Give someone admin access: Admin and Limited Admin

You can give a colleague access to the admin area from the People page. Choose Admin for full access, or Limited Admin if they should only manage a specific group of people, such as one site or region.

🎬 Watch this as a short narrated video

Steps shown in this video

1. You give someone admin access from People and Teams, then People.
2. Find the person and open the three-dot menu on their row.
3. For full access, choose Make user Admin, then confirm with Make person Admin. Remove Admin rights in the same menu takes it away again.
4. To limit them to one site or region, choose Make user Limited Admin instead.
5. A Limited Admin manages people, enrolments and learning records for the people in their scope only.
6. Next to Scope is, choose one of your dropdown custom fields.
7. Here we pick Business Unit.
8. Then pick one or more values. People who match any of them are in scope.
9. We'll choose one value.
10. Close the list to review your scope.
11. To narrow it further, click Add Field. People must match every field you add.
12. Check how many people are in scope.
13. Then click Make Limited Admin to save. We'll stop here so nothing changes.

🛡️ Make someone an Admin

1. Go to People & Teams > People.
2. Find the person and click the ... menu on their row.
3. Choose Make user Admin.
4. Click Make person Admin to confirm.

You'll see "[name] now has admin rights". Admins have full access to every part of the admin area.

To take access away, open the same menu and choose Remove Admin rights.

Good to know:

• The person must have joined 5Mins. The option is greyed out for people whose invite is still pending. Use Resend invite from the same menu first.
• You can't change your own admin access. The admin options don't appear on your own row.

🎯 Make someone a Limited Admin

A Limited Admin manages people, enrolments and learning records for the people in their scope only. They can't see reports, teams, cohorts or settings, and they can't manage other admins.

A scope is built from your dropdown custom fields, for example Region or Site. If you don't have one yet, create it first in People & Teams > Custom Fields.

1. Go to People & Teams > People.
2. Click the ... menu on the person's row and choose Make user Limited Admin.
3. In the Make Limited Admin panel, next to Scope is, choose a field in Select field, then next to is any of, pick one or more values in Select option. People who match any of the values you pick are in scope.
4. To narrow the scope further, click Add Field and add another field. Each extra field reads as "and", so people must match every field you add.
5. Check the number of people in scope shown next to the button (for example "24 people in scope").
6. Click Make Limited Admin.

You'll see "[name] is now a Limited Admin".

✏️ Change or remove a Limited Admin

1. Open the person's ... menu and choose Edit Limited Admin.
2. Change the fields or values and click Update.
3. Or click Remove Limited Admin, then Remove Limited Admin again in the confirmation to take their access away.

Once you have at least one Limited Admin, a Limited Admins tab appears on the People page so you can see them all in one place.

❓ FAQ

Why is Make user Limited Admin greyed out?

Your organisation has no dropdown custom fields yet. The menu says "Add a dropdown custom field first — a scope is built from those". It's also greyed out for people whose invite is still pending.

Can I delete a custom field or option that a Limited Admin's scope uses?

Not while an active Limited Admin's scope uses it. Edit their scope to remove it, or remove their Limited Admin role, first.

If a manager needs to edit a course, do they need admin access?

No. Choose Make user Subject Expert from the same menu instead. Subject Experts can create content and courses. Team Managers see their direct reports in My Team without admin access. See Admins, Managers, and Subject Experts for what each role can do.

Can a deactivated person be made a Limited Admin?

No. You can still remove the role from a deactivated person, but you can't save a new scope for them.