Groups

The Groups feature in TopClass helps administrators organize users into defined sets and assign operations, such as course enrollments or permissions, to those sets. Groups provide flexibility in how you categorize users and control access to learning content.

TopClass Groups use the following terminology:

• Group: A defined set of users with shared operations.
• Subgroup: A child group that inherits operations from its parent group.
• Joining Operation: An automatic action (such as course enrollment) triggered when a user joins a group.
• Conditional Operation: An action triggered only when multiple group conditions are met.

Understanding groups

Groups allow you to:

• Organize users by organizational structure, job roles, course types, membership status, or a combination of factors.
• Assign operations (e.g., enrollments) to entire sets of users.
• Use subgroups that automatically inherit operations from their parent group.

Viewing the group hierarchy

On the Group Search page, select Show Group Tree to display groups in a hierarchical tree structure. This view makes it easy to understand the relationships between groups and subgroups.

Understanding the Root group

When you first access the Groups page and no groups have been synced from an AMS/CRM, TopClass includes a single predefined group called Root. This group is the parent of all others; every group and subgroup must be created under Root.

Defining groups

You can define groups based on:

• Organizational structure (e.g., divisions or departments)
• Job roles (e.g., managers, supervisors, volunteers)
• Learning needs or course categories
• Membership types or statuses
• Geographic locations

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Note

You can combine criteria and place users in multiple groups.

Example: Using groups with joining and conditional operations

Below is an example involving a multinational organization that needs to manage learning based on both location and department.

Step 1: Create Location-Based Groups

The organization creates three User Groups to reflect where employees work:

• Australia
• Europe
• U.S.

These groups ensure users access content relevant to their region.

Automatic enrollment using joining operations

A Company Overview class is required for all employees. The administrator foes the following:

• Adds a joining operation to each group.
• Defines the operation as: Enroll in class "Company Overview".
• As soon as a user joins a location group, they are automatically enrolled in the class.

Assigning location-specific training

Each region has its own “Conditions of Employment” class. The admin assigns:

• Conditions – Australia to the Australia group
• Conditions – Europe to the Europe group
• Conditions – U.S. to the U.S. group

Step 2: Create department-based groups

Next, the organization defines groups for:

• Administration
• Finance
• Sales

Users in TopClass can belong to several groups, such as Sales + U.S., allowing flexibility.

Assign training by department

For example, a Finance-wide training course applies to all finance users. The administrator adds a joining operation (Enroll in Finance class) to the Finance group.

Step 3: Use Conditional Operations for Combined Group Membership

A specific class is required only for U.S. members of the Sales group.

The admin sets this up by:

1. Creating a joining operation for the Sales group.
2. Adding that same operation to the U.S. group.
3. Defining the enrollment as conditional, so users must be in both groups to be enrolled.