Team Admin And Team Leaders

How do the Team Admins/Team Leaders Roles work?

The Team Admin/Team Leader role in Litmos provides a Role and level of permissions that sits between a regular Learner and a Training Administrator. A Team Admin/Team Leader role’s permissions can be modified to create courses, edit or add Learners, and edit or add Teams for only their teams or new teams. They can also assign training to those teams and users for courses they have created or are assigned to and monitor their results.

Team Admins/Team Leaders are useful when you have a large organizational structure, and you want to delegate responsibility to people located within various branches, departments or geographic regions.

Sub-Teams

When someone is a Team Leader of a team that has sub-teams under it, they will also have control over the teams, trainees, and results in those sub teams. However, a Team Leader will only be able to view the courses they are assigned to or have created and therefore may not be able to view all courses assigned to sub-teams of the team they are a Team Leader for.

What does a Team Admins/Team Leaders see?

When a Team Admins/Team Leaders logs in to their Litmos account they see the training dashboard view like that of a Training Administrator but with the following exceptions:

Dashboard tab – Team Leaders can only see their message Inbox and marking required only shows up for people that belong to teams that the Team Leader has control over
Courses tab – This is not visible to team leaders who have not been given the permission to access courses or manage courses with create or edit rights.
People tab – If given permission, team Leaders can create users one at a time to add to their team or use the bulk import option and specify team import codes for teams that they want to import users to
Teams tab – Team Leaders can only see the teams that they are the leader of and any sub-teams of those teams
Reports tab – Team Leaders only see the results for people in their teams or sub-teams including any average scores, time taken etc. which are calculated across just those people

For more information on the difference of Team Leaders and Team Admins see the Access Roles and Permissions section.

How to create a Team Leader

An Account Owner, Administrator or Team Admin/Team Leader can promote any member of a team to be a Team Leader or Team Admin. To do this simply go to the Teams tab and find the Team name that you want to promote a user to be Team Leader or Team Admin of. Then click the “Promote” button and select if you would like to make the user a Team Leader or a Team Admin of that Team.

When promoting someone to Team Leader or Team Admin their access level is automatically updated in their user Profile to Team Admin/Leader and they will appear in the Team Admins/Team Leaders list on the right side of the relevant team page.

How to remove a Team Leader

In the Team Leaders or Team Admins list for a Team you will see an “X” icon next to each team leader’s name. To remove/demote a user as Team Leader or Team Admin simply click on the “X” icon next to the person’s name that you want to remove.

Making Courses & Learning Paths Available for Team Leaders/Admins to Assign and Manage

Team Leaders/Admins can assign courses to their team and/or members of the team if the course is made available for assignment by way of one of the following:

Course or Learning Path is assigned to the team leader/team Admin
Course or Learning Path is made available to the team leader/ team admin in either the Course Library, Team Course Library, or individual Team Leader Course Library.
Course or Learning Path is created by the Team Leader/Admin.

FAQ’s

What does the Team Leader/Team Admin see when they view the Team Course Library or Team Learning Path Library?

Team Leaders/Team Admins will only see the courses and learning paths that are in the team course library or team learning path library. However, if they try to add courses to the team course library or team learning path library, they will see the courses that they created, the courses they are assigned to and the courses that are in the team leader library and they would have the ability add those to the team library.

Where can the Team Leader/Team Admin see all these courses or learning paths that have been made available in the Team Leader Library?

By default, the Team Leader/Team Admin will see these courses or learning paths in their Content Library on the learner view. The team lead/admin will also see these courses or learning paths in the modals where they can select courses or learning paths to assign to the team or individual learners of the team.

If Read Only permissions “Allow read only access to all courses and learning paths that have been made available for assignment” have been granted to the Team leaders/ Team Admins, then the Team Leaders/Team Admins can now see all courses that are either in the course library, team library, team leader library or courses that have been assigned to the team lead/team on the Course Page.

Roles and Permissions

Course Page

What can Team Leaders/Team Admins do with the courses made available on the course page?

