Roles - Genius Enterprise Legacy/Custom

*Please note that if you have customized your instance of Genius, your site might operate differently.

Introduction

A user in Genius can have many roles.  By default, Genius provides you with the option to assign the following roles to your users:

• Learner
• Instructor
• Coach
• Affiliation (Manager)
• Admin

We recommend that you create your users in Genius by first assigning them as Learners, then granting them a username and password, and finally, assigning them the necessary roles in Genius. 

Genius allows users to customize and tailor the access that role has to each tab and feature offered by the platform through the Access Setup menu, located under the Administration tab. 

PLEASE NOTE: You can also use Genius to create your own user-defined roles, although some of the “workflows” associated with a user’s role are only available for the five out-of-the-box roles described above.

The Learner Role

The easiest method for creating a new user is first to create them using the Learner role f

There are three options to develop learners in Genius:

• Allowing the learner to provide their own personal information and create their account;
• Having Administrators create learners one-by-one through the Learners tab;
• Creating learners in bulk through a .CSV upload.

Self-Service Account Creation

A popular option for many of the organizations that use Genius is to allow new users to create their own account during the registration process if they don’t already have an account in Genius: 

Creating a Learner on a One-by-One Basis

A single Learner account can be created through the UI by navigating to Learner> Add Learner.

Creating Learners via CSV Uploads

You can also create user accounts in bulk by importing a CSV file:

Once a Learner has been created, you can add all the other roles you may want a user to have by clicking on Add Roles after clicking on the user’s name. 

The first role the user is created with will be their primary role. The primary role is the first role they will see every time they log into Genius CE & Enterprise. Once in Genius, they can toggle to other roles from the upper left dropdown in the Learner Dashboard or the Current Role drop-down in the upper right corner of the Home tab (see screenshot below). 

In this way, you can add roles to a user, with the exception of the Administrator role, which is covered in detail in the section below.

The Administrator Role

Only users with Administrator privileges can assign the Admin role.  to another user

To create a user with the Admin role:

• click on the Administration tab, and then look for the Find User menu item in the Sidebar. An interface will open, allowing you to search for a user with
• Find the user you want to edit, and then click Ge"t Data t"o seviewhe results of your search.
• Once you have identified the user whose privileges you want to edit, click on the Pencil and Paper icon under the View column to edit that user’s information.

When you add the Admin role, the primary role is typically changed to the Admin role. This means that they will see the Genius administrative interface when they first log in to the platform.

The Administrator Roles and Genius Affiliations

When a user’s privileges are upgraded from Learner, Instructor, or Coach to Administrator, please note that typically, Administrators will need access to information that sits “outside” of the user classifications imposed by the Affiliations structure you have created for your organization. However, this user will still be tied to any Affiliations that they may be associated with.

When one creates a user and associates them with a particular Affiliation, and then makes them an Administrator, the association between that user and their previous Affiliation will still exist. This typically results in new Admin users seeing less information than they are typically entitled to.

To fix this, please make sure that this users' Affiliation is set to Any or the Select item when you associate him or her with an Affiliation. 

PLEASE NOTE: Administrators generally have organization-wide responsibilities, while the Affiliations structure is designed to limit a user’s visibility and responsibility for a much smaller subset of users.

It is possible for a user to have a different Affiliation associated with each Role the user has in Genius. When you update the role from the LEARNER, INSTRUCTOR, or COACH role, that Affiliation will be assigned to all roles the user has at that time.

The Affiliation (Manager) Role

The Affiliation (or “Manager”) role is a little different than the other roles included with Genius.

The Affiliation role is a limited admin who can only manage the objects (Learners, Courses, Sections, and Enrollments) tied to their affiliation(s). Because of this, users assigned with the Affiliation role will have some administrative privileges over the users that belong to the Affiliation that that specific user is responsible for.

• The Affiliation role is the only role that can be aligned with more than one affiliation at the same time.
• When a manager is associated with an affiliation, they will receive an email to approve or deny all course enrollment requests that require approval and will have visibility over the progress, performance, and engagement of the learners they are responsible for.

The Coach and Instructor Roles

Like the Affiliation role, the Coach and Instructor roles have access and visibility over a limited subset of Learners.

The Coach role will have access and visibility into the progress, performance, and engagement of the Learners they are associated with, while the Instructor role will only have access to information related to the learners enrolled in the sections that they are responsible for.