Setting up a team leader

A team leader follows the learners of the groups they manage, from the learner application. This page covers the administrator side: who receives the role, on which group, and what each setting opens. For the definition of the role itself and how it compares with the other roles, see Roles in a group.

⚠️ Rights required: you must hold the right Allowed to update diffusion groups on the group to grant the role.

Choose the group perimeter first

A team leader sees the learners of the groups they manage, and only those learners. The perimeter of the role is therefore the perimeter of the group, and it is decided when you create the groups. See Creating and organising groups.

💡 Advice: grant the role on the group that matches the team the person actually follows. A group that covers a whole department gives the team leader a long list of learners rather than a team they can follow individually.

Grant the role on a group

1. Open the group you want to configure, then open its advanced options.
2. In the Define the team leader(s) section, search for the person to appoint. The search only returns users who already belong to the group.
3. Select the user. They are added to the list of team leaders of that group.

The person then has access to the My Team tab in the learner application, where they can track the progress of their team and manage the requests of its learners. Where the option is active on your account, they can also pin tips in a community feed.

The My Team entry appears in the application menu only for a user who manages at least one group. A user who holds no team leader role does not see it.

What each setting opens

The role by itself opens the follow-up. The other capabilities depend on separate settings.

What you want to open	Where it is configured
Following the team and handling its requests	The Define the team leader(s) section of the group
Distributing content to the team	Configuration > Social Learning > Team management
Managing the group’s learner accounts from the application	The group’s advanced option Learner management by managers from the application
Allocating seats and approving requests	The settings of the track or the session concerned

Distribution depends on the Social Learning configuration of the account, which is set by an administrator. See Content distribution by team leaders.

What the role does not open

None of these settings gives access to the back office. Everything a team leader does happens in the learner application, within the perimeter of their groups. Granting back-office administrator access to obtain the same follow-up would open far more than their team.

Set up an approval circuit

A team leader can allocate the seats of an invitation-only track, and approve session sign-ups or training requests coming from their team.

Their own allocations can themselves be submitted for approval, to an administrator, to a validator, or to both. The Require sequential approval option sends the request to the team leader first, then to the validator, then to the administrator, instead of submitting it to all of them at once.

💡 Advice: before opening a circuit, agree on who processes the requests, within which time frame, and who takes over during absences. A request left pending loses its purpose, since the learner needs the answer before the session or the deadline concerned.

💡 Advice: copy the team leader on certificate expiry reminders. They are the ones in contact with the learner and can act before the date. When you send the reminder, tick Copy to Team Leader of selected learners. See Validity, expiry and renewal.

Brief the team leader

A team leader is not trained on the back office and does not need to be. Two points make the role usable straight away:

1. The perimeter. What they see is their team, not the whole company.
2. The reading of the figures. A learner at 0% has not necessarily refused the content. Check first that the content is distributed to them and that their account is active.

💡 Advice: state how often you expect the team leader to consult their team, and on which indicators. Without that, the role is granted but stays unused.

If the role is not used

When a team leader never opens their tab, check these three points before looking for a technical cause:

• They know the role exists. The My Team tab appears without any notification to the person concerned.
• They know what is expected of them. A role granted without instructions produces no follow-up.
• The perimeter is workable. A group that is too large turns the follow-up into a list to read.

Going further

• Roles in a group: the boundary between role and permission, and the three other roles.
• Content distribution by team leaders: what to frame before opening distribution.
• Following your team: the page written for the team leader, which you can send as it is.
• Common problems: what team leaders report once they use the tab.