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.
To invite large numbers of people to a group, you can create a shareable invite, and send it by email. Recipients select the link and join the group automatically.
Optionally: the link can allow learners to self-register. If they do not yet have a portal account, they are directed to register with the portal first.
The Group invite link appears on the group’s Users page. It remains available until it expires, or you turn it off (disable). You can disable an existing link and create a new one as required.
When you disable a link, it no longer works, and you need to provide a new link to potential users. The next shareable link is different from the previous link.
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
- all admins: can create groups, create managers and assign managers to groups. An admin must assign a manager to at least 1 group, for the manager’s permissions to work
- managers: can manage tasks within the group. Managers with full permissions can enroll and unenroll learners to courses
When 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 learners' data outside their group.
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, select Actions > Add group.
- Enter a Group name and a Description.
- Select Add group.
- Optional: if required, enable Sync group with SAML SSO.
- Save to finish.
Add individuals to a group
- From main navigation, go to Groups > your group.
- From the group page, select the Users tab on the secondary navigation menu.
- Select Action > Add Users.
- Enter a User email address in 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.
Add large numbers of users using batch user import
See Upload users by batch CSV file
Invite individuals to a group
Inviting users sends the user an email invite, 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 the Users tab on the secondary navigation menu.
- Select Action > Invite Users.
- Enter the user email addresses, and select Invite.
See Manage Groups for details about managing invitations to users.
Invite multiple people with a shareable link
This feature creates a shareable link that you can copy into an existing email group, or include in an existing email template. You can set the link to expire on a given date, or not, as required.
Until the recipients respond they are pending users.
- From main navigation go to Groups > your group.
- From the group page select Users tab in the secondary navigation menu.
- Select Action > Create invite link.
- In the dialog that opens set 1 or both optional settings:
- select Enable self-registration. This option lets learners who don’t yet have portal accounts to register with the portal, then join the group
- set an expiry date. Default date is the day you create the link, so the link expires by end of day
- Select Create link.
The following screenshot shows Create invite link dialog.
Manage the group invite link
- From main navigation, go to Groups > your group.
- From the group page, select the Users tab on the secondary navigation menu.
- From Group invite link you can:
- copy the existing link through the link icon
- select Manage link to view, copy, or disable the link as required
The following screenshot shows the Manage invite link dialog, with the test portal domain obscured.
Delete a group
- 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: