Super Users

Overview

A Super User is one of the highest levels of access, and it means that you have access to the “Super User Dashboard,” which is where all of the Admin Tools can be found, as well as the reporting features on multiple Locations at once.

Being a “Super User” you will have an extra button in the navigation bar at the top of every screen (it looks like a Super Hero shield with a lightning bolt… it was a SUPERMAN “S” for a while, but we’d figure we better make it generic before we got a friendly letter from DC Comics about it):

Super User Dashboard Icon

If a user is set to an Access Level of “Super User” this really means that they CAN now be granted the ability to have a lot more privileges; but merely being a Super User in itself doesn’t necessarily open up these privileges, YET… it only opens up access to view the Super User Dashboard. Until they are granted access to additional Locations; all of the tools or reports they utilize will simply just show data from their own Location – nothing more.

There are really two main “User Cases” for needing to add more abilities to these Super Users, and they are:

  1. Granting a “Multi-Location Overseer” the ability to administer more than their own Location. This is for your clients that may own more than one Location, and need to administrate its users and run reports. -OR- Perhaps you have a large sales team, and you want to give certain sales reps oversight over only their customer Locations – this is handy for that reason too.
  2. Creating another “Top Level” admin other than yourself that has the ability to administer certain settings over the entire “System.” This may be to manage content or other “Top Admin” tasks that more users at your company may be doing.

Multi-Location Overseer

Let’s start with the first “User Case” mentioned above. This is when you have a “Multi-Location Overseer” that you want to grant them the ability to administer more than one Location. This means that when they go to the Super User Dashboard, any of the tools or reports that they go to use, will have these additional Locations included in them.

Anytime they see a Location name that is clickable, they can click that Location name and go administer that specific Location. We call that “Super User-ing” to that Location.

First, you will need create a Super User at Access Level “3” (Super User C), just like you would create any user (or change their Access Level if they already exist). Once the user exists, you will then want to go to the Super User Dashboard, and “Search” for them with the “202 – Manage All Users” tool. Once you select their username, you will see a line of info text near the top that looks like this:

Super User Access

This will tell how you how many Locations this user has Super User access to, it also has: A clickable link that says “View Super User Access” and if clicked, a modal window will appear with a list of Locations that this Super User has Access to. Another clickable link that says “Edit Super User Access” and if clicked, will take you to the Admin area where you now designate additional Locations that this user can have access to.

You can select which “System” you want to get a list of Locations for (if there is more than one), and also specify a Location Name (or part of one) and indicate if you want results of both Active & Inactive Locations, or just one or the other.

Once you get the results from that search, you will see a list of Locations, and a “check box” to the left of each one. By checking (or unchecking) these boxes, you can determine which Locations this Super User has access to.

At the bottom, you can select what “update type” you want to do:

  • Add Selected – this will leave whatever settings are in place, and merely “Add Selected” Locations that you “checked” above to it. It is harmless if you add a Location twice – don’t worry about that.
  • Delete All Existing and Add Selected – this is handy if there are 100’s of Locations listed and you want to ensure you only give this person distinct access to whatever you just “checked” so this will remove any settings that were there prior, and ONLY add the new ones you “checked.”
  • Delete Selected – this is where you want to remove certain ones only. This will take into account what is currently “checked” for this user, and then delete the ones you have selected.

Click “Save Super User Access Changes” once you are done making changes.

Super User Access Picker

Super User-ing to Locations

When you want to bounce around to other Locations and look in on users, run reports, etc. – we call that “Super User-ing” around. So, then you are in the Super User Dashboard, anytime you see a Location name that is linked, you can click on the Location Name, and you will be “Super User’d” to that Location, and dropped at the “Main Menu.”

Now, don’t get confused as it may look a lot like every time you sign in as yourself, BUT… it’s not. You’re seeing the view at THAT LOCATION you “Super User’d” into – click on the hamburger menu icon at the top right corner(the three lines stacked on top of each other) you will see the Location name at the top, between the house and the exit icon – check it out in the screenshot below. I have left my primary Location, and I “Super User’d” into a different Location called “V6 ACME Blue.”

If there is other branding items that are different than your primary Location then you will see a lot of the branded artwork and such for that Location you Super User’d to – that’s normal. You can now click in to the top nav menu and access the Quick Links, and they will all be relative to that Location you are now Super User’d to. Examples are:

Manage Users – you will now be administrating users at THAT Location only.
Report Cards – you will now be viewing Report Cards on users at THAT Location only.
Location Settings – you will now be changing “Location Settings” at THAT Location only.

Note: One important thing to know is – if you click on the TRAINING CENTER while you are Super User-ing around, you will still always see YOUR “Training Center” – NOT the Location you have Super User’d to. … and the reason is… YOUR username likely has very different Content Roles than the Users at the Location you are Super User’d to. Or at the very least, what user Content Roles are you expecting to be represented to see here? It is impossible to know. If you want to see what that specific TRAINING CENTER looks like, you will need to “impersonate” a user and then look (learn about the impersonation feature HERE.

Creating another “Top Level” Admin (Super User B)

You will likely have the need to create other top level “Super Users” at your company, and you will want to grant them appropriate privileges to administer a lot of the settings in the VT System. This section will briefly explain how you can create and administrate Super User B’s for your organization, as you can grant them as many or as few privileges as you wish.

First, you will need create a Super User B, just like you would create any user – likely at your “Admin Location.” Once the user exists, you will then want to go to the Super User Dashboard, and “Search” for them with the “201 – Manage All Users” tool. Once you select their username, you will see a new “tab” on the top called “Super User B Privilege” and if you click on that tab, will then see all of the privileges listed out, and a “YES/NO” toggle for each. They all have a “?-ICON” that you can hover over and get a tooltip as to what each privilege does.

