Managing and Adding Dashboard Users

by Hong Chau
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This article covers:

Dashboard User Permissions

When inviting a new user to your organization's Dashboard, you will need to define what type of access they should have. You can make your Dashboard user a global administrator, or you can assign access to one or several of 11 different Dashboard areas:

 

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  • Course Management: A Dashboard user with access to the “Course Management” area of the Dashboard can create and manage all content, including Courses, Assets, SCORM, and Quizzes.

    • You can limit access in the Course Management area to specific courses. Users with such limited access can create new courses and/or edit courses to which they are assigned. They can also edit or remove any assets, quizzes, and lessons associated with those courses. Learn more about configuring course access.

    • When you have limited a user's access to specific courses, you can also assign specific assets within those courses to the user. Users with assigned assets can only edit or remove those assets (Assets, Quizzes) that are assigned to them. Learn more about configuring asset access.

  • Live Training: A Dashboard user with access to the “Live Training” area of the Dashboard can view all live events, registrations, and attendance. They can manage attendance and registrations. A Dashboard user with access to both the “Course Management” and “Live Training” areas can also edit, clone, cancel, and delete events. Users with limited access to specific courses can only manage events that are part of the assigned courses.

  • Theming: A Dashboard user with access to the “Theming” area of the Dashboard has full access to the “Themes” and “Languages” pages.

  • Domains & Publishing: A Dashboard user with access to the “Domains & Publishing” area of the Dashboard has full access to the “Domains ” and “Tags” pages where they can create, edit, and delete catalog pages, published courses, paths, and plans as well as update any domain settings.

  • Promo Codes: A Dashboard user with access to the “Promo Codes” area of the Dashboard has full access to create, edit, and deactivate Promo Codes.

  • Announcements: A Dashboard user with access to the “Announcements” area of the Dashboard has full access to create and send announcements to students.

  • Order Report: A Dashboard user with access to the “Order Report” area of the Dashboard has full access to view all orders and download the order report.

  • Analytics: A Dashboard user with access to the “Analytics” area of the Dashboard can view analytics for all students and all groups.
    You can limit access in the Analytics area to data associated with specific groups. Users with such limited access can only view analytics data for the groups they are assigned. Learn more about configuring group access.

  • Students: A Dashboard user with access to the “Students” area of the Dashboard has full access to the “Students ” and “Tasks” pages where they can manage students and work on tasks.

  • Groups: A Dashboard user with access to the “Groups” area of the Dashboard has full access to manage groups, group visibility, group rules, and group members.

  • Organization: A Dashboard user with access to the “Organization” area of the Dashboard can manage organization settings and view the global Audit Log. They cannot create or manage Dashboard users or API settings. Only global Dashboard administrators can access the “Dashboard Users” and “API” sections of the Dashboard.

Adding New Users

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Send Invitation

  1. From the Skilljar Dashboard, select Organization and click on Dashboard Users in the dropdown.

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  2. Click the New User button.

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  3. Input the email address or addresses of the new Dashboard users.
    • If Dashboard SSO is enabled in your Organization, you can select which type of authentication the new admin will be sent

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  4. For all users listed in the “Emails” field, define the Dashboard Access. You can either give them the “Global Administrator” role or select individual sections of the Dashboard that you would like these users to access.

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  5. When you allow users to access the "Course Management" or "Analytics" areas, you can further limit access to specific objects within those areas:
    • Course Management: You can limit access to specific courses and assets within those courses. Learn more about assigning access to courses and assets below. Please note that selecting specific courses for a user will only affect the "Course Management" area of the Skilljar Dashboard. If this user also has access to e.g. "Domains & Publishing", they will be able to view and publish any courses.
    • Analytics: You can limit access to analytics data for specific groups. Learn more about assigning access to groups below. Please note that selecting specific groups for a user will only affect the ‘Analytics’ area of the Skilljar Dashboard. If this user also has access to e.g. ‘Students’, they will be able to view and manage all students.
  6. Click Invite. (You can view the status and role assignments of all invited users in the Users section.)

 Dashboard User Activation

  1. Once a Dashboard user has been invited, they will receive an email asking them to activate their user account.

  2. Clicking on the registration link in the email will take them to the Skilljar Dashboard registration page.
  3. They will input their First name, Last name and create a password, then click Register. (SSO Dashboard Invites will Skip this step)

Once a new user has activated their account, they will be able to access your organization's dashboard at dashboard.skilljar.com. The features that they can access will be defined by the role that was selected when configuring the invitation. 

Managing Existing Users

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Dashboard Organization Admins can resend invitations, delete users, or update roles and permissions from the list of existing Dashboard users. Start from the Skilljar Dashboard and under Organization, select Dashboard Users.

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Resend an Invitation to a Dashboard User

You can send a new invitation email to a specific user if a user has not received or completed their Dashboard registration.

  1. From the Dashboard Users page, review the list of existing users. 
  2. For the user you want to re-invite, click the paper plane icon at the far right:

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Delete Dashboard User

  1. From the Dashboard Users page, review the list of existing users. 
  2. Select the trash can icon to Delete a Dashboard User. Note: only Dashboard Organization Admins can delete users or modify this list of users.

