How to Create and Manage a Power User

Create and Manage a Power User in Docebo

Last Updated

April 12th, 2018

Reading Time

7 min

Version

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. 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.

power users activate app

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.

Begin in the Permissions Tab. In this tab, begin in the top section, Details. Insert 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 understand exactly what 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 users create profile

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.

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 dropdown 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.

Finally, access the Assignment tab to define whether you want to associate by default courses and learning plans to the Power User, instead of assigning them manually, one by one, from the Course Management area. 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.

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 in the E-Learning section. Choose a user from the user list on this page, then press the ellipsis icon in the user’s row, and press Edit from the dropdown menu. In the slideout menu, find the Level field and select Power User. Now, press Update.

power users user assign

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. 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. 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 users 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. You can select users one by one or select an entire group or branch  through the related tabs in the pop up box. 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.

The second icon in the user’s row allows you to assign courses, learning plans or courses categories to the power user. 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.

power users assign courses

Now move to the third icon in the user’s row, which allows you to assign custom catalogs to the power users. 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. 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.

Buying Courses for Other Users (As a Power User):

As a Power User, you can have purchase courses directly for other users (if given permission by your platform’s Administrator, and ONLY if the user is able to view and purchase the course 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. Refer to this section of the Shopping Cart article to learn more.

Buying Seats in Courses as a Power User (6.9 Theme)

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 he or she manages (please note that the Courses Catalog and E-Commerce Apps must be activated).

Please note that if you grant this permission to the Power User profile, the Power Users associated with this profile cannot automatically manage free subscriptions unless given the other proper permissions (see the permissions list for more information). With this specific permission, they can only enroll users into a course and manage the seating options.

power users seats

First, log into the platform as a Power User and access the main Course Management area. Only the courses managed by the Power User will be visible. In the course’s row, select the Seats icon to purchase seats for the course. Press the number displayed in the Seats column. Then, choose how many seats you want to purchase. 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.

The platform will redirect you to the credit card page. Insert all of the required information depending on the different payment methods you want to use, and then confirm the operation. Now, return to the Course Management area to start enrolling your users in the chosen courses. Remember, you can always check the number of available seats by referring to the Seats icon.

Buying Seats in Courses as a Power User: 7.0 Theme

You can also purchase seats in courses directly from the catalog as a Power User with granted permissions when the platform has the 7.0 theme active. Refer to the Shopping Cart article to learn more.

Granting Free Seats to Power Users

This function allows Superadmins to grant Power Users additional free seats in certain courses, allowing them to enroll their managed users into the course. Begin by logging into the platform as a Superadmin and accessing the main 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. 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.

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

Buying Seats in Courses as a Power User (6.9 Theme)

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 he or she manages (please note that the Courses Catalog and E-Commerce Apps must be activated).

Please note that if you grant this permission to the Power User profile, the Power Users associated with this profile cannot automatically manage free subscriptions unless given the other proper permissions (see the permissions list for more information). With this specific permission, they can only enroll users into a course and manage the seating options.

power users seats

First, log into the platform as a Power User and access the main Course Management area. Only the courses managed by the Power User will be visible. In the course’s row, select the Seats icon to purchase seats for the course. Press the number displayed in the Seats column. Then, choose how many seats you want to purchase. 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.

The platform will redirect you to the credit card page. Insert all of the required information depending on the different payment methods you want to use, and then confirm the operation. Now, return to the Course Management area to start enrolling your users in the chosen courses. Remember, you can always check the number of available seats by referring to the Seats icon.

Buying Seats in Courses as a Power User: 7.0 Theme

You can also purchase seats in courses directly from the catalog as a Power User with granted permissions when the platform has the 7.0 theme active. Refer to the Shopping Cart article to learn more.

Granting Free Seats to Power Users

This function allows Superadmins to grant Power Users additional free seats in certain courses, allowing them to enroll their managed users into the course. Begin by logging into the platform as a Superadmin and accessing the main 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. 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.

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