A key access level in your portal is that of an administrator (admin). An admin is a special type of user with certain permissions to manage other users, manage training, run reports and manage your portal settings.
For customers on an Active 50 or larger plan, multiple levels of admin access can be assigned.
Admin access can only be granted manually by an existing Super Admin in your organisation. Users with other levels of admin access cannot create or edit admin permission or access level.
IMPORTANT!
You cannot assign Admin access to users in bulk or via our API. Super Admins can assign admin access to a user individually via the user's profile in the 'Permissions' section.
Admin access must be granted by a Super Admin within your organisation. You cannot request Tribal Habits support to give a user Admin access. This is to ensure that your organisation's internal policies and permissions are followed.
Creating and managing admins
Only Super Admins can create new admins or manage the admin access of users. Admin access can be granted by a Super Admin when creating a new user or by editing an existing user (via the Permissions panel of the user's profile).
Adding a new user with admin access
Adding a new user with admin access
Only super admins can add new users with admin access. The steps for a super admin to follow are:
Navigate to the People page and click the 'I want to...' button, then select 'Add new user') to open a form where the details or your new user are to be added.
Complete the form, as required. Towards the bottom of the form, you'll see a field called 'Administrator' with a checkbox beside it. Only super admins have permission to tick this checkbox.
To make a new user an admin, tick the 'Administrator' field. A secondary field called 'Administrator Type' appears. If your organisation has an Active 50 or larger subscription, you can select the level of access required. For smaller plans, all admins have the 'Super' level permission.
Click 'Create Person' to add your new user to the portal with admin access.
Managing the admin access of an existing user
Managing the admin access of an existing user
Again, only super admins can manage the admin access of an existing user. The steps for a super admins to follow are:
Locate the user on the People page and click their name to open their profile page.
Click 'Edit Permissions' in the 'Permissions' section located on the right-side of the page.
Select 'Yes' next to 'Admin'. Please note, the 'Platform Champion' setting is view-only here. To update your portal's platform champions, navigate to Admin → Account → Subscription.
If your organisation is on an Active 50 or larger plan, select the appropriate level of Admin Access from the drop-down list or change the selection to 'None'. For smaller plans, all admins have the 'Super' level permission.
Optionally also select 'Yes' next to 'Creator' (if you want to grant creator access as well).
Click 'Save'.
Differing levels of admin access
Portals associated with an Active 50 or larger plan can have admins with differing levels of admin access or permissions. For smaller plans, all admins have an access level of 'Super'.
THIS FEATURE REQUIRES AN ACTIVE 50 PLAN OR LARGER
Please note that the multi-admin levels feature is only available on Active 50 or larger plans. This feature is not available on smaller plans (such as Starter) or legacy plans (older monthly plans). Please contact our team at [email protected] if you would like access to this feature but it is not activated in your portal.
Below is a list of the different types of admin access levels that a super admin may be able to assign.
Super Admins. Admins with unlimited access and permissions. Your portal will have at least one Super Admin created when the portal is first established. This Super Admin will then create your other admins as required.
Standard Admins. Normal admins who can manage all aspects of user people, knowledge and analytics, but cannot change some high-level Account settings.
Knowledge Admins. Limited admins who can manage knowledge (including settings, reporting and enrolments) but can only view people. They cannot create or edit people (other than enrolments) or change any Account settings at all.
Instructor Admins. Limited admins who can only view knowledge and people but can still manage enrolments. They cannot edit any knowledge settings (change due dates, change notifications) or create or delete knowledge.
Reporting Admins. Very Limited admins who can only access the Analytics area. They cannot manage knowledge, people or Account settings at all.
Restricted Admins. Similar to Reporting Admins with even more limited access. These admins can only access Results and Contribution report options in the Analytic area. They cannot manage knowledge, people or Account settings at all.
The different permission levels are outlined in more detail below. Expand each heading to learn more.
Super Admins
Super Admins
Super Admins are your most powerful Admins.
Super Admins have unrestricted access and permissions.
Super Admins can create and edit other Admins.
Super Admins can access all Account menus and settings.
Super Admins can access integrations and webhook settings.
Super Admins can view, create and edit users.
Super Admins can view, create and edit knowledge.
Super Admins can view and use Analytics reports.
You should have a very limited number of Super Admins as they have significant power in your portal. However, in a small organisation, it is possible that all your admins are Super Admins (out of simple necessity).
Standard Admins
Standard Admins
Standard Admins are your 'everyday' Admins. This type of access level is only available in portals associated with an Active 50 or larger plan.
Standard Admins have some restricted access and permissions.
Standard Admins cannot create or edit other Admins.
Standard Admins can access some Account menus and settings.
Standard Admins can view, create and edit users.
Standard Admins can view, create and edit knowledge.
Standard Admins can view and use Analytics reports.
Standard Admins are your main type of Admin. They can help manage people and knowledge, run reports and manage some Account settings.
Knowledge Admins
Knowledge Admins
Knowledge Admins are admins who generally manage training. This type of access level is only available in portals associated with an Active 50 or larger plan.
Knowledge Admins have restricted access and permissions.
Knowledge Admins cannot create or edit other Admins.
Knowledge Admins cannot access any Account menus and settings.
Knowledge Admins can view people, but cannot create or edit people.
Knowledge Admins can view, create and edit knowledge (including enrolments).
Knowledge Admins can view and use Analytics reports.
Knowledge Admins are useful for Admins who manage training and enrolments, but do not need to create or edit users. Knowledge Admins can still view users, to help manage enrolments and reporting. You may allow some training coordinators or key training creators access to this level.
Instructor Admins
Instructor Admins
Instructor Admins are a more restricted version of Knowledge Admins. This type of access level is only available in portals associated with an Active 50 or larger plan.
Instructor Admins have restricted access and permissions.
Instructor Admins cannot create or edit other Admins.
Instructor Admins cannot access any Account menus and settings.
Instructor Admins can view people, but cannot create or edit people.
Instructor Admins can view knowledge and manage enrolments, but cannot create and edit knowledge.
Instructor Admins can view and use Analytics reports.
Instructor Admins are useful for Admins who purely manage enrolments. They can enrol existing users into existing training, plus run reports but cannot add, edit or delete any knowledge or users.
Reporting Admins
Reporting Admins
Reporting Admins essentially have no admin permissions other than to view the Analytics reports. This type of access level is only available in portals associated with an Active 50 or larger plan.
Reporting Admins have almost no access and permissions.
Reporting Admins cannot create or edit other Admins.
Reporting Admins cannot access any Account menus and settings.
Reporting Admins cannot view, create or edit people.
Reporting Admins cannot view, create or edit knowledge.
Reporting Admins can view and use Analytics reports.
Reporting Admins are useful for training coordinators who only need to run reports to help plan training, some managers who want access to reporting beyond what is available on the Team page or anyone else who needs specific reporting access but not administrator permissions. Finally, Reporting Admins cannot access the in-platform Admin Chat - they will need to be supported internally by your other Admin types.
Restricted Admins
Restricted Admins
Restricted Admins have no other admin permissions other than to view specific reporting groups in the Analytics reports. This type of access level is only available in portals associated with an Active 50 or larger plan.
Restricted Admins have almost no access and permissions
Restricted Admins cannot create or edit other Admins.
Restricted Admins cannot access any Account menus and settings.
Restricted Admins cannot view, create or edit people.
Restricted Admins cannot view, create or edit knowledge.
Restricted Admins can only view reports in the Results and Contribution reporting groups in Analytics