Access Setup - Genius CE & Enterprise

Below is the overview of all the current default permissions for the included roles. An authorized user (usually the system administrator) can manage and override any of those permissions.  All the permissions are divided into two larger categories: 

• - User permissions (admin, manager (affiliation), coach, instructor)
• - Learner permissions - those who will only see the training offerings. 

The table lists all the user-based roles with the X where the permission is enabled (turned on), where the cell is empty, the access is not set up by default. All changes can be made under Administration > Access Setup. At the bottom of the page is an attachment with all the listed permissions for download. 

Module	Access to:	Admin	Affiliation (Manager)	Coach	Instructor	Description
Home module	- Is intended as the landing page for any non-learner account
	Dashboard	X	X	X	X	Home Dashboard is the default landing page for the user accounts. The dashboard can be customized with the specific to the role reports added.
	Edit Account	X	X	X	X	Allows to edit own account basic information: first name, last name, email, affiliation and other available fields. Reset own password is also located here.
	Go to LMS	X		X	X	Allows to go to the connected LMS (if corresponding account exists there).
Learners module	- Is intended for managing learners, can also be used to communicate with your learners through the Automated Notifications features included with Genius.
	Learners	X	X	X	X	Lists all learner accounts (active or archived)
	Bulk Actions	X	X	X	X	Allows to search for the learners to perform specific actions with.
	Bulk Email	X	X	X	X	Allows to send bulk emails
	Bulk Archive	X	X	X	X	Allows to archive learners in bulk
	Bulk Enroll	X	X	X	X	This tool allows you to select a large group of learners and then enroll your selection into the section of your choice.
	Bulk Affiliation	X	X	X	X	Allows to assign affiliation to the group of learners
	Bulk Learning Path	X	X	X	X	Allows to enroll a group of learners into a Learning Path
	Get Transcript PDF	X	X	X	X	Allows to download all the transcripts in bulk for the selected learners.
	Add Learner	X				Allows to create a new learner account manually
	Import CSV	X	X	X	X	Allows to upload a CSV file to create learner accounts in bulk
	Nominate	X	X	X	X	Allows for the AFFILIATION (Manager) to nominate any learner for a selected course. An admin has to confirm the nomination for the learner to get enrolled.
	Information	X	X	X	X	Learner main information overview
	Resend Enrollments	X	X	X	X	Used to synchronize enrollments between Genius and LMS (resends all active enrollments)
	Reset Learner Password	X	X	X	X	Sends an email to the learner with the new reset password
	Login in as User	X	X	X	X	Allows to log into the system as the selected user.
	Edit	X	X	X	X	Allows to edit account basic information: first name, last name, email, affiliation and other available fields for the learner
	Roles	X	X	X	X	Allows to assign more roles to the selected learner.
	Ledger	X	X	X		Ledger provides all financial transactions that are associated to a learner record. It lists their current balance based on charges and payments.
	Files	X	X	X	X	Files provides access to all uploaded files that are associated with the learner.
	Audit	X	X	X	X	Audit gives you a log over a specific timeframe for every action related to the Learner, who initiated that action, what exactly was performed, and when.
	View Notes	X	X	X	X	Shows any notes added to the learner profile
	Add Notes	X	X	X	X	Allows to add notes to the learner profile
	Active Enrollments	X		X	X	Shows any active (current) enrollments
	Edit Enrollment	X	X	X	X	Allows to edit an enrollment: dates, grade, status
	Drop selected	X	X	X	X	Allows to drop the learner from the course
	Complete selected	X	X	X	X	Allows to complete an enrollment
	Bulk edit	X	X	X	X	Allows to perform actions to multiple enrollments as a time
	Enrollment History	X	X	X	X	Enrollment History show you all enrollments, regardless of the enrollment status:  ACTIVE, DROPPED (a drop after grace period), DROPPED_GRACE (a drop within grace period), COMPLETED, BLOCKED (blocked from completing enrollment), FUTURE (paused enrollment until a future date).
