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Sub-Admin Gating (User Segmenting)

  • Updated
Private Access Only

This feature is currently in Private Access stage and only available upon request from the Tovuti Support Team.

Private Access Features are functional new features that still require some development.

Tovuti Administrative teams vary greatly in size. While some organizations are able to manage their LMS with only a few team members, other enterprise-level companies have a hundred or more Administrators to help manage their tens of thousands of users. 

Admin Gating is the process that Site Admins use to only allow Sub-administrators the information that relates to a specific set of users.

For example, a manager may have access to the User Manager, but should only have access to edit users of a particular user group. 

Another use case is a third-party stakeholder that has access to the Report Builder, and the reports are pre-filtered to only show users from their organization.

This article outlines the following concepts:

 

Admin Gating

Go to People > click Admin Roles and Permissions > click New

people_admin-permissioning_admin-gating_01.png

 

In the Admin Roles tab, select which Sub-Admins are included in this Permission set.

people_admin-permissioning_admin-gating_03.png

 

User Segmenting

In the User Segments tab, configure which users the sub-admin has access to view and edit, also known as “gated users.” Admins may segment by User Group or Individual Users.

people_admin-gating_03.png

 

A user segment gates access to the following areas of the Admin Portal:

All sub-admins can see content created by themselves.

People

  • User Manager
    • List view - only shows gated users
    • Edit view > Assign User Groups tab
  • User Teams
    • List view - only show Teams that include gated users as Members, or Teams created by the Sub-admin
    • Edit view > Team Members and Leaders tab > Team Leaders & Team Members fields
  • User Notes 
    • List view - only show notes from gated users
  • Instructors
    • List view - only show gated users
    • Edit view > User field - only show gated users

Content Creation

  • Interactive Content list view > only see Interactive Content that is included in Courses permissioned to gated users, or the content they have personally authored

  • Quizzes

    • List view - show Quizzes used in a Lesson that is included in a Course permissioned to Gated Users

    • List view - show Quizzes created by the sub-admins
    • List view - show Quizzes used in Lessons created by the sub-admin

    • Settings tab - only show Courses permissioned to gated users

  • Surveys - list view only shows surveys that are:

    • In a Lesson that is included in a Course permissioned to gated users

    • In a Lesson that is created by the sub-admin user

    • Used as a Course Survey in a Course permissioned to gated users

    • Used as a Course Survey in a Course created by the sub-admin user

    • Created by the sub-admin user

  • Media Items

    • List view - only shows those Media Items that are permissioned to the gated users

    • Permissions tab - only show gated users

    • Media Items that have been created by sub-admin are always shown

  • Media Categories
    • List view - only show Media Categories permissioned to gated users or categories created by the sub-admin
    • Edit view
      • Media Category tab - only show Categories permissioned to gated users or created by the sub-admin
      • Permission tab - only show gated users

  • eLearning Packages - list view only shows files that are:

    • Used in a Course that is permissioned to gated users

    • Used in a Course that is created by the sub-admin user

    • Used in a Lesson that is included in a Course that is permissioned to gated users

    • Used in a Lesson that is created by the sub-admin user

    • Always show eLearning Packages created by the sub-admin user

Learning

  • Course Categories 
    • Permissions tab - only show gated users
  • Courses
    • List view - only show Courses permissioned to gated users 
    • Students tab - only shows gated users
    • Permissions tab - only select gated users
  • Course Assignments
    • List view - only show those assigned to gated users
    • Edit view

      • Course selection field - only show gated courses

      • Assignment field - only show gated users

  •  Lessons
    • List view - only show Lessons included in courses that are permissioned to gated users, or those Lessons that the sub-admin has personally created
    • Edit view
      • Overview tab  > Instructors field - only show gated users
      • Details tab > Lesson Coursee field - only show courses permissioned to gated users
      • Content & Activities tab
        • Send Approval Notifications > only show gated users
        • Event activity type > only show events that are permissioned to gated users
        • Interactive Content activity type > only show the IC permissioned to gated users
  • Checklists 
    • List view - only show checklists assigned to gated users or those created by the sub-admin
    • Edit view
      • Assign Users tab - only show gated users
      • Checklist Items tab - when selecting a Course, Lesson, Event, or Video in the Settings section, only show items permissioned to gated users or those created by the sub-admin
  • Virtual Classrooms 
    • List view - only show Virtual Classrooms permissioned to gated users or those  created by the sub-admin
    • Edit view, Details tab > Hosts and Class Creaqtor fields - only show gated users
    • Edit view, Attendee Access tab - only permission to gated users
    • Edit view, Attendance tab - only show gated users
  • Course Comments
    • List view - Only view comments from gated users
  • Awards 
    • List view - only show Awards that at least one gated user has earned or awards created by the sub-admin
    • Requirements tab
      • Requirement type = Assigned > only show gated users
      • Requirement type = Conditional > Course, Category, Event, Lesson, Quiz, Checklist, User Group, and Access Level selectors filtered by gated users
    • Actions tab > only show gated User Groups to add/remove user groups

Analytics

  • Report Builder - Run Report only shows gated users
  • Activity Reports - Run Report only shows gated users
  • Activity Dashboards - Run Report only shows gated users
  • Quiz Results - only show gated users

Expiration Reports aren’t gated as there are no associated User IDs or User Groups to segment.

Social

  • Event Dashboard
    • Latest Registrants list - only show gated users
    • Upcoming Events list - only show events permissioned to gated users or events created by the sub-admin
    • Statistics - only show data from gated user
  • Event Registrants
    • Registrant list - only show gated users
      • Select event dropdown - only show events permissioned to gated users

  • Event Categories

    • Parent field - only show categories permissioned to gated users

    • User Group Access - only show gated user groups

  • Events

    • List view - only show events permissioned to gated users and events created by the sub-admin

    • Basic information tab

      • Category field - only show categories permissioned to gated users

      • Registration Access or View Access - only show Gated users

      • Instructor - only show gated users

      • Courses - only show courses permissioned to gated users

    • Discount settings tab - only show gated users

    • LMS Courses tab - only show courses permissioned to gated users

    •  

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