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This article is for organization admins. It explains how groups work, where seats come from, and the key rule of the whole system: assigning a seat is what enrolls a member in a course.
Where to find it
Sign in at /org-admin and open Groups in the sidebar. The Groups list shows every group in your organization with a + Add Group button and, depending on your plan tier, a "used / included" counter for how many groups your plan allows. Opening a group takes you to its detail page, which has sections for Group Courses & Events, Enrolled Users, Group Leaders, a compliance table, and a Seat Ledger. The resulting course enrollments also appear under Enrollments in the sidebar.
Creating a group
- Go to Groups and select + Add Group.
- Enter a group name, optional start and end dates, and a description.
- Select Create Group.
If the button is disabled, your plan's group allowance is full; depending on your plan tier a Buy more groups option appears, otherwise upgrade.
Groups can also appear on their own: when someone buys more than one seat of a course in a single checkout, the platform automatically creates a group for that purchase, makes the buyer its leader, and puts the purchased seats into it. Custom training packages work the same way, creating a group with one seat pool per included course.
Appointing group leaders
- Open the group and find the Group Leaders section.
- Select + Add group leader.
- Pick an existing member of your organization, or create a brand-new person.
Adding a leader also grants that person the Group Leader role, so they get their own management view when they sign in to /org-admin (a slimmer menu focused on their groups). Leaders can assign seats and track progress for their own group members. New people created here receive a set-password invitation email.
Where seats come from
Seats live in pools, one pool per course per group, each with a total and an assigned count. Pools are created by:
- Bulk purchases: a checkout with quantity above one creates a group and a seat pool per course line.
- Add Course on the group page: adds a new course to the group by buying seats for it. The button shows real prices because this is a purchase.
- Add Seats on an existing course row: tops up that course's pool.
- Your plan's included seat pool: on plan tiers that include pre-purchased seats, a pool card appears on the group page, and Add Course or Add Seats can draw from it without any payment.
When you use Add Course or Add Seats, the platform first checks your plan's pre-purchased pool. If the pool covers the request, the seats are added immediately from the pool. If not, you are taken to the normal cart and checkout flow to pay for them.
Assigning seats (which is how members get enrolled)
- Open the group and find the Enrolled Users section.
- Select + Add User to add a member (an existing user in your organization, or a brand-new one), optionally ticking courses to assign at the same time.
- To change an existing member's seats, click their row. A dialog lists the group's courses as checkboxes, with already-held seats pre-ticked and full courses disabled.
- Tick or untick courses and save.
Assigning a seat immediately creates the member's enrollment in that course; there is no separate enrollment step. The course appears in their learning area right away, and if the seat pool has an expiry date, the enrollment inherits it. Unticking a course revokes the seat, returns it to the pool, and cancels the enrollment if the member had not finished the course.
Removing a member from the group releases all of their assigned seats back to the pools automatically. Every assign and revoke is recorded in the group's Seat Ledger, and a Seat Utilization report is available under Reports on plan tiers that include it.
Why did this happen?
I assigned a seat and the person was instantly enrolled. Is that right?
Yes. A seat is a paid entitlement to one course for one person, so assigning it and enrolling them are the same action. The enrollment is tagged as seat-based, which is also why revoking the seat later withdraws the course from their learning area.
Why can't I take a seat back from someone who completed the course?
Once a member finishes the course and earns the certificate, the seat's value has been used and the completion is a training record. Reclaiming it would erase the learner's proof of training, so the platform refuses. Seats are only reclaimable while the training is unfinished.
Why won't it let me give someone a second seat for the same course?
One person can hold only one seat per course within a group, even across multiple pools for that course. A second seat would burn a seat without granting anything new.
Why did Add Seats charge me this time but not last time?
It depends on your plan's pre-purchased seat pool. When the pool has enough seats to cover the request, they are drawn from the pool for free. When it does not, the request goes through the normal checkout and you pay per seat. The dialog's button changes wording so you can tell which path you are on before confirming.
A group I never created appeared in my list.
A bulk purchase creates one automatically: any checkout containing a course line with quantity above one produces a group holding those seats, named during checkout, with the buyer as its leader. This is normal and the group can be managed like any other.
Why does a course say no seats are available even though the pool is not empty?
Each course's pool is separate. The group may have free seats for other courses, but the course you are assigning has its own total, and the dialog disables courses whose pool is fully assigned. Top it up with Add Seats on that course's row.
Related
Still stuck? Reach your provider's support team via support.