Creating and Managing Groups

Be sure to review our overview of eCommerce Setup guides: Introduction to eCommerce

Be sure to review our overview of groups: Introduction to Groups

Groups are effective tools for allowing an organization or team to purchase seats in a Course, rather than purchasing as individuals. Groups allow for the client to personally handle student management by naming a representative of the organization as the Group Admin.

Groups can be created directly through the checkout page of the Course Catalog. They can also manually be created by an Admin. 

Once a Group Admin has been named, they will be able to manage the Courses and Students in the group on their own.

This guide will walk you through group creation by Admin, self-service group creation via the checkout page, and managing Courses and seats as a Group Admin. 

In this article

The Groups Page

The Groups page can be accessed by Admins by selecting Groups on the dashboard.

The Groups page will give you a bird's eye view of all the groups in your account. You can view the group name, referral code, Group Admin, and number of Students in each group.

You can also edit a group or manage the enrolled Students by using the Actions menu.

Group Admin Permissions

The Group Admin is assigned to administer a particular group, and is often a representative of an organization that has purchased course seats in bulk. The Group Admin will oversee the courses, seats, and students assigned to their group, can manage their students across said courses, and can collect reports on their students as well.

Group Admins does not have administrative access to the back-end of your platform in a way that your Admin account does, and they are not able to manipulate course content. Rather, this role is intended to allow representatives of organizations to manage their own set of students (for example, their own employees), taking that responsibility out of your hands. You can even let the GA take care of student enrollment on their own behalf as well, as long as their Group has the appropriate number of seats assigned.

Custom Permissions of Group Admins

 Although Group Admins do not have administrative access to the back-end of the platform, they do have certain permissions and privileges which can be modified, either for all Groups as a whole, or with different permission settings across different Groups.

1

    To set the general permissions for Group Admins in newly created Groups, go to Groups -> Permissions in your Admin Dashboard.

Important to note is that these permission changes will be applied only to new Groups, and they do not update Permissions for existing Groups.  

2

  To change Group Admin permissions on a case-by-case level for each Group, go to the Groups -> All Groups page in the Admin Dashboard, and click Edit for the Group you are looking to change the permissions for.

At the bottom of the page you will be able to change the Group Admin permissions for this particular Group.

Group Creation by Admin

To create a new group, an Admin can select the Add Group button at the top of the page.

Add Basic Details

Group Name

The first step in creating a new group is selecting a group name. 

Referral Code

The referral code is necessary for Students during the sign up process.

Students must visit the invitation URL for this group and enter the referral code to successfully auto-enroll in the group and access its courses.

Group Logo

The group logo will display on the unique login page created for this group.

If selling B2B, you can add your customer's logo to the group, to personalize the experience for Students.

We recommend image dimensions of 350px wide by 80px tall in a transparent background, but you are free to use any sized image you believe looks best on the login page.

The file must first be uploaded to the Media Library, where it can then be selected for your group logo.

The Media Library houses all the uploaded files you use in your account. All uploaded files can be found here. 

1

There are two ways to access the Media Library. 

You may upload files to the Media Library through your dashboard by navigating to Assets > Media Library. 

Or, you can launch the Media Library directly from the Edit Group page by selecting Browse Media.

2

Inside the Media Library, you can add your image by dragging your file or selecting Upload Media.

3

Once the file has been uploaded successfully, it will be listed in the Media Library. You can then select it for use as your group logo.

Invitation URL Slugs

Groups are given their own unique invitation URLs, to help Group Admins invite Students and get them enrolled in the group so they can access the correct Courses.

1

The slug is auto-generated based on the group name, but you can edit the URL slug if you wish.

2

Group Admins can send the login URL slug to a current Student in order to enroll them in the group through that special login. 

3

If a Student does not yet have a user account, the Group Admin can send a registration URL slug with a referral code. This will allow the Student to create their own account and enroll themselves in the group.

Note

The referral code is necessary for a new user to register in a group.

