Creating and Managing Groups in Skillhabit
Groups help organize users, control access to courses and programs, and facilitate tracking and analysis. To create a new group, click the "+" sign at the bottom right of the user interface. You can then choose between creating a Regular Group or a Smart Group, depending on your needs.
Creating a Regular Group
A regular group allows you to manually assign users, providing a structured way to manage access and visibility for specific courses and programs.
- Give the group a clear name to ensure it is easily identifiable.
- Assign Managers (optional) – If you want specific users to oversee the group, you can assign them as managers. However, they must have access to the Analyze and/or Follow-up app to track group activity. Managers will only see the groups they are assigned to.
- Check Academy content approvals – If the group has content in the Academy, managers may need to approve it before it becomes available.
- Manually add users who should be part of the group. Once all users are added, click Create to finalize the setup.
Regular groups are best suited for structured control, where administrators decide exactly who belongs to a group and how they interact with assigned content.
Creating a Smart Group
If you prefer an automated approach, Smart Groups allow users to be assigned dynamically based on predefined criteria such as user attributes (e.g., job title, department, location) or system behavior.
- Define the attribute and value that will determine group membership. This could be based on a specific user field (e.g., "Region: North America") or behavior in the system.
- Use Smart Groups for flexibility – They allow users to choose their own group during registration or later in their profile settings. However, this means users may select the wrong group, which could affect their course and program access.
- Make the selection intuitive – Ensure the group field has a clear and descriptive name, so users understand what they are selecting. Provide predefined options instead of free-text entry to reduce errors.
- Be mindful of mandatory selections – Since users must select a group, consider how this affects onboarding and user registration. A poorly defined group selection process could lead to confusion or delays in access.
Smart Groups offer greater flexibility but require careful planning to ensure users end up in the correct groups without administrative intervention.
Key Considerations for Group Management
Regardless of whether you use Regular Groups or Smart Groups, it's important to:
- Define the purpose of each group clearly – This ensures groups are effectively used for access control and course/program visibility.
- Plan carefully when using Smart Groups – While they simplify user management, they also introduce potential risks if users select the wrong group.
- Assign the right level of administrative access – Managers and admins should only be granted permissions necessary for their role.
For more details on managing group assignments, refer to the Create Section.