User Role Overview

Trakstar Learn includes several user roles, each with different permissions and levels of access. This article outlines what each role can do within the platform.

Administrators

Administrators have full access to all users, content, and reporting features in Trakstar Learn.

Administrators can:

• Access all courses, modules, catalogs, and users.
• View account plan information.
• Enable usernames from the Settings tab.
• Access all reporting features, including Insights.
• Edit and update other users' permission levels.
• Create new Modules, Courses, and Catalogs.
• Edit existing training content.
• Manage users in courses.

Note: The Administrator (Owner) role is a unique role assigned to a single user who is designated as the owner of your Trakstar Learn account.

Trainers

The Trainer role is designed for users who create and manage training content.

Trainers can:

• Create new Modules, Courses, and Catalogs.
• Edit existing training content.
• Manage and add new users.
• Manage trainees.
• Manage users in courses.

Trainers cannot change the permission level of existing users.

Managers

The Manager role is designed to manage trainees but does not include course creation or content editing permissions.

Managers can:

• Add new trainees.
• Invite trainees to Modules and Courses.
• Archive and reactivate trainees.
• View and download reports.
• Manage and add new users.

Managers cannot:

• Create courses.
• Edit course content.
• Change the permission level of existing users.

Team Leads

The Team Lead role is intended for users who oversee trainees already enrolled in Courses.

Team Leads can:

• Send reminders to trainees.
• Reset trainee progress.
• Set course deadlines for trainees.

Team Leads cannot:

• Invite trainees to courses.
• Archive or remove trainees from courses.
• Add new users.
• Access catalogs.
• Create or edit Groups.

Reporters

The Reporter role is intended for users who only need access to reporting.

Reporters can:

• View reports.

Reporters cannot:

• Manage trainees.
• Manage users.
• Create or edit course content.
• Perform administrative actions within the platform.

This is the user role with the most limited administrative access.

Restricting Access by Group

Administrators can restrict the access of Trainers, Managers, Team Leads, and Reporters to one or more Groups.

When a user's access is restricted by group, they can only view the users and reports associated with the groups they have permission to access. This is useful when limiting access to a specific department, team, or set of direct reports.

Trainees

The Trainee role is designed for users who complete assigned training.

Trainees:

• Can take Courses and Modules.
• Do not have administrative permissions.

All users automatically have a Trainee account. To access it, click your name in the upper-right corner of the screen and select View as Trainee.

Email Notifications

Email notifications vary depending on the user's role.

Non-Trainee Users

When a user is added as an Administrator, Trainer, Manager, Team Lead, or Reporter (or when a Trainee is upgraded to one of these roles), they receive an email notification containing a login link.

Trainees

When a Trainee is added to Trakstar Learn, they do not receive an email immediately. Instead, they receive an email notification each time they are invited to a Course.