Group Management allows Administrators to organise users into hierarchical Groups and Subgroups.
Groups provide a structured way to manage users and assign learning, content and other platform resources to multiple users. Managers can also be associated with Groups to support the users assigned to them.
Access Group Management
Open Group Management from the Administration area.
The Groups page displays the Groups configured on your platform, including:
- Group Name
- Description
- Group Key
- Managers
- Users
Groups containing Subgroups can be expanded to view the hierarchy beneath them.
The Group Key provides a unique reference for the Group and is used by other platform functions, including bulk user imports and Group assignments.
Group Management: View your Group hierarchy, Group Keys and the number of Managers and users assigned to each Group.
Add a Group
To create a new Group:
- Select Add group.
- Enter the Group Name.
- Review the automatically generated Group Key.
- Enter a Short Description, if required.
- Configure a Manager Group Limit, if required.
- Select Save.
Group Key
When you enter the Group Name, the Group Key automatically populates.
Group Keys accept letters and numbers. Spaces are automatically converted to hyphens and other unsupported characters are removed.
Group Keys are also used elsewhere in the platform to identify Groups, including when assigning users through bulk processes.
Manager Group Limits
Enable Group Limit if you want to restrict the maximum number of Worker (Learner) accounts that Managers can add or assign to the Group.
If a Group Limit is not required, leave the setting disabled.
Add Group: Enter the Group details and optionally configure a limit on the number of Worker (Learner) accounts Managers can assign to the Group.
Add a Subgroup
Subgroups allow you to create a hierarchy beneath an existing Group.
For example, a parent Group could represent an organisation, location or business unit, with Subgroups representing individual departments, teams or other organisational structures.
To add a Subgroup:
- Locate the required parent Group.
- Select the options menu beside the Group.
- Select Add subgroup.
- Enter the Subgroup details.
- Configure a Manager Group Limit if required.
- Select Save.
The new Subgroup will appear beneath its parent Group in the Group hierarchy.
Manage a Group
Select the options menu beside a Group to access the available Group management functions.
Depending on the features enabled on your platform, these can include:
- Edit group
- Add subgroup
- Edit CPD
- Assign users
- Assign branding
- Assign course catalogue
- Assign courses
- Assign documents
- Assign events
- Assign training plans
- Assign news
- Assign webinars
- Assigned Frameworks
- Delete group
Group options: Manage the Group and assign users, learning, content and other platform resources.
Assign Users to a Group
Select Assign users to manage the users associated with a Group.
Group assignment can be used to organise users for purposes such as learning assignments, reporting, Manager oversight and access to Group-specific resources.
Users can also be assigned to Groups when creating or editing individual user accounts and through supported bulk user processes.
Assign Resources to a Group
Groups can be used to collectively assign platform resources rather than managing each user individually.
Depending on your platform configuration, Group assignment options can include:
- Branding
- Course Catalogue items
- Courses
- Documents
- Events
- Training Plans
- News
- Webinars
- Frameworks
Select the appropriate assignment option from the Group's options menu and choose the resources that should be associated with the Group.
The resources and assignment options available will depend on the modules and features enabled on your platform.
Edit a Group
Existing Groups can be updated when your organisational structure or Group requirements change.
To edit a Group:
- Select the Group Name, or select Edit group from the Group options menu.
- Update the Group Name, Group Key or Short Description as required.
- Review or update the Manager Group Limit, if applicable.
- Select Save.
The Group Details page also displays the number of Learners Already Assigned to the Group. This can help when setting or reviewing a Manager Group Limit.
Edit Group Details: Update Group information and review or configure the Manager Group Limit.
Delete a Group
A Group can be deleted when it is no longer required.
To delete a Group, use Delete group from the Group options menu or Group Details page.
Before deleting a Group, review its users, Subgroups and assigned resources to ensure the Group is no longer required.
Deleting a Group should not be used as a method of deleting individual user accounts.
Using Groups Effectively
Groups are an important part of platform administration because they allow users, learning and other resources to be managed collectively.
When planning your Group structure, consider creating Groups that reflect how your organisation needs to:
- organise users;
- delegate Manager responsibility;
- assign learning and resources;
- control Group-specific content; and
- report on different areas of the organisation.
A clear Group hierarchy makes ongoing user and learning administration easier as the number of users on the platform grows.