Care Crowd VT Support Center

Understanding User Access Levels

Access Level Hierarchy

In Care Crowd VT, every user in the system is created/granted with a specific Access Level. This specification determines what permissions and capabilities that user has when logged into the Care Crowd VT system. When logged in, the system keeps a constant watch on each user’s activities as they interact with the site (keeping track of grades, logins, certifications, etc., for instance).

For this reason (amongst many others) it is imperative that each user has his/her own individual account within the system. No sharing of accounts is allowed. This article serves to explain the various access levels available and where each one is appropriately used.

There are three basic tiers of Access Levels.

Super Users

Super User A - Reserved for LightSpeed VT (The creators of the training software)

Super User B - Reserved for Maun-Lemke (Care Crowd VT owner)

Super User C - Reserved for admin-level users of multi-location clients. These users can be assigned to oversee multiple locations by the Super User A/B level users so they can view reports on all the locations that apply to them as Care Crowd VT clients. They cannot see other Care Crowd VT clients’ locations.

 

Manager Users

Managers are the administrative users for a specific location only. The following chart indicates which capabilities each Manager level has with regards to permitted administrative functions.

 

Basic End Users

The most fundamental users are the Care Crowd VT trainees themselves. They do not administer the site in any way and are simply setup to be able to log in and participate in their own training. While there are several levels of end users (User A, User B, User C), they all have the same capabilities (at this time). As such, we recommend that any end users/trainees be simply granted the User A access level as there is currently no need to subdivide them down into lower levels than that.

 


 

Setup of Users

When setting up users within your Care Crowd VT training location, there are many possible ways to go about the creation of your location’s user accounts based upon the specific needs and goals of your organization. The various user access levels (along with some additional system functionality, such as setting up Teams) provide for great flexibility in the manner in which users are organized, viewed, and administered.

All the users in a client location exist within a pre-described hierarchy of permission/capability levels. This helps to ensure that we have a secure environment in which our users can train, as well as it provides for a robust organizational model in which you can administer, review, collaborate with and reward your trainees. Given the wide array of possibilities for setup of this structure, let’s initially cover the users at the bottom and the top of the user hierarchy first.

Basic Trainee Users

Regardless of most organization’s specific administrative needs, every location has the most basic unit in play - the basic trainees themselves. As such, let’s start with our most basic users since they are the easiest to setup, access-level-wise. 

As noted in the Basic End Users section above, for all Care Crowd VT client locations basic end user/trainees, we recommend assigning a User A access level which will provide all necessary permissions and capabilities for normal, everyday trainee use. It provides for:

  • Site login and normal participation in training, with access to all chapters of the 4 Care Crowd VT Foundation Training courses
    • Care is Cool!
    • Customers Are Great!
    • Teaming Makes it Easier
    • I (personally) Make a Difference
  • The ability to monitor their own progress (via Report Cards & Tattletale Reports)
  • The ability to take notes throughout the training and review them later as needed
  • The ability to mark specific chapters in the course content as favorites, for later review as needed
  • The ability to utilize the built-in calendar to organize time-based events
  • The ability to access and download any documents available in the Fie Vault for training use (like the course workbooks)
  • The ability to review any certifications earned in completion of training courses thus far, and download/print certificates as needed.
  • The ability to access the Care Crowd VT Support Center for assistance with the use of the site as needed
  • The ability to access the MyLightPad feature for internal site-communications/messaging.
  • The ability to update their own User Profile (if permission granted by their administrators), including the update/reset of their passwords and usernames.

All users within the Care Crowd VT system have these basic fundamental capabilities, regardless of assigned access level, as these are the specifications needed for the most basic, generic training within the Care Crowd VT site (which even administrative users need, as they too participate in the training). All users have these minimal capabilities. Let’s now consider those users who are given more administrative type roles within the site, based on your organization’s specific requirements.

 

Top-Level Administrative Users

Care Crowd VT was designed such that the content provided is applicable to all levels of care professionals, from the front-line staff, all the way up the ladder to the highest executives. The concepts presented here are important for everyone to enact. Depending on how client organization plans to utilize and implement the Care Crowd VT training, there are a multitude of methods to setup and administer the users within that organization in Care Crowd VT. There will always be at least one administrative user assigned at the time of account creation to oversee the users within a specific client location. A location is a self-contained organizational grouping of users within Care Crowd VT. It is the digital equivalent of a real-world client location, such as a healthcare facility (in one geographic location).

