Scope Roles to Match Your Organization’s Structure

Building a learning culture in the workplace is more than just having great content. It’s about empowering all levels of leadership of an organization to drive the desire to learn in their employees.

While HR Directors and CEOs may need to track employee learning across the entire company, it’s often unnecessary for all department heads to see every employee’s learning habits. For example, the Director of Sales probably doesn’t need administrator access to employees on the Engineering team and vice versa. The same is true of multiple office locations, leadership at each of those offices will only want reporting and administration access over the employees in their specific location.

Take these 5 steps to build a  learning culture that flows throughout the entire company!

1. Evaluate how your company is organized
2. Assign the Business Unit Administrators to department or division heads
3. Empower Frontline managers to deliver training to their direct reports by assigning them the Manager Role
4. Grant the Master Administrator role to C-suite leaders or anyone at your organization who needs to keep a pulse on how employees are learning in Grovo across the company
5. Foster the learning culture in your employees by having managers and division heads assign training to learners to keep them at the top of their game and hone their skills.

Let’s see it in action!
The chart below shows how a general team uses different roles to determine what certain users can and cannot do in Grovo. Keep reading to learn more about the scope of each role.


The Learner: At the base we have our individual contributors. These are employees who only need to browse the library and complete assignments. Every user that’s added to Grovo will automatically inherit the Learner role. 

The Manager: Next we have our front-line managers or team leads. They want to pull reports and assign training but only to the employees who report directly to them. The Manager role allows them to easily do just that.

Assign the Manager role in a snap with this article to help you get set up!  

What’s the benefit? By being closer to direct reports than a Division head or a member of the C-suite would be, Managers have a better idea of what kind of training their teams need to succeed at their job. Managers in Grovo are empowered to send targeted training directly to their team right at the moment they need it. Managers are also in a better position to hold their teams accountable when a company-wide training is sent out! 

The Business Unit Administrator: Directors and Division Heads need to keep a pulse on how their department is performing along with managing users within their unit of purview.  The business unit admin role gives them all the powers of a Master Admin but only over the employees that fall within their unit. 

To begin, decide how you want to define the Business Units at your organization. If your company is spread out amongst multiple locations, then your Business Unit could be based on office location. Alternatively, you can define Units based on different departments, such as Sales, Engineering, or Operations. It’s up to you!

Once you determine what your Business Units will be, these steps will help you set up your Business Units in Grovo.

What’s the benefit? Business Unit admins are able to focus in on how employees within their unit are doing, while still taking your entire learning program into account. From seeing who has completed assignments to which teams within the unit are driving learning on their own, the Business Unit Admin can make sure their employees are engaged with learning.

The Master Admin: Your C-Suite might not be creating content or even assigning it out but they probably still value seeing how the company is progressing across the board. The Master Admin role allows them to access all sections in Grovo but focus their attention on Reports for example, where they can use the KPI snapshots for trends to see how employees are learning or pull a Standard Report for detailed insight to confirm who at the company has yet to complete their Compliance Training assignments.

You can grant the Master Administrative role directly from the user profile by selecting “Master Administrator” from the Direct role drop-down menu. 

Automate Role assignments to put time back in your day! 
Scoping roles helps take some of the lift off of your L&D and HR teams by distributing responsibility to encourage a learning culture across all levels of the company.

Take the next step and set up Indirect Roles to automate Role assignments. With Indirect Roles Grovo automatically assigns specific roles to users in specific Groups so you can have more time back in your day!

Keep it going! 
Involve more members of your organization in Grovo by creating custom roles! For example, HR or legal compliance officers may need to track compliance training completion across your company. Define a  Custom role so that the user only has access to Reports in Grovo and can easily check who at your company completed their required training! 

With Scoped Roles, everyone has a chance to grow with Grovo and foster the desire to learn. Why wait? 


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