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A key thing to remember is that Staff Roles and Member Roles are not the same thing! They are similar, and both are configured via Admin → Roles, but they are fundamentally different things in LearningBuilder.
Member Roles | Staff Roles | |
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Purpose in LearningBuilder | Tracks a Person or Organization’s progress towards a credential, or grants access to functional areas of the site. | Links a specific Person to a specific Organization, specifying the permissions they have for that relationship. |
Permissions | Apply equally across the entire site. Take precedence over Staff permissions. | Permissions are only relevant in specific parts of the site where the staff can “act in a Staff capacity” on behalf of a parent Organization. |
How are these Roles granted? | Managed by the Workflow Engine, so they are granted through a managed process that can collect custom data fields. | Assigned in a one-step process from the Admin area and cannot be associated with any custom fields. |
Can be the assigned “Role” for a Workflow Step? |
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Intro to the built-in “Organization Staff” and “Provider Admin” Roles
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The Organization Staff role exists for only two purposes:
To allow Staff users to work on Workflows belonging to their parent Organizations;
To allow Staff users to access the My Account area, if they have no other Member Roles
Therefore, the Organization Staff Role should only have the following permissions:
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The main things that a Staff account can do on behalf of a parent Organization are:
Manage Activities (e.g. manage educational courses provided by a Provider) including Reporting Attendance at those Activities
View the Organization’s profile and supporting pages
View the Organization’s communications
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Prior to version 11.0.0, Staff accounts
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could not act on Learning Plans
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belonging to the parent Organization.
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This changed in 11.0.25 with Account Switching
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Creating a “Staff” type Role
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This means it is possible for a user to have Staff accounts for two different Providers, but have different levels of access for each of them. |
FAQs
| 1 | Why is the Organization listed as its own staff member?Each Organization has a “self-referential” Staff association to itself so that a user can log in directly as the Organization and access the Provider area. This is necessary because accessing the Provider area is dependent on having Staff Role and Permissions.  |
| 2 | Why don’t I see the “Organization Staff” Role listed on the Member Profile page?Unlike normal Member Roles, Staff Roles are not managed by the Workflow Engine. The Member Profile page only lists Member Roles with Workflow attributes. Since there are no data elements to collect for a Staff role, and there’s no “process” of granting a Staff role, there’s no reason to display them on the Profile page.  |
| 3 | Why can I search on “Organization Staff”, but not Staff roles?You can filter the Admin → Members page by Role, but the list of options does not contain Staff roles. This is because the Admin → Members page is searching for Member Role data, which is controlled by the Workflow Engine. Staff Roles aren’t Member Roles, and so they aren’t searchable here.  |
| 4 | What Roles must be assigned for a standard Provider configuration?A Provider Organization needs the following:
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| 5 | What does the Organization Staff role do? Why does it exist?The Organization Staff role allows users who have Staff Roles to work on workflows, such as Activity Definition workflows. This is needed because Staff Roles are not Member Roles and workflows depend on a user having a Member Role to act on a workflow step. In order to work around the fact that Staff Roles are not real Member Roles, LearningBuilder automatically assigns the Organization Staff role to users when they are assigned a Staff Role. |
| 6 | What permissions should the Organization Staff role have? |
| 7 | How can I tell if a person is a Staff of an organization?See Staff Accounts |