Managers and administration
Roles and access
What learners and managers see and can do, how to change someone's role, and what to do when a manager leaves the company.
Everyone belongs to one organisation and has a role in it: Learner or Manager. You choose the role when you add or invite someone, and you can change it later on the Users and access page.
The roles
| Learner | Manager | |
|---|---|---|
| Lessons, the daily quiz and boss battles | ✔ | ✔ |
| Sees their own progress | ✔ | ✔ |
| Manager console: how the whole organisation is doing | – | ✔ |
| Users and access: adds, invites, changes roles, disables and deletes | – | ✔ |
| Departments, and marking one as management | – | ✔ |
A Learner takes the lessons and daily quizzes and sees only their own progress.
A Manager does everything a learner does. They also see the organisation's progress in the manager console and manage people on the Users and access page. They only ever see their own organisation.
Managers and the manager console come with Platform + manager console + audit and with Enterprise. On Platform, the organisation's only manager is its main admin. They manage people and invite everyone else as learners, and nobody else can be made a manager. The manager console is not part of Platform. The free plan and the Individual plan have neither.
If the organisation moves to a plan without managers, the managers it already has stay managers. They can be made learners, but not managers again. An invitation sent as a manager that has not been accepted yet makes the person a learner.
Super-admin
A profile can also show the role Super-admin. It is Cyberact's own administration role and belongs to no customer organisation, and it can't be given from the app. A super-admin can help your organisation when, for example, it no longer has any manager.
What people see of each other
- A learner doesn't see anyone else's progress. On the leaderboard they see only colleagues who have joined it themselves.
- A manager sees the progress of their own organisation's people: their completions, average score and when they were last active, for example.
- Nobody outside your organisation sees its data, and a manager never sees another organisation's.
Changing someone's role
- Open Users and access.
- Find the person in the list. You can search by name or email.
- Press Make manager or Make learner.
The change takes effect at once and is recorded in the access log.
- You can't change your own role or status. Ask another manager.
- You can't change an invited person's role until they have signed in. Withdraw the invitation and invite them again with the right role.
When a manager leaves the company
Sort it out before the leaver's access ends, so your organisation is never without a manager.
- Name a successor. If the successor is already in Cyberact, press Make manager next to them. If not, add them under Add person with the role Manager.
- Make sure the successor can get in. An invited person becomes active the first time they sign in.
- Remove the leaver's access. The successor, or another manager, presses Disable next to the leaver. The leaver can't do it themselves.
Disable is usually the right choice: the leaver's completions stay as evidence of their training, and their seat becomes free. Delete removes the person and all of their data for good. The organisation's only active manager can't be deleted.
On Platform, the only manager is the main admin, and you can't make a successor a manager yourself. When the main admin leaves, write to support@cyberact.io before their access ends, and tell us who the new main admin is.
If there is no manager left
If your only manager has already gone, write to support@cyberact.io. Tell us your organisation's name and who the new manager is. If you can, send it from an address at your organisation.
The access log
Every sign-in, failed sign-in, invitation and access change is recorded in the access log, with who made it. A manager sees their organisation's log under Access log on the Users and access page. Times are UTC.