How to Create and Manage a Power User

Create and Manage a Power User in Docebo

Last Updated

September 4th, 2017

Reading Time

6 min

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Introduction and List of Permission Details

Docebo allows you to create Power User profiles, which can be assigned to users who need to perform specific management operations or oversee specific user groups or courses in the LMS. This feature is very useful for creating profiles that manage a specific country, company, office or unit.

PLEASE NOTE: YOU CAN FIND A LIST OF ALL POWER USER PERMISSIONS AND DETAILS HERE.

Activating the Power User App

Begin by logging into your platform as a Superadmin, accessing the Admin Menu from the gear icon in the top right corner of the platform, then pressing the Add New Apps button in the menu.

Power user - Install now

To activate the Power User App, select the Additional features tab. Find the Power User App in the list of apps, then select the Activate App button. Read the information in the pop up box, then press Install Now.  The app will then be activated in your platform.

Creating a Power User

To create a power user, log into your platform as the Superadmin, then access the Admin menu. Find the Power User section, then select the Manage subitem. On the next page, select the Profile Management button in the action bar at the top of the Power User main page. Then select the New Profile button from the Power User Profile Management page.

Now, we’ll go through both tabs that you see on the left side of the pop up box: Permissions and Options. Let’s begin in the Permissions Tab. In this tab, begin in the top section: Details.

power user pu details

Begin by typing a name for this Power User profile into the corresponding text box. Then, flag the permissions that you want to assign to this Power User. Each permission will have a description underneath to better describe what exactly the Power User can do if you flag this option. Now, you can go through each section in this tab to delegate more permissions to this Power User profile.

power user pu courses

Simply click on the section’s title to see the permission options slide out below, then flag the permissions you want to assign. Again, each permission in every section will have a description to provide you with more understanding about what the Power User can do. When you’ve gone through all of the sections and assigned the desired permissions to the Power User profile, move to the Options tab.

power user pu options

In this tab, you can create pre-populated user fields. By adding these user fields, all newly created users by this Power User profile will automatically inherit these user field values. Simply select a user field from the drop down menu, then press the plus button next to the dropdown menu to add the field. It will then appear in a list below, and you can delete it using the red X in the field’s row.

power user options fields

When you’re finished, press Confirm. Now, on the main Power Users Profile Management page, the new Power User profile will appear in a list in the lower section of the page. You can edit or delete it using the corresponding icons in the profile’s row.

power user profile management page

Adding Users to a Power User Profile

Now you can begin adding users to your newly created Power User profile, or an already existing Power User profile. To begin, access the Admin menu, then select the Users subitem from the E-Learning section. Choose a user from the user list on this page, then press the Edit icon in the user’s row, and press Edit again from the dropdown menu.

power user add user

In the pop up Edit box, find the Level row. In the menu, select Power User. Now, press Confirm.

power user Select user level

You can repeat this process for all of the Power Users that you want to create. Now, return to the Power User Management page (Admin Menu, Manage subitem in the Power User Section). You will see your new assigned Power Users in a list on this page. Begin by assigning the users a Power User Profile.

power user assign a profile

Press the Assign a Profile item in the user’s row, then select a profile from the dropdown menu. This page will automatically refresh once the profile is selected.

When you associate a power user profile to a power user, you’re giving them the permissions that you assigned that specific profile when you created it. You can also customize these permissions using the icons that appear in the user’s row. Let’s go through all of these icons. The first icon on the right allows you to assign users, groups, branches to this power user. When you select the Add Users icon,  you will be redirected to a page where you can assign users.

power user Assign users

On this page, click on the Assign User button in the action bar at the top of the page to assign users to this Power User.vYou can select users one by one or select an entire group or branch  through the related tabs in the pop up box.

power user Assign users

You can also use the search bar to find a specific user. If you need to select one or more organization chart branches, but your organization chart has multiple branches and sub-branches, you can use the search bar to find the ones in which you are interested. When you’ve selected your users, branches, or groups, press Confirm. Now let’s move to the second icon in the user’s row, which allows you to assign courses, learning plans or courses categories to the power user.

power user Assign Courses

Select the Assign Courses icon in order to assign courses to the power user. Then, on the Assign Courses page, press the Assign Courses button in the action bar at the top. In the pop up box, select which courses or course categories you want to assign to this power user. When you’re finished, press Confirm. Now move to the third icon in the user’s row, which allows you to assign custom catalogs to the power users.

power user Assign catalogs

The process for adding  these custom catalogs is identical to the process that you completed when assigning users or courses to the power user. Finally, the last icon allows you to assign locations to the power user.

pwer user Assign locations

Select the Assign Locations icon, then choose one or more locations from the list, going through the same process as with the previous icons, and press Confirm when finished.

Once you’ve assigned all permissions and other items to the profile, you can edit the permissions or any assigned users, courses, catalogs, or locations at any time for any Power User. You have now completed the power user profile.

How Can a Power User Buy Courses on Behalf of Final Users?

Once you grant the power user (PU) profile the right to buy courses on behalf of end users, they will be able to buy different seats for courses and learning plans from the catalogs, and then assign those seats to the final users he or she manages (side note: the Courses Catalog and eCommerce Apps must be activated).

Please note that if you assign this option to the PU profile, the power users associated with this profile cannot manage free subscriptions. They can only enroll users to a course and manage the seating options.

First, access the system as a PU and select the Courses Admin page. Only the courses managed by the PU will be displayed. A new icon, Seats, will appear, corresponding to the paid courses you can manage as a power user. Click on the number associated with the seats column:

power user Seats

Then, choose how many seats you want to buy. Now you can complete your order by filling the form with all the required information. Remember to accept the Terms and Conditions of the Service, the press Buy Now.

power user Seats payment

The system will redirect you to the credit card page, which you must fill with all of the required information depending on the different payment methods you want to use, and then confirm the operation. The system will automatically display a feedback message.

Now, select the Go To Courses Management button to start enrolling your users in the chosen courses. Remember, you can always check the number of allocated seats by referring to the Seats icon:

power user Allocated seats

How to Allow the Power User to Assign Free Seats

This feature, available only for Docebo version 6.6.3 or higher, allows Superadmins to grant the Power Users additional free seats in certain courses. This means that while Power Users cannot manage the standard enrollment policy, they can now subscribe users to a course for free by using the free seats provided by the Superadmin.

First, log into the platform as a Superadmin and access the Courses Management area. Choose the course from the list of courses on this page for which you would like to allocate extra free seats, then press the menu icon in the course’s row and press the Manage Seats item from the dropdown menu.

power user Manage seats

In the Manage Seats pop up box, type the number of seats you want to assign into the corresponding text box, then select the power user who will manage these free seats by typing the username into that corresponding text box.

power user Assign seats

You can check the list of Power Users who are in charge of the seats for this 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.

power user Extra seats

Once you configure this option, the Power User will be able to manage extra seats for other users for free.