User manual

User groups

The "User groups" panel helps to organize users into user groups. It allows you to easily assign a whole group of users to a testing session and examine your group members' statistics.

The user groups have a hierarchical structure, i.e., one user group can have as many sub-groups as necessary, and these sub-groups can have their sub-groups.
Every user in the system can simultaneously be a member of multiple user groups.

User groups' primary purposes are filtering all the users in the system in the various views or reports and assigning the group members to the testing sessions.

  1. Accessing the page

    To access the "User groups" page, click the "Users" option in the main menu, and select "User groups".

  2. Page layout

    On the left side of the "User groups" page, you will find a sidebar where you can:

    1. Search for groups.
    2. Preview all groups in the system or only the user groups you manage.
    3. Create a new user group.
    4. Please select a group to see its details and modify it.
    1. To search for any group in the system, click on the search bar and enter the group's name.
    2. To filter the list of displayed groups, click the "All groups" option to see all groups in the system, or choose "My groups" to see the groups you created. A user with the "Manage any group" permission can see all groups, and a user with the instructor role can only see the groups he/she created or manages.
    3. To create a new group, click the "New" button to open the pop-up window.

        Then in the pop-up window:
      1. Enter the group name.
      2. Enter description.
      3. Enable group self-enrollment - by enabling this option, users can join the group without the manager's approval.
      4. Click the "Save" button to create a group.
      5. Click the "Cancel" button to discard the group creation.

    4. To view or edit the group information, find the group in the group tree.  Bullets on the left indicate that the group has sub-group(s).
  3. Group details

    Once you create a user group, you can manage it in various ways. You can change its information, add members and managers, create sub-groups to better structure groups, and follow each member's statistics. Below you can find all the details related to the group managing option.

    1. Clicking the "New sub-group" button will open the pop-up window for entering the sub-group name and description. The instructions for creating a sub-group are the same as the ones for creating a user group.

      Note: If a user should be a sub-group manager, he must be at least a member of the parent group.

    2. Clicking the "Delete" button will erase the selected group and all its sub-groups.

    1. Information

      The "Information" tab contains core information about the group.

      It contains the following fields:

      1. Group name.
      2. User group ID- it is a unique group ID used for integration with external systems (e.g., importing via Excel).
      3. Group description.
      4. Group path - shows relations between parent groups and sub-groups.
      5. Shift - here, you can add a user's shift if it exists in your organization.
      6. Click the "Self-enrollment" button to enable the group self-enrollment. By enabling this option, users will be able to join the group without the manager's approval.
      7. Your role - if you are a member of the experimental group, you can have the "User" role or the "Manager" role.
      8. Created by - this field represents the user who created the group. When clicking on the user's name, it will redirect you to his profile page.
      9. Creation date - the date and time when the user created the group.
      10. Updated by - the user that made the latest group information changes.
      11. Update time - the time of the latest changes of a user group information.

    2. Members

      The "Members" tab gives an overview of all group members and allows you to add new members to the group and remove the existing ones. All members will be able to take a test/survey assigned to the group.

      Not any group member can manage a group and assign tests/surveys to other group members.

      To add new members to the group:

      1. Click the "Add members" button.
      2. Select the users that you want to add.
      3. Click the "Confirm" button.

      To delete members from the group:

      1. Select the users you want to remove.
      2. Click the "Remove selected" button.
        When removing a member from a group/sub-group, keep in mind that:
      1. If you remove a parent group member, it will be automatically removed from all sub-groups of the parent group.
      2. If you remove a member from a sub-group only, the member still stays in the parent group.
      3. The same rules stand for the managers of groups and sub-groups.

      You can search for users by username, first name, last name, or email, as marked in the image below. You can also export all group members by clicking the "Export as Excel" or "Export as PDF" button.

      Note: When a user is a member of a group, he is not automatically a member of all sub-groups.

    3. Managers

      The "Managers" tab gives an overview of all group managers and allows you to add new managers to the group and remove existing ones.

      Group managers can change the group's info, add new users or delete existing ones, and see the statistics associated with their group members. A manager only can assign his groups to tests/surveys.

      1. Click the "Assign managers" button to select the users who will be group managers.
      2. By checking the boxes, you can add or remove users from the selection. The actions such as assigning and removing will only have an impact on these users.
      3. You can search users either by their username, first and last name, status, or role.
      4. The "Remove selected" button will remove the selected users who are group managers from the group. No action will take place for users who are not group managers. Removing a user from a group will set his/her "Role in group" to blank.
      5. The "Export as Excel" button will export the filtered list of group managers in an Excel file.
      6. The "Export as PDF " button will export the file managers' filtered list in a PDF file.
      7. Note: If a user is a parent group manager when a new sub-group is created, the user will automatically become a manager of the sub-group.

    4. Statistics

      The "Statistics" tab displays the statistical data of the group members. If you wish to preview the detailed statistical data related to the test/survey, please visit Report builder help page.

      The Statistics feature's purpose is to view the global test/ survey result for each group member. The test/survey results are displayed only if a group member has taken them. If there are no test/survey results available, none of the group members has completed any test/survey.

      1. To compare the results of tests/surveys, click the "Add tests/surveys" button, and in a pop-up window, search for the tests/surveys you want to add or remove by their name or by the name of the course. Using the below-highlighted button, you can add or remove them from the graph view in the "Statistics" tab.
      2. By clicking the "Add members" button, a pop-up window will appear, where you can search for members whose statistics you want to preview by their username, first or last name. By clicking the button highlighted in the picture below, you can add the user's statistics to the graph view in the "Statistics" tab. Added members can be removed from the graph view in the "Statistics" tab by clicking the X button highlighted in the picture below. You can also see detailed user's results by clicking the "Show detailed results" button.
      3. If you wish the test/survey statistics to be shown on the graph as lines, select the "Line" view.
      4. If you wish the test/survey results to be displayed on the graph by bars, select the "Bar" view.
      5. Click the "Show detailed results" button to view more information about tests/surveys included in score comparison.

YouTestMe Wiki - Powered by YouTestMe