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The ability to put group management in the hands of your customers and Group Leaders on the WordPress front end is one of the most powerful features of the Uncanny LearnDash Groups plugin. The Group Management page is one of the pages that is automatically created when you install and activate the plugin.  Accessible only to Group Leaders, the Group Management page is where they can start managing their groups on the front end – with or without admin assistance in the back end.

The Group Management page has a lot of features to make the management of groups easy for Group Leaders, so we are going to share a lot of information that is equally important for Group Leaders and for administrators to share going forward.

In this article we cover:

  • the various ways Group Leaders can add and remove users from groups.
  • adding other Group Leaders to co-manage your group.
  • managing seats and enrollment keys
  • customizing the Group Management page
  • adding courses and seats to Group License Products

When you log in and navigate to the Group Management page, the first thing you see is the group name or a drop-down list of all of the groups you are managing.

Tip: To direct Group Leaders to the Group Management page automatically when they sign in, consider a plugin like Peter’s Login Redirect to send Group Leaders to the Group Management page, based on their role.

On the Group Management page, below the group heading and drop down list, you will see an indicator of seats remaining and total seats for the group you have currently selected, and a list of links to the courses associated with that Group (see Fig. 1 below).  As groups change over time (seats are added, courses are added to groups, etc) this information will be updated for quick reference.

Group Management Page Top

Fig. 1. Group information is updated automatically as seats and courses are added or removed from Groups.

The next section of the page is the Enrolled Users list that contains a row of buttons for the main management functions that are available to Group Leaders on the front end (see Fig. 2 below). The Enrolled Users list is the current list of your group users, their email addresses, their status, and their enrollment key (more about keys and user status below).

Fig. 2. The Enrolled Users list is where you find the main controls for group management.

Adding Users to Groups

When you click on the Add User button, you can choose between adding one user or adding multiple users.  If you select One user, a form appears with three options:

  1. Add and invite a new user: If you select the Add and invite user option, you must correctly enter the users 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 based on the email message settings set up by your administrator. 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.
  2. Add a new user by sending an enrollment key: If you select the Send enrollment key option, the add user form is simplified, and at this point, all you need is a valid email address for the person you want to add and you can assign them a key, take up a seat in the group and send them an invite via email.  Once that user logs in and redeems that key, they are enrolled in the group can begin group courses.
  3. Add an existing user: Similarly, If you select the Add Existing User option, the add user form is simplified, and all you need is a valid email address for the person you want to add. In the case of adding an existing user, the system will check user information to validate that the address exists.  Once that is done, a key is assigned to them, the user is added to the group, an email is sent to the user, and they occupy a seat in your group with a status of Not Started.
Add user form

Fig. 3. The Add User form will automatically simplify itself for cases when all you need is a valid email address.

Adding Users in Bulk

Users can be added in bulk by clicking Add User > Multiple users, or by clicking 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 (see Fig. 4 below). You might want to do this if you plan to distribute enrollment keys to your users some other way.

 

Upload users

Fig. 4 The Upload Users form

For the bulk upload to work properly, a CSV file formatted with the following column order and headings must be used: user_email; 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, 58 bytes).

Tip: CSV files created and saved from some versions of MS Excel for Windows can sometimes add special characters that prevent the file from being uploaded.  Platforms like Google Sheets work well with the bulk upload function and tend to avoid formatting issues found with various spreadsheet programs.

If you click Add User> Multiple users,  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 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.

Emailing Group Members

Version 2.6 introduced a feature that enables Group Leaders to easily email all members of their group.  Clicking Email Users brings up the email group members interface:

Emails sent via this interface use the Group Leader’s name as the From Name, the Group Leader’s email address as the Reply-to Email, and the From Email address in Uncanny Groups > Settings as the From Email.  This is to reduce the likelihood that the emails are flagged as spam.  Members are sent the email via BCC, so group members will not see each others’ email addresses.

Adding Additional Group Leaders

The lower section of the Group Management page is your Group Leaders list, and this list also has buttons located above it for adding, or sometimes removing, Group Leaders.  Similar to the Enrolled Users list, the Group Leaders list displays the current Group Leaders by first name, last name, and email (see Fig. 5).