	Attendance Report	X	X	X	X	Enrollment Log will show you every enrollment status change from the time their Learner account was created.
	Enrollment Log	X	X	X	X	Enrollment Log will show you every enrollment status change from the time their Learner account was created.
	Learning Path Requirements Met	X	X	X	X	Learning Path Requirements Met will show all learning paths, mandatory and optional requirements to complete the learning path, and how many of those requirements have successfully been met by this learner.
	Gradebook	X	X	X	X	Gradebook will show you all course-sections the learner is actively enrolled in, and all the LMS gradebook columns, and the values in those columns.
	Transcript	X	X	X	X	Allows to view and download the transcript for a specific learner
	Competencies Achievement report	X	X	X	X	Shows all the competencies the learner has received in the associated training section and hours.
	Plan		X			Shows all the training offerings, including manually added courses and history, as well as planned courses based on the learning path
	Pacing		X		X	Here you can see how many assignments the learner must complete per day in order to finish the course on time.
	Enroll in Learning Path	X	X	X	X	Allows to assign the learning path to a specific learner.
	Enroll in Section	X		X		Allows to enroll the learner into the available sections
	Transfer into Sections	X		X		Transfer into Section will allow the user to transfer the active enrollment from one Genius course-section into another Genius course-section. Once the transfer occurs, you should Resend Enrollments for the transferred learner to send the new enrollment to the LMS the course-section is delivered on.
	Reinstate in Section	X		X		Reinstate in Section will allow you to convert a mistaken DROPPED or COMPLETED enrollment status back to ACTIVE.
	Send Email	X	X	X	X	Allows to send a one-time email to the learner
	Associate to Coach	X	X		X	Associate to Coach allows the user to associate a learner to a coach. A coach will only see learners they are associated with.
Enrollments module	- Is intended for reviewing active enrollments and performing bulk actions, such as emails
	Active Enrollments	X	X	X	X	Shows all active enrollments for all available learners (subject to the affiliation restriction)
	Bulk Actions	X	X	X	X	Allows to perform a search to send bulk email to the selected enrollments or create an auto email.
	Auto-Emails	X	X	X	X	Users can setup automatic notifications to alert learners about important events, such as the start of a course or a reminder that they have to complete certain courses before their certification expires.
	Import CSV	X	X	X	X	Allows to use a CSV file to upload enrollments.
Affiliations module	- Makes it possible to create new affiliations and access the tools required to modify an affiliation's basic information, as well as view lists and reports that are centered around specific affiliations.
	Affiliations	X	X			Allows to preview all the active and available affiliations.
	Add Affiliations	X	X			Add Affiliations makes it possible for you to create an affiliation and add it your instance of Genius.
	Information	X	X			Affiliation Profile page
	Edit	X	X			Edit the data used to create this Affiliation.  You can make changes to an Affiliation’s name, level (the Affiliation under which it sits, or its parent), the contact information for the person responsible for the Affiliation, and any other custom fields you may have defined for Affiliations in your instance of Genius.
	Audit	X	X			Audit gives you a log over a specific timeframe for every action related to the Affiliation, who initiated that action, what exactly was performed, and when.
	Active Enrollments	X	X			Shows all enrollments for this affiliation.
	Enrollment History	X	X			You can use the Enrollment History feature to check the historical enrollments for all learners
	Attendance Report	X	X			Shows manually taken attendance
	Competencies Report	X	X			Shows any associated competencies
	Add Manager	X	X			Allows to create and assign a new manager to the affiliation.
	Learners	X	X			A list of all learners that belong to this Affiliation.
	Templates	X	X			Makes it possible for you to create personalized notifications that are automatically sent to your users with assigned to varied affiliation.
Learning Paths module	- Learning Paths are one of the key features included with the Genius SIS. Through Learning Paths, you can combine courses into a ‘program’.
	Learning Path	X	X	X	X	Lists all existing Learning path
	Add Learning Path	X	X	X	X	Allows to add a new Learning path
Courses module	- Courses - used to perform operations with courses, including creating them both manually and in bulk.
	Courses	X	X			Lists all courses (active or archived)
	Add Course	X	X			Allows to create a new course manually
	Import CSV	X	X			Allows to upload a CSV file to create courses in bulk
	Information	X	X			Courses main info
	Edit	X	X			Allows to edit course basic information: name, category, status, affiliation and other available fields for the learner
	Audit	X	X			Audit gives you a log over a specific timeframe for every action related to the Course, who initiated that action, what exactly was performed, and when.
	Active Enrollments	X	X			Shows any active (current) enrollments
	Enrollment History	X	X			Enrollment History show you all enrollments, regardless of the enrollment status:  ACTIVE, DROPPED (a drop after grace period), DROPPED_GRACE (a drop within grace period), COMPLETED, BLOCKED (blocked from completing enrollment), FUTURE (paused enrollment until a future date).
	Add Section	X	X			Allows to create a new section for the course which was created.
	Bulk Certificates	X	X			Allows to bulk download certificates of completion.
	Templates	X	X			Allows to change default email templates for a specific course.
Sections module	- Sections - used to perform operations with courses, including creating them both manually and in bulk.
	Sections	X	X		X	Lists all sections (active or archived)
	Add Section	X	X		X	Allows to create a new section manually
	Import CSV	X	X		X	Allows to upload a CSV file to create sections in bulk
	Information	X	X		X	Section main info
	Edit	X	X		X	Allows to edit section basic information: name, term, cap, status, affiliation and other available fields for the learner
	Audit	X	X		X	Audit gives you a log over a specific timeframe for every action related to the Section, who initiated that action, what exactly was performed, and when.
	Active Enrollments	X	X		X	Shows any active (current) enrollments
	Enrollment History	X	X		X	Enrollment History show you all enrollments, regardless of the enrollment status:  ACTIVE, DROPPED (a drop after grace period), DROPPED_GRACE (a drop within grace period), COMPLETED, BLOCKED (blocked from completing enrollment), FUTURE (paused enrollment until a future date).
	Attendance	X	X		X	Attendance - allows you to view reports around attendance, and check if a specific learner has attended his or her onsite or live online learning opportunities.
	Attendance Report	X	X		X	Shows manually taken attendance
	Competencies Report	X	X		X	Shows associated competencies
	Bulk Transfer	X	X		X	Bulk transfer enrollments from one section of the course to another.
	Bulk Certificates	X	X		X	Allows to bulk download certificates of completion.
	Templates	X	X		X	Allows to change default email templates for a specific section.
	Roster Sign in	X	X		X	Allows to download the section enrollment list for printing.
Instructors module	- Instructors - allows you to perform operations with your instructors, including adding an instructor, editing an instructor's information and searching for an instructor in your learning initiative.
	Instructors	X	X		X	Lists all instructors (active or archived)
	Add Instructor	X			X	Allows to create a new instructor manually
	Import CSV	X	X		X	Allows to upload a CSV file to create instructor in bulk
	Information	X	X		X	Instructor main info
	Edit	X	X		X	Allows to edit instructor basic information: last name, first name, email, cap, status, affiliation and other available fields for the instructor
	Roles	X	X		X	Allows to assign more roles to the selected instructor.
	Audit	X	X		X	Audit gives you a log over a specific timeframe for every action related to the instructor, who initiated that action, what exactly was performed, and when.
	View Notes	X	X		X	Shows any notes added to the instructor profile
	Add Note	X	X		X	Allows to add notes to the instructor profile
	Active Enrollments	X	X		X	Shows any active (current) enrollments
	Enrollment History	X	X		X	Enrollment History show you all enrollments, regardless of the enrollment status:  ACTIVE, DROPPED (a drop after grace period), DROPPED_GRACE (a drop within grace period), COMPLETED, BLOCKED (blocked from completing enrollment), FUTURE (paused enrollment until a future date).
Coaches module	- Coaches in Genius are a way to provide your learners with an additional set of eyes watching over them and ensuring that their learning experience is positive.
	Coaches	X	X	X	X	Lists all coaches
	Add Coach	X	X	X	X	Allows to create a new coach manually
	Information	X	X	X	X	Coach main info
	Edit	X	X	X	X	Allows to edit coach basic information: last name, first name, email, affiliation and other available fields for the coach.
	Active Enrollments	X	X	X	X	Shows any active (current) enrollments
Reports module	- Reports - provides access to all the built-in reports included with Genius, as well as the powerful Report Builder and SQL Query Builder that provide complete flexibility when it comes to creating reports in Genius.
General Reports	Overview	X	X			General system overview
	Statistics	X	X			Here you can see an overview of Instructor and Course statistics for current enrollments.
	LMS Integration	X				LMS integration status and logs
	Expiration Reminders	X	X			Shows expired certification and allows to send the reminder manually.
	Learning Paths	X	X			The Learning Paths Status report allows you to see the status of each learner in each learning path created in your organization’s learning initiative.
Communications	Bulk Email Logs	X	X			Logs for the bulk email process
	By User and Type	X				Statistic on all the communication methods by learner
	By Date and Type	X				Statistic on all the communication methods by date
	View List	X				Communication logs (emails, autoemails, manual inputs, etc.)
Activity	By Learner	X				This report will allow you to track your learners’ Activity. Time spent in the LMS, if LMS reports it back
	Learner Audit	X	X			This will search the learner's audit log.
Completion	By Instructor	X				Reporting on all the instructors, their enrollment stats and completion rates
	By Course	X				This report allows you to track course enrollment numbers and completion rates.
	By Section	X	X			Reporting on all the sections, enrollment stats and completion rates
	By Affiliation	X	X			This report will allow you to track the enrollment, completion and drop rates for each affiliation that has been created in your instance of Genius.
Enrollments	Enrollment History	X				This report, available is one of the main enrollment reports and will allow users to see detailed enrollment data across their entire learning initiative.
	Course Requests	X	X			You can approve or deny course “requires approval” requests
	Waiting List	X	X			Shows learners added to the waiting list
	New Learner Approval	X				Shows new system registrants waiting for account approval
	Drop Requests	X				Shows learners waiting for the class withdrawal approval
	Requested Credits	X	X			Shows all the pending Credit Requests
External Files	External Files Uploaded	X	X			Shows all the uploaded external file requirements.
Finance	Learners with balance	X				Shows all the learners and their balance (class charges)
	Ledger Report	X				Comprehensive report by date on the charges and credits for courses
Asset Tracking	Inventory	X				Allows to track organization inventory (computers, projectors, etc.)
	Asset History	X				History of the assets/inventory checked/reserved
	Shipment Report	X				Distribution report of the inventory
Dynamic Reports	Report Builder	X				You can creating your own Reports through the Report Builder. You can pick and choose fields you want through a graphical user interface, and then determine filter criteria to reduce the size of the information pulled from your database.
	Query Builder	X	X			Users can create reports using the Query Builder, they can either get all the data or data filtered by affiliation.
	Run Report	X				Allows to run pre-created reports
	Subscription	X				Allows to create subscription (emails) for the specific reports.
Management module	- Allows to see the basic reporting and stats for the assigned affiliation.
	Management dashboard		X			If enabled, manages can see some reports about their affiliation learners
Administration module	- Allows to manage the system as a whole, create users, roles, permissions and perform general configuration tasks for Genius.
