Managing user groups
A user group is a label you put on people so you can find them together. It is worth knowing what that does and does not reach before you build your groups around it.
What a group is for
Section titled “What a group is for”A group can be chosen as the audience of a workflow notify step, so everybody in it is told when that step runs.
Beyond that it is a way of filtering the user list, a column on exports, and a grouping in the API.
A group does not decide who gets a course. Course assignment is by person, department, location, company, job title or position, and a group is not one of the choices.
That surprises people, and it is the one thing to get straight first: if you want a set of people to receive training together, give them something assignment can see, such as a department or a position.
Creating a group
Section titled “Creating a group”- Choose Admin at the top of the page, then People in the left-hand menu and User groups.
- Choose New user group.
- Enter a Name of user group.
- Choose Add user group.
That is the whole of it. A group has a name and nothing else, and people join it from their own user record or through an import.
Bringing groups in from a spreadsheet
Section titled “Bringing groups in from a spreadsheet”Choose Import user groups and follow the same three steps as any other import: download the template or read the column guide, then drop your file on the window.
Reading the list
Section titled “Reading the list”Each row shows the group, its Status, and three counts: Active, Other and Total.
Active is the people in the group who can currently sign in. Other is everybody else in it, which is where an archived or not-yet-invited member shows up. Total is both. A group whose Active count is lower than its Total is not broken; it is telling you some of its members are not active people.
Use Active and Archived at the top to switch between groups in use and groups you have put away, and Export for the list as a spreadsheet.
Archiving a group
Section titled “Archiving a group”Archiving a group takes it out of the lists you choose from without deleting it or touching the people in it. Their records keep the group; you simply stop being offered it.
An archived group can be brought back from the Archived tab.