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Configuring Competency access roles
Who is this article for?Administrators who want to learn how to configure Competency access roles.
Administrator permissions are required.
Configuring competency access roles is crucial for maintaining data security and ensuring appropriate user permissions within your training management system. This article explores the four primary access levels—general, read-only, manager, and administrator—detailing how to set up and manage these roles to strike the right balance between operational efficiency and data protection, whilst enabling staff members to access the information and functions necessary for their specific responsibilities.
1. Competency access roles
Users are given different permission levels based upon their access requirements. Permissions for all Lucidity applications are set via Lucidity Access and are generally configured by the system administrator. The standard roles typically provided in all new Lucidity system builds are as follows. These can be edited by system administrators as required.
|
User role |
Role description |
|---|---|
|
General User |
Using Competency, a user can complete eLearning and view their own historical records and submit their own tickets and qualifications, and manage their own actions |
|
Read Only |
Using Competency, a user can view all records, needs and roles; and run reports |
|
Contractor Representative |
Using Competency, a contractor representative can assign training roles and submit records on behalf of their subcontractors (scoping required to specific company) |
|
Manager |
Using Competency, the user can manage people, records and needs (cannot delete); view roles, run reports, use dashboard widgets and manage actions |
|
Administrator |
Administrator role for Competency |
1.1. General user
By accessing the My Training tab, general users have the ability to upload their own existing training records, complete online eLearning training requirements and view their historical records.
Video: My Training Tab
Menu Options:
- Online Training: training capabilities listed here identifies that there is an existing training need within Lucidity Competency and the user has online eLearning to complete.
- My Tickets: allows for the uploading of personal qualification and tickets by the user.
- Training History: lists all historical training of the user, including licenses and tickets that have been uploaded into the system as well as completed eLearn training. The user has the ability to view and print these records.
Additional Tab Options:
- Competency: this option is used to change to other Lucidity Modules installed and accessible by the user
- Actions: consists of training-related tasks allocated by the manager and/ or the local administrator for the user to be completed. For example, to complete a Training Evaluation Form.
1.2. Read Only
End-users may be given read only to Lucidity Competency in order to allow them to view training records, roles and needs and run reports.
1.3. Manager
The Competency manager role may not always be assigned to managers within the business but is more a management of the system role, often given to those who are the responsible for the data entry of records or the allocation of training requirements. Managers will be able to manage all aspects of records and needs (but will not be able to delete them), view roles and manage their own dashboard. With correct scoping applied, they will only be able to view the records and needs from specified organisational areas.
The Capabilities tab is the central location for training records and has several menu options. The menu and tab options relevant for managers are:
-
People menu
-
Records menu
-
Needs menu
-
Reports menu
-
Roles tab
-
Actions tab
-
Dashboard tab
1.4. Administrator
Administrators will generally have access to all users and functionality within the system. In addition to the same functionality as managers, administrators can also:
- Access all users.
- View, edit, add and delete training records and needs.
- Add and edit roles.
- Add and edit capabilities.
- Access all menu and tab options.
2. Retaining system integrity
Only the administrator has the permission to manage master data such as capabilities and managed lists. It is recommended that the number of administrators per instance of Lucidity Software is kept to a minimum to retain integrity and consistency across the system configuration and to avoid duplication. It is a worthwhile exercise to create a standard set of guidelines that all new master data entered must follow.