4

Filling out the registration form will create a new Student user account and enroll them in the appropriate courses. 

Choose Contact Information

The group must be assigned to someone who will administer it. The user can be an Admin, a Group Admin, or a Student. If the user is a Student, their permission level will be changed to Group Admin automatically when they are assigned to administer the group.

Add a New User

You can choose to create a new Group Admin directly inside the Create Group page.

1

Fill in the form to auto-generate a new user account with Group Admin level permissions, and auto-assign this group to the new user.

Choose an Existing User

You can also choose any current user in your account to administer the group.

1

Select an existing user from the dropdown list to assign this group to them. If the user is currently a Student, their permission level will be changed to Group Admin.

Warning

If the existing user is a Student, their permission level will change to Group Admin and they will lose access to any courses they were enrolled in as a Student.

Add Courses and Seats

1

Finally, you may add the Courses to be included for this group, and the number of seats available to give out.

2

Existing Courses can be selected from the dropdown menu. You can select All Courses, or choose individual Courses to add to the group. 

Assigning Course Seats

1

A set number of Students can be granted access to the Course. This can be chosen in the Number of Seats field. Leaving the field blank will allow for an unlimited number of Students.

2

The number of seats will be selected by the Admin creating the group. The Admin can also edit that number at any time. Those seats will then be administered by the Group Admin. 

3

If there are 50 seats available, the Group Admin can invite 50 Students to enroll. Once the limit has been reached, the Group Admin can remove earlier Students who may have completed the Course, and open up seats to enroll new Students.

Self-Service Group Creation via Checkout Page

A user can create their own group and be named as the Group Admin if they purchase in bulk from the Course Catalog. There is an option to indicate that they are managing a team and will be purchasing in bulk. 

For more information on self-service group creation, please review our guide: Navigating the Checkout Process

Managing Groups as a Group Admin

The Group Admin role has its own limited set of permissions, and the Group Admin will see a smaller version of the dashboard than an Admin.

Enroll and Remove Students from Seats

The main function of a Group Admin is to enroll Students into available seats in a course. They can also remove Students once they have completed the course, to free up seats in order to enroll more Students. Course seats are like licenses to take the Course, and can be used over and over again. As long as all the seats provided for a course are not filled, it's possible to enroll Students at any time.

Students can be enrolled or removed from seats on the Manage Course page. The Manage Course page can be accessed from the Courses section of the dashboard.

Then selecting Manage Course from the Actions menu. 

On the Manage Course page, Students can be enrolled by searching for existing Students who already have user profiles. 

For more information on enrolling Students, please review our guide: Managing Your Courses

Students can be removed individually from a Course by using the Actions menu and selecting Remove.

Bulk removal of Students can be done by checking the box next to their names and using the Bulk Actions menu to Remove.

Manage Courses

Group Admins can manage the courses included in their group. This includes viewing Student progress, viewing Student activity, downloading or assigning a certificate, resetting a Student's progress, or changing a Student's access to the course.

The Manage Course page can be accessed from the Courses section of the dashboard.

Then selecting Manage Course from the Actions menu. 

For more information on the Manage Courses page, please review our guide: Managing Your Courses

View Reporting

Group Admins are able to pull reports from Course and Student activity, as well as the group as a whole. These are found in the Reports section of the dashboard.

For or more information on reporting, please review our guide: Pulling Student and Course Reports

View Orders

Group Admins can access any orders and invoices relevant to the group. These are found in the Orders section of the dashboard.

For or more information on orders, please review our guide: Managing eCommerce Orders/Invoices

Update Settings

Group settings can be found in the Settings section of the dashboard.

Group Admins have the ability to modify some of the settings for their group. This is a limited list of features from the Group Creation by Admin section. The Group Admin has permission to change the following:

  • Group Name
  • Referral Code
  • Group Logo
  • Update Group Admin Users additional Group Admins can be added to the group
  • Purchase Additional Seats or Courses extra seats and extra courses can be added to an existing group via purchase in the Course Catalog