Use groups to manage large numbers of learners effectively
LearnUpon lets you create groups, and assign users to groups, to manage enrollments and reporting for large numbers of learners.
Availability: all customers
Groups are an effective way to organize your learners, to:
- assign training for sets of learners
- report on training for compliance requirements
Groups can represent departments, teams, work sites, or partners.
Groups act as containers for holding learners and their enrollments. If you delete a group, you do not delete the accounts within it: you delete only the container which held the learners together.
Customers using SAML SSO can synchronize their portal and identity provider (IdP) to move new learners into or out of groups automatically.
Add SAML SSO synchronization to a group
Customers using SAML SSO can turn on Sync group with SAML SSO to add learners to, or remove learners from, an existing group.
Note: For SAML synchronization, you need to set up the SAML integration first, before Sync group with SAML SSO appears on your page.
If you don't see the option at all, confirm your SAML SSO setup is complete.
See: Set up SAML SSO for your portal
The following screenshot shows the option Sync group with SAML SSO available for a group, in a portal that uses SAML SSO.
Access permissions
Within LearnUpon, admins assign managers to a group. If a group has no manager, an admin can access the group to make changes as required.
Manager permissions apply to learners within the manager's groups only. The permissions do not apply outside the group. Managers can't browse other groups, or view individual learners' data.
An admin must assign a manager to at least 1 group, for the manager's permissions to work.
See User types and permissions: managers for a complete list of permissions available to managers.
Create a group
To create a new group on your portal:
- From main navigation go to Groups.
- From the Groups page, in the Actions Menu Add group.
- Enter a name and a description.
- If required, enable Sync group with SAML SSO.
- Save to finish.
Add users to a group
These instructions explain how to add individual users to a group. If you already have groups in place, you can add as many users as required to groups using a batch user import. See Upload users by batch CSV file.
- From main navigation, go to Groups > your group.
- From the group page, select the Users tab on the secondary navigation menu.
- From the Action menu, select Add User.
- Enter a User email addressin the search field, or scroll to view names, to select your user.
- Select Add to Group.
Note: If the user does not exist in the current portal when added to the group, the user receives an invite. The user remains pending until they accept their invitation.
Invite users to a group
Inviting users sends the user an email invitation, which requires their response. Until they respond, they are a pending user.
- From main navigation, go to Groups > your group.
- From the group page, select theUsers tab on the secondary navigation menu.
- From the Action menu, select Invite Users.
- Enter the user email addresses, and select Invite.
See Manage Groups for details about managing invitations to users.
Delete a group
To delete a group on your portal:
- From main navigation go to Groups.
- From the Groups page, in the card of the group you are deleting, select More > Delete.
- In the confirmation dialog, indicate how you want LearnUpon to handle any learners in the group who are on a course:
- Let users finish the course
- Unenroll "Not started" and “In progress" enrollments. “Completed", “Passed" and “Failed" enrollments will remain on the learner's records
- Save to finish.
The following screenshot shows the More > Delete option for a sample group called Accounts Team.
The following screenshot shows the confirmation dialog, for choosing how to handle learners in the group after deletion.
Note: This dialog appears for any Delete Group action, even if the group is empty.
See: