Managing Groups

Categorize and divide users into groups to organize training.

Last Updated

June 23rd, 2020

Docebo Module

Learn

Reading Time

5 min

Introduction

In your platform, users can be categorized based on groups, or by branches of the organization chart. Groups are useful whenever there is a set of users with characteristics that are different than those determining the branches of the organization chart. Groups can be created both with manual and automatic rules and directly enrolled in courses and learning plans.

Use Case Scenarios

If your company wants to provide a dynamic and custom experience for their various types of users, as a Superadmin you need to identify specific user segments in the platform to target an audience for various Admin actions such as course enrollment, course catalog visibility, page/menu visibility, reporting and notification delivery.

In order to identify specific user segments, you can configure several different User additional fields that capture important user attributes. These fields may include information such as Job Title, Hire Date, Department, Location, Manager, Product, Employee Status, or anything else that may be valuable to track within the platform. With these attributes tracked for each user, you can set up groups with automatic assignment to automate the process of identifying a user segment. You can set up broad-reaching groups that contain only one rule (for example: The “Sales” group should contain anyone whose job title contains the word “Sales”), and also narrow groups with multiple rules (for example: The “Los Angeles Sales Team New Hires” group should contain all users whose Location is Los Angeles, Job Title is Sales, and Hire Date is after x date). By creating multiple groups, you as a Superadmin can easily target various user segments for use in the platform.

Creating Groups

To create a new group, log into the platform as the Superadmin and access the Admin Menu from the gear icon in the top right corner of the platform. In the Admin Menu, press the Groups item in the E-Learning section.

On the main Groups page, you will see an action bar at the top and a list of the groups you’ve created on the bottom of the page. Select the Create button in the action bar to create a new group. Then, in the pop-up box, assign a name and description to the group. Then, choose the policy for the group’s population process (either manual or automatic) and press Next.

Manually Adding Users to Groups

Once you’ve created a group with manual user assignment, press the Assign Users item in the pop-up box. On the next page, press the Assign Users button. In the pop-up box, select which users to assign to this group. You can also select other populations of users in different groups or branches to assign to the group. When finished, press Confirm.

Please note: When you are selecting branches of users of your organization chart to add them into a group, please note that in order to make it easier and faster to select branches, you will see a text input field to type in branch names rather than a list of branches to select if you have more than 1,000 branches in your platform.

The platform will then display the list of the selected users on the group’s Assign Users page. Please note that a user can be assigned to more that one group. Users of a group can be added or removed at any time. Press the X icon in a user’s item to remove the user from the group.

Auto-populated Groups

You as a Superadmin can create groups and auto-populate them based on user additional fields, or by role. Remember that this functionality is available only for Superadmins. When you first create your group, flag the option to Define rules to automatically assign users to this group, then assign the name and description and press Next.

Now, set the additional fields that will be used to populate the group. Select the additional fields that will be associated with this group from the dropdown menu, and insert the related values. This means that all of the users associated with this specific additional field value can be included in the group.

You can use any kind of additional field type except for the upload file field. You can also combine different filters and different additional fields. Furthermore, you can decide if the rule must satisfy all of the conditions, or at least one.

Please note: When using text field or text area as a condition for group assignment, users must enter the text exactly as it appears in your rule (conditions are case sensitive), or the rule will not be applied. Therefore, we recommend using pre-populated fields as conditions for group assignments. This eliminates the chance of typographical errors, issues with special characters or formatting.

This operation can be retroactive. Simply mark the checkbox to Apply to existing users that satisfy the conditions above in order to include the existing users who match the new requirements. From then on, all of the new users associated with specified additional fields will be included in this group.
Remember that users will be removed automatically from groups when the additional field value assigned to the user is removed. If users were automatically enrolled in any courses, they will remain enrolled in them after being removed from the group. If the user status is Deactivated, the user will remain in the group. To remove the account, you have to manually remove the user from the group.

Please Note: Updating the dynamic rule will not remove users from the group. When updating the rule for a group, the system will add the users that meet the new requirements but will not remove the ones that do not meet the requirements anymore.

Best Practices

  • If you enable users to change their profiles (Advanced Settings menu > Users tab > “In user profile, enable the change password option only” option disabled), they will be able to set also the additional fields that are visible to them. By doing so, you will allow them to choose to which automatic group to belong (in this way, you might make some catalogs visible or not) and also to which courses to enroll themselves (if you use group based enrollment rules).
  • When possible, create groups with conditions to automatically populate them. Remember that, in case of need, you can still manually add users also to automatic groups.
  • Creating groups with a dropdown additional field type provides better data validation and more flexibility with your conditions. When creating group conditions with dropdown additional fields, you can select multiple elements. This will allow you to create a group that includes teachers or teaching assistants if you have a job title additional field as a dropdown field. This is more flexible than using text field additional fields because this is the only way to create an or function rather than an and function which requires all conditions to be met.