Types of users and their roles in Microsoft Community Training Portal

Posted by

This post has been republished via RSS; it originally appeared at: Microsoft Tech Community - Latest Blogs - .


This article is brought to you by the Nonprofit Tech Acceleration (NTA) for Black and African American Communities Program Technical Team. For information on how to take advantage of the granted offerings or free technical consultation, please visit: Supporting Black Community Nonprofits | Microsoft Nonprofits 


This article talks over the general review of user's role and management portal. All administrative functions take place on Microsoft Community Training management portal, and this includes user management, content management, portal settings, tracking and monitoring the training with analytics etc. 

The management portal's functionalities are separated into the following four categories: 

  1. Content: To manage courses, plan and produce material that is relevant, approachable, and effective for a target audience.  users and analytics all in one place with the management portal. 
  2. Analytics: The analytics tab is recognized to help with learning progress tracking and result measurement utilizing comprehensive out-of-the-box data or creating custom dashboards to monitor health and gauge program success overall. 
  3. Users: For Managing users, smart groups and administration. 
  4. Settings: To customize the look and feel of the platform. For managing branding, languages, restrictions and certificates. 

Microsoft Community Training Platform User Roles

On the platform, an end user persona can either be a learner or an administrator. The administrators oversee tasks like content upload, user import, portal customization, analytics, etc. 

The platform offers a hierarchy of administrators depending on the role that can be used to carry out various activities. Administrators who are responsible for fulfilling a certain set of tasks include: 

  1. Global administrators. 
  2. Organization administrators. 
  3. Learning path administrators 
  4. Category administrators. 
  5. Course administrators. 
  6. Group administrators. 



 1. Global Administrator: The decision-makers or program owners who are in charge of the overall execution, supervision, and success of the training program are given this job. The management portal is a tool that the global administrator can use to manage users, enroll learners in courses, produce content, use data and analytics, and brand the portal. The global administrator can assign all tasks, such as content management and user administration, to other administrators on the portal, with the exception of portal branding and profile page customization. 


2. Organization Administrator 

This role is assigned to owners of a specific organization. An Organization on the Microsoft Community Platform is a set of learners and administrators who have a particular purpose or belong to a specific criterion viz. location, job function, interest etc. The organization administrator can use the management portal to manage content and users for its organization. 


3. Content Administrator 

This role is assigned to a content expert who is responsible for creating, managing and reviewing courses on the management portal for the training program. There are two levels of content administrator:  


        (a) Learning Path Administrator: 

              This administrator can create new learning paths using the courses they have been assigned access and a user can manage one or more Learning Paths.


        (b) Category Administrator 

              They can also create new categories and manage all the courses within the new category. A user can be a category administrator for one or more categories on the management portal. Global and Organization administrators have the privilege to other users as category and course administrators on the portal.    


        (c) Course Administrator   

              The Course administrators can manage and update content only for the courses they are assigned as administrator. They can also design new courses and control all of the assignments and assessment in those courses. A user has the option to manage one or more courses on the portal as a course administrator. A category administrator may also be added as a course administrator for a course that falls under a different category. 


4. Group Administrator 

A grassroots facilitator, trainer, manager, or supervisor is given this responsibility by the global administrator and oversees promoting learner engagement and the adoption of the training program locally. By using announcements/discussion forums, the group administrator manages user onboarding, assigning courses, and encouraging course completion. A user can have more than an administrative role on the portal. For example, a user can be both course administrator and group administrator. 


5. Learner 

Any user that is added to the portal will automatically be allocated this position. Users who have this role permission are only able to see and use the platform's educational content; they are not able to use any of its administrative functionalities/features. The number of people you can add to the portal for a specific administrative function is unlimited, that is you can have several global administrators for the portal. 


Access to Management Portal features based on roles

 To assist the user in performing the administrative duties necessary for the job, the organization can give specific administrative roles to the user and grant access to appropriate features on the management portal. Check this Role-based Admin Functionalities.pdf file to clearly see the chart representation. 


Links to assign role to administrator on MCT are stated below:

  1. Steps on how to assign global administrator permission to a user. 
  2. Steps on how to assign group administrator permission to a user. 
  3. Steps on how to assign organization administrator permission to a user. 
  4. Steps on how to assign Learning Path administrator permission to a user is here. 
  5. Steps on how to assign category administrator permission to a user. 
  6. Steps on how to assign course administrator permission to a user. 
  7. Steps on how to navigate the portal as a Learner. 

For more details you may refer to the Microsoft documentation on User roles and Management portal overview and please check out my previous post on MCT Content Management Overview and MCT Installation Guide. 

To learn more about the Microsoft NTA products that may be of help to you, please contact the Concierge Team and also register.  Book a meeting with the NTA Specialists Team to get started. 


Thank you for reading! 

Leave a Reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed.