Groups
Create and manage user groups to simplify assignments and organise your learners.
Groups are reusable collections of users that simplify how you assign materials. Instead of selecting individual users for each assignment, create groups like "Marketing Team" or "New Hires Q4" and assign to them repeatedly.
Why Use Groups
- Efficiency: Assign materials to dozens of users with a single selection.
- Organisation: Mirror your company structure or create custom groupings.
- Flexibility: Users can belong to multiple groups simultaneously.
- Reusability: Create once, use for multiple assignments over time.
Common Group Types
| Type | Example | Use Case |
|---|---|---|
| Department | "Finance Team" | Compliance training specific to a function |
| Project | "Alpha Project" | Specialized training for project members |
| Role | "Managers" | Leadership development programs |
| Cohort | "New Hires - Sept" | Onboarding materials for new starters |
| Location | "London Office" | Site-specific safety training |
The Groups Page
Access your groups at Manage > Groups. This page displays all existing groups with:
- Search: Find groups by name.
- Filter by Author: See groups created by a specific admin.
- Member count: View how many users are in each group.
Creating a Group
- Navigate to Manage > Groups.
- Click Create group.
- Enter a Name (required, max 50 characters).
- Optionally, select an Icon (emoji) for visual identification.
- Add members by searching or filtering by department.
- Click Create.
Empty Groups
You can create a group without members and add them later. This is useful for setting up groups before users have joined.
Managing Group Membership
Editing a Group
- Select a group from the list.
- Click Edit in the action bar.
- The edit dialog shows two panels:
- Current Members: Users already in the group.
- Available Users: Users not in the group.
- Move users between panels to add or remove them.
- Click Save changes.
Adding Users to a Group
You can also add users to groups from the Users page:
- Navigate to Manage > Users.
- Click on a user to open the action bar.
- Click Edit User.
- Select groups to add them to.
- Click Save.
Duplicating a Group
Create a copy of an existing group when you need a similar membership:
- Select the group you want to copy.
- Click Duplicate in the action bar.
- Modify the name and membership as needed.
- Click Create.
Deleting a Group
Remove groups that are no longer needed:
- Select the group to delete.
- Click Delete in the action bar.
- Type DELETE to confirm.
- Click Delete.
Assignment Impact
Deleting a group does not affect existing assignments. Users who were assigned materials through the group retain their assignments.
Assigning Materials to Groups
When publishing or assigning materials:
- In the assignment dialog, select the Groups tab.
- Choose one or more groups.
- All current members of those groups will receive the assignment.
New users added to the group after the assignment is created will not automatically receive it—you'll need to create a new assignment for them.