Give employees permissions to be Trainer or Examiner

Objective

Before working with the Training & eLearning module, you need to define which of your employees should be granted permissions to work as Trainers and/or Examiners in the system.

This is done by first giving them additional security roles and then adding them to your Employer Account as Trainers and Examiners.

There are 3 different security roles inside the Training module:
Hubdrive HR Template Creator (Needs HR Manager License)
Hubdrive HR Trainer (Needs Employee Full Self Service License / Supervisor License / HR Manager License)
Hubdrive HR Examiner (Needs Employee Full Self Service License / Supervisor License / HR Manager License)

The Template Creator is responsible for creating templates for training plans, trainings, learning modules, and exams, which will later be rolled out to employees. This means that they carry much responsibility, because templates and their content are copied and all selected employees will have access to them.
Hint for this role: The HR Manager has exactly the same rights as this security role. If in your company the HR Manager is responsible for the training templates, you don't need to separately assign this security role to anyone.

The Trainer can be responsible for learning modules or trainings. They are assigned Events, are responsible, and have the rights to confirm or deny participations after the event has taken place.
You can find more information on the trainer's tasks here.

The Examiner has the rights to evaluate exams.
You can find more information on the examiner's tasks here.

Before working with the Training module, you need to decide who of your employees is going to be assigned those roles and take on the respective associated tasks.

Process

HR Manager
Determines who will be template creator, trainer and examiner
System Admin
Assigns the respective security roles to system users
HR Manager
Assigns employees as trainers and examiners inside the solution

Prerequisites

  • Determine beforehand which employees you choose to be template creator, trainer & examiner
  • For the process of assigning security roles to employees: You are System Admin and have a valid license assigned
  • For the process of assigning trainer and examiner to your organization's Employer Account: You are HR Manager and have a valid license assigned
  • Your organization has been added as an Employer Account
  • Your employees have been added as contacts and assigned to your organization's Employer Account
  • This functionality becomes available with Rollup Update 42

Click Through

Part 1: Assign Security Roles to employees
  • Navigate to the Power Platform Admin Center
  • Login with your Admin credentials
  • On the left side, click on Environments
  • Click on your Production Environment
  • Click on Settings in the top bar
  • Select Users + permissions
  • In the list of pages shown, select Users
  • Here, you can see all users in your solution
  • Click on the User you selected as Trainer or Examiner
  • A side navigation opens
  • Click on Manage Roles
  • A list with all available security roles opens
  • Look for Hubdrive HR Examiner or Hubdrive HR Trainer
  • Click on the desired role and click Save
  • The user has now been assigned the desired security role
  • Repeat this for all users who should become Trainers or Examiners

Part 2: Assign Trainer and Examiner to your organization's Employer Account

  • Start in HR HUB
  • Switch to Settings in the lower left corner
  • Under Administration, click on Employer Accounts
  • Open your organization's Account
  • Below the name of your organization, change the view to Training Provider
  • You now see two tables below: Trainer and Examiners
  • Inside the respective table, click on Add existing contact
    • Depending on the size of your screen, this option may only be visible after clicking on the three dots in the top right corner of the table
  • Select the desired contact (identical to the employee) whom you wish to add as trainer or examiner
  • Save
  • Now these contacts can be selected as trainers or examiners inside your Training Plans, Trainings, Learning Modules and Exams. This assignment is necessary to determine who in your organization has the rights to be a trainer or examiner.
  • After adding all desired employees as trainers and examiners, you can Save & Close your Employer Account.

Result

Below you can see an organization's account which has trainers assigned to it.
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