Group Leaders List - Group Management Page

Fig. 5. The Group Leaders List is where you can identify, add, or remove Group Leaders.

Adding more Group Leaders to your Group is even easier than adding users.  Click the Add Group Leader button. Fill out the first name, last name, and email address of the person you would like to add. If you enter the email address of an existing user, the form will not alter the First Name and Last Name fields of that user, but will add them as a Group Leader, and send them a welcome email. If the user you added as Group Leader is new, they will be sent an email welcoming them to the site and the Group, as outlined in the email message settings set up by your administrator.

Fig. 6. The Add Group Leader form

Removing Users from a Group

When logged in as a Group Leader, on the Group Management page, 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 can only remove group members before they have enrolled and begun the courses that are available to them in the group.  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,  they can no longer be removed from the group.  If the enrolled user is also a Group Leader, then they can not be removed from a group.

Removing Group Leaders

To remove a Group Leader, select the users you would like to remove from the Group Leaders list, and a Remove Group Leaders(s)  button will appear. Click on the Remove Group Leaders(s) button. You will be prompted to confirm your action.

Group Leaders cannot remove themselves from the Group Leaders list. This must be done by another Group Leader.

Users, Seats, and Enrollment Keys

In order to track and manage your groups, as a Group Leader, it is important to consider the various ways that the status of a user, group seats, and enrollment keys change as users and Group Leaders are added and removed, and relative to the progress of users through group courses.

When groups are created using the plugin, it generates an enrollment key for each seat that is set for a group. In addition to that, each enrollment key that gets assigned or newly generated by adding seats, is a unique, one-time key. Whenever a new user or a new Group Leader is added to a group by sending them an enrollment key, they are expected to trigger their enrollment by redeeming the key. Once they do their status is changed from not enrolled to Not Started. Once they begin a course, their status is changed to In Progress.

In every case, when users or Group Leaders are added to groups, with or without using an enrollment key on the front end, a seat and key are automatically taken for each user and that seat remains occupied regardless of their enrollment and course completion status.

For example, if your admin creates a group with 15 seats and assigns you as a Group Leader, you are assigned an enrollment code in the background and you occupy 1 seat in that group. When you log in and look at your group via the Group Management Page, you will see that the remaining seats in your Group are now 14.  As an existing user, you will already be enrolled and have secured a seat in the Group and your status will be set to Not Started.

Please take a close look at the following table that outlines user status and the status of enrollment keys.

Group Member StatusDescriptionRedemption Key Status
Not EnrolledAn enrollment code was sent to the specified email address.Available
Not StartedThe user has enrolled but not yet started any coursesAvailable
In ProgressThe user has started at least one of the group's coursesUsed
CompletedThe user has completed all courses assigned to the groupUsed

Adding Additional Seats and Courses to an Existing Group License

Depending on the method used to create the group, Group Leaders may see Add Seats and Add Courses buttons on the Group Management page.

Fig. 3. The buttons and functions above the Enrolled Users list will display an Add Seats and Add Courses option when a Group License is created via ecommerce.

Adding Courses

The Add Courses button is only available if the group was created through the Custom Group License process.  It is not available for pre-configured licenses or for groups manually created by an administrator.  Clicking Add Courses takes the Group Leader back to the Buy Courses form (see Fig. 1 above) to select and purchase the courses to be added to the group.  Group Leaders will not be able to remove or reselect the courses that already in the group license.

Adding Seats

The Add Seats button is only available if the group was created through the Custom Group License process or through the purchase of a pre-configured, non-subscription license.  It is not available for groups manually created by an administrator.  Clicking Add Seats will take the Group Leader back to the cart page to increase the number of seats in the group (see Fig. 4 below). In the cart, the number of seats in the cart will be the current number of seats in the group, plus one.  The Group Leader can then increase the quantity to the desired total number of seats and click Update Cart. The total due is calculated from the cost of the new seats, a discount for the seats already purchased, plus any applicable bulk discounts. When the order is completed, the additional seats are added to the group.

Updating Seats in the Cart

Fig. 4. Adding seats in the cart allows you to update the cart and automatically calculate previous purchase and bulk purchase discounts.

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