Role-based permissions give you control over what actions a team member can take in Opus, as laid out by their role. By default, all users in Opus fall into one of three groups: Admins, Managers, and Trainees.

Admins

These are typically senior managers and executives - people who manage Opus across the organization. They must be invited by another Admin.

See How to Invite an Admin.

Managers

These are usually leaders of your frontline employees - general managers, location supervisors etc. Managers must be invited by an Admin.

See How to Invite a Manager.

Trainees

Trainees are the end user of the Opus for Training mobile app — these are your frontline employees who will be completing modules, courses, and referring back to the app for access to shared files.

Trainees only have access to the app and they can only see material that has been assigned to them. Trainee information is only visible to Admins and Managers of their locations.

How to Create Role-Based Permissions

To create a new role-based permission, go to People > Roles.

Click "+ New Role"
Choose whether this role is an Admin, Manager, or Trainee.
- Please note: the image above shows the default permissions list for any Admin role. To see the default permissions for Managers, refer to the table below.
From there, you'll be able to designate permissions associated at the Admin or Manager level.
- For those permissions to take effect, you will need to assign users to that role. To learn how to assign Roles to team members, see How to Manage Users in the Dashboard.

To edit an existing role's permissions and user type:

Select the role you're trying to edit from the Roles list under People.
Click "Edit role"
Change user type and permissions
Save!

Understanding Permissions

By default, the following permissions are available across all Admins & Managers unless designated otherwise.

Permission	Admin	Manager	Definition
Change Org Settings	✅		Access to Billing, Compliance, Languages, Email, and Brand. Note: Managers looking to edit trainees' permissions must have this enabled.
Manage Org Integrations	✅		Access to HRIS Integration
Manage Billing	✅		Access to Settings > Billing, Ability to purchase credits
Invite Others	✅	✅	Permission to invite other team members to Opus.
Create Content	✅	✅	Permission to create content in Opus.
Manage Library	✅	✅	Permission to manage and archive content in the Library, edit tags, and create paths.
Assign Content	✅	✅	Permission to assign content and mark assignments as complete.
Unassign Content	✅	✅	Permission to unassign content.
Update Automations	✅		Permission to create Automations. Note: Automations are managed at the org-level.
View Reporting	✅	✅	Access to Reporting in dashboard. Note: users without this permission will not see the reporting tab at all.
Send Messages	✅	✅	Ability to send messages. Users will still be able to see all messages sent across the org/their location.
Edit Trainees	✅	✅	Ability to edit trainee profile.
Deactivate Trainees	✅	✅	Ability to deactivate a trainee.
Manage Premium Content	✅		Ability to purchase, set up, configure, assign premium content (whether or not it's already in the library).
Promote Trainees	✅	✅	Ability to promote employees.
Update Automations and Library Access	✅		Ability to create and manage assignment automations, library access, and paths.

Note: Modules do not currently have permissions set. They are open to both admins and managers. That is why managers can add content to modules even though they cannot edit the content that they have created.

User-Specific Overrides

In cases where you need to disable or enable permissions on a user level, you can set a user-specific override.

Go to Users or search for the employee using the search bar
Click into that employee's profile
Click to view Permissions
Hit "Override user permissions"
- Select "Always" to give that user access
- Select "Never" to remove that user's access
Save

FAQ

Can a Manager have Admin-level permissions?

Partly. A Manager Role can have most permissions, but some are only available to Admins: Change Org Settings, Manage Org Integrations, Manage Billing, Update Automations and Library Access, and Manage Premium Content. To give someone those, change their user type to Admin.

What happens if I change someone's Role?

Their permissions update immediately to match the new Role, unless they have a user-specific override in place.

Do Trainees have any permissions to manage?

No. Trainees only have access to their assigned training in the Opus app. Role-based permissions apply to Admins and Managers.

Why does Opus say "You do not have permission"?

Your Role doesn't include the permission that action needs. For example, creating Roles requires Change Org Settings, and assigning training requires Assign Content. Ask an Admin to update your Role, or add a user-specific override for you.

What does Update Automations and Library Access mean?

It lets someone create and edit assignment Automations, and change Library Access for many items at once. Only Admins can have it.

How do I change someone's user type?

Open their profile from People > Users and click the User type field. Choose Admin, Manager, or Trainee. Managers and Admins need an email address, and Managers need at least one Location. Changing user types requires Change Org Settings. People with Promote Trainees can promote Trainees to Manager.

How do I change a Trainee's Manager?

Managers are connected to their teams through Direct Reports, which are set on Roles, not on individual people. Update the Trainee's Role, or edit which Roles report into the Manager's Role. Learn more in How to Set Up Direct Reports.

Role-Based Permissions Overview