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How are new administrators created and how is admin access managed?
How are new administrators created and how is admin access managed?

There are a range of different admin types (permissions, access levels).

Lou Monsour avatar
Written by Lou Monsour
Updated over a week ago

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.

Admins can only be created manually by a Super Admin in your organisation. Users with other levels of admin access cannot create or edit the admin permission or access level.

IMPORTANT - You cannot assign Admin access to users in bulk. The Super Admin can assign admin access to a user individually via the user's profile in the 'Permissions' section. You also 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 new Admins or managing Admin access (if you're a Super Admin)

When creating new Admins or managing Admin access, this can only be done by a Super Admin when they are creating a new user or when they are editing an existing user. The Admin Permissions are part of the standard fields (or default fields) in the user profile.

Adding a new user with Admin access

To add a new user with Admin access, when completing the form to create a new user (by navigating to People -> 'I want to' button and selecting 'Add new user'), you'll see a field called 'Administrator' with a checkbox beside it. Only Super Admins have permission (ability) to tick this checkbox. The steps are:

  • To make a new user an Admin, scroll down to the bottom of the form and tick the 'Administrator' field and select the level of access required.

  • A secondary field appears called 'Administrator Type' and this is where you select the level of access required. You will see a drop-down list of options to select from: Super, Standard, Knowledge, Instructor, Reporting and Restricted.

  • Then when you click on 'Create Person', those permission options chosen will be saved.

Managing the admin access of an existing user

Again, it's the the Super Admin who will manage the Admin access of an existing user. Steps for Super Admins 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 screen.

  • Tick or untick the checkbox next to 'Administrator' (if required).

  • Select the appropriate level of Admin Access from the drop-down list or change the selection to 'None'.

  • Click 'Save'.

Admin Access levels

Here are the different types of Admin Access levels that a Super Admin can assign. The different permission levels are outlined below:

  • 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 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.

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 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 are your 'everyday' Admins.

  • 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 are admins who generally manage training.

  • 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 are a more restricted version of Knowledge Admins.

  • 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 essentially have no admin permissions other than to view the Analytics reports.

  • 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 have no other admin permissions other than to view specific reporting groups in the Analytics reports.

  • 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

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