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  3. Select OK to confirm that you wish to revoke this user's dashboard access:

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  4. The Deleted Dashboard user will immediately be removed, and their active session will end when this happens. Users will no longer be able to take any actions on the dashboard. 

Edit or Update Roles for a Dashboard User

  1. From the Dashboard Users page, review the list of existing users. Note: Only Dashboard Organization Admins can edit existing Dashboard users.
  2. Select the Name of an individual.
  3. Update the permissions as desired.
  4. Click Save. Note: Dashboard Users are not alerted when Global Administrators edit permissions. 

Configuring Group Access

You can limit access in the Analytics area to data associated with specific Groups. Users with such limited access can only view analytics data for the groups to which they are assigned. To assign a specific group, create a new Dashboard user or click on the Dashboard user you want to edit.

  1. Assign the “Analytics” area to the user

  2. In the “Object Access” section, select “Limited” for “Group Access”

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  3. Open the list of available groups and select the groups you want to assign to this user

  4. Click “Save” or “Invite” to save the changes.

  5. The user can now view analytics data only for the selected groups

    Please note that selecting specific groups for a user will only affect the ‘Analytics’ area of the Skilljar Dashboard. If this user also has access to e.g. ‘Students’, they will be able to view and manage all students.

Configuring Course Access

You can limit access in the Course Management area to specific Courses. Users with such limited access can create new courses and/or edit courses to which they are assigned. They can also edit or remove any assets, quizzes, and lessons contained or associated with those courses. To assign a specific course, create a new Dashboard user or click on the Dashboard user you want to edit.

  1. Assign the “Content Management” area to the user

  2. In the “Object Access” section, select “Limited” for “Course Access”

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  3. Open the list of available courses and select the courses you want to assign to this user

  4. Click “Save” or “Invite” to save the changes.

  5. The user can now edit only the courses assigned to them. When they create a new course, it will automatically be added to the list of courses they can access.
    Please note that selecting specific courses for a user will only affect the "Course Management" area of the Skilljar Dashboard. If this user also has access to e.g. "Domains & Publishing", they will be able to view and publish any courses.

  6. You can now restrict this user's access to specific assets within the assigned courses. Please see the next chapter for details.

Configure Asset Permissions for a Content Manager

When you limit a Dashboard user’s access to the Content Management section to certain courses, you can also specify which assets (uploaded materials such as videos, PDFs, quizzes) this user can replace. IMPORTANT: Since an individual asset within Skilljar can exist in multiple places across your training site, changes made to an asset by such a user will apply across all courses where that asset is hosted, even beyond the courses they are permitted to manage. 

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By default, assigning a course to a user will populate a list of the associated assets that live in those courses. This is an opt-in feature that enables you to select assets you would like this user to make universal changes to. 

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If a user is not granted access to edit assets, they will still be able to remove or add new assets to the course. When a user adds a new asset, they are automatically given management permissions for that asset. 

Users can also apply the “replace” functionality to assets they would like to repurpose, which allows them to upload a new version of the asset and only applies those changes to the courses they manage. Any courses where that asset lives that the user does NOT have access to will retain the original version. 

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NOTE: By enabling a user to edit assets, you are granting them permission to make universal changes to that specific asset, even if that asset is used elsewhere in your training site beyond the courses they manage.

FAQ

If I assign specific courses to a user, will the user be restricted to these objects in all areas of the Dashboard?

No, selecting specific courses for a user will only affect the "Course Management" area of the Skilljar Dashboard. If this user also has access to ‘Domains & Publishing’, they will be able to see and publish any courses.

If I assign specific groups to a user, will the user be restricted to these objects in all areas of the Dashboard?

No, selecting specific groups for a user will only affect the ‘Analytics’ area of the Skilljar Dashboard. If this user also has access to ‘Students’, they will be able to manage all students.

I want to give access to some areas of the dashboard only for a specific domain. Can I do that in Skilljar?

No - Restricting access by domain is a feature request we are actively evaluating. If you are interested in restricting access by domain, please let your CSM know so that we can involve you in our evaluation process and have a transparent view of the customer interest in this feature. We do recommend exploring using separate organizations instead of domains. This works particularly well when there isn't a lot of shared content between the domains. Access to organizations can be managed individually.

Do you support super admins?

You can create a structure that replicates the idea of a super admin! Assign the 'Global Administrator' role to all your "Super Admins". This will be the only group of people that can access everything on the Skilljar Dashboard, including the ability to create and manage Dashboard users. Now you can define what areas your other "Admins" should be able to access. If you want them to have full access to everything except managing Dashboard users, you can assign all Dashboard areas, including the "Organization" area. You can also choose to give them less access, e.g. restricting access to the order report with sensitive financial data to super admins.

 

Can I give my live training instructors access to the courses they teach so that they can create and manage their own events?

Yes! Assign the "Live Training" area so that they can monitor registrations and attendance for events on the Live Training page. Next, assign the "Content Management" area. You can now select Object Access for this area. Select "Limited", then select the specific courses the instructor teaches. This will give the instructor access to manage their courses and add, edit, cancel, or delete any events. It will also give this instructor the capability to clone, edit, delete, and cancel their events through the "Live Training" page.

 

 



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