B12 offers great flexibility in defining which role has access to which data in the dashboards.
At all times, each user only has access to data relevant to their role, regardless of the chosen configuration:
- Learners only see their own data.
- Managers see the data of employees assigned to them in B12 (see here for more information).
- Trainers see the data of their groups (see here to add trainers to groups).
- Designers (owners and collaborators) see the data of the programmes they have access to in the Studio (see here for managing collaborators).
- Administrators have access to all data in B12.
Guiding Principle
B12 is designed to support and facilitate knowledge transfer as well as practical application — for the benefit of learner development. In this spirit, data is not a punitive tool but a lever for coaching and support.
That said, some data may be hidden or restricted according to roles, notably to:
- protect learner confidentiality;
- create a judgment-free space;
- allow room for error and improvement.
Access configuration is done at three levels:
- Data anonymization — in the programme settings
- Access to dashboard tabs — in the dashboard settings
- Anonymization of a specific survey — in the Studio, when designing the Survey activity
1. Data Anonymization — Programme Settings
When creating or editing a programme, it is possible to anonymize data by role.
When this option is enabled for a role, learner names are replaced by random identifiers (numbers).
Note: If a user has access to fewer than 10 learners in an anonymized dashboard, no individual data will be displayed. This measure prevents guessing learner identities when the sample size is small.
Usage examples:
- A programme on a sensitive topic (such as harassment prevention) can be anonymized for all roles except administrators, who need to track completion and are subject to strict confidentiality governance rules.
- A programme can be anonymized for designers, who do not need to know learner identities.
Warning: Avoid overly restricting access. It is essential that the right people have the necessary data to effectively support learners. By default, we recommend leaving data non-anonymized.
2. Access to Tabs — Dashboard Settings
In the dashboard settings, you can choose which tabs are visible to each role.
Usage examples:
- If surveys contain information that trainers should not access, simply remove that tab from their view.
- To simplify the experience for managers initially, you can show them only the progress tracking tab.
3. Anonymous Surveys — Studio
Regardless of any other configuration, it is possible to make a survey anonymous for all roles. This option is available when editing the survey in the Studio: simply check “Anonymize learner names in survey results”.
Note: If a user has access to fewer than 10 learners for a given survey, no individual data will be displayed, for the same reasons mentioned above.