User roles and Management portal overview
  • 15 Nov 2019
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User roles and Management portal overview

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Microsoft Community Training management portal is a one-stop-shop for all administrative functions like course management, user management, tracking and monitoring the training with analytics, portal settings etc. It is designed on role-based access and functionalities are available to the users as per granted management permissions.

The functionalities in the management portal are divided into 4 categories as specified below:
role based mgmt portal

Types of user personas in Microsoft Community Training Platform

An end user persona can either be a Learner or an Administrator on the platform. Administators are repsonsbile for performing activities like content upload, user import, portal customization, analytics, etc on the management portal.

To execute these functions, the platform provides a role-based hierarchy of administrators i.e. Organization administrators, Category administrators, Course administrators and Group administrators where each administrator is responsbile for performing specific set of functions as described below:

Hierarchy graph

1. Organization Administrator

This role is assigned to decision makers or program owners who are responsible for the overall execution, monitoring and success of the training program. The organization administrator can use the management portal to create content, manage users, enroll learners to courses, use reports & analytics, and customize the portal for branding purposes.

Here are the steps on how to assign organization administrator permission to a user.

Except for portal branding and profile page customization, organization administrator can delegate all the other activities like content management and user management to other administators on the portal

2. Content Administrator

This role is assigned to a content expert who is responsible for creating, managing and reviewing courses on the management portal for the training program. There are two levels of content administrator in the management portal:

Category Administrator

Category administrators can create a new course and manage all the existing courses for a given category they are assigned as administrator. A user can be a category administrator for one or more categories on the management portal.

Here are the steps on how to assign category administrator permission to a user.

Organization administrator is responsbile for adding users as category administrator on the portal

Course Administrator

Course administrators can manage and update content only for the courses they are assigned as administrator. A user can be a course administrator for one or more courses on the portal.

Here are the steps on how to assign course administrator permission to a user.

A categrory administrator can also be added as a course administrator for a course under a different category on the portal.

3. Group Administrator

This role is assigned by organization administrator to a grassroot-level facilitator, trainer, supervisor or manager who is responsible to drive learner engagement and adoption of the training program on the ground. The group administrator takes care of onboarding users, assigning courses and driving course completion via announcements/discussions forum.

Here are the steps on how to assign group administrator permission to a user.

A user can have more than a administrative role on the portal. For e.g. a user can be both course administrator and group administrator

4. Learner

This is the default role assigned to any user added to the portal. User with this role permission can only view and consume the learning content and don’t have access to the administrative functionalities on the platform.

There is no restriction on the number of users you can add in the portal for a given administrative role. For e.g. you can have multiple organization administrators for the portal

Role based access to Management Portal features

Organization can assign specific administrative roles to the user and provide access to relevant features on the management portal to help the user execute administrative functions required for the role. The table below outlines features accessible to different administrative roles and operations they can perform:

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