Overview
Well done – one step finished already!
In this step, you’ll select and set up your Admin roles. You may also choose to add key contacts to your portal along with details of other systems that make up your organisation's tech stack.
This is step 2 in the implementation process (it follows step 1 – IT requirements). After this step, you’ll get to step 3 – Branding.
How to complete this step?
To complete this step, follow the actions below:
Selecting and setting up Admin users
Selecting and setting up Admin users
Important: Customers on a Business 50 or larger plan have multiple options for admin access that they can assign to their portal admins. For smaller Starter plans, all admins only have the option of 'Super' level permission.
Decide which users will be Admins. ‘Admins’ are the users who control your portal. They have different access levels from users such as managers or creators (although a user may be a manager, creator and admin!). Click here to learn more about what access levels exist in Tribal Habits.
Select and set-up your Super Admins. The most important decision is the selection of your Super Admins. Click here to learn more about the different Admin access levels and how to set them up.
Select and set-up your Standard, Knowledge and Reporting Admins. After you have set-up your Super Admins, you can then elect to create other admins with different access levels (or you may delay this action until a later date).
Best practices
Standard Admins are your main type of Admin. They can help manage people and knowledge, run reports and manage some Account settings. Standard Admins can basically run your portal day to day.
Super Admins are your most powerful Admins, with unrestricted access and permissions. It’s a good idea to consider limiting the number of Super Admins you choose to have. For Starter plans, your only option for admin access will be Super Admin access.
Reporting Admins do not have access to the in-platform Admin Chat. Therefore, they will need to be supported internally by your other Admin types.
Examples
As we move through the remaining steps, we are going to look at three case studies – for small, medium and larger organisations – to see how they may choose to implement this step, specifically in relation to setting admin access. These changes may help you to make decisions for your organisation.
Small organisation:
As an organisation with only 50 staff, our smallest organisation has just 2 Super Admins. They assign the 'Create' permission to a few of their SMEs to allow these non-admin users the ability to create content.
Medium organisation:
Our medium sized organisation chooses to have 3 Admins – 1 Super Admin and 2 Standard Admins. They also assign the 'Create' permission to several SMEs (without admin permissions) within the organisation.
Large organisation:
Our large organisation requires Admins across all four levels. They choose to have 2 Super Admins, another 3 Standard Admins, 3-4 Knowledge Admins and 10 Reporting Admins. They also assign the 'Create' permission to several non-admin users and set up Groups to restrict admin views to only their assigned groups of users.
Defining your Primary Admin
Defining your Primary Admin
Specify the name of your portal's Primary Admin. Your Primary Admin is not a specific user in your portal - it's a label used as the 'sender' for email communications sent from your portal.
Specify the email address of your portal's Primary Admin. The email address specified is where replies to primary admin notifications will be received as well as help requests made by users via their learner dashboard.
Best practices
Often, the Primary Admin Name is something like the name of an organisation or department, for example 'ACME Training' or 'XYC Learning and Development'.
NOTE: The Primary Admin Name must not include special characters like &, #, comma (,), ; or :.
The email address can be an individual person or a group email address monitored by several people. It should be a monitored email address as it is likely to receive emails from the portal and users themselves.
Confirming your organisation's Timezone
Confirming your organisation's Timezone
When setting up your new Tribal Habits portal, our team confirmed your organisation's portal timezone and applied it to all admins in your portal. This timezone is used for reporting purposes.
Most likely, you won't need to do anything here but it's worth checking the timezone that's been set and reviewing this support article to understand how timezones are managed.
Adding details of your Contacts and Platforms
Adding details of your Contacts and Platforms
Add details of your key contacts. This includes platform champions, finance and technical contacts.
Add details of other key technology platforms you use within your organisation. This includes identity, HR, engagement and payroll.
Best practices
We recommend you keep your contacts and platforms information as up-to-date as possible. This will allow Tribal Habits, as well as other admins within your organisation, to remain aware of the best contacts for your portal and keep your systems in mind when considering new integrations.