Managing learning groups

Learning groups are exchange spaces with a group chat for cohorts that learn together — e.g. an onboarding group of new employees, an apprenticeship year, or a training wave for a new tool. As an administrator you create the groups, maintain the members, and use the chat for announcements to everyone.

What learning groups are — and what they aren't

A learning group consists of a member list + group chat. For bulk assignments of mandatory assignments and for filtered reporting, the platform uses departments and user groups instead (from the Admin Portal). Anyone who wants to both support and task a cohort is best off maintaining it twice: as a learning group (for the exchange) and as a user group (for assignments and reports).

When a learning group makes sense

• A shared learning journey of several people — e.g. onboarding waves, training cohorts that should exchange ideas
• Cross-team initiatives — learners from several departments who should stick together
• Quick communication to a cohort via the group chat

If you only want to assign a course to a single person: simply do it directly as a mandatory assignment — no group needed.

Creating a new learning group

Groups can be created by Content Managers and Company Admins.

1. In the main menu, go to Administration → Learning groups.
2. Click Create group.
3. Fill in the fields:
4. Name — e.g. "Onboarding Q1 2026" or "Sales refresh 2026"
5. Description — the purpose of the group, target audience, time period
6. Maximum members (optional) — for fixed cohort sizes
7. Public group — switched on by default: everyone in the company can see the group and join it themselves. For supervised cohorts, switch the toggle off (private group) — then members only get in by being added
8. Create.

Adding members

1. Open the group — the member list sits next to the chat.
2. Click Add member.
3. Select the person via the autocomplete search (one person per action; for a cohort, repeat the action).
4. The person receives a notification "you were added to the group".

People don't have to actively "join" the group — by being added, they're automatically part of it. You can promote individual members to group admins (e.g. the supervising trainer) — they then manage members and the chat themselves.

Removing members

In the member list → select the person → Remove. The person does not receive an automatic notification about this — for supervised groups, give them a quick heads-up. Their course progress is retained; they no longer see the group chat afterwards.

Assigning mandatory assignments to a cohort

The bulk assignment of mandatory assignments works with departments and user groups — learning groups cannot be chosen as a target there. So maintain the cohort additionally as a user group (Admin Portal → Organization settings); then the assignment takes two clicks via the By group tab.

Group chat

Every learning group has a chat window. As an administrator you can use it to:

• Send notices to everyone ("please remember the deadline", "new lesson available")
• Ask or answer questions
• Hand out praise and recognition — clearly visible to the whole group

Chat messages don't trigger a notification

New group messages only appear in the chat itself — members get neither a bell nor an email notification. For deadline-critical announcements, additionally configure mandatory assignment reminders or talk to people directly.

Seeing the cohort's progress

There is currently no progress or statistics view per learning group. For the learning status, use the analytics (filter by department/user group) or the enrollment overview with a course filter — see Team progress.

Closing a group

When a group has served its purpose (onboarding finished, training cohort done): Delete — the chat and member list are removed. The learning progress of the individual members is retained in the respective course.

Frequently asked questions

Can people be in several learning groups at the same time? Yes — as many as you like. Two onboarding phases + a sales refresh + a topic group in parallel are no problem.

What do members of a group see about each other? The member list (names, roles) and the shared chat. Other members' learning progress, scores, or activities are not visible.

Can members invite people themselves? Ordinary members: no. Members can be added by group admins and Company Admins. In public groups, everyone in the company can join themselves.

How do I see the overall progress of a group? Not via the learning group — use the analytics with a department/user-group filter or the enrollment overview with a course filter.

Can a group contain people from other companies? No — learning groups are limited to your own company.