LMS365 roles and permissions

Introduction

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

In this article, we will provide you with an overview of the different roles in LMS365 and their respective permissions.


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 in LMS365 with their own capabilities and permissions:


NOTE
:

  • Course Catalog Visitor and Course Visitor are not LMS365 roles, but SharePoint roles. These groups are applicable only to the trainings created before the January 2022 release of LMS365.
  • Users on the Learner List of a course is transferred by LMS365 to the SharePoint Learners group. This group has read (visitor) permissions.
  • Users that are LMS365 course administrators are transferred to the SharePoint Administrators group of the SharePoint site of a course.

 

 

Microsoft 365 global administrator

Role requirements: Anyone with Microsoft 365 global administrative rights.

Scope of capabilities and permissions:

  • Perform first time installation and initial configuration of LMS365.

  • Create, manage, and migrate course catalogs.

  • Manage global settings.

  • Add or remove LMS administrators and catalog administrators.

Please find more information about this role here.

 

SharePoint administrator

Role requirements: Anyone with SharePoint administrator rights.

Scope of capabilities and permissions: 

  • Create, manage, and migrate course catalogs.

  • Manage global settings.

  • Add or remove LMS administrators and catalog administrators.

Please find more information about this role here.

 

LMS administrator

Role requirements: Anyone who was assigned as LMS administrator by a Microsoft 365 global admin or another LMS admin. To add or remove LMS administrators, go to the LMS365 Admin Center > Global Settings > LMS Administrators > select Add LMS Administrator in the top of the page, and select users to assign the role.

Scope of capabilities and permissions:

  • Manage global settings.

  • Add or remove course catalog administrators.

  • Delete course catalogs.

  • Configure settings of the LMS365 mobile app.

  • Add or remove LMS administrators.

Catalog administrator

Role requirements: Anyone (internal or external) who is assigned by a Microsoft 365 global admin or a LMS admin for the day to day administration of a given course catalog. By default, the Microsoft 365 global admin will be a course catalog admin for a newly created course catalog.

To add or remove course catalog administrators to/from a course catalog, go to the LMS365 Admin Center > Global Settings > Course Catalog List > Select the relevant course catalog > select Course Catalog Settings and delete and/or add relevant users to the Catalog Administrators field.

Scope of capabilities and permissions:

  • Create and manage courses and training plans in own course catalog(s) as well as assigns course administrators.

  • Manage all learners and their training records.

  • Manage certificate templates.
  • Manage content, for example, quizzes of own course catalogs, all question pools, as well as content packages shared with the current course catalog and courses from this course catalog.

  • Configure all automated email notifications.

  • Manage the competency framework.

  • Manage the course catalog.

Course administrator

Role requirements: Anyone (internal or external) who is assigned by a Microsoft 365 global admin, LMS admin, or course catalog admin for the day to day administration and management of a given course. By default, the course catalog admin will be a course admin for a newly created course (can be edited during the creation and editing of a course).

Scope of capabilities and permissions:

  • Manage own courses (general course configuration and administration, due date and completion requirements, recertification, and enrollment rules).

  • Add or remove course administrators and learners of own courses.

  • Manage content, for example, quizzes of course catalogs that their own courses are parts of, and all question pools and content packages shared with their own courses from this course catalog.

  • Schedule sessions for session-based courses.

  • Manage all learners’ records within own courses.

  • Create course specific reports.

Line manager

Role requirements: Anyone (internal or external) who is assigned by a global admin for the day to day management of a specific subordinate.

Scope of capabilities and permissions:

  • Observe and manage the training activity of their subordinate(s).
  • Manage subordinates' enrollment requests and reports.
  • Manage subordinates' enrollment/unenrollment.
  • Grant and revoke competencies.
  • Download certificates.
  • Import an external training.

Instructor

Role requirements: Anyone (internal or external) who instructs a course session (classroom or webinar).

Scope of capabilities and permissions:

  • Manage attendance in own course sessions.

  • Print attendance sheets.

  • Message learners in own course sessions.

Learner

Role requirements: Anyone (internal or external) who has access to a learning portal.

Scope of capabilities and permissions:

  • Access, pass, and complete courses that they are enrolled in to.

  • Enroll or apply for enrollment in to available training.

  • Complete courses or training plans that they are enrolled in to.

  • Access to My Training Dashboard.

  • Download personal transcript and certificates.

Absence of synchronization with SharePoint groups

It is not enough to add users to the SharePoint Learner group on the course 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's permissions.

The best way to assign users the necessary roles is to add them via the LMS365 functionality - this means enroll the user in to a course via the Learner List or use the enroll button on the course home page.

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, also, need to unenroll the user via the LMS365 functionality.


NOTE:
Synchronization is absent for other roles as well

 

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