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Self-assignable groups for learners

Let learners choose their own group on the platform, no admin input needed.

Marie Xhauflair avatar
Written by Marie Xhauflair
Updated today

Letting learners assign themselves to a group saves time and gives users more control over their learning experience.


What are self-assignable groups?

Self-assignable groups are perfect when you have large learner numbers, optional team structures, or want to simplify subgroup management.


How to enable the feature

To use self-assignable groups, enable the feature in your platform settings:

  1. Go to Control > Settings > Features > "Administration & Reporting"

  2. Find Self-assignable groups

  3. Check the box to Enable it


How to create a self-assign automation

Once the feature is enabled, set up an automation to trigger group selection.

Step 1. Go to Control > Behaviour > Automations
Step 2. Click Create new automation

  • Set the event type to Check periodically

Step 3. Set the condition

  • Use Unconditional if you want all users to see the group picker

Step 4. Add the action Self-assign to group

  • Write a clear label learners will see (e.g. In which team are you working?)

  • Select the relevant group types

Step 5. Choose your options:

  • ✅ Required: Learners must pick a group before continuing

  • 📂 Show only subgroups of groups where the user is a member of: Limits selection to subgroups within their parent group

Step 6. Save your automation

That's all 🚀 Afterwards, the learners will be able to assign themselves to a group on the platform.


How learners select and change their group

After your automation runs, learners will see a pop-up asking them to select a group.
They'll be redirected to their profile, where they can:

  • Choose a group from a drop-down

  • Save their selection

To change their group, they'll have to go back to their profile and change the group they are in.


👀 Behaviour details and edge cases

  • If Required is unchecked:

    • Learners can dismiss the pop-up

    • It reappears every 7 days until a group is selected

  • If Required is checked:

    • Learners can’t use the platform until they pick a group

    • They’ll be redirected to group selection at every login

🔥 Important: If using the Show only subgroups... option:

  • The parent and subgroup must have different group types

  • Example structure:

Group

Type

Trainees

Function

Content creators (subgroup)

Team

Developers (subgroup)

Team

Project Managers (subgroup)

Team

For more information, check out this article


🔥 Pro tip: Limit group switching

If you only want users to choose their group once, don’t use an Unconditional automation.

Instead, use a condition like:

  • Is group: None

  • Enable the Negate checkbox

This way, only users without a group can see the group picker


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