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Group Training Assignment

Assign courses to entire groups at once

Overview

Group assignment is the most efficient way to:

  • Assign training to all users with shared characteristics
  • Keep assignments updated as people join or leave
  • Manage training at scale
  • Ensure consistent compliance across teams

How It Works

Group assignment allows you to assign training to entire groups at once. When you assign a course to a group, all current members receive the assignment, and with dynamic groups, membership updates automatically maintain correct assignments.

Assignment Propagation

When you assign a course to a group:

  1. Immediate Assignment - All current group members receive the course assignment immediately
  2. Individual Tracking - Each user's progress is tracked separately
  3. Dashboard Updates - Course appears on each member's dashboard as required training
  4. Notification Distribution - All members receive assignment notification emails (if enabled)
  5. Compliance Integration - Assignment is included in compliance calculations for all members

Types of Groups

Static Groups

  • Fixed list of specific users
  • Manual membership management
  • Membership changes require admin action

Assignment behavior: When you add/remove users from a static group, their course assignments update accordingly.

Dynamic Groups

  • Rule-based membership
  • Automatic membership updates
  • Maintains itself as organization changes

Assignment behavior: When user attributes change and they join/leave the group, course assignments update automatically.

Dynamic Group Auto-Updates

With dynamic groups, assignments stay current automatically:

  • New Members Added - When users join departments or change roles, they automatically receive group assignments
  • Members Removed - When users no longer match group rules, assignments may be removed (depending on settings)
  • No Manual Work - You assign once to the group, and membership changes handle assignment updates
  • Scalable - Works efficiently even as your organization grows

Multiple Group Assignments

A course can be assigned to multiple groups:

  • Users in multiple groups receive the assignment once (not duplicated)
  • Each assignment can have different due dates or settings
  • Useful for training required across different organizational units

Tip

Group assignment scales better than individual assignment. For organization-wide training, create a dynamic group with appropriate rules and assign once - it maintains itself automatically.

Types of Groups

Static Groups

  • Fixed list of specific users
  • Users are manually added/removed

Good for: Project teams, committees, one-off training cohorts

Dynamic Groups

  • Membership based on rules (department, role, location)
  • Users automatically added/removed as attributes change

Good for: Department training, role-based courses, location-specific safety

Tip

See Dynamic Groups for setup instructions.

Step-by-Step: Assigning Training to a Group

1

Access Course Management

  1. Log in as an Admin
  2. Go to Admin → Course Management
  3. Find the course you want to assign
2

Open Assignment Settings

  1. Click on the course
  2. Look for Assign to Group or similar option
  3. The group assignment interface opens
Assign Course to Group
Select a group to assign the course to all its members
3

Select a Group

  1. Browse available groups
  2. Or search by group name
  3. Click on the group to select it
4

Configure Assignment Options

You may have options like:

  • Due date - When should people complete by?
  • Priority - High, normal, or low
  • Notification - Send email about assignment?
5

Save the Assignment

  1. Review the assignment details
  2. Click Assign or Save
  3. The course is now assigned to all group members

What Happens After Assignment

Immediate Effects

  • All current group members see the course on their dashboard
  • Course appears as "Assigned" in their catalog view
  • Email notifications sent (if enabled)

For Dynamic Groups

  • New members get the course automatically
  • Members who leave lose the assignment
  • No manual intervention needed

For Static Groups

  • Only manually-added members have the course
  • You control who is added/removed

Managing Group Assignments

Viewing Current Assignments

To see which groups have a course assigned:

  1. Go to the course settings
  2. Look for "Assigned Groups" section
  3. See all groups with this assignment

Removing a Group Assignment

To stop assigning a course to a group:

  1. Open the course settings
  2. Find the group in assignments
  3. Click Remove or Unassign
  4. Current group members lose the assignment

Tip

Progress is retained even if assignment is removed.

Using the Group Assignment Modal

Opening the Modal

The Group Assignment Modal is accessed from:

  • Course Management page
  • Individual course settings
  • Admin → Groups section

Available Options

OptionPurpose
Select GroupChoose which group to assign to
Select CourseChoose which course to assign
Select Course ChainChoose a learning path instead

Assigning a Course Chain

You can assign entire learning paths to groups:

  1. Open group assignment
  2. Choose Course Chain instead of individual course
  3. Select the learning path
  4. All courses in the chain are assigned

Best Practices

Use Descriptive Group Names

  • ✅ "All Customer Service Team"
  • ✅ "London Office - Fire Wardens"
  • ❌ "Group 1" or "Test"

Match Groups to Training Needs

Create groups that align with training requirements:

  • Department groups → Department-specific training
  • Role groups → Role-specific skills
  • Location groups → Location-specific safety

Use Dynamic Groups Where Possible

Benefits:

  • Less manual work
  • Always up to date
  • Scales automatically

Document Group Purposes

Keep notes on:

  • Why each group exists
  • What training is assigned
  • Who is responsible for the group

Examples

Example 1: All Engineers Need Safety Training

  1. Create dynamic group: "All Engineers" (Rule: Job Role = Engineer)
  2. Assign "Workplace Safety Essentials" to this group
  3. All current and future engineers get the course

Example 2: Project Team Needs Specialist Training

  1. Create static group: "Project Alpha Team"
  2. Add the 12 project team members
  3. Assign "Project Alpha Onboarding" to this group
  4. When project ends, delete or archive the group

Example 3: Managers Need Leadership Path

  1. Create dynamic group: "All Managers" (Rule: Role = Manager)
  2. Assign "Leadership Development" course chain
  3. All managers get the full learning path

Troubleshooting

Some group members don't see the course

  • Check they're actually in the group
  • Verify visibility rules aren't blocking them
  • Have them refresh their dashboard

Can't find the group I need

  • Search by full group name
  • Check it exists in Admin → Groups
  • Create a new group if needed

Changes to group not reflected

  • Dynamic groups update on a schedule
  • Give it a few minutes
  • For static groups, check changes were saved

Removed from group but still sees course

  • Course may also be individually assigned
  • Course may be mandatory for all
  • Another group may also have this course

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