Groups are available for Enterprise plan customers only.
What is a group?
Groups are sets of authors within the organization that reflect your company structure - its departments or teams. For example, you could create groups for your company's different departments or regions, such as 'Sales', 'HR', 'North America', etc.
Groups offer multiple benefits and allow for better collaboration and easy management and search of authors and courses.
Benefits of using groups
Group admins have access to the courses that are shared with them through the confidentiality settings and can transfer these courses from one account to another within the group members.
Note: The Results page can be hidden for all organization members (if the option Results are visible for organization admins only is enabled), however, you can set it up so the group admins will be able to see them.A group can have multiple admins making it easier to collaborate within the group.
The Organization Owner and Admins can search members by groups.
The Organization Owner/Admins, and Group Admins can filter and search courses by groups.
While the Owner and Admins have access to all courses within the organization (under the “Organization Courses” tab), Members only have access to the courses that are shared with them as co-authors (under the “Shared Courses” tab). You can provide an Organization Member with access to the courses of a certain group of authors within the organization by making this person the Admin of this group.
As the Group Admin, this person will be able to see the courses created by other members of this particular group that are shared with them through the confidentiality settings and transfer them from one account to another among the Group members (under the “My Groups Courses” tab).
The Groups tab
Under the “My organization” menu, the Organization Owner and Admins can create groups.
Switch to the “Groups” tab.
Click on the “Create group” button.
On the left menu, add the title of the group, and a description (optional).
Organization and Group Admins can add members to the group by clicking on the “Invite authors to this group” button and adding them from the organization list. New members will be informed via a notification.
Note: by adding a person who is not a member of your organization to a group, this person will be automatically added to the organization!
To change the role of the Group Member, the Group Admin should select Member or Admin from the drop-down in the Group role column. This user will be informed by a notification.
An Organization or Group Admin can delete an author from the group by clicking on the “More option” (three-dot ellipsis icon) next to the Group Member, and choosing the “Remove from group” option:
Group Members will be able to see the overview of the group - title, description, and the members of the group.
Groups can be deleted by the Organization Admin. Click the “More options” (three-dot ellipsis icon) next to the group, and choose the “Delete group” option. All members will be unassigned from the deleted group.
Managing members of the group via the Authors tab by Organization Admins
The Organization Owner and Admins can easily add members to the group. To do so:
Go to your organization.
Click on the “Add to the group” button in the “Groups” column next to the member’s name.
Choose a group for this user, or create a new group (see below). You can assign multiple groups to the author in one go.
You can also add people to groups at the same time as you invite them to the organization. For that:
Go to your organization.
Click on the “Invite authors” button.
Type in the emails or import from a CSV file.
Next to the “Add to the group” field, choose a group for this user(s), or create a new group. You can assign multiple groups to the author(s) in one go.
The Owner and Admins can remove Members from the group by hovering over the group title in the “Groups” column next to the user's name and clicking on the X icon.
The Organization Owner and Admins can change the roles of the group Members at any time and assign the Admin role to multiple users.
Click on the “Group role” drop-down next to the member's name.
Modify a member's role from the drop-down menu in their list entry.
NOTE: When a Group Admin adds a new external member to the Group, the latter one will automatically become a part of the Organization. So before assigning someone the role of the Group Admin, please take into account that this user will be able to add new members to your organization.
If you have further questions, do not hesitate to contact [email protected] for more information.