Using groups

Groups are used to group sets of users so they can be provided access to capability as a group. 2 examples where groups are needed are when configuring sets of users to:

• Receive an automated email; 
• View an on-demand course in their Course Library.

Creating a group

1. From the Left Navigation menu choose Administration > Groups, and then click Add from the Top Navigation menu.
2. In the Create new group window enter a Name for the group, and select Create. You will be redirected to the Group Details page.

Adding users to a group

Users can be added to a group when the group is created, or at a later time. 

1. Select the Group and view the Details tab.
2. In the Available users column on the left, locate the user to be added to the group.
3. Select the user and use the right arrow to move them to the Group members column on the right.
4. Remove users from the group by using the left arrow to return them to the Available users column on the left.

Using groups to control course visibility in the Course Library

When a course is added to a group, users in a group have visibility of that course in their Course Library.    

Adding courses to a group

If a course is added to a group, any users in that group will be able to see the course. Courses can be added to a group when the group is created, or at a later time. 

1. Select the Group and view the Details tab.
2. In the Available courses column on the left, locate the course to be added to the group.
3. Select the course and use the right arrow to move them to the Group courses column on the right.
4. Remove courses from the group by using the left arrow to return them to the Available courses column on the left.

Note: If a course or user is removed from a group, this will only affect the visibility of the course in that user's Library. If the user has already enrolled in a course, or is part way through a course, they are not affected by changes to groups.

See also: Managing course visibility for end users.

Automatically adding users from a company to a group

It's also possible to set a rule so that new users to a company are automatically added to a group.

1. From the Left Navigation menu choose Administration > Companies, and select the Company.
2. In the Details tab, from the Available groups column on the left, locate the group to create this rule for.
3. Select the group and use the right arrow to move them to the Selected groups column on the right.
4. Remove groups by using the left arrow to return them to the Available groups column on the left.

This rule will now operate for new users in a company when first added to Heropa. Existing users can be added to a group manually, as described in 'Adding users' above.

Next...

Managing course visibility for end users