Summary
Team and line managers can now access their personnel and direct reports without seeing other personnel in the organisation.
However, this requires their matching user profile to be set up correctly to ensure they see only their teams and direct reports.
Please follow the steps below carefully to avoid giving access to the wrong personnel.
Who can use this feature?
🏘️ Team Manager access: available on all Training Register plans
👷 Line Manager access: available on the Business and Enterprise plans
Need more information about Teams?
Accessing Teams as a Team or Line Manager: what they see when they log in
Team Managers
Who are team managers, and what can they do?
Team managers can:
Be assigned to multiple teams
View personnel’s details
Manage training for personnel in their team (add, delete, record and book training)
Create and generate reports for all personnel in their teams
Download personnel’s individual reports with evidence
They can’t:
View profiles of personnel who are not in their team
Delete and archive personnel
If a team manager has other user permissions, they can also:
If a team manager has other user permissions, they can also:
If a team manager has the personnel viewer permission, they can also:
View profiles of all other personnel that belong to their division
If a team manager has the personnel editor permission, they can also:
View and edit profiles of all other personnel that belong to their division
Add and delete personnel from their teams and accounts
Assign roles to personnel
If a team manager also has the ‘roles and courses editor’ permission, they can also:
Add and delete roles and courses in Role and Course register
Add role-course requirements (not to personnel, just linking roles and courses)
How to add a team manager
Only users can be added as team managers. In order to add someone as a team manage:
Configure their user access and give access to the right divisions:
Go to Settings ⇒ Users ⇒ Add user ⇒ Add their email, first name and last name.
You can also edit an existing user if they already exist
The user email must match the one on the personnel profile
Give them access to a division(s) where their team lives.
Do not assign any additional permissions to them
This means do not add them as personnel viewers or editors. This will give them access to all personnel in the division, rather than the specific teams.
You must only tick the division under the "Access" column and nothing else for the team manager access to work. See the screenshot below
You can ignore the Project Editor.
Do not give any additional permissions to the user if you want them to only see their team and no other personnel.
You must only tick the "Access" column for the division within which their team sits.
Do NOT tick personnel viewer or editor: this will give them access to all personnel in the division, including those outside the manager's teams.
As you can see in the image, the Access column is ticked, but no permissions under the Training sections are selected. Once they are set up as a team manager, they will see the teams in the divisions that they manage.
Set them up as a Team Manager for their Teams
Go to Personnel/Training ⇒ Teams ⇒ Select a team ⇒ Add them as a Manager in the dropdown selection.
Line managers
Who are line managers, and what can they do?
Line managers can:
Be assigned as a line manager of multiple personnel.
View profiles and training of their direct reports.
Download individual training reports of the personnel they line manage.
Create and generate reports for all personnel they line manage.
They can’t:
View profiles of personnel who they don’t line manage.
Manage the training of their direct reports (add, delete, record and book training).
Delete and archive personnel.
If a line manager is a team manager, they can also:
Manage training for personnel in their team (add, delete, record and book training) Read more about team managers in the section above.
If a line manager also has other user permissions, they can:
If a line manager also has other user permissions, they can:
If a line manager has a personnel viewer permission, they can also:
View profiles of all other personnel that belong to their division.
If a line manager has a personnel editor permission, they can also:
View and edit profiles of all other personnel that belong to their division.
Add and delete personnel from their teams and accounts.
Assign roles to personnel.
If a line manager also has a "roles and courses" editor permission, they can also:
Add and delete roles and courses in the Roles tab and Course register.
Add role-course requirements (not to personnel, just linking roles and courses).
How to add a line manager
The process for setting up a line manager user is similar to a team manager.
Line managers can only access and view their direct reports on the Business and Enterprise Training Register plans
Configure their user access and give access to the right divisions:
Only users can be added as line managers. In order to add someone as a line manager:
Go to Settings ⇒ Users ⇒ Add user ⇒ Add their email, first name and last name.
You can also edit an existing user if they already exist
The user email must match the one on their personnel profile
Give them access to a division(s) where their direct reports are located.
Do not assign any additional permissions to them (if you want them to only see their direct reports)
This means do not add them as personnel viewers or editors. This will give them access to all personnel in the division, rather than the specific teams.
You must only tick the division under the "Access" column and nothing else for the team manager access to work. See the screenshot below
You can ignore the Project Editor.
Do not give any additional permissions to the user if you want them to only see their direct reports and no other personnel.
You must only tick the "Access" column for the division within which their team sits.
Do NOT tick personnel viewer or editor: this will give them access to all personnel in the division, including those outside the manager's teams.
Set them up as a Line Manager
Go to a personnel profile of someone they line manage ⇒ Edit personnel ⇒ Assign them as a line manager.
This person will then appear under their direct reports.
What do team/line managers see when they log in?