Employer groups

Overview

Employer groups let you organise employers into a hierarchy to reflect complex organisation structures, such as employers with multiple sites, a group of companies, or regional divisions. This mirrors the employer's reporting structure and controls visibility within the Employer Console.

Employer groups are particularly useful for scenarios such as regional managers, where each manager should only see the learners they are responsible for.

Types of employer group

• Automatically created – created when you add an employer via the Organisations tile. These have the type Employer in the group type column.
• Manually created – created by an administrator directly in the Employer Groups tab. These have the type Employer Group in the group type column.

Permissions

Any administrator with the Create Groups permission can manage employer groups. The Employer Groups tab is available whenever the Groups tile is visible.

If the administrator does not have the Manage Organisations permission, links to organisation profiles will not appear under Employer-type groups.

Note: even without the Create Groups permission, an administrator who has the Manage Organisations permission and creates a new employer organisation will still trigger automatic creation of the corresponding Employer-type group.

Accessing the Employer Groups tab

Select the Groups tile and use the toggle to switch to Employer Groups. This view shows all employer records created automatically by the system, as well as any manually created employer groups.

Employer group grid

The Employer Groups tab displays all employer group records, both automatically and manually created. Up to 10 items are shown per page; use the pagination controls to navigate. Where employer groups are arranged in a hierarchy, expand or collapse the hierarchy to show or hide child groups.

The grid displays the following columns:

• ID
• Name
• Type – Employer (automatically created) or Employer Group (manually created).
• Parent name – shown where applicable.
• Edit
• Delete – only shown for manually created groups.

Use the search fields to find a group by name or by parent. Searching by parent only returns groups that have child groups beneath them. Select Search to apply.

Create an employer group structure

Build an employer group structure by following these steps:

1. Create an employer group
2. Assign an employer record to an employer group
3. Create an employer group hierarchy

Create an employer group

Select the Groups tile and switch to Employer Groups. Select Create.

The Add group screen opens. Enter a name for the group. You can optionally select a parent group. Only manually created employer groups can be selected as a parent. If no parent is selected, the group will be standalone.

Select Create to save the group.

Edit an employer group

For manually created groups, you can edit the name and the parent group, or remove the parent link to make the group standalone.

For automatically created groups, the group name is taken from the employer organisation name and cannot be edited directly. If the organisation name is updated, the group name updates automatically. You can, however, update the hierarchy by assigning a parent group of either Employer or Employer Group type.

Assign an employer record to an employer group

Edit the employer record. On the Edit group screen, set or update the parent group. Select Save.

Create an employer group hierarchy

Using the same process, you can create multiple levels by defining parent and child groups at each level.

Delete employer groups

Automatically created employer groups cannot be deleted from the Employer Groups grid. To remove one, delete the corresponding organisation from the Organisations grid.

Manually created groups can be deleted from the Employer Groups grid, with the following restrictions:

• If the group has employer logins linked to it, the message "Can't delete this group as it has linked users" is displayed and the group will not be deleted.
• If the group has sub-groups below it, the message "Can't delete this group as it has linked groups" is displayed and the group will not be deleted.

Define access levels for employers

Assign an employer login to one or more groups to control which learners they can view. For example, a line manager can be given access to the groups containing their learners, a brand manager to all groups under their brand, and a regional manager to all groups in their region.

Set employer group access for a new user

Select the Users tile, then select Create and choose Employer from the dropdown. Complete the Add user screen. Under the Employer group section, select the groups you want to assign. You can select multiple groups at any level in the hierarchy. Selecting a parent group gives the employer visibility of all child groups. Use the search field to filter the list. Select Create when done.

Edit employer group access for an existing user

Select the Users tile and locate the employer. Select the pencil icon under the Edit column. On the Edit employer screen, navigate to the Employer group section. Select the groups you want to assign. You can select multiple groups at any level; selecting a parent group gives access to all child groups. Use the search field to filter. Select Update when done.

View learner records

Once you have set up the group hierarchy and assigned access levels, employer logins can view the learner records they have been given access to and filter by employer group.

1. Log in to the Employer Console.
2. Use the Groups filter to select the employer group. The learner list updates based on the filters applied.

Groups and employer groups

Employer groups do not replace the existing Aptem group structure. They are an additional level of subdivision.

An employer login's visibility of learners is determined by the combination of both the Aptem groups and the employer groups assigned to that login. The rules are:

1. If the employer login has one or more employer groups and one or more Aptem groups assigned, the learners visible are those who appear in both lists (the intersection).
2. If the employer login is assigned to an employer group that has sub-groups (such as nested organisations), learners from all nested organisations are visible, even if those organisations are not explicitly selected in the employer login's employer group settings.
   In the example below, the employer login will see learners linked to Emp 1 or Emp 2, even though neither is explicitly selected on the Edit employer form, because both are nested under the parent group that is selected.