Tips for using the Team Hierarchy feature in your employee training LMS

How to use the LMS Team Classification feature for employee training

Some team members have access to sensitive business data ranging from financial reports to internal compliance audits that are not limited to other employees. The same goes for your LMS curriculum and analysis. So, you need a system that keeps users organized and supports role-based permissions. Managers and team leaders are able to upload new content and place tabs in their categories. However, trainees still have access to relevant resources and personal performance data. The key is to learn how to use the LMS Team Classification feature in your employee training LMS to maintain discipline in your L&D strategy.

1. Define groups based on job location, rank and category

The LMS team classification focuses primarily on roles and positions. They allow you to specify which members of the organization can access different sections of the LMS. So, you need to define groups based on their position, category and job responsibilities. For example, LMS admins usually have full clearance because they must manage and maintain data. At the same time, a trainee can only access their personal path and report, such as their assessment results and departmental curriculum.

2. Determine which group has access to LMS data

Now that you’ve identified groups within your company, it’s time to grant permission. This ensures that sensitive data is protected and that employees do not have to worry about having their performance appraisal on public display. There are several key employee training LMS functionality to consider, including:


Employees should only be able to view LMS metrics that relate to their training performance and evaluation results. Similarly, managers and supervisors must be able to view subordinate reports to identify gaps. For example, they receive weekly email reports to identify compliance risks. Further reporting is allowed as you move up the LMS team’s hierarchy chain. Which allows for greater oversight without compromising personal data protection.

Content development / curriculum

Who can upload new content to the system with or without administrator approval? Which team members are able to update and revise the curriculum and path of personal training? These are all questions to solve with LMS role assignments and classifications Of course, you must make sure that the content is accurate and aligned with your brand’s messaging. Furthermore, only specific administrators or managers should be allowed to revise training plans to address emerging gaps.

ECommerce features

This is not a bad idea for companies that plan to sell their products online for more revenue if you want to improve your profit margins. The LMS Team Classification feature allows you to restrict eCommerce access to LMS administrators, content developers, and marketing managers. That way, only they can view your course’s income sheet and manage enrollment, promotions, and more.

3. Give leaders access to their team training information

It is not just reports that managers should have access to the system. They must be able to determine a course for their team based on performance gaps and compliance risk. For example, if they notice that they are fighting and need some additional guidance, enroll their new recruits in a certification course. You can’t leave them in the dark and expect them to provide ongoing support to the team. Be sure to update roles and permissions frequently so that leaders can always see training information and spot areas for improvement, and employees who are no longer with the company are periodically removed from the system.

4. Develop different LMS rules for administrators and publishers

LMS admins are in their own class. The LMS roll assignment feature enables you to pass them backstage. They can view reports across the board, revise the content, and update the curriculum. Publishers must be behind the scenes to upload new content and make appropriate changes. This goes for all backend users. From SME to ID. Keep in mind that many training development works are outsourced nowadays. So, give temporary clearances in the relevant areas of their system and assign strict rules. For example, they cannot view business or training reports. However they can submit content for review or improve graphic design.

5. Users must only have permission for relevant training materials

The lowest rank is ‘users’ who are your trainees. Ideally, users should only have access to training courses and support tools that are associated with their work responsibilities or training plans. Transparency is crucial, but not so much that employees feel that their information has been compromised. There is one more rule for temporary or seasonal employers who will not be with your company in the long run. Specify how long they are allowed in the LMS team’s hierarchy and limit their access to sensitive sections. For example, they will not be able to view employment information (benefit package, etc.) for permanent employees.


The LMS team classification must be maintained, just like any other aspect of the system. So, periodically verify that new users have appropriate permissions based on their rank and job requirements. You should make it a habit to check the structure on a monthly level to ensure that team leaders have access to subordinate reports. As well as reassess your departmental clearances and permissions. You don’t want employees to accidentally stumble upon a coworker’s report because of an LMS role assignment accident. Last, but not least, keep in mind that learning management systems are now much more holistic. These are not just for training purposes and often include business reports, CRM integration and more. And for each of these individual functions securing data requires group hierarchy and role.

Does your LMS allow you to create team classifications and define user roles? If not, use our free online directory to choose an employee training LMS to improve ROI and data security. You can filter results by industry, pricing model, and features to use to search without stress.

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