Manage groups

Summary

Groups represent a set of related users within your organization, such as a team or a department. Groups in LearnUpon let you manage the training for large numbers of users effectively.

Group features are available to all customers.

Access permissions

Admins have full access to groups to create and manage them. They assign managers to groups.

Managers have specific permissions related to groups. See Managers: set permissions to manage groups.

Background

These articles provide context for working with groups.

• Create groups, and assign users to groups for an intro to creating groups, and assigning users to groups
• Enroll groups on a course for an intro to enrolling groups onto courses, aka adding a course to a group

Once you create your group, more options become available in the secondary navigation, like General, Courses, Users, Managers and Leaderboard.

Tip: The term manager in LearnUpon applies to a user who manages a group within the portal. These users have specific permissions associated with the group they manage. The manager user type is not inherently linked to management roles within your organization.

View group courses

See which courses a group is enrolled on.

1. From the primary navigation menu, select Groups > your group name.
2. In the secondary navigation, select Courses.
3. If required, use the secondary search to find a course in the list.

The following screenshot shows the Courses tab fo a group called Engineering. The group is enrolled on 2 courses.

Delete group courses

Also called unenrolling a group from a course, this process removes the course from the list of enrolled courses for a group.

For learners, the course no longer appears on the learners' dashboard.

This step does not delete the course from the catalog or the portal, and does not delete the group.

This step mainly affects learners with Not Started or In Progress statuses on the course.

If learners have finished the course (Completed, Passed or Failed), the course result stays in their learning history.

In this process, you choose how to handle the learners who are still on the course: let learners finish the course they started, or remove the course even if they're not finished.

1. From the primary navigation menu, go to Groups > your group name.
2. In secondary navigation, select Courses > your course name. 
3. From the Course select More (aka 3-dot menu) > Delete.
4. In the dialog box, select one of:
   • Let users finish the course or
   • Unenroll "Not started" and “In progress" enrollments. “Completed", “Passed" and “Failed" enrollments will remain on the learner's records. NOTE: This may cause some unhappy users!
5. Select Save to finish.

The following screenshot shows the step of deleting a course from a group.

Note: this process is different from deleting a course from a portal.

See Delete a course: effects on learners, reporting and learning paths.

Add users and invite users to a group

See:

• Create groups, and assign users to groups for the how-to instructions on adding individuals
• Upload users by batch CSV file for a guide on adding large numbers of users
• Dynamic rules: group users by their email domain, creation date or custom user data about creating rules to filter users into groups

Manage invites to a group

Options for resending an invite, or sending it from a different address.

1. From main navigation go to Groups > your group name. 
2. From secondary navigation, select Users.
3. From the Total number of users filter, select Pending Users.
4. From More (aka 3-dot menu), select 1 of:
   • Remove: cancels the invite sent to a user to join a group, and removes the user from the pending list. In the dialog that opens, select Yes to confirm
   • Resend: send another automated email invite to the same address
   • User not getting email? In case the automated invite bounces or gets identified as spam: opens a dialog box with a URL to accept the invitation. Send this URL to the user from your email address.

The following screenshot shows the menu options for managing an invite for a pending user.

The following screenshot shows the confirmation dialog for cancelling an invitation.

View users in a group

1. From the primary navigation menu, select Groups > your group name. 
2. In the secondary navigation, select Users to view a list of the group members.
3. Use the secondary search to find an individual user.
4. Optionally: select the user's name to view their profile.

View and add managers to a group

1. From main navigation menu go to Groups > your group name. 
2. From secondary navigation select Managers to view a list of managers for the group, and each manager's permissions.
3. Select Add Manager to Group.
4. Enter the manager's name or email to find them.
5. Select the manager, and Save to finish.

Note: to add a manager, the user must have a Manager user type. If you can't find a person to add as manager, confirm that their user type is correct.

View and filter a group leaderboard

1. From main navigation select Groups > your group name.
2. In the secondary navigation, select Leaderboard.
3. Using  Filter Leaderboard options to limit the results.

The following screenshot shows a sample leaderboard for a group called Engineering.

See:

• Create groups, and assign users to groups 
• Upload users by batch CSV file 
• Dynamic rules: use custom user data to assign users to groups 
• Enrollments: remove individuals and update user status on courses 
• Managers: set permissions to manage groups