Every authorisation group in PlusPort Academy has a type. The type determines the role that the authorisation group is intended for and which specific features are made available. In this article you will find an overview of all available authorisation group types, what they mean and when to use them.
Prerequisites
- You need the right Beheer Rechtengroepen (Manage Authorisation Groups) to create and configure authorisation groups.
- The type of an authorisation group can only be set when creating it. It cannot be changed afterwards.
Overview of authorisation group types
Below you will find an overview of all authorisation group types and their purpose.
| Type | Purpose | Default assignable |
|---|---|---|
| General | Administration rights and general portal functions | No |
| User | Rights for end users (own profile, trainings, catalogue) | Yes |
| Manager | Rights for line managers (manage team members, approvals) | Yes |
| HRM | Rights for HR staff (broad user management, certificates) | Yes |
| Trainer | Rights for trainers and instructors (participant lists, attendance) | Yes |
| Supplier | Rights for external training providers (training planning, definitions) | Yes |
| Reporter | Rights for reporting (all reporting modules) | Yes |
| Owner | Rights for owners of trainings and schedules | No |
| Practice supervisor | Rights for coaches supporting practical assignments | No |
| Observer | Rights for merging data | No |
| Project leader | Rights for managing projects and teams | No |
Note: The column Default assignable indicates whether you can activate the Default option when creating the authorisation group. When an authorisation group is marked as default, new users with that role are automatically assigned to this authorisation group.
Description per type
General
The General type is intended for authorisation groups that contain administration and configuration rights. Think of rights for managing portal settings, imports, authorisation groups, SSO, LTI integrations and other system-wide functions.
Typical rights in this type include:
- Management of portal settings and departments
- Access to the import module
- Management of friend relations and content groups
- Configuration of start pages, translations and forms
Note: Rights of any type can also be included in an authorisation group of the General type. This means you can combine user rights with administration rights in the same group.
User
The User type is intended for end users of the portal. These rights determine what a user can see and do in their own profile, the catalogue and training overviews.
Typical rights in this type include:
- Access to the start page, catalogue and own profile
- Viewing own trainings, certificates and knowledge & skills
- Adding certificates and forms in the own profile
- Enrolling in trainings
Manager
The Manager type is intended for line managers who manage team members. Managers can view profiles of their team members, approve or reject training requests, and view reports about their team.
Typical rights in this type include:
- Searching and viewing team members
- Approving and rejecting training requests
- Assigning certificates and knowledge & skills
- Delegating approvals to other managers
- Viewing team dashboards and compliance overviews
For authorisation groups of the Manager type you can use the Profile fields tab to configure which fields of the user profile are visible to the manager.
HRM
The HRM type is intended for HR staff who have a broader scope than managers. Where a manager only sees their own team members, an HRM user can manage users across all HRM departments linked to them.
Typical rights in this type include:
- Searching and editing users within HRM departments
- Bulk assigning of certificates
- Approving training requests
- Managing knowledge & skills and forms
- Access to the annual planning overview
For authorisation groups of the HRM type you can use the Profile fields tab to configure which fields of the user profile are visible to the HRM user.
Trainer
The Trainer type is intended for trainers and instructors who deliver trainings. With this type you get access to participant lists, attendance management and training materials.
Typical rights in this type include:
- Viewing participant lists per session
- Recording attendance
- Assessing participants and forms
Supplier
The Supplier type is intended for external training providers who offer trainings through the portal. This type gives access to the training planner and related management modules.
Typical rights in this type include:
- Access to the training planner and training registration
- Management of training definitions, locations and materials
- Management of certificate definitions
Reporter
The Reporter type is intended for users who need to view extensive reports. It gives access to the various reporting modules within PlusPort Academy.
Typical rights in this type include:
- Reports on users, trainings and certificates
- Reports on knowledge & skills
- Reports on digital content and forms
- Access to the department dashboard and team overviews
- Access to custom reports
For authorisation groups of the Reporter type you can use the Reports tab to configure which reporting departments the reporter has access to.
Owner
The Owner type is intended for users who are owners of trainings or schedules. This type is used in combination with the ownership functionality in the portal.
Typical rights in this type include:
- Access to training and schedule management as owner
- Management of sessions, enrolments and costs
- Management of projects and budgets
Note: The Owner type is only visible if you have the right Beheer eigenaren (Manage Owners).
Practice supervisor
The Practice supervisor type is intended for coaches who support participants with practical assignments. This type gives limited access to participant profiles.
Typical rights in this type include:
- Viewing participants
- Viewing and adding forms for participants
- Access to tabs such as details, documents and assessments of participants
Observer
The Observer type is intended for users who are allowed to merge data. This type is used for merging users, trainings, certificates and other entities.
Typical rights in this type include:
- Merging users
- Merging authorisations, certificates and trainings
- Merging waiting rooms and CV data
Project leader
The Project leader type is intended for users who manage projects or teams. Users in an authorisation group of this type can be selected as project leader for a project.
Typical rights in this type include:
- Access to Actions > My Projects
- Management of project details, roles and members
- Management of required certificates and knowledge & skills per project
- Viewing the project matrix
Creating an authorisation group with a type
- Go to Management > Management > My portal > Authorisation groups.
- Click Add.
- Fill in the following details:
| Field name | Description | Required |
|---|---|---|
| Name | The name of the authorisation group. | Yes |
| Type | The authorisation group type (see overview above). | Yes |
| Code | A unique code for the authorisation group. | Yes |
| Exclude for login as | Prevents administrators from logging in as users in this group. | No |
| Two-factor authentication | Requires two-factor authentication for users in this group (if available for the portal). | No |
| Default | New users with this role are automatically assigned to this group (only available for certain types). | No |
| Description | A description of the purpose of the authorisation group. | No |
- Click Save.
- Then assign the desired rights via the authorisation group overview.
Note: The type cannot be changed after creation. Make sure you have selected the correct type beforehand.
Frequently asked questions
Can I change the type of an existing authorisation group?
No, the type is set when the authorisation group is created and cannot be changed afterwards. If you need a different type, create a new authorisation group with the correct type.
Can I add rights of a different type to an authorisation group?
Yes, that is possible. When creating an authorisation group, the type determines which rights are available by default, but you can also add rights of other types. For example, you can include user rights in an authorisation group of the General type.
What is the difference between Manager and HRM?
A manager only sees and manages the users who belong to their own team (based on the hierarchical department structure). An HRM user has a broader scope and can manage users across all HRM departments linked to them. In addition, HRM users often have additional rights for bulk actions and organisation-wide tasks.
What does the 'Default' option do?
When an authorisation group is marked as Default, new users who are given the corresponding role are automatically assigned to this authorisation group. This is only available for the types User, Manager, HRM, Trainer, Supplier and Reporter.
Where can I find which specific rights belong to each type?
A complete overview of all rights per authorisation group type can be found in the article Rights Overview.