User Roles and Privileges

User roles determine what level of access you have in Percipio. There are eight roles available in Percipio, one for learners and seven for administrators. Two of the seven admin roles are custom roles defined by you.

All roles have access to the learning content in Percipio. The five Percipio-defined administrative roles have a default set of permissions. For a chart showing each role's default permissions and permissions that can be customized see Permissions by Role. The custom roles that you define have the same default set of permissions as the learning admin role and can be customized to your needs. To customize a role, see Role Customization.

Roles you can assign to users

Every user must have a role as part of their user account. If not explicitly specified, users get the role of learner. Roles that you can assign a user include:

  • Learner: can only access Percipio for Learners. This is the default role for new users and cannot be customized.

  • Site Admin: has access to all administrative features and functions. You cannot customize this role.

  • Learning Admin: typically owns one or more audiences and may administer one or more audiences.

    • For each audience they own, they can view some reports and dashboards, as well as create, edit, and manage assignments.
    • Typically, learning admins are higher-level executives or cross-functional leaders, such as a manager within a distributed learning and development department.
    • You can customize this role.
    • If you grant this role content management permissions, all content changes impact the entire Percipio site. This role can only assign content to audiences that they own.
    • If you grant this role Live Course permissions, they can add live courses and classes, and add instructors within audiences that they own. They can also manage the roster for only learners that belong to audiences that they own, including registering learners to classes, and approving/denying registration requests.
    • Learning admins can have the privilege of being an audience administrator. Audience administrators can create and manage child audiences which are subsets of the main audience that they administer. They must be a learning admin with the Manage child audiences as an administrator permission enabled.
    • You can set up this role as a reporting only admin.
    • You can customize this role to allow them to create and edit users within audiences they own. The role they assign to new users has to have equal or fewer privileges than their role. For example, the learning admin role cannot assign a new user the site admin role.

  • Manager: typically owns one audience that usually consists of their direct reports.

    • Managers may own more than one audience. For each audience they own, they can view some reports and dashboards.
    • You can customize this role.
    • If you grant this role content management permissions, all content changes impact the entire Percipio site. This role can only assign content to audiences that they own.
    • You can set up this role as a reporting only admin.
    • To help guide your managers on activities they can perform, see the Manager guide.
    • You can customize this role to allow them to create and edit users within audiences they own. The role they assign to a new user has to have equal or fewer privileges than their role. For example, the manager role cannot assign a new user the site admin role.

  • Content Curator: customizes learning content and manage their organization's library structure by creating custom areas, subjects, channels, and content. They can also view some reports and dashboards. You can customize this role.

  • Content Coordinator: manages their organization's custom channels and custom content and have access to some reports. You can customize this role.

  • Custom role: provides a way for you to configure up to two additional roles unique for your organization. For example, you might need a report-only admin or an ILT-only admin. By default, custom roles start with the default learning admin privileges. You can choose which privileges to allow for the custom role.

Privileges available for roles

Some of the user roles allow for privileges beyond their permissions set for their role.

A user with any role can have the following additional privileges:

  • Instructor: This is not a role, but a privilege that can be assigned to any role by selecting the check box: Assign live course instructor privilege when creating a new user. Instructors can manage a class registration list, a waitlist, and scores for class participants.

  • Approval Manager: This is not a role, but a user attribute. When you create a new user and select an existing user as their approval manager, the existing user automatically becomes an approval manager. Approval managers can approve Live Course registrations.

A learning admin or manager can have the privilege of audience owner

You assign a learning admin or manager as an audience owner when you create the audience either manually or via teams automation.

When a user is an audience owner they can perform all tasks enabled for their role on just the audiences they own. This is called a scoped admin because the scope of the activities they can do is limited to the users who are members of the audiences they own.

  • An audience owner is a user with the role of Manager or Learning Admin assigned to one or more audiences. The Manager or Learning Admin can access analytics about how users in their audience engage with Percipio. Owners who are Learning Admins can also create, edit, and manage assignments for users in their audiences. When an owner is added to or removed from an audience, Percipio may send them an email notification.

  • By default, Site Admins already have access to the reports, dashboards, and assignments of all audiences.

    Managers usually manage small teams. They can view some reports and dashboards for their audiences.

    Learning Admins usually manage large teams. They can view the same reports and dashboards as Managers, and they can also manage assignments for their audiences.

    Content Curators and Content Coordinators only manage content-related tasks in Percipio Admin.

A learning admin can have the privilege of audience administrator

An audience administrator is a user with the role of learning admin with the Manage child audiences as an administrator permission enabled. You assign a user as an audience administrator when you create the audience.

When a user is an audience administrator, they can:

  • Create child audiences which are subsets of the audiences they administer.
  • Create child audiences to child audiences, up to three levels deep.
  • Define child audiences by specifying user attributes only.
  • View characteristics of the audience which they administer.
  • Create, edit and delete all child audiences at all levels under the audience they administer.
  • Perform all actions on the audience they administer and its child audiences based on the permissions defined for their role, such as make assignments, run reports, and target content.

Audience administrators cannot:

  • Change the characteristics of the main audience they administer, only the child audiences they create.
  • Delete the main audience that they administer.

Frequently asked questions

Managers can access some dashboards and reports for their audiences.

Learning Admins can access the same dashboards and reports for their audiences and have assignment privileges for their audiences.

Content Coordinators manage hosted custom content and custom channels.

Content Curators manage hosted custom content and custom channels and have library management privileges (custom areas and custom subjects).

To customize a role, see Role Customization.

Any Percipio role can access administrative tasks in Percipio Compliance provided they have admin level access in Percipio Compliance. Percipio Compliance admins can define security levels for the different Percipio roles, which gives users the ability to access different administrative tasks.

If a user with a role other than Percipio site admin needs to access the Percipio Compliance admin interface to perform their designated compliance admin tasks, they must:

  1. From the Percipio profile drop-down, select Compliance.
  2. From the Compliance profile drop-down, select Administrative tasks.
  • Every audience administrator is an audience owner, but not every owner is an audience administrator.
  • Audience owners can manage assignments, target content, track progress, etc. as defined by the permissions of the role, but they cannot create or delete audiences.
  • Audience administrators can create and manage audiences as a subset of the audience they administer, up to three levels deep.
  • Neither audience administrators nor owners can edit the audience that they administrator or own.
  • Audience administrators must have the role of learning admin with the Manage child audiences as an administrator permission enabled.
  • Audience owners can have the role of either learning admin or manager.
  • You assign the audience owner or audience administrator when you create the audience.
  • If you use the Percipio user attribute to define an audience, the Percipio user automatically becomes the owner of the audience. This is also true for team automation.