Platform access level: Org Admins and Managers. Managers have access to everything here except Organization-level settings.
The roles you assign, the way you group teams, and the delivery methods you enable determine who can build, who can deliver, and how content reaches learners. This guide walks through the settings decisions, pointing you to a step-by-step guide for each.
1. Give every member the right role
Roles decide what each member of your workspace can see and do, so they are the first setting to get right. Arist has five roles: Org Admin, Manager, Writer, Distributor, and Analyst. A member can hold more than one. See Managing Users and Roles for what each one allows.
The Manager boundary is the one to remember. A Manager runs a team with full access to every tool, and can invite teammates to that team and set their roles. Organization-level settings stay with Org Admins. See Managing Team Settings for what a Manager owns at the team level.
Org Admins can also export the current roster from the Users & roles page as a spreadsheet, listing each member with their roles and teams. Most compliance and access reviews ask for that. See Managing Users and Roles.
Give each member the narrowest set of roles that covers their job, and widen it as their responsibilities grow. A Writer who never delivers has no reason to hold Distributor access.
Note: Managers can edit their teammates' roles, with limits. Only an Org Admin can grant the Org Admin role, change the roles of a teammate who already holds it, or change the roles of a teammate who belongs to more than one team. No one can change their own roles, whatever role they hold. Managing Team Settings covers each limit.
2. Organize your workspace with Teams
Team settings gives each team its own details, teammates, learners, and delivery methods.
Teams, currently in Beta, divide one workspace into smaller working groups, so each group works with its own content, learners, and settings rather than with the whole organization's. All content begins in the Default team and can be moved to the relevant team from there, so you can adopt Teams without starting over. Switch teams with the selector at the top of the sidebar. The lists you work in show only the team you have selected.
Managers own that level, so day-to-day team changes never need to touch the organization's setup. See Managing Team Settings.
3. Configure how content reaches learners
Arist delivers over SMS, WhatsApp, Email, Microsoft Teams, Slack, and Arist Messenger, so lessons arrive in a tool learners already check. Settings control which of those delivery methods are available. Your organization enables them once, and each team can narrow the list under Team settings, in Delivery methods. A schedule can only use a method that is turned on, so settle this before the first send and your distributors will have every method they need.
Channels are a separate, narrower setting than delivery methods. A Channel is a named sender, with its own name and image, that you attach to a schedule so learners see that name when content arrives, and organizations often use them to group sends by theme. Your organization can create up to 8 under Settings, in Channels, and your Customer Success Manager can raise that limit. Delivery methods are covered step by step in Using Delivery Methods, and channels in Managing Channels.
4. Connect Arist to the systems you already run
Integrations keep learner data current without manual upkeep, so cohorts, personalization, and reporting stay accurate as your organization changes. Data integrations run through the Workato platform and connect to systems like Workday, SAP SuccessFactors, Oracle, and ServiceNow, plus hundreds of other applications. The data can flow both ways:
Into Arist: Profile and HRIS fields like name, email, position, location, and timezone flow in, keeping learner records and cohorts current automatically.
Out of Arist: Course completions and course data flow back to your LMS and reporting systems, so training results show up where the business already looks.
You do not set these up alone. A Technical Solutions Engineer works with your IT team during onboarding to configure and test every connection before it reaches production. For questions at any point, contact your Customer Success Manager or [email protected]. The full picture, including the field list, lives in Integrating Arist with Your Systems.
5. Set the organization-level content controls
A few decisions at the organization level shape every course your teams produce. Make them before your teams start building.
Organization defaults: Set your organization's name, logo, timezone, default language, and the rules that govern enrollments once on the Organization page. See Managing Organization Settings.
Translation instructions: Set your glossary and preferred terminology per language, applied to translated course text and to text inside images. See Setting Up Translation Instructions.
Content guidelines: Set the voice, tone, terminology, and wording to avoid that Arist applies to everything it writes for you. See Setting Up Content Guidelines.
Image generation: Steer what Arist's generated images look like, and add your logo to them. See Configuring Image Generation.
Learner attributes and labels: Define the metadata fields your cohort rules and automations target, and the tags that keep content findable. See Managing Metadata Fields and Managing Tags.
The messages around the lessons: Set reminder timing and the wording of every system message, in every language you deliver in. See Configuring Response Reminders and Managing System Messages.
A record of what changed: Every create and update in your organization is logged with who did it and when, the record an access review asks for. See Reviewing the Security Log.
Naming conventions: Agreed names for courses, cohorts, and schedules keep a growing workspace findable. They pair with white-labeling if your organization brands Arist as its own. See Naming Conventions and White-Labeling Arist.
Note: Every control on this list applies to the whole organization. Org Admins own that level. If you are a Manager, ask an Org Admin for a change here. Your own team's settings are yours to run.
Related articles
Integrating Arist with Your Systems
Naming Conventions and White-Labeling Arist
Note: Need help at any point? Reach out to your Arist Customer Success contact, or email [email protected].