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The quick-access menu, also referred to as the site administration menu, can be accessed via the cog icon on the Top Navigation bar.

Functionality, features and settings within the administration area can be accessed using the Search field or by selecting the listed items.

The quick-access menu will only display those administration areas or items that a user has permission to access.

See Roles for more information on customising access rights within Totara.

The expanded quick-access menu.

From this menu Site Administrators can click Administration overview to view the site map and full page tree.

The Administration overview page showing the site page tree.

Quick-access menu groups

By default, administration tasks are divided into the groups Core platform, Performance, Learning and Configuration, however new groups and items can be added as required.

Core platformIncludes settings related to general, day-to-day platform administration, regardless of the Totara products enabled.-
PerformanceIncludes everything you need to review the achievements, progress and performance of people in your organisation, including yourself (e.g. appraisals, 360 feedback, etc.).-

Includes all settings related to functionality specifically within the Totara Learn product's components (e.g. courses, programs, certifications, etc.).


Includes settings related to the initial implementation process and subsequent ad hoc changes to the platform's configuration and technical setup.


Customising the quick-access menu

If a user has been allowed the capability totara/core:editownquickaccessmenu, they will be able to manage their own custom admin menu and add/remove areas to which they have access.

Those users without this capability but with access to site administration functions, will only have access to the default administration menu.

To customise the quick-access menu click on Menu settings.

Use the up and down arrows () to change the order the groups appear within the quick-access menu or the select the delete icon () to remove the group.

Use the edit icon () to rename the group title. Enter the required text change and press Enter to confirm or press Esc to cancel your changes.

Adding a group

To create a new group within the quick-access menu:

  1. Go to Menu settings.
  2. Select the Add a new group button. 

By default your group will be labelled as 'Untitled'. You can leave the group name as Untitled, add a custom title by using the edit icon (), or remove the title entirely.

Managing group items

To edit the administration options under each group, click on the group to expand.

Use the Select option dropdown menu to add new items to a group.

Use the up and down arrows () to change the order the options appear within a group, or click the delete icon () to remove an item from the group.

Use the edit icon () to rename the administration option title. Enter the required text change and press Enter to confirm or press Esc to cancel your change.

While groups may have an empty title, group items must have a corresponding name.

Adding groups and items to the quick-access menu.

Use the Restore to Defaults button in the top right to reset the administration menu to the default configuration.

Adding menu items

When viewing an administration area, a Site Administrator can add the current page to the administration menu using the Add to admin menu dropdown menu.

Select which group to add the item or create a new group.

Adding a page to the quick-access menu.

Removing menu items

When viewing an administration area, a Site Administrator can remove the current page from the quick-access menu using the Remove from admin menu button. 

Administration areas removed from the quick-access menu will still be accessible via the admin menu search.

Removing an item from the quick-access menu.

Administration Sub-Navigation

Site Administrators can add the Administration Sub-Navigation block to provide links to related administrative functionality when viewing each admin page.

Set the Administration Sub-Navigation block to display across the site so Site Administrators can access related admin menu items across all pages. The block will only be visible to Site Administrators and users with site-level administrative capabilities.

See Blocks for details on adding, editing, moving and removing Blocks.

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