Adding Users to Groups
When you click the Users menu, you can choose between adding one user or adding multiple users. If you select Add one, a form appears with two options:
- Add and invite user: Enter the user’s first name, last name, and email address to add them to a group. Once you click the Add User button, an email is sent to the user. The user is added to the list of users in the group and they take up a seat in your group, and their status is set to Not Started. If you add a user that already exists on the site, the system will automatically assign a key, add them to the group and send the Add and invite (existing user) email. They then occupy a seat in the group just like a new user.
- Send enrollment key: Enter the user’s first name, last name, and email address to send them the Send enrollment key email. Once that user registers and redeems that key, they take up a seat in the group, are enrolled in the group and can begin group courses.
Setting a password here does allow users without a valid email address to be created. Simply use a placeholder email address and password and this account information can be provided to a student to sign in. Remember, if there is no email address, there is no way for the student to reset the password or receive notifications about their progress.
Removing Users from Groups
To remove users from a group, select the users you would like to remove from the Enrolled User list, and a Remove User(s) button will appear. Click on the Remove User(s) button. You will be prompted to confirm your action.
You may only be able to remove group members before they have enrolled and begun their courses. Once a learner has begun completing the courses that are available in the group, or if they have completed all of the courses and their status is set to Completed, it is no longer possible to remove them from the group.
Adding Users in Bulk
Users can be added in bulk by clicking Users > Add multiple, or by clicking Users > Upload Users and uploading a CSV file.
The Upload Users form has options similar to those described above, with one major difference. When uploading a CSV file, you can choose not send an email to the list of users you are uploading. You might want to do this if you plan to distribute enrollment keys to your users some other way.
For the bulk upload to work properly, a CSV file formatted with the following column order and headings must be used: user_email; user_pass; first_name; last_name. CSV files that have incorrect formatting of email addresses, column names, etc will not be uploaded. You can download a sample file here: group_management_user_upload (.CSV file, 74 bytes). If the user_pass cells are blank, a random password will be used, but the column heading should still be included. A column for “username” can optionally be included as the first column but is not required; if it exists but is left blank, username will default to the email address.
If you click Users > Add multiple, the Bulk Add & Invite Users form (added in version 2.6) appears.
Users added to this form will receive an email based on the email message settings set up by your administrator. The users are added to the list of users in the group and they take up a seat in your group, and their status is set to Not Started.
Downloading Group Keys
To download a full list of enrollment keys to be used for manual tracking, reporting, and distribution, simply click Users > Download Keys (see Fig. 2 above) and you will begin downloading a CSV file. This list is the current list of unassigned keys for that group. This list is updated when the number of seats is initially set for the group and when additional users and seats are added or removed from the Group.