The site-license for Care Crowd VT provides for that location to create/maintain as many user accounts as needed for all their employees at that location for the 3-year life of the site-license. As such, as new employees come on board, they can be granted user accounts and participate in the Care Crowd VT training. Likewise, as current employees leave the employment of the specific location, it is expected that the location administrators will remove that specific user’s access from their location so the user will not be able to continue to utilize the training post-termination/separation (as they may be taking up employment at a competitor facility, for instance).

As we know we have many different types and sizes of organizations who have signed up for Care Crowd VT training, perhaps the biggest factor that dictates the setup of administrative users (those users with managerial level oversight of the basic end users/trainees at a given location) is whether the organization has signed up a single-location only (like a stand-alone nursing home, for instance) or is comprised of multiple facilities/locations (such as in a chain of long-term care facilities). Let’s examine these independently.

Important Note:
Users with administrative access levels can only create/administer users at the same level of the hierarchy or lower. For obvious security purposes, a given user can never administer a user account with a higher access level than their own.

 

Single-Location Organizations

For those clients who are comprised of one single location, the first user account in that location will be setup for the initial contact who created/purchased the location account in the first place. This user’s account will be created with a Manager A level access to begin with. This access level gives that user all necessary permissions and capabilities to then in turn create and administer all the other user accounts at their location. Shortly after account creation, we contact this individual for assistance in determining the setup of the rest of the organization’s users.

Sometimes, this individual is a an accounting employee (tasked with purchasing the training system for instance) or another similar lower-level position within the real-world organization who will ultimately not be in charge of overseeing/administering the site, but were simply put in charge of initial purchase of the training. When this is the case, we will work with that individual to setup the account(s) for the user(s) who will ultimately be at the top of the hierarchy of oversight within the user access levels for the location. It is important to initially establish who will be the top authority for administering the users and the location for this client. That user(s) should always be designated at the Manager A access level in single-location organizations. That way, we establish from the outset who oversees the entire location’s user hierarchy and is thus ultimately responsible for the location’s settings and maintenance.

Important Note:
While this user may in fact be the functional top of the hierarchy, it doesn’t necessarily imply that they will be deeply involved in the day-to-day administration of the user base of the location. Those tasks may be delegated to lower-level managers within the access levels for daily maintenance and oversight. The top-level manager may simply hold ultimate responsibility for setup of the other lower managerial-level users or reviewing location-wide reporting functions only, leaving the more intense administration to those below them in the lower managerial user access levels.

 

Multi-Location Organizations

When a client signs up for multiple locations at Care Crowd VT, we will create a separate, self-standard digital location for each of their property locations (see Site-License specifics for definition) within the Care Crowd VT system. Each location, even though it is part of a larger whole, functions independently of the other locations in that organization’s group of sites.

The first user account will be created at one of these locations (chosen as the home location, for lack of a better term) and will be setup for the initial contact who created/purchased the location account in the first place. This user’s account will be created with a Super User C level access to begin with. This access level is equivalent in permissions/capabilities to a normal Manager A level user at a given single location, with one exception. Super User C level access can be granted to a user to give them the ability to move between and administer multiple locations. As part of our initial setup, we will grant that user (or users, as deemed/created by the purchasing organization, if needed) the additional access to each location within their purchased list of site-licensed locations.

Important Note:
Again, this person (or persons) will be the top-level authority responsible for the multi-location organization of users/trainees. As noted prior, this does not however prevent them from delegating more intense functions of daily administration to lower-level managers.

 

For each of the separate locations in this multi-location organization, we highly recommend creating a Manager A user who will be in charge of each specific location, as described in the Single-Location Organizations section above. In this manner, each location is responsible for the users at their specific location, but you can still have a Super User(s) presence that oversees the entire operation (much like a corporate office does with remote facilities).

 

Mid-Level Management Users

Now that you have a better understanding of the top and bottom level users, we can now address the mid-tier user levels.

As described prior, there are a vast multitude of ways to configure your mid-tier manager level users (if even at all). How you choose to do so depends greatly on factors such as:

  • The size of your organization (number of users)
  • The possible logical ways you may want to subgroup those users
  • The ways in which you prefer to have you users take the training (group environments, individual, etc.)
  • How you want to employ mid-level management in oversight, facilitation and monitoring of training/progress

Regardless of how you decide to organize your hierarchy of users, a good rule of thumb to follow for security purposes is:

Only give a user as much access as they need to accomplish the desired goals. You can always grant more power later, if needed, but avoid overreach until necessary.