Team Leaders/Team Admins can click on the read only courses or learning paths to access the following course tabs:
1. Content: Displays a list of modules without any ability to edit the modules.
2. People
3. Team
4. Ratings: Only displays user ratings for people on the team.
Team Leaders/Team Admins will now also can register and unregister team members into ILT sessions for courses that are assigned or made available to them via the library. See the ILT – How Can Team Leads/Admins Register Users into Instructor Lead Training Sessions? Section for more details.
Team Leaders/Team Admins can now also create learning paths with the read only courses if they have the Manage courses and learning paths permission checked.

If a Team Leader/Team Admin is a leader/admin of multiple teams, does the Course made available show up in both teams?

No. This will only show in the team that the course/learning path was made available in, both on the Course page and all other pages where the course/learning path can be assigned.

Can the Team Lead/Admin assign the Course made available to the Sub teams?

Yes. The Team leads/admins will be able to assign the course made available in the parent team to the sub team or to members of the sub team.

Read Only Permission for Courses and Learning Paths

When an Account Owner has enabled the permission of “Allow read only access to all courses and learning paths that have been made available for assignment” at Account settings>Access Courses Roles and Permissions, the Team Leads/Admins will have access to: Content>Courses (or Learning Paths) tab and can view, preview, or assign administrator courses that have been made available for assignment:

A course or learning path is available for assignment by a Team Leader/Team admin if one of the following is true:

Courses and learning paths are available in a Library (this would include the Content Library, the Team Course/Learning path Library, or the Team Leader Library.
Course is assigned to the team admin/team leader
Course is built by the team lead/team admin or by another team lead or team admin on their team

If the “Manage Courses and Learning Paths” permission is selected, Team Admin/Team Leader will be able to create courses, import courses in bulk, perform manual results edits and perform a bulk action on the courses built by them or another team leader/team admin on their team.

At the Content tab

Courses in the Libraries

The “Library” column is used for courses/learning paths that are either in the If the course is in multiple libraries:

If the course is in the course library and in other libraries, the label will display “Course Library”
If the course is not in the course library but is in the Team Course library, the label will display “Team Library”
If the course is neither in the course library or Team Library, the label will display “Team Leader Library”

Assigned Courses

The “Assignment Type” column is used to identify whether the course is “Assigned to Team” or “Assigned to Team Admin/Leader”.

Courses Created by Team Admin/Team Leader

Courses/Learning paths created by the Team Admin/Team Leader will appear to be editable on this page. If the course was created by the team lead/admin but “Manage Course & Learning Path” privileges were removed, then the course will appear as a “View Only” Course. If two team leads exist on the same team and one team lead creates a course, then the other team lead can edit the course created within the team.

How can Team Leads/Admins narrow down the list of courses to only those that they created?

The team leads/admins can leverage the filter at the top of the course page to select courses created by them.

What actions can be performed on the “View Only” courses/learning paths on the course/learning path page?

Team Admins/Team Leaders can click on the view only courses/learning paths and will only have access to the following tabs: Content, People, Teams, Ratings.

Courses/Learning Paths (View Only)

	Assign privileges	Course Edit privileges	Additional Information
Course -> Content	Yes	No	– Can only click into ILT Modules – Cannot recalculate courses – Can only edit courses that are created within the team by another team leader.
Course -> People	Yes	No	– Can only see people on the team assigned to the course – This works in tandem with the “Manage People” permission and new people cannot be imported on this page if the team lead does not have permissions to “Manage People.
Course -> Teams	Yes	No
Course -> Ratings	N/A	N/A	-Only shows ratings for members of the team
Team-> Course	Yes	N/A
Team -> Learning Path	Yes	N/A
People -> Course	Yes**	N/A	** Depends on “Manage People” role and permission. Can only assign if “Manage People” is checked
People -> Learning Path	Yes**	N/A	** Depends on “Manage People” role and permission. Can only assign if “Manage People” is checked.

