Administrator Groups Explained

Updated March 17, 2023 21:20

This article explains the basics of the administrative group (admin group) feature in Veelo. The different areas covered are:

Determining Whether You Need Admin Groups
Admin Group Structure Basics
Creating a New Sub-Admin Group
Navigating Between Admin Groups
Adding Content and Users to a Sub-Admin Group
Moving Content and Users Between Admin Groups

Determining Whether You Need Admin Groups

Admin groups give you the ability to manage different divisions, vendors, clients, or teams independently. This feature is most useful when you have distinct groups of users and content that need to be administered separately, with their own groups of managers who don't have access to other admin groups. Example use cases for admin groups include:

Administering training to separate vendors who need content tailored by vendor, as well as vendor-specific manager access to reporting
Separating internal users from channel partners, so that each group can be administered by different managers, with separate access to content and reporting
Using Veelo as a client training service, and using admin groups to ensure clients have access only to their specific reporting, users, and content

Talk to your customer success manager if you think admin groups are a good fit for your needs. Generally speaking, Circles are sufficient for most people's needs; however, if you have discrete groups of people that need to be managed by different managers, and you don't want the different groups to access each other's reporting data or content, that's a sign that admin groups are right for you.

Admin Group Structure Basics

Admin groups have a parent-child structure. By default, your Veelo tenant has a top-level admin group, and all sub-admin groups stem from it. Veelo allows you to nest your admin groups. so you can also create sub-admin groups that stem from other sub-admin groups.

Some things to keep in mind about admin group structure and how their management permissions work:

Managers from parent admin groups can administer child sub-admin groups and are automatically added as managers for those sub-admin groups. This means Veelo managers for the top-level admin group are able to see and administer all sub-admin groups.
Managers with permissions for specific sub-admin group(s) can only see content, reporting, and users for their particular sub-admin group(s)and any associated children admin groups. They cannot administer their parent sub-admin group(s), or see any content or data for any parallel child admin groups.
Content that's created, synced, or uploaded to the top-level admin group will not be automatically made available to any sub-admin groups. Instead, you'll need to move the content to those sub-admin groups. When possible, add content in the sub-admin group that contains the Circles you need to save the additional step of having to move content between groups.
The same is true for users: users added to the top-level admin group are not automatically added to any sub-admin groups, and will need to be moved accordingly. When possible, add users to the admin group they need to belong to.
All content and users added to all sub-admin groups are automatically added to the parent admin groups. This means the top-level admin group contains all content and all users from all sub-admin groups. This is to ensure that all users and content reside in one central location from which top-level managers can administer.

Creating a New Sub-Admin Group

From Management Controls, click your name in the upper right corner, then click on Organization Settings.
On the next screen, click on “Edit Groups.”
You now have the option to create a Sub-Group or rename existing Administrative Groups. To create a new admin group, click on Create a Sub-Group next to the admin group you'd like to serve as a parent admin group.
You will see options to add all existing users and content to the new admin group, but feel free to ignore the prompt if it's unnecessary. Click Save to create your new sub-admin group.

Navigating Between Admin Groups

Once you've created sub-admin groups, you'll be able to navigate between the different groups by clicking on the admin group dropdown viewable from anywhere in the Management Controls area.
Clicking on the dropdown will show all existing sub-admin groups you have access to. Parent admin groups appear above and before child admin groups.
To navigate to a specific admin group, click on its name in the dropdown. You can always see what admin group you're in by looking at the name of the admin group in the Administrative Group dropdown.

Adding Content and Users To a Sub-Admin Group

Adding new users and content to a sub-admin group is no different than doing so for the top level admin group; you merely need to ensure you're in the correct admin group by clicking on the admin group dropdown and selecting the correct admin group.
To add new users to your sub-admin group, you can use the CSV upload process, or add users one at a time. Premium users with user provisioning turned on will have their users sync from the CRM per normal procedure, and can use active tags to ensure the users are added to the correct Circles.
If you want to add new contentto the sub-admin group, navigate to the appropriate content tab, and click the New [Content Type]button at the bottom right. Follow the steps as normal for creating the new content.

Moving Content and Users to a Sub-Admin Group

To move content from a parent admin group to a child admin group, make sure you're in correct admin group by clicking on the admin group dropdown and selecting the correct admin group.
To move users down to a sub-admin group, click on the Users tab and click on Include More Users in this Administrative Group.
Search for and select the users you wish to move to this admin group. Click on Complete when done.
To move content down to a sub-admin group, click on All Content, and then click on the appropriate content type, then click on Include More [Content Type] in this Administrative Group.