Budget Access and Visibility

Understanding Budget Management and Visibility

⚙️ 1. Budget Configuration: Two Possible Models

Budgets in Training Plans can be configured globally to be managed in one of two ways:

Budget Model	Description
Managed at OU level	Budget is defined per Organizational Unit (OU). All training within the OU pulls from this shared budget.
Managed at Manager level	Budget is managed at the manager/team level. Each manager has a dedicated training budget for their team.

🔧 You choose this option when configuring your task, in the Budget tab.

❓2. How can budgets be managed in the platform?

Budgets can be managed in two ways:

At the Organizational Unit (OU) level
At the Manager level

This is determined during the budget configuration phase.

❓3. Who can edit the budget?

Only Admins can edit the budget — and only during the budget setup phase.
After that, the budget becomes read-only for all users, including Admins.

❓4. Who can view the budget?

Role	Can View Budget?	Can Edit Budget?
Admins	✅ Full access to all budget data	✅ Only during setup
L&D Users	✅ Can view budget for segments they are assigned to	❌ Read-only
Managers	✅ Conditional (depends on global configuration and budget level – see below)	❌ Read-only
End Users	❌ Never	❌ Never

❓5. Manager visibility – how does it work?

Manager visibility depends on:

The global option:
“Prevent managers from seeing OU budget values”
(located in Preferences > Task Plan Global Configurations > Budget)
The budget management level: OU-level or Manager-level.

✅ A. When the option is NOT enabled

(i.e., managers are allowed to see OU-level budgets)

Budget Managed at:	What the Manager Sees
OU level	➤ The budget assigned to their OU
Manager level	➤ The budget assigned to their OU and their own team budget

The Budget tab is visible.
Managers can access the Budget Follow up report.
They will also see budget overrun warnings if relevant.

🚫 B. When the option is enabled

(i.e., managers are prevented from seeing OU-level budget values)

Budget Managed at:	What the Manager Sees
OU level	❌ Nothing — No access to the Budget tab, no warnings.
Manager level	✅ Only their own team budget

The Budget tab is visible only if the budget is managed at manager level.
The Budget Follow up report is limited to manager-level data.
Managers do not see:
- OU-level budget values
- Overrun warnings

⚙️In summary:

Budget managed at	OU Budget Visibility (Preferences)	What Managers Can See
Manager Level	Disabled (i.e. OU budget visibility is allowed)	Their own segment’s budget and their OU budget
Manager Level	Enabled (i.e. OU budget visibility is not allowed)	Only their own segment’s budget
OU Level	Disabled (i.e. OU budget visibility is allowed)	Their OU budget
OU Level	Enabled (i.e. OU budget visibility is not allowed)	Nothing — managers cannot see any budget or budget tab

❓6. What does segment-based visibility mean?

L&D users can only view the budget for the segments they are assigned to.
Managers only see budget according to the aforementioned configurations.
End users never see budget info.

❓7. Can managers edit the budget?

No. Managers can only view their budget if permissions allow it.
Only Admins can edit the budget.
Even L&D users have read-only access to the budgets assigned to their segments.

❓8. When can the budget be modified?

Budgets are editable only during the initial setup phase.
Once setup is complete:

All budgets become read-only, even for Admins.

❓9. What happens during task setup?

During task setup:

In the Budget tab, you must select the OUs that will receive budget.
In the Segments tab, under Target Populations, you must select the exact same OUs.
If the selected OUs do not match, you will not be able to save and launch your task.