Roles - Genius CE & Enterprise

Introduction

In the Genius CE & Enterprise platform, users can be assigned multiple roles, allowing for a versatile and tailored experience. By default, the system offers a variety of roles that can be allocated to users, each designed to fulfill specific functions within the organization. The roles available include:

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

For optimal organization and management, we suggest initially creating users in Genius CE or Enterprise as Learners. After setting up their accounts with a username and password, you can then assign them the additional roles they require within the platform.

Genius CE and Enterprise also empower administrators to customize access levels for each role. This is achieved through the Access Setup menu, located under the Administration tab, which allows for tailored permissions for each user based on their assigned roles.

PLEASE NOTE: While it's possible to create user-defined roles within Genius CE and Enterprise, it's essential to recognize that specific workflows associated with a user's role are only accessible through the five default roles listed above.

The Learner Role

Creating a new user is most straightforward when you begin by assigning them the Learner role. This foundational role serves as the basis for user creation within the platform.

There are three distinct methods to create Learners in Genius CE & Enterprise:

• Allowing the Learner to fill in their personal information and create their account, which promotes user autonomy.
• Having Administrators manually create Learner accounts one by one through the Learners tab, which can be helpful for organizations that prefer direct oversight.
• Creating multiple Learner accounts at once through a .CSV file upload, which is an efficient option for larger organizations.

Self-Service Account Creation

Many organizations utilizing Genius CE & Enterprise opt for a self-service account creation process. This allows new users to register and establish their accounts if they do not already possess one within the system. This method not only streamlines the onboarding process but also empowers users to manage their information from the outset.

Creating a Learner on a One-by-One Basis

For organizations that prefer a more personalized approach, a single Learner account can be created directly through the user interface. This can be done by navigating to Learner> Add Learner, where administrators can input the necessary information for each new user.

Creating Learners via CSV Uploads

Alternatively, you can efficiently create user accounts in bulk by importing a CSV file. This method is particularly beneficial for organizations that need to onboard a large number of users at once, saving time and effort in the account creation process.

Once a Learner account has been established, administrators can assign additional roles to the user by selecting "Add Roles" after clicking on the user's name. This flexibility allows for easy role management as a user's responsibilities evolve.

The first role assigned to the user will be designated as their primary role. This primary role is significant because it represents the first role the user encounters each time they log in to Genius CE & Enterprise. Once logged in, users can easily switch to other roles from the dropdown menu located in the upper left corner of the Learner Dashboard or from the Current Role dropdown in the upper right corner of the Home tab (as depicted in the screenshot below).

This system enables a seamless transition between roles for users, except the Administrator role, which is further detailed in the section below.

The Administrator Role

It is essential to note that only users with Administrator privileges have the authority to assign the Admin role to another user.

To create a user with the Admin role, follow these steps:

• Begin by clicking on the Administration tab, then locate the Find User option in the sidebar. This will open an interface that allows you to search for a specific user.
• Once you've found the user you'd like to edit, click 'Get Data' to get their information.
• After identifying the user whose privileges you want to modify, click on the Pencil and Paper icon under the View column to access their profile for editing.

When the Admin role is added, it typically becomes the user’s primary role. This change means that the user will be presented with the administrative interface of Genius CE & Enterprise upon their initial login.

The Administrator Roles and Genius CE & Enterprise Affiliations

When a user's privileges are elevated from Learner, Instructor, or Coach to Administrator, it is crucial to understand that Administrators often require access to information that transcends the user classifications dictated by the Affiliations structure established within your organization. However, it is essential to note that this user will still retain ties to any Affiliations they were associated with before their promotion to Administrator.

When a user is created and linked to a specific Affiliation and subsequently promoted to Administrator, the connection between that user and their original Affiliation remains intact. This situation often results in new Admin users having access to less information than they would typically expect.

To rectify this, ensure that the user's Affiliations are set to 'Any' or the 'Select' option when associating them with an Affiliation.

PLEASE NOTE: Administrators generally hold responsibilities that span the entire organization, while the Affiliations structure is intended to restrict a user’s visibility and accountability to a much narrower group of users.

It is indeed possible for a user to have a different Affiliation associated with each role they hold in Genius CE & Enterprise. When a user's role is updated from LEARNER, INSTRUCTOR, or COACH, that Affiliation will be applied across all roles the user currently possesses.

The Affiliation (Manager) Role

The Affiliation role, also referred to as the “Manager” role, is distinct from the other roles available in Genius CE & Enterprise.

This role functions as a limited admin position, enabling users to manage the objects (such as Learners, Courses, Sections, and Enrollments) that are directly associated with their specific Affiliation. As a result, users assigned the Affiliation role possess certain administrative privileges over the learners and resources that fall under their purview.

• Notably, the Affiliation role is the only role that can be linked to multiple affiliations simultaneously, providing greater flexibility in management.
• When a manager is associated with an affiliation, they will receive email notifications to approve or deny any course enrollment requests that require their approval. Additionally, they will have visibility into the progress, performance, and engagement levels of the learners they oversee.

The Coach and Instructor Roles

Similar to the Affiliation role, both the Coach and Instructor roles have restricted access and visibility, focusing specifically on a limited group of Learners.

The Coach role enables users to monitor the progress, performance, and engagement of learners they are connected with. In contrast, the Instructor role is more narrowly defined, granting access only to information regarding the learners enrolled in the specific sections for which they are responsible.