ToLearn is designed to help businesses manage workforce training, compliance, competency, and audit readiness across multiple sites and teams. To ensure that responsibilities are clearly defined and access is appropriately controlled, ToLearn uses a role-based permission structure.
Each user is assigned a role that determines what they can access and manage within the platform. This structure helps organizations maintain security, improve oversight, and efficiently manage training activities across their workforce.
The Group Leader is the highest-level user within a company account.
This role is automatically assigned to the person whose details are entered during the checkout and account creation process. The Group Leader has full visibility and control over the entire organization within ToLearn.
Manage all sites within the organization.
Create, edit, and manage users across all group.
Assign and change Site Leaders.
Monitor workforce training and compliance status.
Access training matrix reports and employee records.
Track training progress across the entire organization.
Manage Food Safety Culture questionnaires and surveys .
Configure workforce training requirements and compliance settings.
The Group Leader acts as the central administrator for the organization and is responsible for ensuring that training and compliance activities are effectively managed across all locations.
The Site Leader role is designed for managers or supervisors who are responsible for a specific site or location.
Site Leaders are assigned by the Group Leader when a site is created. The Group Leader can also change or reassign Site Leaders at any time.
Manage users assigned to their site.
Monitor training progress for site employees.
Access site-specific training matrix reports.
Track compliance status within their location.
Identify employees requiring refresher or overdue training.
Support local audit preparation activities.
Site Leaders only have visibility of users and training records within their own site. They cannot access information from other sites within the organization.
This helps maintain clear accountability while ensuring data remains relevant to each location.
The Subscriber role is assigned to employees who are required to complete training courses or questionnaires.
Subscribers are typically added by the Group Leader and represent the majority of users within the system.
Complete assigned e-learning courses.
Participate in questionnaires and surveys.
Access personal training records.
Download and view training certificates.
Monitor their own learning progress.
Subscribers do not have administrative permissions and cannot manage other users, sites, or reports.
Their access is focused solely on completing training and maintaining their individual learning records.
The Archived role is used when a user is temporarily removed from active participation within the platform.
When a user is archived, their account and historical training records remain stored within ToLearn, but they no longer have access to system functionality.
Temporarily block user access.
Retain historical training records.
Maintain audit trails and compliance evidence.
Prevent accidental deletion of employee data.
Support workforce changes and employee departures.
Archived users cannot access courses, reports, certificates, questionnaires, or any other platform features until they are reactivated.
ToLearn's role structure helps organizations maintain clear responsibility, improve security, and simplify workforce training management.
By separating access between Group Leaders, Site Leaders, Subscribers, and Archived Users, businesses can:
Manage training efficiently across multiple sites.
Maintain accurate compliance records.
Improve visibility of workforce competency.
Support audit readiness and regulatory requirements.
Ensure users only access information relevant to their responsibilities.
This structured approach allows organizations to manage workforce training, compliance, and competency from a single platform while maintaining control and accountability at every level