LMS365 roles and permissions

Introduction

Before people can consume, create, and manage training in LMS365, they need the appropriate permissions. 

LMS365 includes a sophisticated matrix for roles and permissions that allows you to delegate roles with the exact permissions required by the specific role

Permissions in LMS365 derive from six different roles in LMS365, and two roles in Microsoft 365 that also have access to a set of permissions in LMS365.

In this article, we will provide you with an overview of the different roles and permissions in LMS365, and inform you how the LMS365 roles are granted to people from the LMS365 Admin Center. You will also learn which roles you should grant to which people in your organization.

NOTE

If the management of LMS365 is switching hands in your organization, please work with your predecessor or your internal IT global admin to provide the administrative access you need. As LMS365 is hosted in your Microsoft 365 environment, LMS365 can't make changes to your instance of LMS365.

 

Roles in LMS365

Currently, there are the following roles with their own capabilities and permissions in LMS365:

NOTE

Course Catalog Visitor and Course Visitor are SharePoint roles, not LMS365 roles.

 

LMS administrator

The LMS administrator is the role in LMS365 with the widest set of permissions. Once LMS365 has been installed, and one or more course catalogs has been created, the LMS365 administrator role is all you need to manage your LMS365 global settings.

If you need people in your organization to administer the global settings of LMS365, you should grant them this role. 

In LMS365, the LMS administrator can:

The LMS administrator is not automatically able to configure the settings of individual course catalogs because this is a permission given to course catalog admins. If an LMS administrator wishes to do so, the person can grant these permissions to themselves from the global settings of LMS365. 

Please note that either the Microsoft 365 global administrator or SharePoint administrator role is needed to create a new course catalog. This is because creating a new course catalog will also create a SharePoint site collection, and to create a SharePoint site collection, the Microsoft 365 global administrator or SharePoint administrator role is needed.

The LMS administrator role is granted from the global settings of the LMS365 Admin Center under LMS Administrators, by a Microsoft 365 global admin, a SharePoint admin, or another LMS administrator. 

 

Course catalog administrator

The course catalog administrator role gives a person almost full power over a course catalog. This role is necessary for people to configure course catalog settings, and manage training and learners in this course catalog. Therefore, you should grant this role to people who will be performing these tasks.

The course catalog administrator can: 

  • Configure course catalog settings and branding, including the course catalog title, site URL, and site template.
  • Create and manage courses and training plans in their own course catalog(s).
  • Add or remove course administrators.
  • Manage all learners and their training records (including the ability to upload external training for learners).
  • Manage enrollment approval workflows and waiting lists.
  • Manage content and course catalog content libraries. For example, quizzes of their own course catalogs, all question pools, as well as content packages shared with the current course catalog and courses from this course catalog.
  • Manage and create certificate templates, course categories, tags, notifications, and the Skills Framework.
  • Manage and configure course catalog configuration settings (including ratings, course session displays, regional settings, and the default training banner image).

NOTE: The course catalog administrator can access the LMS365 Admin Center to manage their course catalog(s), but will not be able to access the global settings of LMS365. Therefore, course catalog administrators that don’t have a permission set above this role in LMS365, will not see the Global Settings menu item that leads to the LMS365 global settings in the LMS365 Admin Center.

 

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The course catalog administrator role is granted from the global settings of the LMS365 Admin Center by a Microsoft 365 global admin, a SharePoint admin, or an LMS administrator.

 

Course administrator

The course administrator role enables people to manage a course or training plan. If you would like people to create content for and/or manage one or more specific courses and/or training plans, you should make them a course administrator of these. 

The course administrator can: 

  • Manage their own courses and training plans, including the course content, general configuration and administration, due date and completion requirements, recertification, waiting list, enrollment rules, etc. 
  • Add or remove course administrators and learners of their own courses and training plans.
  • Manage quizzes and question pools in the course catalog of their course or training plan, and access content packages that are shared with their own courses from this course catalog.
  • Create and manage sessions for Instructor-Led Training.
  • Manage the progress and records of learners of their own courses and training plans. 
  • Create course-specific reports.

