A User Group is a group of Users who will have common interactions within the LMS, and is a way to control the permissions of these Users as a group, rather than spending a lot of time assigning permissions to individuals.
The LMS will automatically create User Groups for:
- System roles - e.g Administrator, Content Creator. This includes any System Roles you have created yourself in Site Settings
- Organisations - these are the highest levels of your User hierarchy - see this guide for more information. These User Groups are denoted in this list within Groups with an asterisk:
When might I want to create a User Group?
Think of User Groups as a way of joining together Users who all need to be able to carry out a particular task on the LMS and, therefore, need a particular permission or set of permissions to be able to do so. For example, a group of Users who need to be able to access certain content in Find Learning. You could create a User Group and then give that User Group permission to view any content published to that Catalogue. Anyone who isn't in that User Group will not be able to access the content published to it.
User Groups can also be useful to manage Form workflows. For example, you could have a User Group for your Local Training Managers who are responsible for approving training requests for their areas of responsibility but they may sit anywhere within the organisation. By making the Local Training Managers User Group the owner of the final stage in the workflow, anyone within the User Group would be able to action the form when in the final stage of the workflow and complete it.
Note: Super Administrators are created by adding Users to the Super Administrator User Group. See this guide for further information.