Creating Managers & rolling out access
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Learn the different ways to set a customer User up as a Manager (read more about the Manager Portal & access) and how to rollout access to them!
Giving your customers access to the Manager Portal starts with setting up the right people in the right way - and introducing it at the right time.
In this guide, you’ll learn how to assign the Manager Role to your customer Users, control which Accounts they can manage, and understand the different ways Managers can be created within your platform.
We’ll also explore how to roll out access effectively, so your customers feel confident using the portal and can start managing their team’s learning straight away.
By the end of this guide, you’ll be ready to not only create Managers, but introduce the Manager Portal in a way that drives adoption and delivers real value.
How Manager Users are created
In many platforms, Managers are created automatically when a new customer registers through your basket. The person completing the registration is typically assigned as the Manager for that Account.
However, you always have full control.
As an Administrator, you can:
Assign the Manager Role to any User
Define which Accounts they manage
This gives you flexibility to control exactly who has Manager access and what they can see.
Create a new Manager User
If you would like to create a new User and provide them with Manager access, follow the below steps:
From the main menu, open the ‘Users’ option to view the Users DataGrid
Click the green ‘Add User’ button
Fill in the User's details such as First Name, Last Name, Email, Main Account, etc.
From the ‘Main Role’ drop-down box, select 'Manager Role'
Click ‘Save’ to create your new Manager User
You will get access to extra options in the User Management Menu, such as ‘Personal’ and ‘Contact’
Click to open the ‘Roles’ option from this management menu
Check that the User’s Manager Role is allocated to the correct Account
This is an important step, the Account(s) assigned to a Manager determine which Users they can view and manage. If this is set incorrectly, it could result in Managers having access to Users they shouldn’t see, which may lead to GDPR concerns.
If no Account or Account Group is selected, the Manager will have visibility of all Users in your platform.
Top tip!
If you need to create a lot of Manager Users in one go, you can import this! This would be processed as a two-step import, first you would import the Users, then import their Role. Please see the below guides:
Update an existing User to have Manager access
If you would like to promote an existing User to have Manager access, follow these steps:
Open the Administration menu from the top-right of the platform
Click to open the ‘Manager Access’ option
Click the ‘Add Manager Access User’ button at the top of the DataGrid to add a new Manager
This will open a pop-up window called ‘Manager Access’
Select the User you wish to make a Manager, then choose which Account(s) or Account Group(s) they should manage
Please note, leaving these fields blank will make the User a Manager over your entire platform.Click Save & Close to update this User to have Manager access
Top tip!
You can always come back to the Manager Access page to update which Accounts / Account Groups a User should have Manager Access for
How to remove a Manger's access
To stop a User from having Manager access entirely, follow these steps:
Open the Administration menu from the top-right of the platform
Click to open the ‘Manager Access’ option
Search for the User whose Manager permissions you wish to remove
Right-click on this User in the DataGrid and select the ‘Delete’ option from the context menu, this will not delete the User - it will only delete their manager access
Rolling out Manager access
Once you’ve created or imported your Managers, the next step is deciding how and when to introduce them to the Manager Portal.
A thoughtful rollout can make a big difference to adoption. Rather than simply providing access, it’s important to consider:
When is the right time to introduce the portal
How and when you’ll promote it and remind Managers to use it
How you’d like to handle any questions or support requests
This approach helps to make sure your Managers understand the value of the portal and feel confident using it from the start.
It’s worth noting that this guidance applies to Managers you have created or imported. If a Manager has registered themselves through a booking, they will already be aware of their access, as they will have set up their login details during registration. For these Managers, you may instead choose to send a welcome email to introduce the portal’s features and highlight how they can use it effectively.
Introduce it at the right moment
When you’re introducing the portal to your managers, whether this is in person, over email, on a call.. you want to clearly communicate why it exists - that it’s there to give them more control, more visibility, and quicker access to the information they need.
Introducing the Manager Portal works best when there’s an immediate reason for them to use it, for example, when they’re booking training, reviewing their team’s progress, or managing upcoming courses.
We’ve seen a lot of success when the Manager Portal is rolled out alongside demand.. A customer has asked you for some data, send them their login details!
If that’s a bit too awkward and hard to keep track of, another approach we have seen work well is to introduce it just after you have published a new schedule of Courses.
Here is an example email:
Promote it constantly, not just once
The next part is promotion, and this is where a lot of rollouts fall short!
Sending one email and hoping customers adopt it isn’t usually enough – people are busy, they forget. Instead, you want to make the Manager Portal part of your regular communication.
That could be including it in course announcements, sending targeted campaigns to your Managers, or reinforcing it in conversations with your customers.
The more they see it, and the more they’re reminded of the value, the more likely they are to start using it as their go-to.
Be ready to support & answer questions
Finally, be ready to support your customers as they start using the portal.
Even though the experience is designed to be intuitive, there will always be some initial questions.
Things like: ‘What should I be using this for?’ and ‘Am I seeing the right information?’
Make sure your customers know where to go when they have questions, and be ready with clear answers.