How to add, edit and delete administrators

In Smart Way, company administrators can be added, edited and deleted on the "Company" page.

This guide explains how to choose an access level, create or update an administrator account and delete it safely while transferring responsibility to another administrator.

Who can manage administrators?

Only administrators with the "Admin access — No restrictions" level can manage other administrators.

An administrator with the "Admin access — Own invitations only" level can work in the sections of the platform available to them, but cannot add, edit or delete other administrators. The relevant buttons on the "Company" page will be unavailable to them.

An administrator also cannot delete their own record in the "Administrators" table. This protects the company from accidentally losing administrative access.

Which access levels can be assigned?

When adding or editing an administrator, you must choose one of two levels.

If you plan to delete an administrator, at least one other active administrator must remain in the company. The candidates and materials associated with the administrator will need to be transferred to them.

Do not use one shared account for several people. Every administrator should have their own email address and password.

Where to find administrator management

1. Sign in to Smart Way with an administrator account that has unrestricted access.

2. Open "Settings" from the main menu.

3. Go to "Company".

4. Scroll down to the "Add administrator" and "Administrators" sections.

The "Add administrator" section contains the account creation form. The "Administrators" section shows each administrator's full name and email, along with the edit and delete buttons.

How to add a new administrator

1. Find the "Add administrator" section on the "Company" page.

2. Complete all required fields:

   • "Name";

   • "Surname";

   • "Email";

   • "Phone";

   • "Password";

   • "Re-enter password".

3. Make sure the password contains at least 6 characters and that both password fields match.

4. Select the required level:

   • "Admin access — Own invitations only";

   • or "Admin access — No restrictions".

5. Click "Add".

6. Make sure the new user appears in the "Administrators" table.

If the "Add" button is inactive, check the required fields, email format, password length, matching passwords and selected access level.

What happens if the person is already in the employee list?

If the user is already a standard employee of your company in Smart Way LMS, use their current email address. The system will grant administrative permissions to the same account instead of creating a separate profile.

The user's name, surname, phone number and password will be updated to match the "Add administrator" form. Tell them about the new password before saving.

If the email address already belongs to an administrator, Smart Way will display "This email is already registered". Find the user in the "Administrators" table and edit their existing record if needed.

How to edit an administrator

1. Go to the "Administrators" table on the "Company" page.

2. Find the administrator you need.

3. Click the pencil icon in their row.

4. Update the relevant details in the "Edit" window:

   • name;

   • surname;

   • email;

   • phone number;

   • password and password confirmation;

   • administrative access level.

5. If you change the password, use at least 6 characters and enter the same value in both fields.

6. Click "Edit".

7. Check the updated full name and email in the "Administrators" table.

After an email address is changed, the administrator must use the new address to sign in. If you also changed the password, share it with the user securely.

How to change your own details

The edit icon is unavailable in an administrator's own row.

To change your own name, surname, email address or phone number:

1. Open "Settings" -> "User".

2. Update the details in the "Change contact details" section.

3. Click "Save".

To change your own password, use the "Change password" section on the same page.

You cannot change your own administrative access level. Another administrator with unrestricted access must do this.

What you need to know before deleting an administrator

Deleting an administrator does more than remove their administrative permissions. Smart Way completely deletes their user account and linked employee record.

After deletion:

• the user will no longer be able to sign in to Smart Way LMS;

• their record will disappear from the administrators table and employee list;

• their learning rating will be deleted;

• the candidates they invited will be transferred to another administrator;

• Knowledge base materials where they were assigned as an administrator will be automatically reassigned to the selected administrator.

Do not delete an administrator if you only need to change their access level. Edit the record and select a different level instead.

If the person needs to remain a standard employee without administrative permissions, contact technical support.

How to delete an administrator

1. Make sure there is another active administrator in the company.

2. Find the "Administrators" section on the "Company" page.

3. Click the bin icon in the row of the administrator you need to delete.

4. In the "Deletion" window, select another administrator to receive the candidates.

5. Check the selected recipient.

6. Click "Transfer".

7. Make sure the deleted user has disappeared from the "Administrators" table.

Clicking "Transfer" starts the data transfer and account deletion. Do not use this action to suspend access temporarily.

Why are the edit or delete icons unavailable?

The most common reasons are:

Administrator and department manager are different roles

The "Department manager" role does not grant administrative permissions. It gives an employee access to view reports and statistics for their departments.

A department manager is assigned in the employee record in "Employees". This role is not configured in the administrators section on the "Company" page.

Security recommendations

• Give every administrator a separate account.

• Do not share passwords in open workplace chats.

• Keep at least two current administrators with unrestricted access so the company does not lose the ability to manage access when one person is unavailable.

• Review the "Administrators" table regularly and delete obsolete accounts after responsibility has been transferred.

• Before deletion, check who will receive the candidates and Knowledge base materials.

Checklist after making changes

After adding or editing an administrator, check that:

• the administrator appears in the table;

• their full name and email are correct;

• the required access level is selected;

• the user can sign in with their email address;

• access to reports matches the selected level;

• an administrator with unrestricted access remains in the company.

After deleting an administrator, check that:

• the user has disappeared from the administrators table;

• the selected administrator can access the candidates;

• responsibility for Knowledge base materials has passed to the correct administrator;

• an active administrator with unrestricted access remains in the company.

FAQ

Can an administrator with access only to their own invitations add another administrator?

No. Only users with the "Admin access — No restrictions" level can add, edit and delete administrators.

Can an administrator delete their own account?

No. The edit and delete icons in their own row are unavailable. They can change their contact details and password in "User", while another administrator with unrestricted access must change their role or delete the account.

Can administrative permissions be removed while the person remains an employee?

There is no separate action on the "Company" page for removing the administrator role while retaining the account. Contact technical support if you only need to remove administrative permissions.

What happens to a deleted administrator's candidates?

You must select another administrator before deletion. Smart Way will transfer the candidates invited by the deleted user to that administrator.

Can an existing employee be made an administrator?

Yes. Enter the employee's email in the "Add administrator" form. The system will add administrative permissions to their existing account and update their contact details and password to match the form.

Is "Department manager" an administrative role?

No. A department manager has limited access to their team's reports, but cannot manage administrators, employees, courses or company settings.