Defining a good (hierarchical) structure makes the Content, Users, and Permissions easy to manage and maintain.
You can set up the organisation structure via TinQwise Control > Groups
In this article, you can find information about
Creating a group type
Creating a parent and subgroups
Editing a group
Group permissions
Group reporting
The advantages of setting up an organization structure on learning platform
1. How to create a group type
Start setting up your organisation structure by creating group types.
A group type can be used as a filter in Reporting, for example:
Role, e.g. department or function
Organisation - e.g. location or country
Management - e.g. site managers or region managers
Navigate to the Types Tab on the upper right corner and click on "Create new type" to create a new group type.
Name your group type and write a label. The learners will see the label but not the type name.
You can also decide whether you want to show this group type on the user profile or exclude it from the reporting.
2. How to create a group
A group can be a parent group or a subgroup. A parent group can consist several subgroups. A subgroup can also act as a parent group for other subgroups.
Navigate to TinQwise Control > Groups
New parent group:
Click the Add group button. Enter a Group identifier, Group name and choose a Group type.
Make sure that the Group identifier is unique. Once you save the changes in the group identifier, the platform and group type ID will automatically be added as prefix on the group identifier. You cannot edit the prefix.
Please make sure to read the remarks in the last section of this article if you have an importer in groups.
New subgroup:
Select the parent group, click the menu button and select "Add subgroup". Follow the same steps as the parent group: Enter a Group identifier, Group name and choose a Group type.
3. How to edit a group
When you click on a group, all users of this group are being displayed.
Remove a user: You will see a "Remove" button for each member of the group. Removing a user from a group does NOT remove the user from the platform.
Add a user: Clicking the add user button on the upper right corner and selecting the user you want to add.
You will find a menu button on the upper right corner for each group. From this menu, you can do the following tasks:
Edit group: You can edit both the group name and type here.
Change the parent group
Add subgroup
Remove group: If you remove a parent group, all the subgroups will also be deleted.
4. Group Permissions
Navigate to the Permissions tab. This page shows you all the permissions that a group has.
You can add permissions on a group level by clicking the "Add permission" button and selecting the group's permission you wish to grant.
5. Group Reporting
You can find all the reporting about a group on the Reporting tab. Select a activity that you want to see the reporting from the drop down menu. Here, you will find a list of group members and their selected activity's completion status and completion date.
Good to know 👀
The most significant advantage of setting up an organisation structure is setting automations for different groups and granting permission.
In Automations, you can link actions to groups (e.g., display specific dashboards and/or content) or execute particular actions (e.g., grant badge, send notification).
Permissions are explained in section 4 of this article.
Please note that
When using a parent group as a condition for actions or permissions, this setting will apply to all users in the parent group and the underlying subgroups.
Setting a condition for a subgroup will only apply to users in this subgroup (and the underlying subgroups).
Groups cannot be removed if they are used in conditions in automations. To remove the groups you should remove these conditions from the automation (or the automation itself) and then remove the groups themselves.
⚠ Group identifiers for imported groups:
If you want to change a group identifier of an imported group, you should set the same identifier both in TinQwise control and the importer.
If you have a custom importer (group identifiers are coded in the backend), DO NOT CHANGE the group identifiers in TinQwise Control.