Creating and Managing Power Users

Create and Manage a Power User in Docebo

Last Updated

November 12th, 2020

Docebo Module

Apps

Reading Time

7 min

Introduction

As a Superadmin, you may need to assign some administrative permissions to some of your users so that they can help in managing the platform and other users. These users are called Power Users.

Create users as Power Users, and configure Power User profiles with different permissions, so that you can create different types of users, with different rights, according to your needs.

Use Case Scenario

The definition of Power User profiles is very useful for the management of branches located in different countries, or in association with the Extended Enterprise App, to manage different domains.

Activating the Power User App

Begin by logging into your platform as a Superadmin, access the Admin Menu from the gear icon in the top right corner of the platform, then press the Add New Apps button in the menu. To activate the Power User App, select the Docebo Additional Features tab. Find the Power User App in the list of apps, then select the Try It For Free button. Read the information in the pop-up box, then press Try It For Free.

The app will then be activated in your platform.

Creating a Power User

As a first step, create your Power Users either by following the standard user creation procedure, setting the user level as Power User or directly from the Power User app. To do so, access the Admin Menu by clicking on the gear icon in the top right corner. In the E-Learning section, select the Power Users item. The Power Users Management page is composed of two tabs:

  • Power Users. This tab lists all of the Power Users configured in your platform
  • Profiles. This tab lists all of the Power User profiles already configured in your platform.

In order to create a Power User, click on the plus button in the top right corner, then select New Power User.

In the right panel that opens, select the users you want to define as Power Users, and click on Confirm.

Creating a Power User Profile

Create now the Power User profiles you need. A profile is a set of permissions, that you can later associate with one or more Power Users. Configure as many profiles as needed in your platform.

To do so, access the Admin Menu by clicking on the gear icon in the top right corner. In the E-Learning section, select the Power Users item.

In order to create a new Power User profile, click on the plus button in the top right corner, then select New Profile. In the right panel, set a profile name and, optionally, a profile description. Press Create & Edit to start the configuration.

Use the General section to edit the profile name and description, if necessary. Move now to the Details section to assign the rights to your profile, that is what the Power Users assigned to the profile will be authorized to do in your platform.

In the Permissions area, click Add Permission, and select an area from the corresponding dropdown. Once you pick up an area, use the Type dropdown to define whether you want to assign all of the permissions related to the selected area to the Power User profile, or chose Custom Permissions to select a subset of permissions from the third dropdown. All of the permissions have a description linked to them.

Have a look at the complete list of the permissions available for the configuration of Power User profiles to have an overview of the available permissions and relevant options.

Once you have completed your selection, click Confirm. The permission is now listed in the Permissions section. Repeat this selection for all of the permissions you plan to assign to the Power User profile you are creating.

In order to complete the Power User profile creation, move to the Pre-Populated User Additional Fields area. This step is optional and it is used to select the user additional fields that will be automatically assigned to the users created by the Power User assigned to the profile you are creating.

Once in this area, insert the additional fields by typing them in the corresponding field, then click on Select. Press Save Changes to complete the profile creation. The profile is now listed in the Profiles tab of the Power Users Management page and you can associate Power Users to it.

Adding Users to a Power User Profile

Once the Power User profile has been created, you can assign Power Users to it. While in the profile creation page, move to the Assigned Power Users tab, click on the Assign Power Users button in the top right corner, select the Power Users you want to associate with the profile from the right panel, and click Assign. When you associate a Power User profile to a Power User, you’re giving them the permissions assigned to that specific profile.

You can remove any of the assigned Power Users at any time, from the  Assigned Power Users tab. To do so, hover your mouse at the end of the Power User row, click on the ellipsis menu and select Unassign from Profile. Once Power User is removed from a profile, he/she will no longer be able to use the permissions assigned to the profile, but will still be a Power User of your platform.

At any time, you can assign Power Users to a profile from the Profiles tab of the Power Users Management page, by clicking on the Users icon of the Assigned Power Users column, or by hovering your mouse over the ellipsis menu at the end of the profile row and selecting Assign to Power Users. If you need to associate more than one profile to a Power User, select the profiles by clicking on the checkboxes next to their name, and select Choose Action – Assign to Power Users in the bottom right corner of the table.

