Impact

Impact

Getting Started

Group Management

Learn how to create and manage learning groups in the platform, organize teachers and learners, and scale your learning program.

Learning Group Management

Learning groups are the foundation of organizing learners and teachers in the platform. This guide explains how to create groups, assign members, and manage your organization's learning structure.

What Are Learning Groups?

Learning groups are organizational units within your organization that bring together:

Teachers: Instructors or coordinators who manage the group
Teacher Leaders: Designated teachers with enhanced permissions to manage learners in their groups
Learners: Participants who engage in learning activities within the group
Group Settings: Configuration for group capacity, status, and metadata

Groups allow you to:

Organize learners by department, skill level, or learning objective
Assign specific teachers to manage groups
Track progress at the group level
Control access to learning materials and activities
Scale learning programs across your organization

Who Can Manage Groups?

Permission Hierarchy for Group Management

Action	Learner	Teacher	Teacher Leader	Admin	Owner
View assigned groups	✅	✅	✅	✅	✅
Create groups	❌	❌	❌	✅	✅
Edit group settings	❌	❌	❌	✅	✅
Delete groups	❌	❌	❌	✅	✅
Assign/remove teachers	❌	❌	❌	✅	✅
Assign/remove teacher leaders	❌	❌	❌	✅	✅
Add learners to their groups	❌	✅*	✅**	✅	✅
Remove learners from their groups	❌	✅*	✅**	✅	✅
View /team page (all learners)	❌	❌	✅***	✅	✅
Manage learners in any group	❌	❌	❌	✅	✅

* Teachers can only manage learners in groups they are assigned to ** Teacher Leaders have enhanced permissions to manage all learners in their assigned groups *** Teacher Leaders see only learners from their groups in /team page (flat list)

User Roles and Group Access

Admins and Owners:

Full control over all groups in the organization
Can create, edit, and delete groups
Can assign teachers, teacher leaders, and learners to any group
Can view all groups and their members
Can designate teacher leaders for any group

Teacher Leaders:

Can view and manage groups where they are designated as leaders
Can add and remove learners within their assigned groups
Have access to the /team page showing all learners from their groups (flat list view)
Cannot create new groups or modify group settings
Cannot manage teachers or other teacher leaders
Multiple teacher leaders can be assigned to one group for shared management

Teachers:

Can only view groups they are assigned to
Can add and remove learners within their assigned groups (if granted)
Cannot create new groups or modify group settings
Cannot manage other teachers
Do not have access to the consolidated /team page view

Learners:

Can only view groups they are assigned to
Cannot modify group membership or settings
Can access learning materials within their groups

Creating a Learning Group

Step-by-Step Guide

Navigate to Groups
- Go to your organization dashboard
- Select Management → Groups
- Click Create New Group
Enter Group Information
- Group Name: Clear, descriptive name (e.g., "Business French - Sales Team")
- Description: Optional description of the group's purpose and learning objectives
- Status: Choose between Active, Inactive, or Archived
- Max Capacity: Optional maximum number of learners (leave blank for unlimited)
Assign Teachers
- Click Add Teachers
- Select teachers from the available list
- You can assign multiple teachers to one group for collaboration
- Teachers can be assigned to multiple groups
Add Initial Learners (Optional)
- Click Add Learners
- Select learners to add to the group
- You can add learners at creation time or later
Review and Create
- Review your group settings
- Click Create Group

Group Configuration Options

Group Name

Required field
Should be descriptive and unique within your organization
Examples: "Advanced French - Montreal", "Business French - Legal Team", "Conversational French - Level 1"

Description

Optional field
Use to explain the group's purpose and learning focus
Can include information about prerequisites, learning objectives, or group norms

Status

Active: Group is actively in use
Inactive: Group is temporarily suspended (members still have access but cannot be modified)
Archived: Group is no longer in use but data is preserved

Max Capacity

Optional field
Limits the number of learners that can be added to the group
Useful for maintaining manageable group sizes
Leave blank for unlimited capacity

Managing Group Members

Adding Members to a Group

For Admins/Owners:

Navigate to the group
Click Manage Members
Click Add Members
Select the member type (Teacher or Learner)
Select members to add
Click Confirm

For Teachers:

Can only add learners to their assigned groups
Cannot add other teachers
Follow the same steps but only see their assigned group(s)

Removing Members from a Group

For Admins/Owners:

Navigate to the group
Click Manage Members
Find the member to remove
Click the Remove button
Confirm the removal

For Teachers:

Can remove learners from their assigned groups
Cannot remove teachers or modify teacher assignments

Member Types

Teacher Leaders

Designated teachers with enhanced group management permissions
Can add/remove learners within their assigned groups
Have access to a consolidated /team view showing all learners from their groups
Multiple teacher leaders can be assigned to one group
Can only be assigned/removed by Admins or Owners
Cannot manage other teachers or teacher leaders
Ideal for department heads, team leads, or senior instructors

Teachers

Instructors or coordinators who support the group
Can add/remove learners within their assigned groups (if granted)
Cannot manage other teachers
Only Admins can assign and remove teachers
Do not have consolidated /team access

Learners

Participants in the learning program
Can be added/removed by their group's teacher leaders, teachers, or admins
Can view and participate in their assigned groups
Cannot modify group membership or settings

Managing Teacher Leaders

What is a Teacher Leader?

