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Subgroups-what do you need to know?

Considering creating a subgroup? How do you control levels of access? Here are the details, so you can make sure it's right for you, your other admins, and your users.

The main factors to consider are:

Subgroups are useful for circumstances like:

  • Schools with different classes
  • Companies with multiple locations
  • Large companies with multiple distinct departments/roles (Install vs. Maintenance vs. Sales etc.)
  • Large companies with many services (HVACR, Plumbing, Electrical, etc.)

There are 2 levels of Admin access:

  1. Instructor
  1. Instructor Assistant

What the Instruction Assistant Can do

  • View Members of a team
  • View team progress & Points
  • Assign and Un-assign courses to team members

What the Instruction Assistant Cannot do

  • Add team members
  • Remove team members
  • Reset passwords
  • Add subgroups
  • Toggle leaderboards on and off for a team

 The Instructor can do all of the above!

The main factors to consider are:

  • Admins aka Instructors
    • Instructors/Instructor Assistant in the main parent group will have visibility over all subgroups
    • Instructors/Instructor Assistant added to a particular subgroup will have visibility only into that subgroup
  • Parent Groups and Subgroups
    • Subgroups can have subgroups too! A subgroup will appear indented underneath it's parent group. You can think of it like an outline on a page, here's an example:
      • Stellar HVAC(Parent Group)

        • Stellar HVAC - New York City, NY (Subgroup #1)
          • Installer Techs (Subgroup 1A)
          • Sales Reps (Subgroup 1B)
        • Stellar HVAC - Sacramento, CA (Subgroup #2)

          • Maintenance Techs (Subgroup 2A)
          • Admin Team (Subgroup 2B)
        • What to the "building" and "people" icons mean? Any group with a subgroup beneath it will have a building icon. Each subgroup with no subgroups of its own with have a person icon.
      • Leaderboard
        • Users compete for the leaderboard only within their group/subgroup (so if the subgroups are small, sometimes this makes the leaderboard less fun, and it's better to have everyone in one group together competing for the same leaderboard)
        • The less users in a subgroup, the less users competing for their group's leaderboard
      • Your big picture plan
        • Subgroups are better to set up earlier than later. Users can easily be moved from one group to another, and although their course progress is saved,their points are not saved. If points are super important, you may want to plan ahead on subgroups. If points aren't a big deal, then you'll be fine switching users between groups as needed. 
        • Users cannot be in multiple groups. Any user can only exist in one group (otherwise this causes login issues)

Want to set up a subgroup? Great! Here's how:

  1. First of all, let your Customer Success Manager know you're thinking about Subgroups so they can help make sure they're set up perfectly for you.
  2. Create a list of the different subgroup names you want to set up.
  3. Have an idea of how many techs you want in each subgroup, and whom you want those techs to be.
  4. Think about if you want Super Admins, regular Admins, and which group you want them in. (Remember - even admins can only be in one group.)

Have more questions?

No worries, subgroups can be super helpful but also kind of complicated. Reach out to your dedicated Customer Success Manager and they'd be happy to help!