In Sana, there are three user roles, ranked from highest to lowest degree of rights:
Administrator
Have full Sana create, edit and manage rights
This should be used only for a select few users
Can change general settings on the platform such as color themes and fonts, as well as managing Sana AI integrations
Group admin
Have limited administrative access of Sana (more details in this guide below)
The group admin role is designed for individuals who need to manage specific groups of learners within an organization, enabling them to tailor learning experiences, monitor progress, and provide targeted support for their respective groups
This role might be suitable if you are a team leader, project managers, IT or HR professional, or content creator
Learner
The Learner role is designed for individuals who are primarily engaging with the platform to access and interact with learning resources, focusing on their personal development and knowledge acquisition
Can create*
Cannot assign content to other users
💡 *You as an administrator can request to turn off create mode for learners by contacting your CSM
See a more detailed breakdown of user role accessibility below
How to change a users role
You can change roles of a user by following these steps:
Go to Manage > Users
Search for the user and click on the relevant user
Click on the user Settings button
Select Edit user
Choose their Access level from the drop down option (ie. Learner, Group admin, Administrator)
Click Save
💡 Note: You need to be an admin or group admin to change the role of a user.
User role accessibility table
Below is a detailed comparison of what access different user roles have:
|
| Learner | Group Admin | Administrator |
General |
| ✔️ | ✔️ | ✔️ |
| Home | ✔️ | ✔️ | ✔️ |
| Search | ✔️ | ✔️ | ✔️ |
| My library | ✔️ | ✔️ | ✔️ |
| Create | ✔️* | ✔️ | ✔️ |
| Teamspaces | ✔️ | ✔️ | ✔️ |
Manage |
| None | Limited | ✔️ |
| Insights |
| ✔️ | ✔️ |
| Reports |
| Limited | ✔️ |
| Users |
| Limited | ✔️ |
| Groups |
| Limited | ✔️ |
| Programs |
| ✔️ | ✔️ |
| Content |
| Limited | Limited** |
| Events |
| ✔️ | ✔️ |
| Exercises |
| ✔️ | ✔️ |
| Certificates |
| *** | ✔️ |
| Tags |
| ✔️ | ✔️ |
| API |
|
| ✔️ |
| Settings |
|
| ✔️ |
*Request to remove 'Create' for learners by contacting your CSM
**See more info in the table below regarding 'editing content' access
***Certificates can be enabled for GA's by contacting your CSM
Group Admins vs Administrators
Below is more detailed comparison between group admins and administrators:
Access control | Group Admin (GA) | Administrator |
User visibility | Administrator must grant access to GA by adding them as an admin to a group or program. The GA then has the ability to manage that
If a GA has the Manager attribute selected as 'Yes' all users assigned to the manager are visible by the GA | All users visible |
Course visibility | Can:
| Only administrators can make a course visible to everyone |
Assign content | Can assign content to users they have access to | Can assign content to any user |
Editing content | Must be a collaborator on the content:
| Same as group admin (see more information below about administrators content access) |
Groups | Has access to groups an Administrator has made them an admin of. They can:
| Has access to all groups and can do the same as a GA and can:
|
Programs | Has access to Programs an Administrator has made them an admin of. They can:
| Has access to all programs |
Reports | Has access to the following reports:
| Has access to all of GA's reports plus the below:
|
Administrator content access
As an administrator in Sana, your access is tailored to ensure the highest level of data privacy, security, and content integrity. While your role as an administrator provides you with significant permissions, it's designed to limit access to only the content that you're directly involved with. This approach not only ensures compliance with data privacy regulations, but it also minimizes the risk of inadvertent changes or breaches, and maintains the accuracy of the content. We understand that this might seem restrictive, but our aim is to provide a secure and efficient learning environment for all users.
If there are specific content or permissions you need access to for your role, please let us know, and we'll be happy to assist in finding a solution that respects these principles while meeting your needs.
FAQ
I am an administrator but I cannot edit/delete all content that I have visibility of in my organizations account.
Please see the above 'Administrator content access' and contact your CSM if you require Sana's assistance to remove old unwanted content.
I am a group admin but don’t seem to have access to anything?
Groups admins access to users, groups and programs is determined by an Administrator. If an administrator has not added you as an admin of a group or program the 'Manage' pages appear blank.
If you have been added as an admin to a group or program your Manage pages will be populated with those groups and programs and all users assigned to those groups and programs will populate "Manage > Users"
My group admins can see all groups that a user is assigned to via a users overview even if they are not managing that group. How can I restrict their view so they can only see groups they manage?
Contact your CSM and we can restrict the group admins view so they only see groups they're managing