Creating a Group Structure

Overview

The Group Structure lets you easily set up administrator account responsibility for different cohorts of learners.

Aptem enables you to create multiple group hierarchies.

The first hierarchy created in ‘Groups’ will be the primary hierarchy and you can create a group structure of child groups under this hierarchy.

You can also then create additional separate group hierarchies to categorise learners in different ways and create a group structure under each of those hierarchies. You might for example have one hierarchy to represent your organisation or department structure, another to represent programmes or cohorts, and another to represent contract types or perhaps tutors.

Roles

In order to create any group, the administrator will need to have the 'create groups' role.  They will then be able to create groups up to the level that they have in their own group access permission in their User profile.

To access all groups, the administrator will need to have the 'View all groups' role.

Creating a Group hierarchy

1. On the Groups page, click the “Create” button
2. In the “Name” box, give your hierarchy a name
3. Do not allocate it to a group in the structure shown below the name field.
4. Click ‘Create’

This will create a new hierarchy with a root group by the name of that hierarchy. All this information can be edited at any point in the future.

Creating a group within a group hierarchy

1. On the Groups page, click the “Create” button
2. In the “Name” box, give your group a name (see diagram below)
3. In the “Parent Group” section, indicate where this new group is structured within a hierarchy. It will sit under the parent group that you have selected, and admins, tutors and employers who have access to that group or the parent group will see those learners. An employer will be further restricted in access of course to their own employees.
4. Click ‘Create’ when you have finished.

This will create a new group within an existing hierarchy. All this information can be edited at any point in the future.

Editing a Group

Once created, you can change any information about a group, by clicking the pencil icon on the right of that group in the groups list (see below).

This will take you to an edit screen with the same features and information as the ‘add group’ screen where you can then edit the group name or re-allocate the group to a different parent within the same hierarchy. When you have finished editing, remember to click save.

Current limitations

1. When you create a group, you can add a default programme from the list of all programmes. But currently, for a non-primary hierarchy, you cannot specify which programmes are available to that group.
2. You can currently only assign or re-assign a learner to multiple hierarchies in the create or edit function. You cannot use the Reassign on group function to allocate learners to multiple hierarchies.