Managers and Supervisors

Each user in Tribal Habits can have up to five managers. A manager does not need to be a Tribal Habits user — an external email address is sufficient for receiving notifications. However, if a manager’s email address matches an active user in the portal, that person automatically becomes a Team Leader. Team Leaders are managers who exist as users in the portal and gain access to the Team page on their learner dashboard. Admins can filter by Team Leader status in the People area and view any Team Leader’s team from their admin profile.

Team Leaders see a dedicated Team tab on their learner homepage. The tab has four main views. Summary: a dashboard showing key statistics about the team – overdue enrolments, recently expired certifications, incomplete training – plus graphs for active members, knowledge completions, and training hours over the past six months. A Training panel shows each team member’s enrolment data with a progress bar. A Goals panel shows each member’s progress towards assigned goals. An Activity panel shows recent login and enrolment activity across the team. Members: a list of all team members with their training status counts (overdue, completed, incomplete), last login, and visible custom fields. Clicking any team member opens their full profile – showing training history, certificates, roles, goals, and external training. If a team member leads their own team, a View Team link is available, allowing the manager to navigate down the hierarchy. History: a filterable, downloadable view of all team enrolments – filterable by type, progress, status, certification, and category. Overdue items can be actioned directly with a manual reminder email to the learner. Where enabled by an admin, Team Leaders can also download a PDF of a team member’s progress for a specific enrolment directly from the History tab – the same detailed progress PDF admins can generate, including quiz results, contributions to elements like Polls and Q&A, and any assessor or admin notes. Roles: a tab dedicated to reporting on Role completion but also with a Skills Matrix for managers to review status of current, missing and expired skills. This tab includes multiple filters and saved searches so managers can quickly reload complex/specific searches.

From the Members tab of their Team page, Team Leaders can take a range of direct actions on behalf of their team members. Enrolment actions: select one or more members and enrol them into available topics or pathways (controlled by admins via manager enrolment settings), with an option to send enrolment notification emails at the point of enrolment regardless of topic defaults. Unenrolment: team leaders can unenrol members from training they are enrolled in. Reminder emails: from the History tab, team leaders can select any overdue enrolment and send a manual reminder email directly to that team member. Invitation email resend: team leaders can resend the initial invitation email to team members who have not yet logged in — useful for chasing new starters who have not activated their account.

Managers (both external and Team Leaders) can be included in any notification sent by a topic or pathway. Each notification type — enrolment, reminders, completion, retake, assessment — has a Managers recipient option that, when enabled, sends a copy of the notification to all managers assigned to the learner. Each of a user’s five manager email addresses can be configured independently across notifications. The most common use case is escalation: reminder notifications are typically sent to the learner first, and then if a due date lapses, the overdue notification escalates to the learner’s manager. Managers included in notifications do not need to be portal users and do not count as active users when they receive notification emails.

Team Leaders can subscribe to a periodic email report summarising their team’s training status. The report is sent on the 1st and 15th of each month (twice monthly). It covers overdue training, training due in the next 45 days, certifications that expired in the last 45 days, and certifications expiring in the next 45 days. Team Leaders subscribe to the report from the Members tab of their Team page — there are checkboxes to opt in or out. Admins can also subscribe or unsubscribe Team Leaders via their user profile in the Admin area, or in bulk via CSV upload using the Assessor Report Frequency field.

Team Leaders can add external knowledge records on behalf of their team members directly from the Team tab. When viewing a team member’s profile in the Members tab, a Record Knowledge button is available. The Team Leader can create a new record of any type (Training, Certificate, Qualification, License, Document) against that team member’s profile. Records added by a Team Leader are visible to the learner in their own training history, but the learner cannot edit or delete records created by a Team Leader or admin — they can only edit records they created themselves.

Each user can have one mentor assigned to them via an email address field on their profile. Mentors are similar to managers but have a narrower scope — they do not have access to the Team page and cannot enrol or manage learners. Mentors exist solely for notification purposes: topic and pathway notifications have a Mentors recipient option, allowing mentors to be cc-ed into specific notifications such as enrolment confirmations, reminders, or completion notifications. A mentor does not need to be a portal user — an external email address is sufficient. Mentors do not count as active users when they receive notification emails.