What are Groups and how to use them?

In this article we'll explain all about the Groups feature and how it can be used.

What is a Group?

A Group is a selection of people who meet the criteria defined by the filters you can add based on behavioural properties (has/has not completed/started certain content) or user properties (name/role/location etc.).

• You can use Groups to group together a number of people using filters.

• The group will automatically refresh every 24 hours (you can change the frequency in Group settings) and removes/adds people based on the current criteria, so the list of users remains up-to-date.

• There is no limit to the number of groups a user can sit in.

• Groups can be used to assign content to

• Groups can be used to batch action e.g. assign all users matching these criteria a certificate

You can access ‘Groups’ from the ‘People’ tab in the navigation bar.

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How do I create a Group?

In the top navigation bar, click ‘+' > and select 'Group’.

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You will then be redirected to a page where you can set the criteria for the group.

To set the criteria you will need to select the relevant filters by clicking ‘Add filter group’ and choosing from the drop-down.

You can also add AND or OR filters:

 Apply the filters, then click save. 

You'll then be able to see the Group as a whole and select 'Batch actions' for them

Example use cases:

1. Event attendees

You might want to group together all the attendees of an event so that you can later send them a survey to gather feedback on how it was.

You could create a Group of those who are enrolled or have attended:

2. People who have failed an Exercise / Quiz / Assessment

You might want to group together the people who have failed an Exercise / Quiz / Assessment so that you can assign them different content, or just so you can be aware if anyone is underperforming.

3. Employees at a certain location 

You might want to group together all employees at a certain location (employees at the London office, employees at the New York office, etc.) so that you can send out information / Quizzes / Surveys that are relevant to people at that office only.

4. Employees who have finished a particular Item

You could create a group for people who have now finished a particular Channel on the Platform. Once they finish that Channel they automatically go into the new group which could have a new Channel assigned as a Task. That way admins can manage assignments with more automation. 

Viewing the group:

You can view the group by going to the People tab>Groups>

You’ll then be redirected to the page below where you can search for the group you’re looking for>

From here you can click on the group name and you’ll be directed to the group’s overview page where you can view the people/members who are part of the group, you can also view the Tasks assigned to this group and you can also view the group members' activity.

Under details, you can manually refresh the group to update the members if changes have been made that may affect who may fit the criteria of the group. You can also see how many members are in the group along with when the group was created and who it was created by.

Where can I use Groups?

• You can use groups when issuing Tasks, Surveys, and enrolling users into Events.

• Groups can also be used when Setting visibility on a piece of content

• They can also be used when reporting on activity on content.

For example, when assigning a task to a group:

Find the content you’d like to assign>click the 3 pips along the content name>Add task to complete>Next, assign to>click Group and select your chosen group>you will then see the option below for ‘new joiners’ where you can specify if you want the task assigned to ‘current and new joiners’, ‘current members only’ or ‘new members only'. Once completing the next steps the task will assign to the group members (these members can consist of users from multiple different teams as long as they fit the group criteria).

Teams VS Groups

Teams are more structured and are used to reflect the breakdown of departments in the company, it can also be used as a way to distinguish the hierarchy between different areas of the business whereas, Groups are a more custom selection of users who may fit a different profile in the business and is a more diverse approach to grouping people throughout the entire company who meet more specific criteria.

For example, you may want to issue a survey to people throughout different areas of the company who completed a specific event session. You can do this with Groups. You would need to create a group with the criteria set for users who completed this event session, once this group is created you will see the group appear as an option when issuing the survey.