Roles & Permissions at a glance
New in this release: Import CSV is a capability of its own (bulk import of employees, courses and the administration lists; Administrator only by default, and an Administrator can turn it on for Managers and Training Coordinators), Print can now be switched off per role, and Export data is now called Export CSV. Administrators also receive a daily email summarising every change to master data (see "Configure automated alerts & notifications").
Every person you invite to TrainGrid is given one of five roles. The role decides what they can see and do. The table below shows exactly what each role can do — a checkmark means yes, a dash means no.
| Capability | Administrator | Manager | Training Coordinator | Supervisor | Viewer (auditor) |
|---|---|---|---|---|---|
| Manage employees (add, edit, archive) | ✓ | ✓ | ✓ | — | — |
| Manage courses (create and edit the catalog) | ✓ | ✓ | ✓ | — | — |
| Import CSV (bulk-import employees, courses and administration lists from CSV files). Off by default; an Administrator can turn it on for Managers and Training Coordinators. | ✓ | — | — | — | — |
| Assign & schedule (assign, waive, reschedule; schedule training sessions and enrol employees on them) | ✓ | ✓ | ✓ | — | — |
| Record completions (mark training complete, record session attendance) | ✓ | ✓ | ✓ | ✓ | — |
| Delete employees (only with no training records) | ✓ | — | — | — | — |
| Delete courses (only with no assignments and no sessions) | ✓ | — | — | — | — |
| Delete records (permanently delete assignments) | ✓ | — | — | — | — |
| Export CSV (download CSV files of employees, courses, records and reports) | ✓ | ✓ | ✓ | ✓ | ✓ |
| Print (print reports, the training matrix, sign-in sheets and QR badges). On by default. | ✓ | ✓ | ✓ | ✓ | ✓ |
| View audit log (the change history) | ✓ | ✓ | ✓ | — | ✓ |
| View email log (outbound email record) | ✓ | ✓ | — | — | — |
| Manage members (invite people, set their roles) | ✓ | ✓ | — | — | — |
| Manage organization (settings, locations, branding) | ✓ | ✓ | — | — | — |
| Manage billing (plan and payment) | ✓ | — | — | — | — |
| View reports | ✓ | ✓ | ✓ | ✓ | ✓ |
A quick way to remember them: an Administrator can do everything, including billing. An Manager can do everything except billing and permanent deletes — deleting employees, courses or records is Administrator-only. A Training Coordinator runs the day-to-day (people, courses, assignments, completions, reports) but can't delete records or invite members. A Supervisor can view training and record completions for their team. A Viewer (auditor) has read-only access — perfect for inspectors and outside auditors who need to look but not touch.
Note: Any member — except an Administrator — can be limited to specific sites. A location-scoped member only sees and works with the employees at the location(s) you assign to them. For example, a supervisor limited to your West Plant sees only West Plant employees and compliance, not the rest of the company. This is enforced automatically everywhere in the app.
Tip: Administrators and Managers can also fine-tune roles for your organization — for instance, turning off "View email log" for a role, or making coordinators read-only. You can only remove abilities from a role, never add ones the role doesn't normally have, so it's always safe to experiment. The one exception is Import CSV: it is off for every role except the Administrator, and only an Administrator can turn it on for Managers and Training Coordinators.