Set up Skills and manage access

Admins can enable Skills for their organization and assign the Skills moderator role to control how users can share Skills.

Prerequisite

You need the Admin, Super Admin, or Setup Admin role to manage Skills access. See About Role Based Access Control (RBAC) for more information.

Set up Skills management

Before teammates can create and share Skills, an admin enables Skills in the Admin console.

1. Navigate to Admin console → Skills.
2. In the Setup tab, review the current configuration:
   • Skills in Assistant: Choose the rollout state for Skills in Assistant. See Roll out Skills to a test group.
   • Third-party skills: Allow teammates to import Skills authored outside your organization, for example from GitHub.
   • Skill sharing: Turn on Allow teammates to share skills to let teammates share Skills with individual teammates. See Manage default user permissions to configure the other sharing scopes.

The Manage tab lists all Skills shared at the organization level, with search and filters for By Glean and Third-party Skills, so moderators and admins can review and manage them.

Roll out Skills to a test group

Admins can validate Skills with a small group of teammates before rolling them out organization-wide. Under Skills in Assistant in the Setup tab, choose one of three rollout states:

• Disabled — Skills in Assistant aren't available to anyone in your organization.
• Enabled for test group only — Only teammates in the test group can use Skills in Assistant. Use this state to pilot Skills with a small audience before a broader rollout.
• Enabled for all teammates — Skills in Assistant are available to everyone in your organization.

Add teammates to the test group

1. Navigate to Admin console → Skills.
2. In the Setup tab, expand Skills in Assistant.
3. Select Enabled for test group only.
4. In the Search for teammates to add field, start typing a teammate's name and select them from the suggestions. Repeat to add more teammates.
5. To remove a teammate from the test group, open the context menu (three dots) next to their name and select Remove.
6. Click Save to apply changes.

note

• The test group supports up to 100 individual teammates. Departments and identity provider groups aren't supported as test group audiences.
• Save is disabled until you change the rollout state or the list of teammates. When Enabled for test group only is selected, Save is also disabled if the test group is empty.
• Switching to Disabled clears the saved test group. Switching back from Disabled requires you to add teammates again before saving.
• Switching between Enabled for test group only and Enabled for all teammates preserves the saved test group. If you later switch back to Enabled for test group only, your previous teammates are still listed.

Skills roles and permissions

Skills use Role Based Access Control. Every teammate can create and manage their own Skills; moderator roles add the ability to manage and share other people's Skills within a scope.

Role	Scope	Access Level	Can create Skills	Can share Skills	Can assign Skills Moderator role	Can auto-enable Skills
Default user	Personal	Owner of their own Skills	Yes	Within the scopes the admin has enabled in Default Member permissions (none by default)	No	No
Skills Moderator	Organization	Owner-level access to all Skills shared at the organization level	Yes	To any scope	No	Yes, at any scope
Admin / Super Admin	All	Owner-level access to all Skills shared at the organization level	Yes	To any scope	Yes, to any user	Yes, at any scope

note

• Admin console access: Admins can browse all shared Skills from the Admin console management surface and have full management rights for Skills shared at their respective scopes.
• Visibility: Admins cannot view private Skills that are not shared with anyone. Skills Moderators can only manage Skills within their assigned scope.

Assign the Skills Moderator role

Admins can assign Skills Moderator to allow specific users to manage Skills within their scope.

To assign a Skills Moderator role:

1. Navigate to Admin console → User roles.
2. Locate the user you want to assign the Skills Moderator role to.
3. Select the context menu (three dots) for that user.
4. Click Edit role to open the role assignment dialog.
5. In the role list, select the Skills Moderator role.
6. Click Save to assign the role.

Manage default user permissions

Admins control what default users (teammates without an assigned moderator role) can do when sharing their own Skills.

1. Navigate to Admin console → User roles.
2. Select Default Member permissions.
3. Under Can share skills, configure the following options for default users. All toggles default to Off:
   • With teammates — share with named individuals.
   • With departments — share with departments configured in your workspace.
   • With identity provider groups — share with groups from your identity provider. This toggle only appears when external groups are configured for your workspace.
   • With entire company — share company-wide.

These settings set the baseline for default users. Teammates with the Skills Moderator role can share within their scope regardless of these defaults. Changes can take up to 15 minutes to take effect.

note

You can also turn the With teammates permission on or off directly from the Skill sharing card on Admin console → Skills → Setup.