User Groups feature in LearnWorlds is a powerful tool for organizing and managing users. It allows you to segment your audience, streamline internal training, and create customized learning experiences. By grouping users, you can offer personalized content, assign specific roles, and automate group membership based on specific criteria. This helps simplify user management and ensures a tailored learning experience for each audience.
Examples/Use Cases
Here are some examples of how you can use User Groups:
- Internal Training Programs: Assign employees or team members to specific training courses based on their roles within the company. For example, you can group employees from different departments to ensure each group receives targeted training.
- Segmentation for Personalized Learning: Create groups based on user preferences, behavior, or custom sign-up fields, and provide tailored content or a custom after-login page for each group.
- Automated Enrollment Based on Rules: Automatically add users to groups based on predefined rules, such as email domains or tags, making it easier to manage a large number of learners without manual work.
- Group-Specific Permissions: Assign a User Group Manager to a specific group, enabling them to manage students and courses within their group, offering a decentralized way of handling course administration.
- Customized Marketing or Communication: Segment users for personalized email marketing or course recommendations. This can be based on group membership, ensuring that users receive content that matches their needs and interests.
In this article, we will learn how to create and manage user groups, demonstrating how they can enhance internal training engagement for users.
Create a User Group
1. Go to Users → User Groups and click on Create User Group.
2. Give a name to your group and a brief description of its purpose to improve future understanding between various groups.
3. Optionally, you can set up a set of rules to automatically add users to this group. These rules will apply to all current users, and you will also have the option to manually add users at a later time.
4. Select if any/which courses will be included and available for your group users and whether you want to enroll users in all selected courses automatically upon joining the user group
5. Select an existing user to be the User Group Manager. If the user doesn't exist, you need to create the user account first. Once the User Group Manager is selected, the system will update their role to reflect their new position.
6. Set up the User Group experience. You can use a custom after-log-in page for this group or tag users upon their addition to the user group.
7. See a User Group overview and confirm you want to create this user group.
There is a limitation on the maximum number of users you can have per User Group. On the Learning Center plan, you can have up to 200 users, and on the High Volume up to 1000 users. Automatically Add Users in Groups
When you create a User Group, you can set up a set of rules (conditional - OR) to automatically add users to this group. You can add users:
a. Depending on the users' Email domain. You can add multiple emails, comma-separated.
b. Based on tags.
c. Based on Custom Sign-up fields. For example: if a user submits reply A in a custom sign-up field.
The Add User action is triggered when users sign up themselves, when you add users via API, or add users via a bulk import or bulk tag action, etc.
(Manually) Add/Enroll Group Members
To Manage the group members, hover over the Actions tab and click on Manage group members.
Add Member
You can add a single user to the User Group, provide the user’s details, and an invitation email will be sent, asking the user to set up a password for their account to access your school.
Bulk Add Members:
Click on the Bulk add members button, download the Excel template (see below), and fill in the user details in Excel to add users to this specific User Group.
Note: With this action, you only add the members to your group, they are not automatically enrolled in the courses included. If you want to enroll them you could do it manually afterward.
Only if you have enabled the respective setting upon group creation will the users automatically be enrolled in all group courses upon being added to the group.
When performing a user bulk action:
a. Download the sample file (Excel template).
b. The file you will upload for the bulk action shouldn't be differentiated from the Excel template provided by LearnWorlds.
Use this template and add the data in the respective default fields. Do not alter the fields or add additional ones. When downloading the default template, it's important not to make any changes to the Headers row. The titles should remain the same and not be reordered, renamed, or added.
c. Clear Formatting: In the case of copy-paste, keep in mind to copy the cells without any formatting. Make sure to clear the format when copy-pasting information in your Excel file, such as links on the emails or rich format on font styles. Otherwise, the import will not be completed.
Note: Ctrl+Shift+V for Windows or Command+Shift+V for Mac would help to clear formatting when copy-pasting.
d. Since you will be adding emails, make sure they are not added as links.
When the Excel file is ready, upload it in the respective field.
To find the record of your Bulk actions, navigate to Reports → Activity logs → Users Action. You can find more about the Users Action Log here.
After you add your Users, you can hover around the username to perform additional user actions.
Manage User Groups
Go to Users → User Groups.
There, you can track under one dashboard the title of a group when it was created and updated, the courses included (if any), the group members, the tags (added upon adding users to the group, the group manager), and the available actions. Under the three dots next to each group, you can Edit the user group, Manage the Group Members, or Delete the group.
If you click on Edit User group, you can see the:
- General tab where you edit the group name and discussion
- User group members where you can add a group manager, change the number of users, and edit the addition rules.
- Courses
- Advanced settings where you change the after-login page and the tags
Notification Emails
During Bulk Add, you can choose to send a welcome email to the users upon import. The users will receive the User group/ Seat offering notification email.
As an admin, you can also select to get notified on course enrollment of a User Group.
You can create multiple custom after-login pages based on the User groups that you have created, by following the steps in this article.