Admins, Managers, and Subject Experts

Role Structure Overview

This article is for admins deciding who should have which access in 5Mins. It covers the three main roles - Subject Experts, Team Managers, and Administrators - plus Limited Admins, so you can assign the right access and avoid redundant role assignments.

Role Types and Permissions

Subject Experts

Subject Experts are specialists who contribute educational content to the platform.

Permissions include:

• Access to Knowledge Hub
• Upload and manage content
• Create and manage courses
• Enrol learners in courses they create

To make someone a Subject Expert, go to People & Teams → People, open their three-dot menu, and choose Make user Subject Expert.

Subject Experts focus primarily on content creation and course management within their area of expertise.

Team Managers

Team Managers oversee groups of users and have expanded capabilities beyond Subject Experts. Someone becomes a Team Manager automatically as soon as at least one person reports to them (set through the Reports To field or Change Manager).

Permissions include:

• Everything Subject Experts can do, plus:
• Access to the My Team section for their direct reports
• Team performance monitoring
• Managing all courses in your account, not just their own
• Enrolling people in courses and tracking their progress

Team Managers have all the content creation abilities of Subject Experts with additional team management functionality. They don't have access to the admin area, so inviting people, changing managers, and assigning roles stay with Administrators.

Administrators

Administrators have complete access to all platform features and settings.

Permissions include:

• Full system access
• All capabilities of other roles
• System configuration
• User role management
• Reporting and analytics across all areas
• Platform customisation

Administrators create and manage content from Content & Courses in the admin area. In the learner app, they only see the Knowledge Hub if they're also a Subject Expert or have direct reports, and My Team only if people report to them.

Limited Admins

A Limited Admin has admin access for a specific set of people only, defined by your dropdown custom fields (for example, everyone whose Region is EMEA). To set one up, open the person's three-dot menu in People & Teams → People and choose Make user Limited Admin. This option needs at least one dropdown custom field. Once you have Limited Admins, they're listed on the Limited Admins tab.

Important Notes About Role Assignment

Avoiding Redundant Role Assignments

When assigning roles, keep these key points in mind:

• Team Managers don't also need to be Subject Experts. Team Managers already have every Subject Expert capability.
• Administrators usually don't need another role. They can create content and enrol people from the admin area. Only make an Administrator a Subject Expert if they also want to use the Knowledge Hub in the learner app.

Role Comparison Chart

Need Help?

If you have questions about role assignments or permissions in 5Mins, please contact our support team at support@5mins.ai.