Super User B Privileges

Super User B Privileges

All of the privileges listed below are things that can be toggled ON for individual Super User B users.

First – some explanations about the columns you see below.

P-ID#… Description
Privilege ID Number These are the unique numbers that we reference them by. It is just to give each one a unique number for clarity, as the names of them start to sound similar at times. Sort of like how “W-2” is what the IRS calls your form about income from your job. Why not “W-1” right? Same thing here. And we apologize in advance that they don’t go in sequential order. Some privileges are newer than others, some don’t apply anymore and they have gone away, etc. Same story with the “W-1” form. I’m sure it went away at some point.
SUD-A#… Description
Super User Dashboard – Area Number In the Super User Dashboard, each “area” and button has a number on it, which is the “Super User Dashboard Area Number.” This is because some of the reports and features sound similar and this is a quick way to identify them with a unique ID. So, if you know the privilege of the feature you are wanting to use, you can find it there in the Super User Dashboard by number.
Controlled by… Description
System ID(s) If one or more “System ID’s” are set for a user, then they have full access to ALL locations in this System – for that said privilege.
SU Location Access A privilege controlled by this is limited to only the “Locations” that a Super User has “SU Location Privileges” to.NOTE – when marked with an “*” then this can be overridden by “ID#22” – this is to create even more flexibility on what we want to choose to curtail a user by.
Account For some features, they are not “Location” specific (such as the Courseware Management tools), so these privileges reference the “Account” that the Super User B is a member of, and they then have access to everything for that specific feature that is tied to the “Account.”

In the descriptions below – “you” refers to the Super User B you are setting privileges for.

P-ID# Privilege Name Description Controlled By SUD-A#
20 Allow Privileges Updates to Other Super User B’sAllows you to set the “Super User B – YES/NO” toggles of all of the privileges YOU have access to – for other Super User B’s.Example:
If you have four of these privileges toggled to YES, then this toggle allows you to toggle those same four privileges to other Super User B’s that you have access to.
SU Location Access 202
25 Create New Locations Allows you to create a new location inside of your System. You will need to have “SU Location Access” to the “Template” Location(s) in order to use this. SU Location Access* 103
1 Location Activation / Deactivation / Re-Activation If you have SU access to the location, you can activate / deactivate it in the “Location Settings.” SU Location Access 103
13 (Read Only) Access to Billing In the “Location Settings,” you can see the READ ONLY billing information. In the SU Dashboard, you can see Billing & Invoices. System ID’s 104
23 Allow User Impersonate If you have SU access to a Location, you can click the “impersonate” icon when viewing a user’s profile, and impersonate that user. SU Location Access* 202
2 Move Users from One Location to Another When viewing a user’s profile, you’ll see a tab to “Change Users Location.” Their training data does move with the user. However, if their original location had a Course active that their new location does not – they will not see that course, or its results any longer. The data is not “gone” it is just not displayed now at the new Location since the new Location does not have that said Course on. SU Location Access 202
32 Modify Location User Cap If you have SU access to the Location, you can modify the User Cap in the “Location Settings.” If you set the User Cap lower than the current Active User count, it will not turn off any users. What it will do is not allow any NEW users to be created, and if the user count goes below the Cap, then it will allow them to create users up to the Cap again.SU Location Access*103
27 Manage Email “Unsubscribe” list When the VT System sends out emails (examples are: Watch Dogs, LightPad Emails, Course Completions, Enrollment Links, etc.) we stay in compliance by adding the ability for an end user to click “Unsubscribe” to stop receiving emails. Sometimes they do this, then call and want to be added back in. What this feature does is allow you to submit an email, and we will remove it from the “unsubscribe” list, so that they can get emails again. If you are not sure if they are on the “Unsubscribe” list or not, it is harmless to do this just to be sure. NA 101
5 Course ON/OFF at the LOCATION Level If you have SU access to the location, you can turn courses on and off at that location in the “Location Settings.” Note: You must also have access to ID:1 – Location Activation / Deactivation for this to be available.SU Location Access* 103
6 Premier Content Access This has two facets to it. One – anywhere that you are editing a users profile, you can see their Premiere Content Roles that are available.Two – Under 402 (Content Containers), you will see the “Premier Content” tab, and you will be able to select a “System” for which you have SU access to a Location within, you will see that list of all Locations that you can update the Premier Content at. As content roles may be set to Premier at one Location, but not Premier at another Location.SU Location Access202 & 301
33 Content Containers A user with this access – can see ALL Content Containers tied to SYSTEMS under their ACCOUNT Account 301
3 Courseware Mgmt A user can Manage ALL courses inside their ACCOUNT’s Content Containers. Account 301
10 Manage Certifications You can create and administrate all aspects of the Certifications. SU Location Access306
22 Access to all Locations by System ID This overrides the “SU Access to a Location” and gives the user SU access based on the SYSTEM ID’S indicated (or lack thereof). System ID’s 103
19 System Management This gives the user access to view and modify System Settings. This also gives access to Manage Access LevelsSystem ID’s 101
9 Manage Sign In Pages This gives a user access to Manage any Sign In Boxes assigned to their account. Account 101
38 (Bulk) Course Activation This gives the user the ability to activate a large number of courses for a large number of locations all at once.Account & SU Location Access 301
7 Private Label Management The editable items in here include Theme colors and artwork, Main Menu buttons and imagery, top and footer navigation components, etc. System ID’s 102
37 Interactive Landing Pages Create and edit interactive video landing pages that live outside of your VT System. Ideal for marketing initiatives.System ID’s 304

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