Summary
A comprehensive guide on configuring access schedules and managing settings for your user groups in the KnowledgeCity LMS.
Introduction
The User Groups feature of the LMS allows you to organize learners and deliver training at scale. Once a group is created and populated with members, the next step is controlling when they can access training and configuring how the group functions administratively. This guide walks you through managing time-based access restrictions via the Access Schedules tab and configuring group properties via the Settings tab. You will learn how to set training windows, transfer group ownership, delete user groups, and maintain a clean group hierarchy.
Steps to Follow
Accessing Access Schedules and Settings Tabs Inside User Groups
This guide covers the administrative and governance tasks for your user groups. Once your group hierarchy is established (as covered in: Overview - Understanding and Navigating the User Groups) and your user group is populated with members (as covered in: How to Assign and Manage Users and Assignments in the User Groups), you can now configure access rules and group settings.
Follow the steps below to access these tabs:
Navigate to User Groups from the LMS left-side panel.
Click on your group from the list to open its Group Details Page.
You will manage your group access and settings using the tabs at the top of the group details page:
Access Schedules (for setting time-based training windows)
Settings (for configuring group settings)
On the User Group detail page, the header displays the name of the currently selected group along with the total number of users for quick reference. A dropdown menu also allows you to easily switch to any other existing group.
Accessing and Managing Access Schedules
Access schedules allow you to control when group members can access assigned content. This is essential for time-bound training programs, compliance windows, or maintaining work-life boundaries by restricting after-hours access. Opening the Access Schedules tab automatically displays the current schedule settings for the group using your administrator account's default time zone. The tab shows the Access schedules display time zone (e.g., America/New_York (UTC:-05:00)) which determines the time zone applied to all schedules displayed and created during your session. Also you will see the following controls to manage your group access schedules:
Add schedule: Click Add schedule to create a new access rule. A popup window will appear with the following fields:
Start week day: Select the day when access begins (e.g., Monday).
Start time: Set the time when access opens on the start day.
End week day: Select the day when access ends (e.g., Friday).
End time: Set the time when access closes on the end day.
Click Save changes to apply the schedule or Cancel to close the popup.
Schedule List: Once added, schedules appear in a table with the following columns:
Start week day: Day when access opens.
Start time: Time when access opens.
End week day: Day when access closes.
End time: Time when access closes.
Action menu: Delete the schedule.
Accessing and Managing Settings
The Settings tab controls the administrative and functional properties of your group. This includes basic information, ownership, notifications, and advanced configuration options. Opening the Settings tab displays the current group configuration with editable fields and management controls. Also you will see the following options to manage your group settings:
Group name*: Edit the users group name here. (maximum 144 characters allowed)
Parent group (optional): Change the group's position in the hierarchy by selecting a different parent group from the dropdown. (Default is "No parent group" for top-level groups)
Number of students limit: Set a maximum number of members allowed in this group. (Default is "No limit")
Make this group the default group: Enable this toggle to designate this group as the default group.
Group manager settings: Assign or change the primary administrator responsible for managing and reporting on this group.
Send notification when a group member passes a learning path: Enable this toggle to receive email alerts when members complete learning path.
Send overdue reports to group manager: Enable this toggle to receive regular reports on overdue assignments.
Send copy to: Type in email addresses separated by commas to send copies of reports to additional recipients.
Send group progress report to manager: Enable to select the desired reporting frequency from the dropdown menu (e.g., Daily, Weekly, Monthly) to automatically send the group’s progress report to the assigned manager.
Report template: Choose a predefined report template for progress reports.
Send copy to: Type in email addresses separated by commas to send copies of progress reports to additional recipients.
Remove group: Click to permanently delete the group and all its data. This action cannot be undone.
Conclusion
By following these steps, you have successfully configured access schedules and fine-tuned the administrative settings for your user group. You now have full control over when learners can access training and how the group is managed within your KnowledgeCity LMS hierarchy. Mastering these controls ensures compliance with time-sensitive training requirements and maintains a clean, well-governed group structure across your organization.