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Editing trainers Trainers can do almost anything within a course, including adding or changing the activities and grading learnersLearners.

By default, editing trainers Editing Trainers can also assign the Trainer role and/or the Learner role to other users. Other capabilities of an editing trainer Editing Trainer include: 

  • Create and manage courses.
  • Create and manage course activities.
  • Manage grades.
  • Administer course settings backup/restore.
  • Administer course badges.
  • View course activity logs.
  • Add course blocks.

By default users Users are not assigned the role of editing trainer Editing Trainer throughout the site by default, but are only instead assigned (enrolled) as a editing trainer an Editing Trainer to a single course/class each course as required, one at a time. The same applies to learnersLearners.

Editing trainers Trainers can only teach make changes in the courses they have been enrolled in. 

Note

You might wonder if it is possible to add a trainer or learner to a role at site level. This is possible, but it is not best practice.

  • Trainers and learners typically work in one or more individual courses. It is unusual for a learner to be studying every single course on your Totara Learn and unusual for a trainer to be training in every single course. The manager role might be one that makes sense to assign on a system or category context.
  1. To assign a role to the entire site, go to Administration > Site administration > Users > Permissions > Define roles and edit the role to include the system context.
  2. Then search for and allow the capability course:view.
  3. Then assign users to this role via Administration > Site administration > Users > Permissions > Assign system roles.
  • It might be preferable to create a new role based on the trainer or learner and assign this in the system context. Then assign individuals to that role.

Enrolling a user as a editing trainer in a course

As a manager or administrator, go

Manually enrolling an Editing Trainer in a course

To enrol an Editing Trainer you will need to have appropriate permissions. Roles with the correct permissions by default are Site Manager, Site Administrator, and Editing Trainer. Once you have one of these roles you can follow the steps below:

  1. Go to Administration > Course administration > Users > Enrolled users.
  2. Click the Enrol users button at the top right or bottom left of the page.
  3. From the Assign roles dropdown choose the Editing trainerTrainer role.
  4. Select enrolment options as appropriate.
  5. Browse or search for the user.
  6. Click the Enrol button opposite the user. The user will indent in the list and the enrol button will disappear, indicating that the user is enrolled.
  7. When you have finished, click the Finish enrolling users button.

The user will then appear in the list of enrolled users and will no longer be available in the search list.

For more information on manually enrolling editing trainers, see Manual enrolment.

Changing editing trainer permissions

If you really need to change the default Editing trainer role, follow these steps:

  1. From the Administration  block go to Site administration > Users > Permissions > Define roles.
  2. You will see Manage roles with a list of user roles, locate the Editing trainer role. 
  3. To the right of the Editing trainer description, click on the edit (cog) icon.
  4. From the Editing role 'Editing trainer' page you can change what an Editing trainer can or cannot do by checking or unchecking the Allow check boxes under capability/permission. 

Be careful what you allow an Editing trainer to do whilst you are adjusting the role's permissions/capabilities. Consider the security vulnerabilities of giving an Editing trainer an inappropriate permission. Only give the Editing trainer permissions that are necessary or appropriate. To the right of many of the Allow check boxes are coloured triangles that notify you of possible security warnings for each choice. Use those warnings to help you decide which permissions you will or won't give to your Editing trainers.

NoteIf you need to modify the editing trainer role significantly

Editing Trainers and other enrolment method see the Enrolment Help page. 

Editing Trainer at site-level

You might wonder if it is possible to add an Editing Trainer/Trainer or Learner to a role at site level. This is possible, but it is not best practice.

Editing Trainers/Trainers and Learners typically work in one or more individual courses. It is unusual for a Learner to be studying every single course on your Totara Learn and unusual for a Editing Trainer/Trainer to be training in every single course. The Site Manager role might be one that makes sense to assign on a system or category context.

Rather than assigning an existing role to the system content, it is advisable to create a new role

rather than editing

based on the

default Editing trainer role.

Editing Trainer/Trainer or Learner role and assign this in the system context. Then assign individuals to that role. 

You can see more about creating and assigning site-level access on the Roles Help page.

Assigning the editing trainer role at

category or site levelAs stated above, by default Editing trainers are not given the role of Editing trainer. However, under some conditions you may want to assign a user, or some users, the role of Editing trainer for all the courses in one category, or for all the courses in your whole site without having to enrol as a Editing trainer for each course.

category 

If you wish to give the Editing trainer Trainer role to one or more users across the site or a category you will need to enable the role at the right context. To do this, follow these steps:

  1. From the Administration  block go to Site administration > Users > Permissions > Define roles.
  2. You will see Manage roles with a list of user roles, locate the Editing Trainer role. 
  3. To the right of the Editing trainer Trainer description, click on the edit icon (cogCog icon for editingImage Added) icon.
  4. From the Editing role 'Editing Trainer' page find the Role archetype section near the top. 
  5. Under Context types where this role may be assigned check whichever apply.
  6. Once you are done, scroll to the bottom of the page and click Save changes.

It is worth noting that by default, the Editing trainer Trainer role is enabled at Course level which is what allows you to enrol an Editing trainer Trainer to a specific course. If you also tick the box for Category, a user can be enrolled with all the permissions of an Editing trainer Trainer at category level, giving them access (and permissions) to any course contained in the specific category. This works similarly for the System context give the users those permissions at a system/site level. 

After the role has been enabled for the correct context you can then assign it to specific users at that level.  To To assign a an Editing trainer Trainer to a category, follow these steps:

  1. Navigate to the desired category.
  2. From the Administration block click on Assign roles
  3. Click on the Editing Trainer role. 
  4. You can now use the Potential users list and search to look for your desired users.
  5. When you have found a user click their name to highlight it then click the Add button.
  6. Make sure the user now appears in the Existing users list, if they do you can simply navigate away from the page (there is no save button). 

If you want to give only some Editing trainers Trainers these privileges, you may want to create another Editing trainer Trainer role that gives those permissions only to those trusted Editing trainers Trainers who have been assigned that role.

Changing Editing Trainer permissions

If you really need to change the default Editing Trainer role, follow these steps:

  1. From the Administration  block go to Site administration > Users > Permissions > Define roles.
  2. You will see Manage roles with a list of user roles, locate the Editing Trainer role. 
  3. To the right of the Editing Trainer description, click on the edit icon (Cog icon for editingImage Added).
  4. From the Editing role 'Editing Trainer' page you can change what an Editing Trainer can or cannot do by checking or unchecking the Allow check boxes under capability/permission. 

Be careful what you allow an Editing Trainer to do whilst you are adjusting the role's permissions/capabilities. Consider the security vulnerabilities of giving an Editing Trainer an inappropriate permission. Only give the Editing Trainer permissions that are necessary or appropriate. To the right of many of the Allow check boxes are coloured triangles that notify you of possible security warnings for each choice. Use those warnings to help you decide which permissions you will or won't give to your Editing Trainers.

Note
If you need to modify the Editing Trainer role significantly, it is advisable to create a new role rather than editing the default Editing Trainer role.
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