Create a user group
⚠️Warning: When creating a new user group, always set the criteria such as job position, site, or role, before assigning courses. If no criteria are selected, the group will automatically include all users on your platform. This means any courses assigned to that group will be allocated to everyone.
User groups represent the employees from your platform who share something in common. You can group users based on their job positions, work locations, roles, age, time at the company, and start date.
To create a user group, please follow the below:
Log in to the Admin Tool.
Click User Groups.
Click Create in the upper right and name your user group.
📌Note: If you don’t see user groups on your dashboard, it likely means you don’t have the necessary permissions. Please reach out to your admin or Head Office for access.
Manage positions in a user group
To manage positions in user groups please follow the below:
Click on the user group you have created.
Click the plus icon next to positions and select the positions you wish to include in this user group.
When creating a user group the configuration data, including sites and positions are already available from the payroll extract.
Once selected, click OK.
Once your job positions appear within the position area on the user group click Save Inclusions.
Create specific user groups
To create specific user groups please follow the steps:
Login to the Admin Tool.
Click User Groups and select the one that you need.
Select the criteria below to filter the team members for your user group.
For example, you need General Managers from three specific sites and not from the whole company.
In our example, we filter by position of General Manager.
Select the site that you need.
To do this you need to add rules for both position and site. These rules work together, make sure the right people are in the group.
You can check if the rules were applied and the employees that make up the user groups by clicking Show users.
Blank slate user groups
These are the user groups with no rules and include all users.
You can name this user group All users.
Exclude certain users from a user group
To exclude certain users from user groups follow the steps:
For example, if you need to exclude users from a specific site that's connected to a certain course.
Login to the Admin Tool.
Click User Groups and select the one that you need.
Click Add Exclusions.
You can choose to exclude by position, role, site, division
Ensure that you check the treat exclude as OR box when you add multiple exclusion rules in the same bracket. It means the system will consider the rules together.
Make user groups available for item allocation
To make user groups available for item allocation follow the steps:
User groups can be used for allocation through the admin tool just by setting them up.
Log in to the Admin Tool.
Click User Groups.
When setting up the user groups for allocation such as courses or checklists there is no need to toggle them on, you can leave them as it is.
Toggle comes into play when you use them on when the user groups are used on your editors such as news editors or library editors in this case, the user groups must be toggled on to be available for allocation.
Review applications for user group
To review applications for user group follow the steps:
Log in to the Admin Tool.
Click User Groups, then select the one that you need.
Click Applications on top right corner.
Type can be an allocation configuration against a particular course.
Type reporting column, user group is used in your reports.
You can filter the list of where user groups are used to more easily find what you're looking for, particularly within popular user groups.