General	Overview	X				General system information
	View Logs	X				Genius SIS tracks any data changes, such as the creation of new courses or the changing of existing learner information, in a dedicated log. This log tracks the changes made, who made them and when they were made
	Find Files	X				Genius SIS allows users to upload files to a course, learner, or Learner profile. This page will let the Administrator quickly find files, no matter where they were attached to.
Recurring jobs	Edit Jobs	X				This is where you will see the current jobs that are scheduled in the system. In this page the Administrator can view, edit, or add a new scheduled job.
	Prescriptive Rules	X				In this page the Administrator can view, edit, and add a new prescriptive rule.
Association	Managers of Affiliation	X				This page will let Administrators change these associations by creating new associations or editing existing ones.
	Role to LMS	X				Under dev/reevaluation - to map Role X in Genius equals role Y in the LMS
	Category to LMS	X				Under dev/reevaluation - to map Category X in Genius equals category Y in the LMS
Users and Access	User-defined Role	X				The Administrator can create additional roles in addition to pre-defined roles
	Access Setup	X				Each role may have a different access configuration. Using this page, the Administrator can configure, for each user role, what pages and modules can be seen by each role.
	Find Users	X				Lists all the system users regardless of the role.
	Add User	X				Allows to add user
	Delete User	X				Allows to delete any user
	Duplicate Users	X				Duplicate Users report that will find users with the same name or email address.
	Customize Dashboard	X				The user can select a role and customize the dashboard for that role
System setup	Parameters	X				This page will let the Administrator view and change the parameters that control the software behavior.
	Templates	X				This page will let users create and edit templates.
	Lists	X				This page will let users edit a dropdown with options to be selected by users. Add new values or modify existing ones.
	File Upload	X				This page will let the Administrator upload files to a Genius folder, so that it can be referenced in other places of the software.
	LMS	X				This page allows the user to view and edit the LMS systems.
	Delete an Object	X				This page allows the Administrator to Delete an Object such us Course, Section, Instructor, Learner, User or Affiliation.
	Themes	X				In this page the user can define the colors, fonts, and themes of the Genius pages.
	Custom Fields	X				Allows to add more fields to the learner, section, course, affiliation, etc.
	Custom Lists	X				Allows to create custom lists to be used for the learner, section, etc. pages
	Coupons	X				The course prices can be discounted by using coupon codes. In this page the Administration can Add a coupon code, edit an existent one or view all the coupon codes and its details.
Operations	Terms	X				Allows to manage or add new terms
	Copy Term	X				This page is straightforward to use and will allow the Administrator to make copies of the terms created. This functionality will copy all selected sections from one term to another, changing the short name if necessary.
	Categories	X				Allows to manage categories that organize the courses on the catalog
	Import CSV	X				Uploading and Updated CSV
	Certificates	X				Allows to manage system certificates
	Force Enroll	X				The “Force Enroll” feature is only available to administrators and gives them the ability to bypass all enrollment restrictions, getting the learner immediately enrolled into a course-section
Asset Tracking	Asset Types	X				In this page the Administrator can add, view, and edit types of assets to the system.
	Inventory	X				Allows to manage available/not-available assets
	Section Assets	X				Allows to distribute/assign assets to the sections

Learner role access is much more limited: 

Feature	Learner	Description
Dashboard	X	Allows access to the active courses, informs learner about  progress, performance and engagement in your learning journey in an intuitive way.
Register for Course	X	Allows access to the course catalog - to browse, search and filter through the courses that are available to you as a learner.
Request Credit	X	Allows access to request a credit for the course taken outside of the system (e.g. another vendor or in person course/conference)
Withdraw from Course	X	Allows to request a courses withdrawal  (drop from a course)
Print Transcript	X	Allows to review and download the transcript / training record
External Files	X	Allows to manage and review external files, such as document prerequisites
Help	X	Shows the 'Help' link to the Genius documentation.
Edit Account	X	Allows to edit Profile Information
Go to LMS	X	Allows to navigate to the LMS