Team Admins/Team Leaders are not able to reorder or add Courses to Learning Paths that are read only. However, the Team Admin/Team Leader can create Learning Paths and add Courses made available to those Learning Paths if the “Manage Courses & Learning Paths” permission is enabled.

Access Roles and Permissions

The Team Admin and Team Leader access role permissions can be changed to fit your organization’s needs. Note that by default both these roles’ permissions are the same in Litmos.

How to use Team Admin/Team Leader role

To set the permissions for Team Admin and Team Leaders:

Log into Litmos as an Account Owner
Navigate to the Account tab
Select the Roles & Permissions tab
Check the box to enable that feature for the access role or uncheck to box to disable it

See the following section for details on the permissions available:

Team Admin/Team Leader Permissions

Give users Team Admin/Team Leader Permissions

Team Admins/Team Leaders will need to be promoted to be a Team Leader or Team Admin of a Team before they will have permissions to access the Team Leader/ Admin role and visibility for a Team.

To promote a user as a Team Leader/Team Admin:

Navigate to the Teams tab
Select the Team the user will need to be promoted to Team Leader or Team Admin of
Select the People sub tab
If the user is not already assigned to the Team, assign them to the Team by selecting the “Assign people to this team”
Select the grey “Promote” option next to the user’s name
Select either the Team Leader or Team Admin role

Note: Because the Team Leader and Team Admin role is set at the Team Level, a user can be set as a Team Admin for some Teams, a Team Leader for other Teams and a Learner for other Teams all at the same time. The user will have the appropriate role and permissions as configured for each of their individual Teams. For this reason and for simplicity, the user will be listed as a Team Leader/Admin regardless of their role in Reports and in their user profile for Access Level.

Using Team Leader or Team Admin

The Admin View of a Team Leader/ Team Admin includes a dropdown box at the top of the right column. Each team the Team Leader/ Team Admin leads will be listed in the dropdown box. The Team Leader/ Team Admin can toggle between teams by selecting the team they would like to work in from this dropdown and the navigation and information in the Admin View will be specific to the selected team.

What Reports Can a Team Admin/Team Leader See?

Please reference the “Team Leader & Team Admin Access to Reporting Engine and Quick Reports” section of the Reports help articles for details on reports and the data that teams leads have access to.

Team Course Library

If Team Admin/Team Leaders have the permission to manager courses for their Team(s), the Team Admins/Leaders will be able to add a Course into the Team’s Course library if:

The Team Admin/Leader is assigned to the Course

The Team Admin/Leader created the Course

The Course is in the Team Leader Library.

People Bulk Imports by a Team Admin/Team Leader

Question: I am a Team Leader and I’m trying to import users in bulk into Litmos, but I keep receiving an error. What am I doing wrong?

Answer: Team Admins/Leaders have the ability to import users in bulk (if the permission to Manage People is enabled), however they can only import people who belong to the Team they promoted as a Team Admin/Leader. Therefore, when a Team Admin/Leader performs a bulk import, they MUST include the Team Code of the Team that they are a Team Admin/Leader of in the CSV file.

The Team Code can be found in the Settings tab of the Team via Teams > Team Name > Settings > Team Code for importing people in bulk:

ILT – How Can Team Leads/Admins Register Users into Instructor Lead Training Sessions?

Team Leads/Admins can register/unregister members of the team into ILT sessions if the course/learning path has been:

Created by the team lead/admin
Assigned to the team lead/admin
Made available to the team lead/admin via the library (Please reference the Making Courses & Learning Paths Available for Team Leaders/Admins to Assign and Manage section information)

The functionality to register/unregister team members does not change for sessions created by the team lead/admin vs sessions in courses that are made available or assigned to the team lead. However, for the courses not created by the team lead, the team lead/admin will not have access to the Roll call and Settings tab and will not be able to edit any sessions.

Courses Created By the Team Lead/Admin

Team Leads/Admins can create an ILT Module with Sessions. Since the instructor is mandatory for session creation, the Team Lead/Admin should either be an instructor or have the instructor added to the team.
Team Leads/Admins can edit the session
The Team Leads/Admins can assign and register people from the selected team and sub teams.
The Team Leads/Admins can take a roll call for registered learners of the team and the sub teams. Team Leads/Admins can also download the roster for courses they created, and this would only show the members of the team or sub team data.