You can also assign a Power User to a profile from the Power Users tab of the Power Users Management page by clicking the icon of the Assigned Profiles column in the row of the Power User, or by hovering over the ellipsis menu at the end of the Power User row and selecting Assign Profiles. Use the Remove Assigned Profiles to do the opposite: remove one or more profiles assigned to the selected Power User.

It is possible to assign the same Power User to more than one profile, so that he/she will inherit all of the permissions of all of the assigned profiles.

Managing Power Users

Besides assigning a Power User to one or more profiles, you also need to create associations with the users, groups, branches, courses, learning plans and locations that the Power User is allowed to manage.

You can manage all of these associations from the Power User Management page, by clicking on the icons of the available columns in the row of the Power User, and selecting the users, groups, branches, courses, learning plans and locations you want to associate.

Alternatively, hover your mouse over the ellipsis menu at the end of the Power User row and select Edit to access the Power User area. From here, click on the plus button in the top right corner to assign the resources to the Power User.

Notes on  assignments

– When assigning users to a Power User, the assignment will be effective only after the Power User first logs in to the platform after the assignment is confirmed

– When assigning catalogs to a Power User, for those using content catalogs from Docebo’s Content Marketplace, Power Users cannot grant their assigned users visibility to those full content catalogs. Only Superadmins can manage catalog visibility for Content Marketplace catalogs.

– When a Superadmin updates the list of users, courses and learning plans, catalogs and/or locations associated with a Power User, the Power User will not see the changes until he/she logs out and logs in again. This will prevent your Power Users to see their associations changing on the go.

– It is possible to assign more than one profile to a Power User. He/she will inherit all of the permissions of the assigned profiles.

You can perform the same actions on a selection of Power Users. Select the Power Users by clicking on the checkbox next to their names, and then select Choose Action in the bottom right corner of the table.

Power Users and Catalogs

Once you grant the Power User profile the permission to buy seats for courses on behalf of end-users, they will be able to buy seats for courses and learning plans from catalogs, and then assign those seats to the final users that they manage (please note that the E-Commerce App must be activated).

Power Users can purchase courses directly for other users only if users can view and buy the courses themselves from a catalog to which they have visibility. Once you’ve added an item into your shopping cart, access the cart from the corresponding icon in the header of your platform and finalize your purchase as described in the Buying Courses and Learning Plans on Behalf of Other Users chapter of the Shopping Cart Management article of the Knowledge Base.

Granting Free Seats to Power Users

As a Superadmin, you can grant Power Users additional free seats for courses, allowing them to enroll their managed users into the course. Seats for courses are available when a course has been sold through a catalog, using the Subscription Plan app.

To do so, log in as a Superadmin and access the Admin Menu from the gear icon in the top right corner. Select now the Course Management area in the E-Learning section. Click on the course for which you would like to allocate extra free seats, then move to the Seats tab. Click the Add Seats button in the top right corner, type and select the Power User name and set the number of free seats to assign to the Power User.

Remember that, in order to be available for selection, the Power User must be associated with a Power User profile enabled to manage seats, and must be assigned to the course you are managing free seats for.

In the Seats tab, you can check the list of Power Users who are in charge of the seats for the selected course, see how many seats have been assigned, how many seats the Power User has purchased, how many free seats the Power User can assign, and the total seats for each Power User. Once you configure this option, the Power User will be able to manage extra seats for other users for free.

Tips and Tricks

  • A Power User can not modify another Power User profile. Power User profiles can only be modified by Superadmins.
  • The Power Users who have permission to create courses can also set course categories for the course. If another Power User has visibility to the same course category, the two Power Users are then able to work together to build out the courses in that category.
  • If your platform is organized in branches and you need to assign a Power User to each branch/sub-branch, use a CSV file instead of a manual assignment. During the CSV import, configure the Auto assign branches to Power Users functionality.