A Teacher Leader is a designated teacher with enhanced permissions to manage learners across their assigned groups. This role is ideal for:

Department heads managing multiple teams
Senior instructors coordinating large learning programs
Team leads responsible for tracking learner progress
Coordinators overseeing multiple learning groups

Key Benefits

For Organizations:

Distribute management responsibilities across trusted teachers
Scale learning programs without requiring full admin access
Maintain clear accountability for learner management
Enable team-based learning coordination

For Teacher Leaders:

Consolidated view of all learners in /team page (flat list)
Ability to add and remove learners from their groups
Enhanced oversight of learner progress across groups
Clear designation as a group leader

Assigning Teacher Leaders

Only Admins and Owners can assign teacher leaders:

Navigate to the Group
- Go to Management → Groups
- Select the group you want to manage
Add Members
- Click Add Members button
- Search for the teacher you want to designate as leader
Select Member and Role
- Select the teacher from the list
- Choose Teacher as the role type
- Check the "Make teacher leader" checkbox
Confirm Assignment
- Click Add Member
- The teacher is now designated as a teacher leader for this group

Teacher Leader Permissions

What Teacher Leaders Can Do: ✅ Add learners to their assigned groups ✅ Remove learners from their assigned groups ✅ View all learners from their groups in /team page (flat list) ✅ Access member details and progress for their learners ✅ Manage multiple groups as teacher leader

What Teacher Leaders Cannot Do: ❌ Create, edit, or delete groups ❌ Change group settings (name, description, capacity) ❌ Add or remove teachers or other teacher leaders ❌ Manage learners in groups where they are not designated as leader ❌ Access full admin controls

/Team Page for Teacher Leaders

Teacher leaders have special access to the /team page with these features:

Flat List View:

Shows all learners from ALL groups where the user is a teacher leader
Combines learners from multiple groups into one manageable list
Easier oversight compared to switching between individual groups

What They See:

Learner names and contact information
Progress metrics and activity status
Target language settings
Member management actions (when permitted)

What They Don't See:

Learners from groups where they are not a teacher leader
Other teachers or admins
Organization-wide member lists
Groups they are not assigned to

Example: If Sarah is a teacher leader for "Sales Team - French" and "Marketing Team - French":

She sees all learners from both groups in one consolidated list
Total learners displayed: Sales (15) + Marketing (12) = 27 learners
She can manage all 27 learners from the /team page

Multiple Teacher Leaders Per Group

Groups can have multiple teacher leaders for collaborative management:

Use Cases:

Large groups requiring shared oversight
Co-teaching arrangements
Primary and backup coordinator setup
Cross-functional team management

How It Works:

Assign multiple teachers as teacher leaders to the same group
All designated teacher leaders have equal permissions for that group
Each teacher leader sees the same learners in their /team view
Changes made by one teacher leader are immediately visible to others

Best Practices:

Limit to 2-3 teacher leaders per group to avoid confusion
Clearly communicate roles and responsibilities
Use for groups with 30+ learners requiring distributed management
Coordinate between teacher leaders to avoid duplicate work

Editing Groups

Modifying Group Settings

Only Admins and Owners can edit group settings:

Navigate to the group
Click Edit Group
Update the desired fields:
- Group name
- Description
- Status
- Max capacity
Click Save Changes

When to Edit Groups

Update group name:

When organizational structure changes
To clarify the group's purpose
When combining or renaming programs

Change description:

To update learning objectives
To communicate new prerequisites
To provide updated information to members

Change status:

Set to Inactive to temporarily pause a group
Set to Archived when a program ends
Set to Active to resume a previously inactive group

Modify capacity:

Increase to accept more learners
Decrease to limit future additions
Remove limit by leaving blank

Deleting Groups

Before You Delete

Deleting a group is permanent. Consider these alternatives:

Archive instead of delete: Set status to "Archived" to preserve data
Inactivate temporarily: Set status to "Inactive" if the group might resume
Remove members first: Remove all learners and teachers before deleting

Delete Process

Only Admins and Owners can delete groups:

Navigate to the group
Click Settings → Delete Group
Review the warning about permanent deletion
Confirm the deletion

Important: All group data will be permanently removed. Learner records and conversations are not affected, but group assignment information will be lost.

