Roles capture each team member's job title or function, so you can tailor training and communication to the right groups. Each Role also sets a permission level, which controls what its members can do and see.
An Admin or Manager adds a Role to a Trainee's profile after they sign up. If you have an HRIS integration in place, the Role is populated automatically for every new team member who signs up.
✅ Before you start: Creating Roles requires the Change Org Settings permission, which only Admins can have.
Only Admins can edit Manager Levels.
Table of Contents
How to Add a New Role
Go to People > Roles in the left nav of your dashboard.
Click New Role in the top right corner.
Enter the Role Name.
(Optional) Select Departments.
(Optional) Select Direct Reports. Learn how to set up Direct Reports.
Choose the Permissions level for your Role:
Admin: manages Opus overall.
Manager: manages specific Locations. Manager Roles also get a Manager Level and a set of permissions you can turn on or off, such as Create Content, Manage Library, Assign Content and View Reporting.
Trainee: completes training and finds Resources.
Click Create Role.
➡️ Learn more:
Role-Based Permissions Overview: what each permission allows.
How to Manage Users in the Dashboard: how to edit a team member's profile, including their Roles.
Manager Levels
Manager Levels let Admins rank Manager Roles to control which team members each Manager can see.
A higher number is a more senior level. Level 1 is the most junior.
Managers see only the people and activity at their level and below — including assignments, messages, and reporting.
Levels apply only to Manager Roles:
Admins always see everyone, regardless of level.
Trainees are always below all Manager Roles and levels.
💡 Default: New Manager Roles start at the same level, so no Manager's view changes until an Admin sets up Manager Levels.
Creating or Editing Manager Roles
When you create a Manager Role, choose its Manager Level under Permissions. It defaults to your most senior level.
To change the level of an existing Manager Role, open the Role from People > Roles, click Edit, and choose a new Manager Level.
How to Edit Your Manager Levels
Go to People > Roles in the left nav of your dashboard.
Click Edit Manager Levels in the top right corner.
Drag each Manager Role to its level. Click Add a level to add another level.
Click Save.
💡 Tip: Each level needs at least one Manager Role before you can save. There's no limit to how many levels you can add.
FAQ
How do I give someone a Role?
Open their profile from People > Users and add the Role in the Roles field. To update several team members at once, select them on the Users page and click Add roles. Both require the Edit Trainees permission.
Why is the New Role button grayed out?
Creating Roles requires the Change Org Settings permission, which only Admins can have.
Can someone have more than one Role?
Yes. Add as many Roles as they need in the Roles field on their profile.
Why doesn't a team member have a Role?
They weren't given a Role when they joined. Add one in the Roles field on their profile.
What happens if I delete a Role?
Everyone in it loses that Role until you assign a new one. Deleting a Role never deletes the team members themselves.
Can I merge two Roles?
Not directly. Open the Role you want to retire, click the … menu next to each member, and select Change roles to move them to the other Role. Then delete the empty Role, and update any Automations and Library Access that used it.
What happens if I don't set up Manager Levels?
Nothing changes. Manager Roles start at the same level, so Managers keep seeing the same team members.
Can I change a Manager's level later?
Yes. Admins can edit a Manager Role at any time to change its Manager Level.
Do Manager Levels affect Admins or Trainees?
No. Admins always see everyone, and Trainees are always below all Manager Roles.
Is there a limit to how many Roles and Manager Levels I can create?
No. Create as many Roles and Manager Levels as your business needs.
Can I edit job codes in Opus?
No. Job codes come from your HRIS. Link each one to an Opus Role in People > HRIS > Roles.