Understanding User Roles

Introduction

This guide outlines the responsibilities and capabilities of each role within Bud, ensuring that training providers can assign appropriate permissions to their staff. From trainers to compliance administrators, each role is designed to streamline processes and enhance productivity. By familiarizing yourself with these roles, you can optimize the use of Bud’s features and improve overall efficiency.

How to: Understanding User Roles 

A brief description of the responsibilities and capabilities of each is identified below, however, this is not an exhaustive list. Click on each of the user roles/additional permissions to find out more: 

User Role:

Responsibilities:

 Capabilities:

Trainer
  • Managing the application process, programme delivery, marking work and being the main learner contact.
  • Create and sign up applications, including the funding steps 
  • Query & register a learner on the LRS
  • Set & Exempt activities for learners
  • Mark submissions
  • Respond to messages within an activity
  • Record Learning Support
  • Confirm or reject off-the-job hours submissions
  • Assign individual activities to an additional trainer
  • Complete Reviews
  • Complete Learning Outcomes
  • Request Breaks or Withdrawals for a learner
  • View employers & upload documents (such as health & safety certificates) 
  • Create employer contacts 
  • Record notes on a learner or applicant 
  • Message learners and employers via the Messaging Hub

Operations Manager
  • Managing their trainer's caseload
  • Reassign applicants and learners between trainers
  • Archive Applications 
  • Activate Learners
  • Approve breaks and withdrawals
  • Change due dates on activities 
  • Edit off-the-job hours logged on activities after it has been marked as complete
  • Delete submissions
  • Run learner reports
  • Create & edit both employers and employer contacts 
  • Visibility of their trainers conversations and messages within the Messaging Hub

Internal QA
  • Assessing the training quality
  • Provide feedback on individual learning outcomes once they have been completed by the learner. 
  • Complete an aim once all associate learning outcomes have been completed 
  • Edit off-the-job hours logged on activities after it has been marked as complete

Sales
  • Showcasing Bud and getting new applicants into the system
  • Create applications
  • Create and edit employers
  • Create employer contacts 

General Administrator
  • Administering learning accounts 
  • Process breaks and withdrawals
  • Edit personal information about the learner
  • Record funding payments  
  • View Employers, Applications & Learners
  • Record notes on a learner or applicant 
  • Activate Learners 

Compliance Administrator
  • Checking funding & application requirements are met
  • Completing the compliance checks on an application 
  • Complete compliance checks on Additional Learning Support
  • Determine whether funding should be claimed for Additional Learning Support
  • Edit off-the-job hours logged on activities after it has been marked as complete
  • View and edit funding on an application
  • View employers

ILR Administrator
  • ILR reporting
  • Generate and edit an ILR

Employer Administrator
  • Administering employer accounts
  • Can create & edit employers & employer contacts
  • Upload relevant documents

Programme Contributor
  • Creating and editing training programmes
  • Create a programme
  • Create and edit activities in the activity library 
  • Add activities
  • Map to criteria

Programme Manager
  • Creating, editing, reviewing and publishing training programmes
  • Publish, edit & delete programmes
  • Publish, edit & delete activities in the activity library 

Reporter
  • Visibility of the reports center 

     
    • View ILR Reconciliation Reports
    • View Standard Reports
    • View Management Report
    • View Employer Reports
    • View Accountability Framework Report
    • Finance Reports
    • View Benchmarking Report (Enterprise Customers)
    • View QAR Report (Enterprise Customers)

    Each report can be switched on or off individually to ensure users only view relevant reports.

     

    Additional Permissions

    Below the 'User Roles' list is an 'Additional Permissions' section. Here you can add additional permissions to existing user roles, and therefore you will be unable to activate this if an initial user role is not selected. 

    A brief description of the responsibilities and capabilities for additional permissions is outlined below: 

    Additional Permission  Responsibilities  Capabilities 

    Learner Activity Management 

    		 Support the activity management of learners

    Utilise the group learning functionality including:  

    • Creating groups
    • Undertaking group bulk actions - add, exempt, and set activities

     

    Please note when downgrading a user role you must also remove the Learner Activity Management permission. If not deactivated the user will still be able to view and action against those learners they previously managed in a group via Group Learning. The removal of Learner Activity Management will remove the access for that user to the Group Learning tab.