Introduction 

Learning Analytics is a closed and protected network, meaning only registered members can access the platform.

You can manage members and accounts in the Administration section of Learning Analytics, in the People and Roles and Permissions tabs.

On the Learning Analytics platform, Members refer to people who have a Learning Analytics account and use the platform, whereas Users refer to learners whose learning actions and environment yield the data found on the platform.

While referring to members on the Learning Analytics platform, Viewers designates all members who are not administrators

This article is a guide on how to create and manage members and permissions in Learning Analytics.

Creating a New Member 

To create a new member, sign into the platform as the administrator, go to the People page and press New Member in the top right corner of the page. Fill in the member’s email address, first name, and last name and choose the member’s Role. Roles are explained in the Roles and Permissions section of this article. Click on Create to complete the creation process.

The new member will receive an email as a confirmation of the registration. The email includes a link for the configuration of the member’s password

Editing a Member’s Details

Members are managed on the People page where you will find a table listing all of the Learning Analytics members. You can look for a specific member by typing the first three characters of the member’s name in the search bar at the top of the members' list.

To edit a member’s details, sign into the platform as the administrator and go to the People page, find the member you want to edit, click on the ellipsis icon at the end of the member’s row and select Edit. You cannot edit your own account. In the pop-up box, operate your changes and press Update.

The Status column indicates if the member is Active or Inactive. You can change the member’s status simply by clicking on the Active/Inactive item. While you cannot delete a member, you can switch a member’s status from Active to Inactive to deactivate the account.

Roles and Permissions 

When you create a new member, you need to assign them a role, that is, setting the visibility they will have on Docebo Learn branches and groups.

To access the list of available roles log in to Learning Analytics as the Administrator and click on Roles and Permissions in the left menu. This page lists all of the roles already created in Learning Analytics by you and other Administrators, as well as two preset roles, that are not available for editing:

• Administrator: administrators have full visibility of all groups and branches
• Learn Manager: managers have visibility of the users assigned to them as team members in Docebo Learn. Team members may belong to different branches and/or groups, so this role offers a more granular visibility option. Learn more about managers in Docebo Learn.

Every role is listed in a row on the table, together with its creation date and its last update date. 

Creating a New Role 

To create a new Role, while on the Roles and Permissions page, press on New Role in the top right corner of the page. In the pop-up box that opens, enter the Role’s name and click on Create to complete the process. The new role is now listed in the table on the Roles and Permissions page.

To configure the role’s permissions, find the role in the table, click on the ellipsis menu at the end of the role’s row and select Edit. On the role configuration page that opens, select the Branches and the Groups that the selected role has permission to view. The data visibility of the members assigned to this role will be restricted to the users included in the selected branches and groups.

To select branches, click on Select on the Branches card. In the right panel that opens, select the branches that you want the selected role to have visibility on. Drill down to find branches or type the name of a branch in the text area. Once you find the desired branch, click once on the checkbox next to the branch’s name to select it, or click twice on the checkbox to select the branch and all of its sub-branches. Press Confirm to complete your selection.

To select groups, click on Select on the Groups card. Drill down to find groups or type the name of a group in the text area. Select groups by checking the checkboxes next to their names and press Confirm to complete your selection.

The number of selected branches and groups is displayed on the corresponding cards

Permissions on groups and branches are summed, this means that if you have selected branches including users A, B, C, and D and groups including users C, D, E, and F, the resulting visibility will be for users A, B, C, D, E, and F.

Deleting a Role

To delete a role, find the role you want to delete in the table on the Roles and Permissions page, click on the ellipsis menu at the end of the row and select Delete.

You cannot delete a role when one or more members are associated with it. If you try to delete a role assigned to at least one member, you will get an error message and the role will not be deleted. 

If you do want to delete a role, first remove the association to all of the members it is associated with, by editing the members’ role from the People tab and assigning them to a different role.

Also, remember that you cannot delete the preset roles, Administrator and Learn Manager.