UKG Pro Learning Help


  1. UKG Pro Learning
  2. Academy
  3. Permissions

Set Permissions for Jobs

Once an administrator has created the above units, units, and editable jobs for the academy, they can also define the permissions for each job.

For all jobs, editable or not, the same permissions are available. However, the path that you'll follow for each job may differ. 

Non-editable Jobs - Above Units

When you create an above unit, two system jobs are created automatically:

  • Head of the Above Unit
  • Assistant Head of the Above Unit

These jobs cannot be deleted, but you can define their permissions.

Navigation: UKG Pro Learning > Admin (hover) > Manage Hierarchy > Above Units > locate job > Manage Permissions

Non-editable Jobs - Units

When you create a unit, two system jobs are created automatically:

  • Unit Manager
  • Assistant Unit Manager

These jobs cannot be deleted, but you can define their permissions.

 

To do so, please hover over Admin, click on Manage Hierarchy, and then select the Units tab. Select the Set Permissions subtab and you will see a list of the available permissions per job.

Navigation: UKG Pro Learning > Admin (hover) > Manage Hierarchy > Units >  Set Permissions

Editable Jobs - Above Units/ Units

Once you have created your custom jobs, you can define the permissions per editable job.

Navigation: UKG Pro Learning > Admin (hover) > Manage Hierarchy > Jobs > locate the editable Job >  Permissions

  1. Select which Units or Above Units (of a specific type) to associate with a job.
  2. Set the desired permissions.
  3. Select Save Permissions.

When selecting to associate a custom, editable job with permissions you have two options:

  1. You can associate this job's permissions with units. If selected, the users with this job will have these permissions only under the units where they are assigned to this job. When a job is associated with units, this job can only be assigned to users under those units.
  2. If you associate this job's permissions with a specific above unit type, the users with this job will have these permissions only under the above units of the same type where they are assigned to this job. When a job is associated with a specific type of above unit, this job can only be assigned to users under an above unit of this type.

Note:

If you change the custom job connection from Units to an Above Unit type as an example:

  • If the user having this job belongs to the above unit type, the job will be "moved" to the above unit type for which is now connected.
  • If the user having this job doesn't belong to the selected above unit type, the user will lose his job.
  • If the user having this job is a member of more than one above units of the selected type, the user will lose his job.

Hint:

You may define the same permissions for the editable and non-editable jobs. However, even in this case, the users who do not have a non-editable job assigned won't receive some of the notifications that managerial jobs receive.

Available Permissions

The permissions you can give to your jobs, are the same, regardless of the path you will get, and are as follows:

