DISCLAIMER: Some content in this article outlines how to use functionalities with the new Course Management. Check out this article for further info.
In your Docebo LMS, you can manage user levels and user statuses in order to better regulate registration, access to certain features, responsibilities, and maintenance of your platform. Let’s take a look at both user levels and user statuses (both in the platform and within courses).
User Levels in Platform
There are three user levels within your Docebo LMS: Users, Power Users, and Superadmins, but all users in a platform will use the same login portal. Please refer to this article for further information on how to configure the user level in the platform. The majority of people who access your LMS will likely be users. A user is a level that has basic permissions in the LMS. They are able to view training material and are unable to manage the LMS functionality. When a user logs into the platform, they are presented with a limited set of menu options.
Superadmins are able to manage every aspect of the platform. They will have visibility to all apps, features, and settings. There is no way to limit a Superadmin’s permissions within the system. They are able to access any area of the platform from the gear icon in the top right corner of the platform, which grants them access to the Admin Menu. You likely will have only one or a handful of Superadmins.
A third user level, Power User, is available when the Power User app is activated in the platform. Power Users can be assigned a specific set of Admin permissions that they can use for certain users, courses, catalogs, locations, and more. However, there are some limits as to which responsibilities can be assigned to Power Users. Power Users will also be able to access the Admin Menu from the gear icon, but their menu will be limited based on their specific set of granted permissions. For more information on how to manage Power Users, please refer to the corresponding manual in Docebo’s Knowledge Base. The table below outlines which permissions are visible and configurable by each of the user levels.
User Levels in Courses
While users can either be a regular user, Power User, or Superadmin in the platform on a global level, they also have a level when enrolled into courses. Most users in courses will be learners. A learner is a user that has no permissions in the course other than simply attending the course, completing all of the training material, and attending sessions (for webinar or classroom courses). Depending on some course settings, learners might be able to self-enroll and self-unenroll into either courses or sessions of courses.
You can also assign instructors to courses. Instructors can view enrollments, mark attendance, upload and manage training material, view course reports, and manage course layout. Refer to the Instructor user guide for a complete look at what an Instructor can do within courses.
Users can also be enrolled as tutors within a course. Tutors have the exact same permissions as learners within a course, but they are also able to moderate forums if the forum widget is activated in the course.
For a comparison chart of each capability for these three course levels, refer to this document.
User Statuses on the Platform Level
User statuses determine which users have access to the platform and which users do not. Superadmins can manage the statuses of users by activating or deactivating them via the User Management section of the platform. There are four possible statuses for LMS users:
- Active. These are users that are activated in the platform, and have accessed at least one course or training material, or at least one informal learning asset from the Coach & Share module. They are marked with a green check mark in their rows in the main users list.
- Activated. These are users that have access to the platform, but have not accessed any courses or training materials. They are marked with a green check mark in their rows in the main users list.
- Deactivated. These are users that no longer have access to the platform. If they try to access the platform, they will receive an error message on the login page, and will need to contact the Superadmin. Deactivated users are manually deactivated by the Superadmin, and the deactivation is done immediately, unless the Superadmin chooses to expire the user. They are marked with a grey check mark in their rows in the main users list. Even if the user is deactivated, the user’s data is not erased by the platform.
- Expired. These are users that no longer have access to the platform because the Superadmin set a specific expiration date for their activated user status. If they try to access the platform, they will receive an error message on the login page, and will need to contact the Superadmin. Even if the user is expired, the user’s data is not erased by the platform. They are marked with a red triangular warning message in their rows in the main users list.
To view or change a user status in the platform, access the Admin Menu by scrolling your mouse over the gear icon in the header. Then, in the E-Learning section, press the Users item to redirect to the User Management page. On the main Users page, find a user in the list, then find the check mark in the user’s row. If the check mark is green, then the user is activated. If the check mark is grey, then the user is deactivated. You can press the check mark, switching it from green to grey, to deactivate a user, and vice-versa.
As the Superadmin, there are two ways to activate and deactivate multiple users at one time. The first way to do so is by flagging the check boxes in the user rows for the users that you want to activate or deactivate, then selecting Activate or Deactivate from the ellipsis icon menu at the bottom of the page. You can also massively activate or deactivate users via CSV, refer to this manual to learn how to do so.
Please note that it is not possible to change the status of the user currently logged into the platform.
You can also set the expiration date of a user, so they will become a deactivate user after a certain date. To set the expiration date, press the menu icon in the user’s row in the user list, then select the Edit item from the dropdown menu. In the edit menu for the user, find the Expiration field, then click on the calendar icon to select the expiration date from the calendar. Press Confirm at the bottom of the menu when finished.
User Statuses at the Course Level
Superadmins can manually manage and change the statuses of users on a course’s Enrollments page in the platform. There are five possible course statuses for users:
– Not Yet Started. These users are enrolled into the course but have not yet started any training material within the course. For webinar or ILT courses, these users are enrolled into the course but have not yet attended the session(s) in which they are enrolled. Users can freely access the course from their My Courses and Learning Plans area.
– In Progress. These users are enrolled into the course and they have started viewing the training material in the course, but they have not completed the course. For webinar or ILT sessions, these users are enrolled into the course and they have started viewing the training material but not yet completed all training material, regardless of whether they have attended sessions or not. This status may appear for webinar or ILT courses if the user has attended only part of the total amount of sessions in which they have been enrolled.
– Completed. These users are enrolled into the course and they have already completed the course, or all sessions in which they are enrolled in a webinar or ILT course. Users can freely access the course from their My Courses and Learning Plans area.
– Waiting Users. These users have self-enrolled (or were enrolled by someone else) into the course, but they are waiting for Admin approval before being able to access the course. They need Admin approval either because of the enrollment policy of the course or the enrollment capacities. Refer to this article to learn more about enrollment policies for courses. While waiting for enrollment approval, these users do not have access to the course, but they will see a waiting list page when trying to access the course from the My Courses and Learning Plans area.
– Subscriptions to Confirm. These users are enrolled into a webinar or ILT course, but they are waiting on approval to be enrolled into a session of that course, either due to enrollment policies or session capacities. While waiting for enrollment approval into a session, these users have access to the course from the My Courses and Learning Plans area, and they can view the training material in the course. However, they will not be able to actively attend a session of the course. Note that this status appears for E-Learning courses as well, but it serves the same functionality as the Waiting Users status.
– Suspended. These users can access the platform, but they cannot access courses in which they have been suspended. A user is manually suspended in a course by the Superadmin or Power User managing the course. They will not have access to training material or any course page for the courses in which they’re suspended.
– Overbooking. These users are enrolled into the course, but they cannot access the course or any sessions or training material in the course. As an Admin, you must manually assign this status to a user after they have been enrolled into a course.
As the Superadmin (or a Power User with correct permissions in a course), you can always manually edit the user’s status in a course at any time. To do so, access the Admin Menu from the gear icon, then select the Courses subitem in the E-Learning section. Find the course in the list on the main Course Management page, then press the people icon in the course’s Enrolled column.As the Superadmin (or a Power User with correct permissions in a course), you can always manually edit the user’s status in a course at any time. To do so, access the Admin Menu from the gear icon, then select the Course Maintenance subitem in the E-Learning section. Find the course in the list on the main Course Management page, click on the course description and, once in the course area, move to the Enrollments tab.
Find the user on the course’s Enrollments page, then press the menu icon in the user’s item. Then, select Edit Enrollment. In the pop up box, you can change the user’s level or status in the course. When finished, press Confirm. For more information on managing users in courses, refer to these articles.