Summary
A complete overview of the User Groups main section, including searching, filtering, creating and managing groups in the KnowledgeCity LMS.
Introduction
The User Groups section is the central command center for organizing learners in your KnowledgeCity LMS. From here, admins can view all existing groups and sub-groups, manage users, access group-specific reports, and build new organizational groups. Whether you are grouping learners by department, role, location, or project, the User Groups section ensures you can scale training administration efficiently.
Steps to Follow
Accessing the User Groups Section
Log in to your LMS administrator account.
Navigate to the "User Groups" section from the LMS left-side panel.
The User Groups section will open, displaying a list of all existing groups and sub-groups.
The User Groups Section: Controls and Listing
Opening the main page displays a table of all groups and sub-groups. For each group, you can see key information like their Group Name, Users and Subgroups count. Also you will see the following controls to manage your groups:
Search Bar: Just type a Group Name here and the table below will instantly update to show only matching results.
Group Manager Filter: Use this dropdown menu to filter the list to show only groups managed by a specific Group Manager.
Generate Report: You can generate an Excel report of the filtered groups or all groups and their details by clicking on the Generate Report button.
Create New Group/ Sub-group: Click Create New Group button to start creating a new group/ sub-group in the LMS.
Edit Group/ Sub-group: To view or edit information for any group/ sub-group, simply click on its Group Name in the list. This will open the individual Group Details Page.
Creating a New Group vs. Sub-group
A group is a top-level container. A sub-group is a child group that belongs to an existing parent group.
Group (Parent) | Sub-group (Child) | |
|---|---|---|
Definition | Top-level container | Group that resides inside a parent group |
Use Case | "Marketing Department" | "Email Marketing Team" |
Inheritance | N/A | Inherits all assignments from parent group |
Creation Location | From “Create new group” button inside Users Groups section | From “Create new group” button inside Users Groups section |
How to Create a New Group or Sub-group
From the User Groups section, click the "Create new group" button. Or you can also access this option from the Quick Actions menu in the top-left corner of the LMS left-side panel.
The "Create new group" popup window will appear.
Fill in the following fields:
Group name* (Required)
Enter the name of your group. (maximum 144 characters allowed)
Parent group (optional)
Dropdown menu to select a parent group.
Default selection: "No parent group" (creates a user group).
To create a sub-group, select a parent group from this dropdown.
Click "Create group" to save and to open the group details page.
Use Case Examples of User Groups
Purpose | Description |
|---|---|
Departments | Create groups to match your company's departments, facilitating targeted training. |
Roles | Group users based on their roles to assign relevant job-specific training. |
Projects | Set up groups for project-specific training needs, ensuring the right people have access to the right content resources. |
Compliance | Use groups to ensure all employees in regulated roles receive mandatory compliance training. |
Progress Tracking | Assign managers to groups for monitoring and reporting on learner progress. |
Scheduled Reports | Automate progress reports for managers, customized with relevant data points and frequencies. |
Access Schedules | Implement schedules to control when users can access learning materials, essential for time-bound training programs. |
Conclusion
The User Groups section of the KnowledgeCity LMS provides the core tools to organize your learners and structure your training programs. Proficiency here ensures users are grouped logically, training is targeted efficiently, and administrative effort is minimized, making it the key driver for a scalable and well-governed learning environment. Mastering these functions enables admins to build a clean hierarchy, maintain consistent naming conventions, and ensure every student receives the right training through the right group structure.