 

For instance, you may have users at your corporate office location (c-level executives, for instance) who on first thought, you might grant full Manager A level access to. However, you should always ask yourself if this person really needs that much access. If they are simply taking the training and have no desired goals/needs to be able to view other users’ progress, or to administer them, it is likely better to simply assign a generic User A access level to these members. The extra functionality associated with management functions will only serve to make things more confusing for them and not add value. A proper manager-level user can always provide them with reports pulled from the system as needed if they require, without having to give them that specific power.

How your location chooses to deliver the training can also have strong influence on how you configure these mid-tier users. For instance:

  • Many organizations will opt to simply setup their end user trainees with Care Crowd VT and turn them loose, letting them available themselves of the training on their own, at their own pace. They may setup mid-tier managers to administer smaller subgroups of the whole, keeping track of training progress and offering assistance as needed to end users.
  • Some organizations may opt to setup mid-tier managers in a manner to more proactively assign training to groups of users with due dates (setting up calendar event assignments) and progress reviews.
  • Some organizations choose to go through the training in a group setting. For instance, a Manager may hook up the computer to an overhead projector so a small group of users can watch the video content together and collaboratively discuss the training content, complete workbook execises, and take the pre & post-tests together as a group.
    Please note - In this scenario, the individual users are not getting trackable credit within the system (Report Cards, etc) as the only user logged in going through the training is the Manager in this case. The individual users would need to login on their own later to go through the content independently if they choose to gain credit tied to their accounts. This is simply a method of training delivery that takes advantage of group activity and team discussion/learning. The mid-tier Managers are thusly facilitators to the end users in this example.
  • Some organizations may choose to not even setup accounts for individuals at all, but may merely use the training videos with the whole facility at company meetings or training sessions, similar to the group training described in the prior item.

There is no right or wrong method for configuration. It is purely dependent on what your ultimate goals for the Care Crowd VT training are. Use the mid-tier manager levels to help deliver the training and administer the end users based on what makes sense for your organization’s unique goals.

Example Mid-tier Configuration Options

Let's examine a few example cases of how you might choose to setup your mid-tier manager users:

Small Organizations

If the number of users at each location (if more than one) is comparatively small, you may, for instance, simply choose to go with the default Manager A user as the sole administrative user. For instance, if your organization is a health care facility, the Administrator of the facility will likely be the Manager A user for the location. All the other employees would be created a User A level users and the Manager would then be able to monitor the progress of all users in one list. If there is an Assistant Administrator at the facility, that person could be configured with a Manager B or C level access so they can assist with location administration and monitoring users, but not be granted top-level access they do not need.

Depending on whether you are shooting for individual-center training, or the group-based models described earlier, this scenario keeps the mid-tier fairly light, using middle-managers simply for assistance with oversight duties and training delivery.

Medium Organizations

If the number of users at each location (if more than one) is slightly larger, you may want to begin to employ Teams within your location’s setup. Care Crowd VT gives the Manager A user(s) the option of creating Teams. These are simply logical group names that you can assign end users to in an effort to help subgroup down your overall user base into more manageable numbers. Teams may (or may not, at your discretion) be assigned a Manager to head each Team. The advantage to this arrangement is that when a Manager is setup as a Team Lead, they only see the users within their team in the various user lists/reports they access. Likewise, they can create and maintain only the users assigned specifically to their team.

This helps break the larger user base down into more functional groups so a given manager is not overwhelmed with a large number of users. Whether they choose to deliver the training in individual-centric or group-style formats, they can narrow their focus to a smaller subset of your overall organization.

For instance, you might create a team for the nursing staff, one for the back-line staff, one for the other front-line staff, etc. Likewise, you could create a team(s) based on reporting relationships. Again, it is whatever makes most sense in helping you attain your ultimate training goals.

When using Teams, we recommend that Managers assigned as team-leads be assigned an access level of Manager C, as they most likely do not need to have access to Location Settings capabilities.

Important Note:
A user can only belong to one team at any given time. They can be transferred to other teams over their history during the site-license, but active only in one team at any given moment. Also, just because you have teams setup, does not necessitate a given user being assigned to a team. You can still have independent users that float outside of pre-configured teams.

 

You can learn more about setting up teams here.

Larger Organizations

If the number of users at each location (if more than one) is fairly large, you may want to further develop the Teams approach described earlier (though you can also work without teams too), and also begin to assign Manager B access users to those manager employees who will fill the role somewhere between the top-level Manager A level (who performs the overall site administration) and the lower-level Manager C level who more directly oversee specific end users. In essence, much like real-world organizations, they manage the managers.

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