role: Start with The Who

Click the gear button to navigate to the users tab and select the ‘Roles’ pill.

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Click the blue ‘Create Role’ button, and give the role an appropriate title and description. Next, you’ll see an area to add role administrators followed by an area to define the role audience.

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Start with adding administrators (an administrator is a user whose abilities are defined by this role [more on that soon] and can be any user). Adding administrators is done through the rules engine. You can define individual users, or just as easily create a larger group of administrators through profile fields.

Once you’ve added the administrators it’s time to define the audience. An administrator’s audience consists of the users available to manage and see (the audience is also defined using the rules engine; learn to love that engine).

PRO TIP: If you plan on delegating content creation abilities (via the modules or content tabs), admins can only give content permissions to their defined audience.

Delegate the What

The next step is picking the abilities for the administrators. We always recommend thinking through ‘Who needs to do what’ before you set up these abilities. This helps you simplify what abilities to delegate as you navigate the array of options.

Scroll past the ‘Role Audience’ section and you’ll encounter a ‘Role Abilities’ section:

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These abilities correlate to all tabs in the admin tool—except for the system tab, which only super admins can access (note: page admins have very limited access into the system tab for managing widgets, see the system roles guide for more info). The only other areas that a super admin cannot delegate are: user groups, classes, and roles pills under the users tab.

To the right of each ability, there are three types of access you can give for an admin tool tab:

No Access — This restricts a role admin from ever seeing the tab when they access the admin tool.

Full Access — This gives full access to the admin tool tab and the associated pills within the tab.

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Custom Access — This allows you to pick and choose which pills you’d like to delegate within a given admin tool tab by toggling a pill from locked to enabled.

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Overall, there are a lot of ways to slice and dice Custom Roles. Again, keep in mind the business case for delegating abilities before you build out a Custom Role.

Having trouble thinking of how to use Custom Roles? Below are a couple of common examples we see.

Business Case 1 – Franchise User Management:

Franchise businesses often find the need to delegate user management to either a franchise owner or the GM at a franchise location. This drastically reduces the amount of manual user management placed on the super admin team. Picking and choosing the right abilities within the ‘users’ tab is key here. Do you want to delegate user creation? The ability to edit users? The ability to inactivate users? You’ll find all of these in the ‘users’ tab.

PRO TIP: Take a look at the ‘Profile Fields’ pill under the user’s tab abilities. You can choose which field values—such as titles—that a franchise role administrator can select from as they manage users in their audience.

Business Case 2 – Delegating Reporting Abilities to Location Managers

Location GMs often need to run reports to see how users in their location are progressing through modules. The best way to set this up is by adding the GMs as admins, and then tethering their admin capabilities to their location using the ‘Define Audience’ section. One quick way to do this is: set the profile field as ‘location’ and then choosing ‘admin’s value’ (this will be at the bottom of the values list):

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Wait. What did we just do? When this rule is added, the LMS looks at the location value within the role administrators’ profile and then places users who share that same location value into the audience. This is a quick and painless way to allow location managers to have access to reports (or any other role ability) on users in their location.

Summary (AKA: that made my brain hurt)

The roles feature is robust and can seem daunting with so many options. Remember to simplify and keep the focus on what abilities you actually need to delegate. Roles can save you a lot of time and also enable users within your organization to have a greater hand in the LMS.

One more PRO TIP to close out roles: Use the LMS to teach role administrators how to use their assigned abilities. We always love to see a ‘how-to’ module directing role administrators on how to best use their new abilities!

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