In this article:
- Introduction to groups
- Navigating to the Groups page
- How group access works
- How the Groups filter scopes visibility
- Renaming a group
- Related articles
Introduction to groups
Groups are an invaluable method of organising cohorts of learners into a format that is easy to use and understand. Using a group structure further simplifies this process.
Group structures are also key to controlling access permissions, processing learners, and for reporting purposes. If you are new to Aptem, speak to your implementation consultant to discuss your initial group structure setup. See Creating a group structure.
Navigating to the Groups page
- Sign in to your administrator account.
- Select the Groups tile. You may need to expand the tiles by selecting the three dots on the left.
- If you are just setting up Aptem, your page will look something like this. Otherwise, you may already have some groups created.
How group access works
Groups are arranged in a hierarchy: root groups, with child groups and subgroups below them. A user's access to learners and administrators comes from the groups assigned to their account.
- Ticks and dashes. When you assign groups to a user, a tick against a parent group means every child group below it is selected, so the user can see users in all of them. A dash means only some child groups are selected. If someone can't see all the users under a parent group, check for a dash and select the missing child groups.
- Visibility works downwards. A user assigned to a higher-level group can see users and administrators in the child groups below it. A user assigned only to a child group can't see users or administrators assigned at a higher level. See Adding an administrator to one or more groups.
How the Groups filter scopes visibility
The Groups filter on the Learners page in Aptem Console, and on the Users tile in Aptem Classic, only lists the groups you have access to.
- If you have access to some subgroups within a root group but not the root group itself, the filter lists those subgroups individually. The root group doesn't appear.
- If a parent group has only one subgroup, selecting that subgroup selects the whole parent group. If the parent has several subgroups, selecting one filters to that subgroup only.
For example, a user with access to three subgroups of a root group called "Cohort A" sees the three subgroups in the filter, but not "Cohort A".
Renaming a group
You can rename a group at any time, including one with learners in it. Renaming doesn't affect the learners.