Tips To Use The Team Hierarchies Feature In Your Employee Training LMS

How to use the LMS team hierarchy feature for employee training

Certain team members have access to sensitive business data that is beyond the reach of other employees, from financial reports to internal compliance audits. The same goes for your LMS curriculum and analysis. So you need a system that keeps users organized and supports role-based permissions. Managers and team leaders can upload new content and keep an eye on their departments. But students still have access to relevant resources and personal performance data. The key is to know how to use the LMS team hierarchy feature in your LMS for employee training to maintain order in your L&D strategy.

1. Define groups based on position, ranking and department

LMS team hierarchies focus primarily on roles and ranks. They allow you to specify which members of the organization have access to various sections of the LMS. You must therefore define groups based on their position, department and job duties. For example, the LMS administrator usually has full approval because they have to manage and maintain the data. At the same time, a learner can only reach their personal path and reports, such as their assessment results and departmental curriculum.

2. Determine which groups have access to LMS data

Now that you’ve identified the groups within your company, it’s time to grant permissions. This ensures that sensitive data is kept secure and employees do not have to worry about having their performance evaluations displayed to the public. There are a few key employee training LMS features to consider, including:


Employees should only be able to see LMS statistics related to their training performance and assessment results. Similarly, managers and supervisors should be able to see reports for subordinates to identify gaps. For example, they receive weekly e-mail reports to identify compliance risks. As you go higher up the chain in the LMS team hierarchies, more reporting permissions are granted. Allowing for greater surveillance without compromising personal data protection.

Content Development / Curriculum

Who can upload new content to the system with (or without) admin approval? Which members of the team are able to update and change the curriculum and personal training paths? These are all questions to address with LMS role allocation and hierarchies. Of course, you need to ensure that the content is accurate and consistent with your brand messages. Furthermore, only certain administrators or managers should be allowed to modify training plans to address emerging gaps.

e-commerce features

This one is only for organizations that plan to sell their content online to generate more revenue, which is not a bad idea if you want to improve profit margins. With the LMS team hierarchy feature, you can restrict e-commerce access to LMS administrators, content developers, and marketing managers. Only they can see your course income statements and entries, promotions, etc.

3. Give leaders access to their team’s training information

These are not just the reports that managers need to have access to in the system. They should also be able to assign a curriculum to their team based on performance gaps and compliance risks. For example, enroll their new employees in a certification course if they find that they are struggling and need extra guidance. You can not leave them in the dark and expect them to provide ongoing support to the team. Make sure you update your roles and permissions regularly so that leaders can always see training information and areas for improvement and that employees who are no longer with the company are phased out of the system.

4. Set different LMS rules for administrators and publishers

LMS admins are in a class of their own. The LMS role allocation feature allows you to give them the backstage pace. They can view reports across the board, review content, and update the curriculum. Publishers should also be able to get behind the scenes to upload new content and make appropriate changes. This applies to all backend users. From SMEs to IDs. Keep in mind that many training development tasks are outsourced these days. Therefore, give them temporary clearance to relevant areas of the system and allow stricter rules. For example, they cannot see business or training reports. But they can submit content for review or improve the graphic design.

5. Users should only have permissions for relevant training content

The lowest rank is ‘user’, which is your students. Ideally, users should only have access to training courses and support tools that align with their job responsibilities or training plans. Transparency is crucial, but not so much that employees feel their information is being compromised. There is another set of rules for temporary or seasonal appointments that will not be with your organization in the long run. Specify how long they have permissions within the LMS span hierarchies and restrict their access to sensitive sections. For example, they should not be able to see employment information (benefit packages, etc.) for permanent staff members.


LMS span hierarchies must be maintained, just like every other aspect of the system. Therefore, periodically verify that new users have appropriate permissions based on their rank and job requirements. You should also make a habit of checking the hierarchical structure on a monthly basis to ensure that team leaders have access to subordinate reports. As well as reevaluate your departmental clearances and permissions. You do not want employees to accidentally stumble upon employee reports due to an LMS role assignment accident. Last but not least, keep in mind that learning management systems are now much more holistic. They are not just for training purposes and often have business reports, CRM integrations, and so on. And each of these individual features requires span hierarchies and roles to protect data.

Does your LMS allow you to create team hierarchies and assign user roles? If not, use our free online guide to select an employee training PAYE to improve ROI and data security. You can filter results by usage case, industry, pricing model and features to search without the stress.

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