What is the Group Supervisor role in TalentLMS, and how it works

The Group Supervisor role allows Admins or Group Owners to assign supervisory roles to group members, granting scoped access to group details and reports, and optionally messaging capabilities.

This role is useful when you need users with management or oversight responsibilities within the LMS.

Group Supervisors can monitor progress, coordinate and guide the learning journey of group participants, and communicate with users in the group.

The Group Supervisor is a functional role, similar to the Group Owner, and is different from the existing main user roles in TalentLMS (Administrator, Instructor, or Learner). It can be combined with a user’s existing role and permissions, depending on the access you want the user to have.

A Group Supervisor’s edit capabilities still depend on their underlying user type permissions (Administrator, Instructor, custom role, etc.).

Note: Group Supervisor functionality is available only in the new TalentLMS interface, and only in Pro and Enterprise plans. In the Pro plan, there is a limit of 10 groups max, including the main portal and branches. The Group Supervisor isn’t supported on the legacy interface.

What can Group Supervisors access?

They can view group details such as users, courses, files, and info. They can also access group reports from a dedicated Reports tab under their group, including overview, users, courses, and timeline, where they can view the report data, apply filters, and export the reports.
They can contact group users if the relevant permission is enabled in Account & Settings > User types. For more info, see the Permissions section below.
Group Supervisor permissions are scoped only to the assigned Groups. Multiple Group Supervisors can be assigned to one group independently, and one Supervisor can be assigned to multiple groups with scoped access per group.

Notes:

Edit access depends on the user’s existing role. For example, users with Administrator or Instructor permissions may also have edit access to some group content.
If a Group Supervisor (or a Group Owner) does not have an Admin-level role, they can only see shared group files. The uploader of the group files (e.g., an Admin) will need to switch the Share toggle on for the files in question to share them with the Group Supervisor.

How to make a user a Group Supervisor

A user can assign another user as a Group Supervisor if they have an Administrator-level role or are the Group Owner of the group and have the relevant group permissions (Groups > Update) enabled.

To assign a user as a Group Supervisor:

1. Sign in to your TalentLMS account as an Administrator, go to Groups (1), and open the group you wish to update.

2. Under the Users tab, hover over the user you wish to make the Group Supervisor and click the Make Supervisor (2) icon that appears next to the user.

3. Confirm (3) your choice.

The Group Supervisor is marked with a dedicated icon (4) in the group’s user list.

To assign a user as a Group Supervisor:

the user must already belong to the group.
the user must have the Groups > Supervision > Supervise permission enabled in their user type.

This means that Group Supervisors do not necessarily need to be Administrators or Instructors.

You can also assign a Learner as a Supervisor by creating a custom user type that combines the Learner role with the additional Groups > Supervision > Supervise permission.

Notes:

Users with a custom Learner + Supervise user type may need to switch to the corresponding Admin or Instructor role view in order to access supervised Groups.
Group Supervisors are not automatically excluded from course or learning path enrollments assigned to the group.
A Group Owner can also be assigned as a Group Supervisor.

Group Supervisor view

When you are the Group Supervisor of 1 or more groups, you can see the groups you supervise marked with a dedicated icon (1) under the Groups menu of your portal.

How to remove Supervisor access

To remove Supervisor access:

1. Sign in to your TalentLMS account as an Administrator, go to Groups (1), and open the group you wish to update.

2. Under the Users tab, hover over the user you wish to remove the Supervisor access from, and click the Remove Supervisor (2) icon that appears next to the user.

3. A confirmation pop-up will show up. Click Remove Supervisor (3) once more to confirm.

When a user’s Supervisor access is removed, they will no longer be able to view the group’s details, access reports, or contact users in this group. Their existing user role permissions will remain unchanged.

Permissions (Group Supervision & Messaging)

The required user type permission for the Group Supervisor role is Groups > Supervision > Supervise (1).

This permission is available under both the Administrator and Instructor permission groups in user types.

Depending on where the permission is enabled, the user will access their supervised groups through the corresponding role context.

Users with an Administrator-based user type and the Supervise permission enabled will access supervised groups through the Administrator interface.
Users with an Instructor-based user type and the Supervise permission enabled will access supervised groups through the Instructor interface.

By default, group messaging permissions are disabled for Group Supervisors. If you'd like the Group Supervisor to message group users, enable the Groups > Supervision > Message group users (2) permission.

Group Supervisors with this permission can message individual users or all users in the assigned group (except themselves), and recipients can reply to those messages.

Note: The Groups > Supervision > Supervise permission does not grant branch management access. If the Group Supervisor does not also have the Groups > Update permission, they cannot assign or unassign groups from branches.

Notifications

TalentLMS can automatically notify users when they are assigned as Group Supervisors through the Group Supervisor assignment (1) notification event under System notifications.

This lets them know they now have Supervisor access to a specific group, including access to group details, reports, and messaging if enabled.