User groups

Optimize your platform's organization and speed up manual enrollments.

Updated over a week ago

The user groups allow you to organize users efficiently on your platform.

Created with the intent to facilitate user management, user groups make it easy to better filter your reports.

The user group information is never displayed to the end-user. This information can only be used and leveraged by admins or group supervisors.

Create a user group structure

There are different ways to create a user group structure in Workleap LMS.

  1. Create from blank

  2. Import and Sync from ADP Workforce Now Canada

  3. Import and Sync from Microsoft Office 365 (coming soon!)

Creating from blank

Start by going to Users > Groups. You will access your group management space.

Create a simple group structure that fits this use case.

The root level of the group acts as the common theme between the subgroups. Users are always assigned to subgroups.

In the example above, a user who is an employee of the marketing department would therefore be assigned to the Marketing subgroup, in the Department group.

Import and Sync from ADP Workforce Now Canada

Workleap LMS is integrated with ADP Workforce Now Canada to make our common customers' lives easier.

This integration allows you to select the user categories you would like to import in your Workleap LMS platform and make sure both systems are always in sync. Any new hire will be automatically created in Workleap LMS, while the same is true for any any internal movement updates.

To know more about how to import and sync your ADP user group structure in Workleap LMS, click the link below!

Import and Sync from Microsoft Office 365

Coming soon! Ask your account manager about it for early access!

Assign a user to a group

Assigning users to a group can be done in different ways.

Upon User Invitation

The easiest way to assign a user to a group is to assign them through the user invitation process.

Go to Users > Add users > Single user invite.

At the bottom of the invitation form, the Groups section allows you to directly assign the invited user to the right groups on your platform.

By editing a profile

The Group section (shown above) is also available when you edit the profile of an already existing user.

To do so, head to Users > Directory.

Place your mouse over the user's name and click Edit.

See who's in a group

Use the "Manage Users" section to display which users are part of which groups (Users > Directory).

The Groups dropdown menu will show the list of users part of the selected groups.

Manual enrollment by groups

On the Pro and Enterprise plans, you can manually enroll a large number of users with a group enrollment.

Manual group enrollment saves you a lot of time.

For example, if you have 2 subgroups of 100 users to enroll for 3 courses, this feature allows you to generate 600 enrollments ((2x100) x3) in just a few clicks!

Go to Enrollments > Manual enrollments.

Choose the group(s) to enroll as well as the courses to follow. Click on Save to complete the batch enrollment!

For example, if you select two subgroups (image above), you will enroll all the users of the "Operations" subgroup, PLUS all the users of the "Quebec" subgroup.

If a user is in more than one group, he will only be registered once.

Finally, if new users are added to a subgroup, you can re-enroll the subgroup. Only new users will then be enrolled for the chosen courses.

Group supervisors

On the Pro and Enterprise plans, you can assign one or many supervisors to your subgroups.

This additional permission allows you to share the responsibility of monitoring student progress with managers or people in charge of a group of users.

Restricted access groups

On the Enterprise plan, you can restrict access to content for specific user groups.

When a group has an access restriction, members of the group will only be able to see courses that you have previously added in the restrictions settings. This is a good way to ensure employees are only exposed to relevant courses, depending on their context in the company.

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