  • Reporting: Users can access the reporting dashboard but will be limited to seeing only units and above units under their authorization.
    • Report Builder: Users can use the Report Builder to populate reports for the units and above units under their authorization.
  • Manage Members: Users can edit existing user associations for users under their authorization, such as:
    • Add/ Remove Units: Users can edit (add/remove) the associated (Above) units
    • Move Units (Available only if you have deactivated the user association with multiple Units/ Above Units for your academy under UKG Pro Learning > Admin (hover) > Academy Settings > Organizational Structure)
    • Deactivate a user
    • Edit User: Permission to edit Firstname, Lastname, Preferred Language, and Custom additional fields.
      • Change Password: Users are able to change the password for users under their authorization.
      • Edit a user’s username
      • Edit a user’s email
      • Edit a user's custom field
    • Edit Jobs: Users can edit employees' jobs. There are two different options:
      • All jobs: By enabling this option, a Head of Above Unit will be able to edit all of the jobs (editable/non-editable) for the users under his/her org structure.
      • Assistant Head of Above Unit: By enabling this option, a Head of Above Unit will be able to edit only the job of the Assistant Head of Above Unit (for users under his/her org structure).
  • Assign Training: Users can assign training to employees that are in the above units or units that are under their authorization, as well as invite these employees to enroll in a course. The users with this permission are also able to unassign training from the Employees Dashboard and Oblige the Users to Retake their training.
    • Advanced Assign Training: If this sub-permission is checked then access will be allowed to the advanced course/curriculum assign pages/actions. 
      • Create Automated Assignment Rules: This sub-permission is only available when the “Advanced Assign Training” sub-permission is checked. If this sub-permission is checked,  the creation of automated assignment rules (course/curriculum) will be allowed to the relevant managers. 
    • Exclude from assignment rules: Users are able to Exclude Users from Assignment rules when unassigning a user from a course/curriculum. This option is available only if the "Reporting" permission is enabled.
  • Assess Members’ Skills: Users are able to rate the skill level of members.
  • Add Users: Users can add and invite outside employees into the academy.
  • Assess OJT Performance: Users can evaluate On-the-Job Training tasks. This option is available only if the "Reporting" permission is enabled. More specifically, in the case of Above Units and the non-editable jobs Head Of Above Unit & Assistant Head of Above Unit, there are two different permission settings:
    • All categories: Users have the option to sign off all OJT tasks for users under their org structure.
    • Only decentralized categories: Users have the permission to sign off only OJT tasks that are part of courses under the decentralized category of their Above Unit.
    • All jobs: Users have the option to sign off OJT tasks for users under their org structure (including same job level)
    • Lower management levels: Users have the option to sign off OJT tasks only for users with a lower job, meaning not at the same job level).
    • Edit same level managers' assessments: Managers will be able to edit the OJT assessments a same level manager has performed. 
  • Bulk OJT Performance Assessment: Users can mass sign off all job training tasks for all users under their org structure. This permission requires the "Assess OJT Performance" permission to be enabled, in order to be given.
  • Create Standalone On the Job Training: Users can create a Standalone On-the-Job Training.
  • Assign Standalone On the Job Training: Users can assign a Standalone On-the-Job Training.
  • Share Content with Team: Users can share uploaded material within the academy.
  • Send Announcements: Users can post announcements to those within their authority.
  • Create Events: Users can create Instructor-led Training Events and register only users within their authority.
  • Register Members to Events: Users can register members to scheduled events on behalf of those members. This permission is limited only to users only under their authorization.
    • All events
    • Only Events created by this user
  • Manage Event Members: Users can manage event members and edit their attendance data.
  • Create Private Course: Users can create courses and assign them only to users within their authority.
  • Create Private Curriculum: Users can create courses and assign them only to users within their authority.
  • Copy Curriculum: Users with this permission will be able to copy the curricula that are specified in the below sub-permission.
    • All curricula
    • Curricula Created by this User
  • Create Badge: Users can create academy badges that will be awarded to academy members.
  • Create Group: Users can create and manage groups. Please note that this will be by default enabled if you have selected to allow all employees to create groups, by the Academy Settings. 
  • Register Members to Groups: This permission is independent of the Create Group permission. Users can register members to Groups:
    • All Groups
    • Only to Groups This User is Admin
  • Business Impact:  Users are able to access the Business Impact feature within Schoox and monitor the impact of Training on business growth for the organizational part limited under their authority.
  • Delete Exam Attempt: Users are able to delete the last exam attempt for users within their authority. This option is available only if the "Reporting" permission is enabled.
  • Complete training: Users are able to mark as completed the training material for users within their authority. This option is available only if the "Reporting" permission is enabled.
  • Bulk Complete Training: Mark a Course or Curriculum as completed in bulk for multiple users. This option is available only if the "Complete Training" permission is enabled.
  • Override ILT Seats Limit: Users are able to override the seat limit defined for an event and register extra members. This option is available only if the "Register Members to Events" permission is enabled.
  • Register Members to Events After The Registration Deadline: Users have the option to register members to past events. This option is available only if the "Register Members to Events" permission is enabled.
  • Purchase Courses: Users have the option to purchase courses from the Marketplace. This option is available only if the "Assign Training" permission is enabled.
  • View posts to Wall: Users are able to view the Wall posts.
  • Post Updates to Wall: Users are able to make their own posts to the Academy Wall.
  • Edit Exams Score: Users are able to edit the exam score, or grant additional exam attempts for users under their authorization.
  • Approve self-enrollment requests: Users have the option to approve (or not) the pending enrollment requests.
  • Create Transitions Profiles: Users can create Transition Profiles for the users within their authority. This option is available only if the "Assign Training" permission is enabled.
  • Manage External Credits Requests: With this permission managers will be able to approve or decline external uploadable credits.
  • Limit Access: Managers will be able to limit the access of the employees under their org structure to a course so that they cannot see content outside of the working environment.
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