Read Only Courses

The Team Lead/Admin can access the ILT Module by clicking on the link to the module (No Edit Rights to the module and no ability to add content/modules to the course)
The Team Lead/Admin is NOT able to add or edit the sessions in the module for the modules/sessions that are not created by the team lead.
Session Tab: In the list view, like the Course created by the team lead/admin, the registered and waitlisted counts will show the total number of learners (even those outside the team) that have registered for the sessions. However, in the Register tab, the list of registered users and all users will only list out users on the team.
Register Tab: The Team Lead/Admin can register and unregister learners from their team and/or sub-teams to the ILT sessions, however learners must be assigned to the course prior. This page should only include learners registered on their team or sub teams.

The above step is important to note because Account Owner’s and Admins are not required to assign the course to register a learner, whereas team lead/admins do.

Team Admin and Team Leader FAQs

Do Team Leaders/Admins receive automated notifications?

No, a Team Admin/Leader does not receive any automated course notifications.

Can a Team Leader/Admin Assign a Course or Learning Path to an Individual User in his Team?

Yes, a Team Admin/Leader can assign Courses or Learning Paths to individuals that belong to Teams that they lead, and where the permission to “Manage People” has been enabled under Roles and Permissions (unless they are the creator of the Course or Learning Path).

Additionally, the Team Admin/Leader must have access to the Course or Learning Path to assign it to users within their team. The Team Admin/Leader will have access to the course if:

They or another Team Admin/Leader (of the same team) have created a course for that team
They are assigned to the Course or Learning Path
The course is made available to them in either the Content Library, Team Course/Learning Path Library or the Team Leader/Team Admin Library.

Can a Team Admin/Leader edit Courses and their Settings?

In most cases, Team Leaders/Admins cannot edit Courses or their settings for Courses created by Administrators or Account Owners. However, if the Team Admin/Leader has access to the Courses tab, has the permission to manager courses enabled and has created the course, they can set edit the Course and its settings. A Team Admin/Leader can also edit Courses and their settings that have been created by other Team Admins/Leaders in the same Team.

Can a Team Admin/Leader import new Learners to any Team in our Litmos site?

No, a Team Admin/Leaders can only import new users to Teams that they lead, and sub teams of those teams. The bulk imports of users requires that the Team Admin/Leader has the permission to Manage People enabled. See the Access Roles and Permissions section for more information.

Can a Team Admin/Leader add new users to their Teams?

Yes, they can manually add users one-by-one or import new users by bulk to their Teams. Adding users to a Team requires that the Team Admin/Leader has the permission to Manage People enabled See the Access Roles and Permissions section for more information.

When a Team Admin/Leader Logs into Litmos, there is not data shown. How can I fix this?

A Team Admin/Leader will only be able to see the Team’s data that they have been given permission to see. Therefore, if a user has the Team Admin/Leader Access Level updated in their user profile but have not been promoted to be a Team Admin/Leader of a specific Team their Litmos Admin view will be blank. To solve this issue, promote the user as a Team Admin or Team Leader of at least one Team in Litmos.

What items would a team leader see in the marking required widget?

Items will appear in Team Leader/Team Admin’s Dashboard list of items to be marked when the assignment is assigned to the team directly. The item will not be accessible for Marking via the team leader dashboard if the item is assigned to the user directly outside of the team. In this case, marking can be accessed via Quick Reports after drilling down to the module.

Can a Team Admin/Team Leader download a Team member’s course completion certificate?

Question:

Is it possible for a Team Admin/Leader to download certificates for courses completed by their team members?

Answer:

Yes, Team Admin/Team Leaders can download team member’s achievement certificates. To do this they just need to go into the team member’s profile via the People tab, click into the user and then go into their Achievement tab. They can then click the ‘Download Certificate’ button alongside the relevant course.

Litmos Documentation

Teams