The course administrator role is granted from the specific course or training plan by the course catalog administrator, either when creating a course (e-Learning, Instructor-Led Training) or training plan, or when editing them.

 

Line manager

The line manager role is automatically assigned to users who manage other employees or a team. This manager-employee relationship has to be configured internally by your IT department within Azure Active Directory. 

The line manager can: 

  • Access and view the training activity of their subordinate(s).
  • Approve or decline subordinates' enrollment requests.
  • Manage enrollment and unenrollment of employees in courses and training plans.
  • Grant and revoke competencies.
  • Access and manage employee training records.
  • Download certificates.
  • Import external training.

 

Instructor

The instructor role can be given for Instructor-Led Training when an instructor is assigned to one or more specific sessions for which this person will be an instructor.

The instructor can:

  • Manage attendance in their own course session(s).
  • Print attendance sheets.
  • Send email messages to learners in their own course session(s).

 

Learner

The learner role should be given to the people who will attend training in LMS365. A learner can be assigned specific training, or they can self-enroll in courses or training plans of interest.

A learner can:

  • Access, pass, and complete courses and training plans that they are enrolled in.
  • Enroll or apply for enrollment in available training.
  • Access My Training Dashboard.
  • Download personal transcripts and certificates.

Users can be given the learner role for specific courses or training plans. This would mean they will only have access to these courses and training plans, and will not be able to access the course catalog home page and other available training in the course catalog.

We recommend adding all employees to the Users list before enrolling them in respective courses or training plans. This will allow access to view all course and training plan home pages in the course catalog and prevent users from encountering an access denied message from SharePoint when they navigate in the course catalog.

If you want to ensure specific training can only be accessed by certain users of the course catalog, you can utilize training audience and course targeting.

The course catalog admin can give users the learner role in a course catalog from the Users page of the course catalog. Here, the course catalog admin selects + Add or Invite User(s) to either add the specific users they want to invite, or add one or more Azure Active Directory or Microsoft 365 groups and invite all members of these groups to the course catalog at the same time.

 

Roles in LMS365 from Microsoft 365

Currently, there are two Microsoft 365 roles with their own capabilities and permissions that LMS365 understands but has no control overMicrosoft 365 global administrator and SharePoint administrator.

 

Microsoft 365 global administrator

The Microsoft 365 global administrator role is required in order to install the LMS365 app. After the installation, the Microsoft 365 global administrator will have access to the global settings of LMS365 which will give permissions to:

The Microsoft 365 global administrator can't automatically configure the settings of individual course catalogs because this is a permission given to course catalog administrators. If a Microsoft 365 global administrator wishes to do so, they can grant these permissions to themselves from the global settings of LMS365. 

The Microsoft 365 global administrator role is granted via the Microsoft 365 admin center. You can find more information on this in Microsoft’s documentation.

 

SharePoint administrator

Given the permissions of the SharePoint admin in SharePoint, the SharePoint administrator has access to the global settings of LMS365 which will give permissions to:

The SharePoint administrator can't automatically configure the settings of individual course catalogs because this is a permission given to course catalog administrators. If a SharePoint administrator wishes to do so, they can grant these permissions to themselves from the global settings of LMS365. 

Please find more information about the SharePoint administrator role here.

 

Absence of synchronization with SharePoint groups

It is not enough to add users to the SharePoint Learner group on the course catalog, or the course or training plan site, to assign them a learner role. This action only gives users SharePoint permissions on the SharePoint site but doesn't give them any LMS365 learner permissions.

The best way to assign the necessary roles to users is to add them via the LMS365 functionality.

When you want to remove a learner role from a user, it is not enough to delete the user from the SharePoint Learner group (this action will only remove the user's permissions on the SharePoint site). You will also need to unenroll the user via the LMS365 functionality.

 

NOTE

Synchronization is absent for other roles as well.

 

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