User Groups allow Administrators to group similar users and give them access to the right content. User Groups are also essential for targeted reporting and analytics, allowing stakeholders to pull data on a specific set of users.
This article outlines the following concepts:
- Default User Groups
- Create a custom User Group
- Assign users to a User Group
- Permission Content with User Groups
- Reporting with User Groups
- Related Features/Functions
- API Integrations
Default User Groups
All Tovuti accounts come with four default user groups: Registered, Site Administrator, and Sub-Administrator, and Public.
Registered
When new users are created via the User Manager, User Importer, Event Registration Form, Subscription Plan, or API; the Registered User Group is assigned by default. This is the user group that enables users to log in and log progress in the LMS.
Site Administrator
Site Administrators (Admins) have full access to the Admin Portal and all its configuration options.
Sub-Administrator
Sub-Administrators (Sub-Admins) are a tier below full Admins. By default, all Sub-Admins have access to none of the Admin Portal areas, and must be given access through Admin Permissioning.
Public
This a quasi-user group that’s often an option to select. Users who access the LMS when logged out are always considered a part of this user group and no users are considered not in this user group.
Create a custom User Group
Custom user groups unlock the power of Tovuti, enabling custom permissions and complex learning progressions like adaptive learning and tracking skills & competencies.
To create a new User Group, go to People > click User Groups > click New
Give this User Group a Title and set if this group belongs under a Group Parent. Parent User Groups are an organizational tool for Admins and don’t apply additional functionality in the LMS.
Click Save.
Assign users to a User Group
To manually assign users to a User Group, go to People > click User Manager > select a user.
Go to the Assigned User Groups tab and select the user groups to assign.
Click Save.
Permission Content with User Groups
Each of the following types of content can be made available only to selected User Groups.
Courses & Course Categories
To access a course, a learner must have visibility and purchase/register permissions to the course and visibility permissions to at least one of the course’s assigned categories.
Set the visibility permissions of a Course Category in the Permissions tab of the course category edit view.
Set the visibility and purchase/register permissions of a Course in the Permissions tab of the course edit view.
Purchase/Register permissions control which users can click and register for the Course, and Visibility permissions control which users can view the thumbnail and preview the Course.
Permissions for Lessons and other course content fall under the Course and Category permissions.
Checklists
Assign Checklists to specific user groups in the Assign Users tab of the checklist editor. Assigned checklists are shown in the Learner Dashboard.
Course Assignments
Course Assignments can be set to specific User Groups in the Course Assignments edit view. Assigned courses are shown in the Learner Dashboard.
Assignments must be permissioned through Course and Category permissions.
Learning Paths
Learning Paths is a Private Release feature.
Set a Learning Path to be available to specific User Groups in the Permissions tab of the learning path edit view.
Purchase/Register permissions control which users can enroll in the Learning Path, and Visibility permissions control which users can view the Learning Path.
Subscription Plans
Registration to a Subscription Plan can be configured to assign User Groups. In the General Options tab of the subscription plan edit view, select these groups in the Add to Usergroup(s) field.
Events & Event Categories
To access an event a learner must have view and registration access permissions to the event and access to at least one of the event’s assigned categories.
Control access to an Event Category in the General tab of the event category edit view.
Control View and Registration access to an Event in the Basic Information tab of the event edit view.
Media Items
Allow specific User Groups to access Media Items in the Permissions tab of the media items edit view.
Access Permissions control which users can click and access the Media Item, and Visibility Permissions control which users can view the thumbnail and preview the media item.
Email Notifications
User Groups can determine which learners receive Email Notifications. In the Recipients tab of the email notifications edit view, select User Group in the Filter Recipients field, and select the corresponding User Groups.
Popup Notifications
User Groups can determine which learners are shown a Popup Notification. In the Advanced Settings tab of the popup notitications edit view, select “User Group” for Access Restriction Type, and select the corresponding User Groups.
Blog Categories
User Groups can determine which users can view a blog category.
Go to Website > click Blog > click Categories
Click New or select an existing category.
In the Permissions tab, click “Selected user groups” for the View permissions tab. Select the necessary user groups.
Reporting with User Groups
User Group data can be added to various report types. This allows Admins to keep track of which users have access to which content.
Report Builder
When configuring a report in the Report Builder, Admins may filter the results of a report by User Groups. Enable Filter by user groups and select the corresponding groups.
Activity Reports
When creating an Activity Report, data pulled can be limited by specific User Groups.
Overview Dashboards
When configuring an Overview Dashboard, Admins may Filter by User Groups in the Settings tab of the editor. This limits the users shown in the Single Numbers and Charts.
Related Features/Functions
In addition to controlling the permission of content, User Groups can be used to control the LMS experience of the user. The following LMS features utilize User Groups to fulfill a variety of use cases and business requirements.
User Group Mapping
User Group Mapping is the process of linking profile fields and User Groups. Based on profile field values, Users are automatically added to the selected user groups when the user logs in to the LMS.
In the example above, learners with the “United States,” “Mexico,” or “Canada” values in the “Country” profile field are automatically added to the “North America” User Group.
Award Requirements & Actions
Admins may configure an Award to be automatically assigned to specific User Groups as an Awards Requirement in the Awards edit view.
Admins can automatically add or remove User Groups when a learner earns an Award as an Award Action.
This functionality is particularly useful when setting up progressive learning and unlocking new content based on completion status.
User Team Members
User Teams allow Admins to delegate certain user management responsibilities to Team Leads.
To set the members of a Team, go to the Team Members and Leaders tab of the user teams edit view, select “Groups of Users” for the Team Member Selection field, and select the corresponding User Groups.
Sub-Admin Roles
Site Administrators control which areas of the Admin Portal are accessed by Sub-Admins. Go to Admin Roles and Permissions and in the Admin Roles tab, set which sub-admin User Groups are included in the Permission set.
User Segments
User Segments allows Site Administrators to gate which users are viewable by Sub-Admins. When configuring Admin Roles and Permissions, go to the User Segments tab, select “User Group” for the Segment Permissions field, and select the corresponding User Groups that these Sub-Admins have access to edit.
API Integrations
The Tovuti API allows Admins to automate different processes throughout the LMS. This includes full CRUD (Create, Read, Update, Delete) capability for User Groups, assigning user groups to learners, and configuring the user group configurations referenced above.
Zapier Webhooks
User Group automations can also be built through Zapier (Tovuti’s Webhook Integration). Zapier allows Admins to create robust connections between Tovuti and other platforms.