Adding Affiliation Managers - Genius CE & Enterprise

Introduction

 Managers are users who have a supervisory role in your learning initiative. They can run reports, and they also have a dashboard that is tailored to show them progress, performance, and engagement information about a specific group of learners – specifically, those learners grouped under their Affiliation.

In this article, we will provide an overview of the Manager role, and what it can and cannot do. We also describe the two ways in which you can associate a user as a Manager to an Affiliation in Genius CE & Enterprise. Finally, we also describe the ways in which you can edit the association between a Manager and an Affiliation – allowing you to, for example, ‘promote’ a manager to supervise a higher-level Affiliation, if needed.

The Manager (or “Affiliation”) Role

The Manager Role in Genius CE & Enterprise (also known as the Affiliation-Manager role) is an ‘intermediate’ role. This means that Managers can have some, but not all, administrative responsibilities. What does set Managers apart is that they have visibility over the learners that belong to their affiliation. However, this visibility is limited to the learners in their affiliation only. 

Affiliations and Visibility

For example, let’s take a look at the following Affiliations. To look at Affiliations we click on the Affiliations tab to obtain a visualization of all the affiliations available in your learning initiative:

 

This an example structure of learners, managers, and affiliations summarized in the diagram below:

Now, let’s focus on the Government affiliation (the top-most affiliation). Each Affiliation has a dashboard (more about this in the article series about the Affiliation role), accessible to the user designated as the Manager of this affiliation. In addition, this user will also have access to the Reporting and Enrollments tools that you have access to as an Administrator of a Genius CE or Enterprise instance. However, unlike you, Managers will only have access to reports limited to the learners they are responsible for. 

For example, this is the Manager Dashboard.

Affiliations and the Enrollment Process

As an Administrator, when you create a course, you can set this course up to require approval prior to enrollment. If a learner enrolls in a course that requires approval, the person who grants this approval will be the Manager of the Affiliation that this learner belongs to.

Managers can also be granted permissions to enroll their learners into a course, and they can use Reports to drill down and learn more about the progress, performance, and engagement of their learners in your learning initiative. However, those permissions and those reports will be limited only to the learners that belong to that Manager’s Affiliation.

We describe the process required to turn a regular user into a Manager in the sections below.

Two ways to add a manager:

In Genius CE & Enterprise, there are two ways to designate a User as a Manager. The first way is to add them through the Affiliations tab, which makes it possible for you to see all affiliations, pick the one you are interested in, and assign a manager to that affiliation. This method works best when the user you are trying to add does not exist. 

The second method is to use the Administration tab. This method is better when the user you are trying to add already exists in your learning initiative. We describe how you can add Managers to your Affiliations below. 

Through the Affiliations tab

To begin, click on the Affiliations tab. You will be presented with a complete listing of all the affiliations in your Learning Initiative, with whitespace before the affiliations’ Name to show the dependency relationship between Affiliations.

We scroll down to find the Affiliation we’re interested in – to do this, we click on the affiliation on the main list in the Affiliations page main content. This affiliation below does not have a manager yet, so we need to add one.

To add associate an existing manager to an affiliation, go to Admin > Association > Manager of Affiliation

Click Add new manager:

We can now go back and double-check that the assignment has gone through. On the sidebar, we click on Main Page – and see that the user we just created is now a Manager ( = ‘AFFILIATION’ role) for this Affiliation.

Through the Administration tab

The next method available is to make use of the Administration tab.

Go to Admin > Users and Access > Add User:

Make sure the role is AFFILIATION and then select the affiliation(s) that the user will be a manager of and save.