User groups are created to group users in your company who share something in common. You can group staff based on their job positions, work locations, roles, age, time at the company, and start date. They can be used to govern which courses are automatically assigned, reporting compliance, bookshelf, and news allocations.

Below is everything you need to know about creating user groups, amending them, and setting them up to govern different rules in the system.

Create a new user group

Sign in to the Admin Tool.
Click User Groups.
Click Create in the top right and name your user group. Below are some examples to help you name your user groups.

All Users
Mandatory report: Moving & Handling
F2F Report: Fire Marshall training
Course allocation: Basic Life Support
News Allocation: Management only
Event types: Head office staff only

Add or remove inclusions in a user group

Include positions and sites in a user group.

🤓Tip: To include all users you don't have to make specific inclusions.

Sign in to Admin Tool.
Click User Groups.
Locate the user group you need to amend and click it to expand it.
In the Filter By section, pick how you'd like to filter your users. Tick the box next to positions, sites, or both.
In the Criteria Selected section, tick the boxes next to the relevant positions or sites you want to include and click Save Inclusions.
To remove inclusions, click the cross
next to what you want to remove and click Save Inclusions.

Add or remove exclusions in a user group

Excluding users is a helpful way to set up a user group if you have one or a small number of positions or sites to exclude. This means all remaining roles will automatically be included in the user group.

Sign in to Admin Tool.
Click User Groups.
Locate the user group you need to amend and click it to expand it.
To add new exclusions, in the Exclude section click Add Exclusions.
Click on Positions or Sites.
Select the relevant positions or sites you want to exclude and Click OK.
To remove exclusions, click the crossnext to the positions or sites.
Click Save Exclusions.

🤓Tip: When excluding a variation of sites and positions, the positions at those sites you selected will be excluded. For example, it will exclude carers at Riverdale Care Home if they are both ticked in the exclusions. For the system to consider the exclusions separately, tick the Treat Excludes as 'OR' box. For example, if you want all carers in the company and all at Riverdale Care Home to be excluded.

Reprocess a user group

If you added new positions or sites to the user groups and you want to rerun it to apply your changes, follow the steps below.

Sign in to the Admin Tool.
Click User Groups.
Click the reprocess icon located next to a user group then click OK.

Include a user group in a report column

You'll need to include a user group in a column to govern who shows up on the report as needing to do the training in that column.

Sign in to the Admin Tool.
Click Config.
Click Reporting Columns.
Locate the report column and click on it to open it.
In the user groups section at the bottom, click the add icon and select the user group you want to include.
Scroll down and click Save.

Add a user group to a report

You will also need to include the user group in the same report that the column appears in so the rules apply to the report as well as the column.

Sign in to the Admin Tool.
Click Config.
Click Reports.
Locate the report and click on the report to open it.
Scroll down to the User Groups section, then click the add icon and select the user group
Scroll down and click Save.

Edit the name of a user group

Change the name of a user group any time you need to.

Sign in to the Admin Tool.
Click User Groups.
Locate the user group in the list.
Click the pencil icon to edit.
Write the name into the description field then click Save.

Clone a user group

Copy user groups with ease by following the steps below.

Sign in to the Admin Tool.
Click User Groups.
Locate the user group in the list.
Click on the duplicate icon
You are now free to rename the user group if you need to. See above for how to edit the name of a user group.

Check where user groups are being used or applied

The Applications button shows you where a user group is being used on the platform. This is useful to know especially if you want to edit user group inclusions or exclusions as any changes may impact uses of the user group elsewhere. If user groups are being used elsewhere you may want to create a new user group for your task.

Sign in to the Admin Tool.
Click User Groups then select the user group you want to check.
Click Applications in the top right corner.

Allocation Config: The details column will show you what course(s) the user group is linked to.
NRC Report column: The details column will show you the name of the report column(s) the user group is being used in.
NRC Report: The details column will show the name of the report(s) the user group is being used in.

🤓Tip: You can also use the filter drop-down to choose only one of the options above to appear instead of the whole list.

Deactivate a user group

If a user group is no longer needed or not used in any applications, you can deactivate it at any time. This makes your user group list easier to navigate.