Understanding OTJ activity visibility and manager access

Contents

• Control whether an activity can be found in search
• Control who can update an activity
• Check who can view evidence and sign off

Control whether an activity can be found in search 

1. Go to Admin > Manage Training > Manage Learning Activities
2. Locate the OTJ activity for editing and click Edit
   
3. Go to the Details tab
4. Set Search Availability to control whether the activity can be found by users, or by administrators only
   

Control who can update an activity

1. Open the OTJ activity for editing and go to the On-the-Job Content tab
2. Use the access level selection to choose which access levels can update the activity (for example, enter trainer details, change status, or add evidence on a delegate's behalf)
   

This controls who can update the activity, which is a different permission from who can simply view it.

Check who can view evidence and sign off 

Two roles are documented for viewing OTJ activities:

• Trainer access or above: view and update a user's OTJ activity via Team > Team Management, using the Admin Functions menu against the relevant user, then View On-the-Job
  
• User (learner): view and submit evidence via Learning > Learning Library, filtered by On-The-Job Training
  

If a user doesn't have access to view a users on the job activity content or they try and access the activity via the learning library they will be presented with this message:

If a user does have access and they are viewing the activity via Team Management > View On the Job they will be presented with this screen where they can update the fields. 


If a Topic has been added to the on the job learning activity the play button will be active and can be launched. These can be used for if an assessment is required to be completed by a trainer for example before filling in the on the job content fields. If a Topic has not been uploaded the play button will be inactive. 

Related articles

• Adding an On-The-Job activity
• Viewing On-The-Job activities
• Hiding an Activity in a Learning Journey based on its status