Overview
If you assign managers or trainers to a custom role and expect them to evaluate and sign off On-the-Job Training (OJT) tasks, there are specific permissions that need to be in place. This article walks you through how custom roles work with OJT evaluations and what you need to configure so everything functions as expected.
When You Might Encounter This Scenario
You may notice that a manager or trainer who is assigned to a custom role can view learners and OJT tasks but is unable to evaluate or sign off those tasks. This typically happens when the custom role does not yet include all the required permissions for OJT evaluation.
This is a normal and expected behavior based on how role permissions are designed to provide flexibility and control.
How Custom Roles Work with OJT Sign-Off
Custom roles allow you to grant specific capabilities beyond organizational structure limitations. When configured correctly, a custom role can enable users to sign off OJT tasks regardless of their own org structure, giving you more freedom in how evaluations are managed.
To make this possible, the role must include the appropriate permissions.
Recommended Configuration
To allow users assigned to a custom role to evaluate and sign off OJT tasks, follow these guidelines:
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Enable “Reporting” Permission
Navigate to the Roles tab on the Manage Jobs page.
In the left navigation, make sure you are in the Academy Workspace.
When in the Academy Workspace, select Academy Admin for all Academy Administration options.
Select Organization and then Manage Jobs.
Open the custom role assigned to the manager or trainer.
Under the Reporting section, ensure the Reporting permission is selected.
This permission is required in order to activate OJT assessment capabilities.
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Enable “Assess OJT performance” Permission
In the same custom role, scroll to the On-the-Job Training section.
Select Assess OJT performance.
If this option appears greyed out, confirm that the Reporting permission is enabled first, as it is mandatory for this setting.
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Save the Role Settings
Once both permissions are enabled, save your changes.
Users assigned to this custom role will now be able to evaluate and sign off OJT tasks.
What This Enables for You
With this configuration in place:
Managers or trainers assigned to the custom role can evaluate and sign off OJT tasks.
The role bypasses organizational structure restrictions, allowing evaluations across different departments.
You maintain full control over access while supporting flexible training workflows.
Key Takeaway
When using custom roles for OJT evaluations, always ensure that:
Reporting is enabled, and
Assess OJT performance is selected under the On-the-Job Training permissions.
This setup ensures a smooth and consistent experience for both evaluators and learners.
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