Add GoLearn Staff Users and Fix Access and Permissions
Problem
GoLearn superusers and swim school managers need to add a swim teacher or staff user, set group permissions, and fix problems opening GoLearn from Gladstone360.
Resolution
Add a new swim teacher or staff user
Open Add User
- Go to
Settings > Users & Groups > Users > Add User.
- Go to
Set the login details
- Create a username. Usernames can't contain a full stop.
- Set a password.
- Set a Coach Portal PIN.
Give the user access
- Give the user a home centre and the regions and courses they need.
- Add them to the right group.
Match the Gladstone360 login (if applicable)
- If they'll open GoLearn from the GoLearn icon in Gladstone360, use the same username and password they use in Gladstone360.
Check group permissions
Open Users & Groups
- Go to
Settings > Users & Groups.
- Go to
Check for Deny settings
- Check the group isn't set to Deny for things it needs, for example a Teachers group denied access to classes in Coach Portal.
Allow reports (if applicable)
- Report access is set per group. Set it to Allow for groups that need reports.
Check superuser status
- Superuser status is ticked on the user.
Notes
- Before you start: only superusers can add users. If you don't have superuser access, Gladstone support can set the user up. GoLearn users don't need Remote Desktop access.
- The username and password must match in Gladstone360 and GoLearn for the GoLearn icon in Gladstone360 to log staff in.
- You can't block staff access to GoLearn at weekends or by day. You can submit a feature enhancement request.
- For help with new features (for example after the V3 update), use the GoLearn knowledge base articles and release notes. To arrange training, speak to your account manager.
- Troubleshooting:
- Teacher can't see their classes in Coach Portal: the group is set to Deny, or the user has no home centre, regions or courses. Set the group to Allow and give the user the right home centre, regions and courses.
- Can't switch users in Coach Portal: the group permission is set to Deny. Check the group permissions in
Settings > Users & Groups. - Staff group can't see reports: report access isn't allowed for the group. Set report access to Allow for that group.
- Error when clicking the GoLearn icon in Gladstone360: the username or password doesn't match. Set the same credentials in GoLearn as in Gladstone360.
- Can't save a new username: it contains a full stop. Remove the full stop.
- Common questions:
- Does a new GoLearn user need Remote Desktop access? No.
- Can we stop staff logging into GoLearn at weekends? No. You can submit a feature enhancement request.
- Contact Gladstone support if you don't have a superuser and need a user set up. Include the person's name, their role and the site they work at.
- Related: How to Add a User, for every field on the Add User screen; Which Permission Enables the Switch User Functionality in CoachPortal; Introduction to GoLearn V3.