This article describes how roles and licenses work in an enterprise account. You must be an admin or a team manager to assign licenses and roles.
This article contains the following sections:
What Is a License
When you invite a new member to your account, you assign that member a license. The type of license you assign depends on whether the member needs to access training content.
The following license types are available:
- Content access: A member with a Content Access license can consume courses, hands-on labs, and other content in the training library.
- No content access: A member with no content access can potentially perform other kinds of tasks in Cloud Academy, such as creating teams, accessing analytics, and running reports, but cannot complete the training in the training library.
When you assign a Content Access license to a member, you see Yes in the Content access column on the member list. If the member has a No Content Access license, or if their Content Access license is expired, you see No in this column.
You choose whether the member has content access when you invite the member. You can change the member's content access later, if necessary.
You purchase a number of Content Access licenses when you purchase your subscription, and each member with content access uses one of those licenses. Over time, you may reassign up to 25% of those Content Access licenses.
Alternately, you get unlimited licenses for users with no content access with your subscription for no additional cost.
What Is a Role
A member's role determines what tools the member can access within your Cloud Academy account.
Company Role (Admin or Not)
At the account level, a member can have the admin role. Having the admin role lets the member access the managerial tools for teams across the account. Members who need access to multiple teams, such as for assigning training plans and viewing reports, should have the admin role.
The following graphic shows the option on the Actions menu where you can give a member the admin role. This graphic shows the Members list in a team. The Actions menu is also available from the member list on the Organization screen.
When a member has the admin role, an Admin indicator appears next to their name.
Important: If you use the API, your API user must also have an admin role.
Members with the admin role can still be team managers (as discussed below) and can still complete training if they have a content-access license.
Team Role
At the team level, a member can also have a role. Team-level roles include:
- Team Member: A team member role is intended for members who will complete training. A member with a Team Member role cannot access the management tools.
Tip: Since team member can't access management tools, team members should always have a Content Access license. Otherwise, they can't do anything within Cloud Academy. - Team Manager: A team manager can access the management tools to perform tasks like creating sub-teams, assigning training, and reviewing tracking. A team manager can have content-access license if they intend to complete training, but it is not required.
- Team Stakeholder: A team stakeholder can access the management tools in read-only mode. Generally, a team stakeholder would have a license without content access.
You can easily change a member's role on the team. Each member can have only one of these roles for a particular team. If members are part of multiple teams, they could potentially have a different role on each team.
