Auto Groups

Auto Groups

OVERVIEW

You can save a lot of time by setting up an auto group automation that will  (1) automatically create course groups based on user profile information (in the profile fields defined by you) and add users to those groups. This automation will also keep course groups up to date by (2) automatically transferring users to a different group if their profile information changes.
USE CASE EXAMPLE:

Auto groups, or automatically generated groups, in a Learning Management System (LMS) used for internal staff training can be a powerful feature to streamline training and collaboration among employees. Here's a use case example of how auto groups can be beneficial:

Employee Skill Levels and Peer Learning

Imagine a medium-sized company that offers a variety of training courses to its employees to improve their skills and knowledge. The company has a diverse workforce with varying levels of expertise in different areas. They use auto groups in their LMS to create customized learning experiences for employees

In this use case, auto groups in the LMS enable the company to offer a highly personalized training experience that aligns with employees' skill levels and fosters collaboration and peer learning. It also simplifies administration and provides valuable insights into training effectiveness, ultimately leading to a more efficient and effective staff training program.

SETUP AUTO GROUP

Step 1: In the relevant course, click on "Course admin",  followed by "Users", and then "Auto Groups."



Step 2: Select whether groups will be created (and have users automatically assigned to them) based on default profile fields or custom profile fields that you have created.



Step 3: Select the profile field/custom profile field you wish to make this automation dependent on. In other words, the tool will use the information within this user field to auto create your groups and assign users to them. 



Step 4: Select the "eligible roles" for group membership. 
Note: Only users with these roles will be added to your auto groups.



Once you're happy, click on "Save changes."

Step 5: You will now see your auto group displayed on the "Auto group" page. Here you can create new automations or edit the settings for existing automations. 



Now, when a user with an "eligible role" enters fills in the profile field linked to your automation, (1) a new course group will be created (if one does not yet exist) and/or (2) the user will be added to that course group. For example:

Student One has entered "Organization A" in the "Department" profile field on which the above automation is based:



Based on this information, a course group called "Organization A" was created and Student One was added to the group:



Note: If a user's profile information changes (e.g. moves to a different organization) this tool will automatically update the course groups by either creating a new group, moving the user to a different group or removing them from all groups.

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