Use a person's account in Learn:Go to give the person job roles, choose a manager for each role and update the person's profile fields. You can also check the person's skills and levels.
Before you start
You need permission to assign job roles and managers. These are the default roles with this permission: Organisation Admin. If your organisation uses custom roles, yours may grant more or less than this.
Job roles must also be turned on for your organisation. If they are not, contact support.
Your organisation also needs user management in Learn:Go switched on. Only Learn:Go support can switch it on or off, so contact support.
Open a person's job roles
Open the list of job roles of one person.
Select Users in the navigation.
Select the pencil button in the Actions column of the user list.
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In the tabs above the form, select Job Roles.
The list shows each role with its Name and Primary Role. A tick in Primary Role marks the primary role and "--" marks the others. If your organisation has set role frameworks, each framework has a column of its own. The Actions column has a pencil button to change a role and a bin button to delete it.
Select Add Role above the list to give the person a role.
Give a person a role
Add a job role to a person's account and set its details.
Open the person's job roles, as described in the section Open a person's job roles.
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Select Add Role.
Enter the Role Name.
Fill in the other details you need.
Select Save.
The panel closes and the new role appears in the list.
| Field | What to enter |
|---|---|
| Role Name | Enter the name of the role. This field is required and takes up to 100 characters. |
| Role ID | Enter an identifier of your own for the role, up to 100 characters. |
| Role Description (Admin only) | Enter a description of up to 255 characters. |
| Primary Role | Tick this box to make this the person's primary role. See the section Make a role the primary role. |
| Select Framework 1 and Select Framework 2 | Choose a value from each framework. Each picker has the name of the framework, and appears only if your organisation has set the framework. |
| Manager | Choose the role of another person who manages this role. See the section Choose a manager for a role. |
| Start Date and End Date | Enter when the role starts and ends, in the format that the box shows. The format follows the language of your own account, not your organisation. For a US English account the format is mm/dd/yyyy hh:mm, so 02/11/2026 14:30 means 11 February 2026. For a UK English account the format is dd/mm/yyyy hh:mm, so 11/02/2026 14:30 means 11 February 2026. The time uses the 24-hour clock. The start cannot be after the end. |
Save stays unavailable until you change something. Select Cancel to close the panel without saving.
Change a person's role
Change the details of a role that a person already has.
- Open the person's job roles, as described in the section Open a person's job roles.
- Select the pencil button in the Actions column of the role.
- Change the details you need.
- Select Save.
The form is the one in the section Give a person a role, filled with the saved values. The panel closes and the list shows your changes.
Make a role the primary role
Make one role the primary role of a person.
- In the form for the role, tick Primary Role.
- Select Save.
- If the person already has a primary role, select Make Primary in the dialog.
The dialog asks "Are you sure you want to make this the primary role?" and explains "If another role is currently set to primary this will overwrite it." After you confirm, the panel closes and the list shows a tick in the Primary Role column of this role. Select Cancel in the dialog to go back to the form.
Choose a manager for a role
Choose the role of another person as the manager of a role. The manager is one of that person's roles, not only the person.
In the form for the role, select Select Manager.
In Search, type a name, an email address or a username to find the person.
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Select the plus icon beside the person to show that person's roles.
Select the role of the person that you want.
Select Save in the panel.
The form shows the person's name and the role title as a chip beside the pencil button. Select the pencil button to choose a different manager, or the delete icon on the chip to remove the manager. The manager is applied when you select Save in the role form.
You cannot select the person whose roles you are editing. A person with no roles shows "No Roles".
Remove a person's role
Delete a job role from a person's account.
- Open the person's job roles, as described in the section Open a person's job roles.
- Select the bin button in the Actions column of the role.
- Read the message "Deleting this role will permanently remove it from this profile and may remove the user from associated groups and learning. Do you wish to delete it?"
- Select Delete.
The role no longer appears in the list. Select Cancel to keep the role.
Warning
Deleting a role cannot be undone.
Update a person's profile fields
Change the values of a person's profile fields on the person's own account.
- Select Users in the navigation.
- Select the pencil button in the Actions column of the user list.
- In the tabs above the form, select Profile Fields.
- Change the values you need in each set.
- Select Save.
The screen shows the message "The Profile Fields were successfully updated" and the new values stay in the fields.
The Profile Fields tab is in the same row of tabs as Job Roles, and you need the same role. If the tab is missing, see Troubleshooting.
A set with no fields shows "No Profile Fields". To define the sets and fields, see Set up profile fields.
Check a person's skills and levels
See the skills that a person has, and their levels, on the person's account. You cannot change them here.
- Select Users in the navigation.
- Select the pencil button in the Actions column of the user list.
- In the tabs above the form, select Skills And Levels.
- To find a skill, type in Search Users Skills.
The table lists each skill with its Name and Description, and a Levels column if your organisation uses levels. Use Show: to choose how many rows appear on a page. Learn:Go support defines the skills and levels, so contact support to change them. Learn:Go support also turns on skills and levels for your organisation, and separately turns on levels, so contact support for either.
Troubleshooting
If only Job Roles is missing, job roles may not be turned on for your organisation, and support can check this.
If you do not see Skills And Levels in the tabs for a person, your role does not have permission to view skills, or the Skills And Levels service is not on for your organisation. Contact support.
If you see "A name is required" beside Role Name, enter a name for the role and select Save again.
If you see the title "Cannot Select Manager", the person you chose is a direct or indirect team member. Select Ok, then choose a different manager.
If you see "There was an error updating the Profile Fields", check the values and select Save again.