What is Arist Teams?
Arist Teams is an access control system that scopes which learner records each teammate can see and interact with. Without it, any teammate can see and enroll any learner. With it, access is limited to the learners in their assigned team.
A quick clarification on who is involved:
Teammates log into Arist to build, deliver, and measure training. They hold roles like Admin, Manager, Writer, Distributor, or Analyst.
Learners are the employees who receive training via Microsoft Teams, Slack, or SMS. They never log into the Arist platform.
Arist Teams has no effect on the learner experience.
This is most valuable for organizations with multiple regions, departments, or business units who want to give teammates access to their own learner population without risking cross-team mistakes.
Note: This release covers learner access only. A future release will extend Teams to content and schedules as well.
How to Enable
Teams is currently in beta and must be enabled manually per organization. Contact your Arist Customer Success Manager to turn it on.
Once enabled, all existing teammates are automatically placed in a default "All Access" team, so nothing changes for anyone right away. Restricted access only takes effect once an admin creates teams and moves teammates into them.
Setup
Only Admins can create and manage teams. To get started, click your organization name in the top left, select (1)Organization Settings, then click (2)Teams in the left navigation. From here you can see all existing teams and create new ones by clicking (3)Create new.
Give your team a name (examples: "South American Sales," "EMEA," or "Marketing") and click save. Your team will appear in the list. To configure it, click the three-dot menu next to it and select View. From here you can set rules and add teammates.
Click Rules to define which learners this team can access.
This opens the Edit team rules panel, where you select a Field, a Condition, and a Value.
For example, setting Language is Spanish would give this team access to all learners who speak Spanish. You can combine multiple conditions using Add rule (AND) to narrow your filter, or Add OR condition to broaden it. As learners are added or updated in your system, their team membership adjusts automatically to match. Click Save when done.
Once your rules are set, click Add teammates to assign teammates to this team. They will only be able to see learners that match this team's rules. Teammates assigned to multiple teams see the combined set across all their teams. You can remove or reassign teammates at any time by returning to this page.
How Access Works
Admins always see all learners and are the only role that can create and manage teams.
All other roles (Managers, Writers, Distributors, and Analysts) only see learner records and data from their assigned teams, across every part of the product.
Schedules: Teammates can only enroll and view learners they have access to.
Analytics: Responses and stats are scoped to their teams only.
Learners tab: Only learner records within their teams are visible.
Cohorts: Hidden entirely if the teammate has no access; partial view if they have partial access.
Before You Get Started
CSV Uploads
CSV-based learner management works the same way it always has, with a couple of things worth keeping in mind once Teams is enabled.
Learners need the right metadata to land in the right team. When adding learners via CSV, make sure to include the metadata fields that your team rules are based on (e.g. region, department). If those fields are missing, the learner won't be assigned to any team and some teammates may not be able to see them after uploading. Admins will always be able to see them regardless.
Editing learner metadata can affect team membership. Because teams are built around learner metadata, updating those fields via CSV can move learners between teams. This is something to be aware of if you or your colleagues regularly update learner data through CSV uploads.
Coming soon: An updated CSV flow will remove the ability for non-admin teammates to add new learners or edit learner metadata, making team management more straightforward for everyone.
Analytics Numbers Will Differ by Teammate
Two teammates looking at the same course will see different completion numbers if they have different team access. This is expected, but worth setting expectations around before rollout.
Cohort Visibility Is Scoped
Teammates with no access to any learners in a cohort will not see it at all. Teammates with partial access will see it with fewer members than an admin would.
Questions?
Reach out to your Customer Success Manager or email [email protected].
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