Overview
User permissions control access to different features within Onefile. Each permission grants specific capabilities such as editing learner data, accessing reports, managing registers, assigning employers, or updating delivery plans. The table below explains what each permission allows a user to do.
User Permissions Explained
| Permission | Description |
|---|---|
| Can access Learner Database reports | Allows Centre Managers, Centre Monitors, User Managers, Lead IVs, IVs, EVs, Assessors, Trainee Assessors, Employers and Observers to access Learner Database Reports. |
| Can edit MIS values | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to edit MIS values on user accounts. |
| Can edit OTJ values | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to update OTJ information in learner episodes. |
| Can manage placement details | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to edit placement details. |
| Can manage placement documents | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to add and edit placement documents. |
| Can access Learner profile | Allows Centre Managers, Centre Monitors, User Managers, Lead IVs, IVs, EVs, Assessors, Trainee Assessors, Employers and Observers to access learner profiles. |
| Can set progress weightings for framework templates | Allows Centre Managers and User Managers to set progress weightings on learning aims within a framework template. |
| Can set progress weightings for learners | Allows Centre Managers, User Managers, IVs, Assessors and Trainee Assessors to adjust learning aim progress weightings. |
| Manage resources | Allows Centre Managers, Centre Monitors, User Managers, Lead IVs, IVs, Assessors, Trainee Assessors, Employers and Observers to edit and delete centre resources. |
| Can assign sampling policies | Allows Centre Managers, Lead IVs and IVs to assign sampling policies to assessors. |
| Can manage sampling policies | Allows Centre Managers, Lead IVs and IVs to create, edit and delete sampling policies. |
| Class Form Delegate | Allows Centre Managers, Centre Monitors, User Managers, Lead IVs, IVs, Assessors and Trainee Assessors to create and sign learner template forms. |
| Assign enterprise access | Allows Centre Managers, Lead IVs and IVs to grant a Centre Monitor enterprise access. |
| Assign permissions to other users | Allows Centre Managers, User Managers and Lead IVs to assign permissions to other users. |
| VLE Tutor | Allows Centre Managers, Assessors and Trainee Assessors to access courses. |
| Enterprise User | Allows Centre Monitors to access multiple centres. |
| Can resubmit assessments signed by the IV | Allows IVs to resubmit an assessment after an IV has signed it. |
| Can view calendar of linked Assessors | Allows IVs to view their linked Assessors’ calendars. |
| Can manage registers | Allows Assessors and Trainee Assessors to create, complete and delete registers. |
| Can delete users | Allows Assessors, Trainee Assessors, Centre Managers and User Managers to delete learner accounts from the Eportfolio Account page (permission can be denied if required). |
| Can view learner Cognassist Assessment data | Allows access to Cognassist data within a matched learner’s portfolio. |
| Can Create New Cognassist Learners | Allows Assessors, Centre Managers, Trainee Assessors and User Managers to create new Cognassist users from Eportfolio. |
| Can assign and change employers | Allows Centre Managers, Assessors and Trainee Assessors to assign an existing employer to a learner. |
| Can invite a new Employer from Review | Allows Centre Managers, Assessors and Trainee Assessors to invite a new employer to a learner’s review. Requires the “Can assign and change employers” permission. |
| Can manage learner's delivery plans | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to create delivery plan templates. |
| Can delete modules and components from a delivery plan | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to delete components on a learner’s delivery plan. |
| Can unlock a locked delivery plan | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to unlock delivery plan components to make changes. |
| Can update learner's episode from a delivery plan | Allows Centre Managers, User Managers, Assessors and Trainee Assessors to update OTJ values on the Episode page when locking a Delivery Plan. |
| Can upload evidence | Allows learners to upload assessment evidence. If denied, learners will no longer be able to:
|
| Can Edit Planned End Date | Allows Centre Managers, Assessors, Trainee Assessors and User Managers to edit the Planned End Date on a learner’s Episode page. |
| Can view all classes when assigning learners to a register | Allows Assessors and Trainee Assessors to view and select classes that do not contain their own learners when creating registers. |
| Can edit timesheets entered by others if time is for the learner | Allows learners to edit timesheet entries submitted by other users, provided the time is recorded as being spent by the learner. |
| Can Manage Consistency and Unit Rules | Allows authorised users to manage consistency rules and unit rules. |
| Can set the Create Learner in Tracker checkbox | Allows users to control whether a learner is created in Tracker. |
| Can approve or reject learning journal entries | Allows users to approve or reject learning journal submissions. |
| Can set/update contracted hours and target OTJ% | Allows users to edit contracted hours and OTJ percentage fields. |
| Can delete Scorecards | Allows authorised users to delete Scorecards from learner portfolios. |
| Can view Calendar of all Assessors | Allows Centre Managers, User Managers, Lead IVs and IVs to view all Assessor calendars. |
| Design and assign forms | Allows Centre Managers to design custom forms and assign them to learners. |
| Can create and manage grades | Allows Centre Managers to create grades and grade ranges, and assign grade ranges to methods. |
| Can Download Learner Portfolio | Allows Centre Managers, Centre Monitors, User Managers, EV's, Lead IVs, IVs, Assessors, Trainee Assessors and Employers to download a learner’s portfolio. |
| Can view and edit learner episode | Allows Assessors and Trainee Assessors to view and make amendments within the Learner's episode tab |
| Can view learner episode only | Allows Assessors and Trainee Assessors read-only access to a Learner's Episode tab |
| Can edit Learning Aim Start Date and Anticipated Completion Date | Allows User Managers, Assessors and Trainee assessors to be granted the ability to make amendments to a Learner's Learning Aim Start Date and Anticipated Completion Date |
| Can log recurring timesheets against a learning journal entry | Allows Assessors, Trainee Assessors and Learners to log recurring Timesheets against a Learning Journal entry |
| Can manage learner accounts | Allows IVs, Assessors and Trainee Assessors access the learners account, episode, learning aims, unit selections, units, assessors, IVs/EVs, access accounts and profile tabs |
| Can unlock assessments signed by the IV | Allows IVs to unlock an assessment signed by an IV |
| Can edit timesheets entered by others if the time recorded is for the learner | Allows Learners to edit timesheets created by other users if the time recorded is for the learner |
| VLE learner | Allows learners to be assigned to and complete courses |
Terminology
Terminology used in this article may vary depending on your Centre.
Need Help?
If you have any questions or experience any issues, please contact Onefile Support or your internal support channels.