Group Organization Strategies

By Department

Create groups organized by organizational department:

Sales Team - French Training
HR Department - French Training
Technical Team - French Training

Benefits:

Clear organizational structure
Easy to identify responsible teachers
Promotes team cohesion

By Skill Level

Create groups based on learner proficiency:

Beginner French - Level 1
Intermediate French - Level 2
Advanced French - Level 3
Business French - Advanced

Benefits:

Targeted content for each level
Appropriate pace for learners
Better learning outcomes

By Learning Objective

Create groups focused on specific outcomes:

Business French - Sales & Negotiations
Business French - Customer Service
Conversational French - Daily Life
Professional French - Writing & Presentations

Benefits:

Clear learning goals
Relevant content for specific needs
Measurable progress

By Location/Team

Create groups for geographic or functional divisions:

Montreal Office - French Training
Toronto Team - French Training
Remote Employees - French Training

Benefits:

Time zone appropriate scheduling
Team-specific learning needs
Location-based support

Best Practices for Group Management

Creating Effective Groups

✅ Do:

Create groups that match your organizational structure
Use clear, descriptive names
Assign specific teachers to specific groups
Set realistic capacity limits
Document group purpose in the description

❌ Don't:

Create too many overlapping groups
Use vague or ambiguous group names
Assign too many learners to one teacher (recommended max: 20-30)
Leave groups empty after creation
Create "general" or "default" groups without purpose

Managing Members

✅ Do:

Assign multiple teachers to large groups
Designate teacher leaders for enhanced oversight
Use the /team page for consolidated learner management (teacher leaders)
Review group membership quarterly
Remove inactive learners or graduates
Communicate group changes to members
Balance workload across teachers and teacher leaders

❌ Don't:

Overload teachers with too many groups (recommended max: 3-5 groups per teacher leader)
Designate too many teacher leaders per group (2-3 is ideal)
Add learners without informing them
Leave removed members in email lists
Forget to remove graduated learners
Assign learners to multiple similar groups

Managing Teacher Leaders

✅ Do:

Choose experienced teachers as teacher leaders
Assign teacher leaders to multiple related groups for efficiency
Use teacher leaders to distribute management responsibilities
Provide clear guidelines on teacher leader responsibilities
Limit teacher leaders to 30-50 learners total across all groups
Use multiple teacher leaders for groups exceeding 30 learners

❌ Don't:

Assign brand new teachers as teacher leaders
Give teacher leader designation without training
Overload teacher leaders with too many groups
Create confusion by having too many teacher leaders per small group
Expect teacher leaders to have admin-level access
Assign teacher leaders to unrelated groups they don't manage

Scaling Up

When expanding your learning program:

Start Small: Begin with a few pilot groups
Document Structure: Clearly define your group organization strategy
Assign Multiple Teachers: Distribute management responsibilities
Monitor Progress: Review group performance regularly
Iterate: Adjust group structure based on feedback and outcomes

Security and Compliance

✅ Do:

Regularly audit group membership
Remove access promptly when users leave
Use archived status for historical data
Document group changes
Enforce role-based access controls

❌ Don't:

Leave users in groups after they leave the organization
Grant higher permissions than necessary
Share login credentials between users
Ignore access audits
Delay removing user access

Troubleshooting

Common Issues

Q: I can't create a group A: You must be an Admin or Owner. Check your role in the organization settings.

Q: I can see a group but can't edit it A: Only Admins and Owners can edit groups. Teachers can only manage learners within their assigned groups.

Q: I added a learner but they don't see the group A: Check that the learner's account is active and they've logged in. Group memberships are refreshed upon login.

Q: Can I transfer a group to another teacher? A: Yes. Remove the current teacher and add the new teacher to the group.

Q: What happens to learner data when I delete a group? A: Learner accounts and progress data are preserved. Only the group assignment is removed.

Q: Can a teacher manage multiple groups? A: Yes! A teacher can be assigned to multiple groups and will see all their assigned groups in the interface.

Q: What's the difference between a Teacher and a Teacher Leader? A: Teacher Leaders have enhanced permissions including:

Access to the /team page showing all learners from their groups
Ability to add/remove learners from their groups
Consolidated view across multiple groups Regular teachers have more limited permissions and don't have the /team page access.

Q: How do I designate someone as a Teacher Leader? A: Only Admins/Owners can assign teacher leaders. When adding a teacher to a group, check the "Make teacher leader" checkbox. The teacher must have the Teacher role or higher in the organization.

Q: Can a group have multiple Teacher Leaders? A: Yes! Multiple teacher leaders can be assigned to one group for shared management. This is useful for large groups or co-teaching arrangements.

Q: Why can't I see all members in the /team page? A: If you're a Teacher Leader, you only see learners from groups where you're designated as a leader. Admins and Owners see all members organization-wide.

Q: Can a Teacher Leader create or edit groups? A: No. Teacher Leaders can only manage learners within their assigned groups. Creating, editing, or deleting groups requires Admin or Owner permissions.