Creating a group

Groups can be created based on your organization’s structure, user job roles, available course types in TopClass, or a combination of these factors. Each group can also contain subgroups, which automatically inherit the operations defined for their parent group.

When you open the Groups page for the first time, you will see a single default group named Root. You can rename this group to fit your needs. The Root group is predefined in TopClass and serves as the parent for all other groups. Any new groups must be created within the Root group or one of its subgroups.

Creating a new group

Do the following to create a new group:

1. Go to Resource Management > Groups.
2. Click Add Groups to Root.

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Note

The name that appears on the button (Root) may be different, as it will depend on how you set up the Master/Root. It will initially be titled Root.

3. Enter a unique Code and a Title for the group.
4. Click Add 1 New Sub-Group.

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Note

Alternatively, you can click on the root group to create a new group, or you can select a different group if you would like to create a subgroup for it. Because groups are stored in a tree structure in TopClass, all groups must be created within the root group, or within a subgroup of the root group. Click on the Sub-Groups tab and from here click Add New Subgroups. Enter a unique Code for the group and a Title.

5. Navigate to the group that was just created where additional tabs become available.

General Details

From the General Details tab, define the following:

1. Code and Title - Already populated with the previous selections. Edit as needed.
2. External ID & Source - Optional fields if your organization requires integrations.
3. Managers - Optionally assign a manger to the group by clicking Add. This user will manage any users you add as members of this group and will be able to view their managed users from the Team screen.
4. Click Save.

Sub-Groups

If your needs dictate the necessity for groups within a group, you will create your sub-group(s) here.

To add a sub-group, do the following:

1. Go to Resource Management > Groups.
2. Select the group.
3. Click the Sub-Groups tab.
4. Click Add New Subgroups.
5. Enter a unique Code and Title.
6. Click Add 1 New Sub-Group.
7. Use the menu to add more sub-groups or manage my group.
8. Click Ok, Got It! to return to managing the original group.
9. Once the sub-group is created, you can select Edit next to the group row for the following menu:
   • View Sub-Groups
   • Manage Users
   • Maintain Managers
   • View in Tree
   • Edit Details

Users

The Users tab lists everyone in the group. To add a new user to the group, do the following:

1. Go to Resource Management > Groups.
2. Select the group.
3. Click the Users tab.
4. Click Add, then choose one of the following:
   • Add users - A list populates of all users in TopClass. Select the users you would like to add to this group and click Submit.
   • Add users from other group - Choose another group and add all of those users to this group.
   • Add users from Online

Advanced Options

To define Advanced Options for a group, do the following:

1. Go to Resource Management > Groups.
2. Select the group.
3. Click the Advanced Options tab.

Branding

• Set your logo: Upload a new logo for the group.
• Create a style sheet: Download the existing style sheet, make your updates, and upload the revised file when finished.
• Featured News: Add a news item to feature for your group. Click Create Group News Items to choose a partition, upload an image, and create the news item you want to publish. Be sure to Save and Publish, as items must be published before users can see them.

Operations

After groups are defined, you can assign operations to them. Operations determine which tasks are performed for group members at various stages.

• Joining operations: Trigger actions when a new user joins the group. Click Create new operation to open the popup window, then follow the on-screen steps to configure the action. Repeat this process if multiple operations are needed.
• Leaving operations: Trigger actions when a user leaves the group. Click Create new operation to open the setup window and follow the instructions for the chosen operation. Repeat as needed for additional operations.
• Apply operations now: Click Apply operation now to run an ad-hoc operation on the current group, its child groups, and all users in those groups. This is useful when a newly created group requires changes to be applied to all users at once. When finished, select Save.

Assigned Activities

Assign learning activities that all members of the group must complete by a specific date or within a set number of days. Activated activities appear on each user’s Learning page with a status of Assigned. Click Add to select activities and click Save when done.

Awarding Credits

Select which credits users will earn upon completing a learning activity assigned to this group. Click Add to choose the credit type, then click Submit and Save to apply the selection.

Awarding Certificates

Select which certificates users will receive when they complete a learning activity associated with the group. Click Add to choose a certificate type, then click Submit and Save.

Catalog Activities

Choose which catalog activities members of the group can access. Note that individual activities may be restricted to multiple groups. Click Add to select activities, then click Submit and Save to apply your choices.

Discussion Forums

Link the group to one or more restricted discussion forums. All users in the group and its child groups will automatically gain access to the forum and its threads. Click Add to select forums, then click Submit and Save.

Extra Info

Optional fields that can be completed according to your organization’s needs or internal requirements.