On this page
Every bulk purchase you make becomes a group, and the group page is where you run it: members, seats, invitations, and co-leaders all live there. This article covers finding your groups and managing who is in them.
Where to find it
Sign in on your training site and open the panel at /org-admin. In the sidebar, click Groups. This opens your My Groups list; click a group to open its management page.
The list shows each group's name, member count, seats assigned out of total, and creation date. If you do not have any groups yet, they appear when you purchase multiple seats for a course or when someone else adds you as a leader of their group.
Rename a group or edit its description
- In the My Groups list, open the row menu for the group and choose Edit (available when you own the group).
- Change the name or description and save.
What is on the group page
- Group Courses & Events: each course or event you bought seats for, with seats used and available, plus buttons to add seats or add another course.
- Enrolled Users: the member list, with each person's assigned courses, a seats remaining counter, and the + Add User button.
- Group Leaders: the people who can manage the group, with a Pending Invites list underneath (visible to the group owner).
- A compliance matrix and a seat ledger, covered in Tracking member progress.
Add a person to your group
- Open the group and click + Add User in the Enrolled Users section.
- Enter their first name, last name, and email address. You can also tick courses to assign seats immediately.
- Save. What happens next depends on the email address:
- If it matches an existing account on the same site and organization as the group, that person is simply added to the group.
- If no account exists, one is created for them and they receive an email with a link to set their password. Setting the password signs them in, so they are never left locked out.
You can also add several people at once by email list from the My Groups page. Existing accounts are attached directly; addresses without an account get an emailed invitation instead.
Pending invitations
People invited at checkout, or added by email before they had an account, appear under Pending Invites on the group page (visible to the group owner). From there you can:
- Resend the invitation email.
- Cancel an invitation you no longer want outstanding.
Invitations expire 30 days after they are sent. When an invitee accepts, they join the group and their seat is claimed. If they register an account themselves using the invited email address, the invitation is redeemed automatically during registration.
Add or remove co-leaders
You can appoint additional leaders to help manage the group. Added leaders get the group leader tools for this group. Removing a leader does not remove them from the group; they stay on as a regular member.
Remove a member
- In the Enrolled Users list, open the member's row menu and choose Remove from group.
- Confirm. Seats that can still be reclaimed are released back to the pool and the member loses access to the group's courses; a seat for a course they already completed stays part of their training record. Their user account stays intact.
Why did this happen?
Why did it say an existing user was added instead of creating an account?
The email you entered matched an account that already exists on the same site and organization as your group. The platform attaches that account rather than creating a duplicate, since email addresses identify one account per site.
Why did my new member get a set-your-password email instead of a normal welcome?
When you add someone who has no account, the platform creates the account for them. They never chose a password, so the email carries a secure link to set one. Following it sets their password and signs them in, ready to start any course you assigned.
Why can't my member sign in, even though they say they already have an account?
Accounts and sign-in sessions are per website address. An account someone holds on a different site (for example another organization's site run by the same provider) does not exist on yours. They need the account that belongs to the same site as your group, which is the one your invitation or set-password email points at.
Why did a pending invitation disappear from the list?
Three possibilities: it was accepted (the person now appears as a member), it was cancelled, or it expired. Invitations lapse 30 days after they are sent; add the person again to issue a fresh one.
Why can't I remove myself from the group?
You own the group, and the owner cannot be removed from it. You also cannot step yourself down from leader, because a group must always keep a leader who can manage it. You can remove any other member or step a co-leader down to member.
Related
- Buying seats for your group
- Assigning seats
- Tracking member progress
- Getting started as a group leader
Stuck on a membership problem? Open a ticket from Support in your panel or see Getting help.