Group Management

Page Details

The first thing you see is the GROUP NAME or a drop-down list of all of the groups you are managing.

Once you select a group from the drop down list, you will see the GROUP COURSES available to that group. Below that you will see an indicator of SEATS REMAINING and TOTAL SEATS for the group you have currently selected. As groups change over time (seats are added, courses are added to groups, etc.) this information will be updated in real time.

ENROLLED USERS

The Enrolled Users list is the current list of your students assigned to the selected group, their email addresses, their status, and their enrollment key (more about keys and user status below).

Adding Additional Group Leaders

The lower section of the Group Management page is your Group Leaders list, and this list also has buttons located above it for adding, or sometimes removing, Group Leaders.  Similar to the Enrolled Users list, the Group Leaders list displays the current Group Leaders by first name, last name, and email (see Fig. 5).

Adding more Group Leaders to your Group is even easier than adding users.  Click the Add Group Leader button. Fill out the first name, last name, and email address of the person you would like to add. If you enter the email address of an existing user, the form will not alter the First Name and Last Name fields of that user, but will add them as a Group Leader, and send them a welcome email. If the user you added as Group Leader is new, they will be sent an email welcoming them to the site and the Group.

Removing Group Leaders

To remove a Group Leader, select the users you would like to remove from the Group Leaders list, and a Remove Group Leaders(s)  button will appear. Click on the Remove Group Leaders(s) button. You will be prompted to confirm your action.

Group Leaders cannot remove themselves from the Group Leaders list. This must be done by another Group Leader.

Users, Seats, and Enrollment Keys

In order to track and manage your groups, as a Group Leader, it is important to consider the various ways that the status of a user, group seats, and enrollment keys change as users and Group Leaders are added and removed, and relative to the progress of users through group courses.

When groups are created using the plugin, it generates an enrollment key for each seat that is set for a group. In addition to that, each enrollment key that gets assigned or newly generated by adding seats, is a unique, one-time key. Whenever a new user or a new Group Leader is added to a group by sending them an enrollment key, they are expected to trigger their enrollment by redeeming the key. Once they do their status is changed from not enrolled to Not Started. Once they begin a course, their status is changed to In Progress.

In every case, when users or Group Leaders are added to groups, with or without using an enrollment key on the front end, a seat and key are automatically taken for each user and that seat remains occupied regardless of their enrollment and course completion status.

For example, if your admin creates a group with 15 seats and assigns you as a Group Leader, you are assigned an enrollment code in the background and you occupy 1 seat in that group. When you log in and look at your group via the Group Management Page, you will see that the remaining seats in your Group are now 14.  As an existing user, you will already be enrolled and have secured a seat in the Group and your status will be set to Not Started.

Please take a close look at the following table that outlines user status and the status of enrollment keys.

Adding Additional Seats and Courses to an Existing Group License

Contact melissa@wealthyhabits.org to request additional seats.

Adding Users to Groups

When you click the Users menu, you can choose between adding one user or adding multiple users.  If you select Add one, a form appears with two options:

1. Add and invite user: Enter the user’s first name, last name, and email address to add them to a group.  Once you click the Add User button, an email is sent to the user. The user is added to the list of users in the group and they take up a seat in your group, and their status is set to Not Started.  If you add a user that already exists on the site, the system will automatically assign a key, add them to the group and send the Add and invite (existing user) email.  They then occupy a seat in the group just like a new user.
2. Send enrollment key: Enter the user’s first name, last name, and email address to send them the Send enrollment key email.  Once that user registers and redeems that key, they take up a seat in the group, are enrolled in the group and can begin group courses.

Setting a password here does allow users without a valid email address to be created. Simply use a placeholder email address and password and this account information can be provided to a student to sign in. Remember, if there is no email address, there is no way for the student to reset the password or receive notifications about their progress.

Removing Users from Groups

To remove users from a group, select the users you would like to remove from the Enrolled User list, and a Remove User(s)  button will appear. Click on the Remove User(s) button. You will be prompted to confirm your action.

You may only be able to remove group members before they have enrolled and begun their courses.  Once a learner has begun completing the courses that are available in the group, or if they have completed all of the courses and their status is set to Completed, it is no longer possible to remove them from the group.

Resetting User Passwords

To generate WordPress password reset emails for users that may have forgotten their passwords, select the user(s) from the list, and a Send password reset button will appear.  Click Send password reset and the user will be emailed a link to reset their password.

Adding Users in Bulk

Users can be added in bulk by clicking Users > Add multiple, or by clicking Users > Upload Users and uploading a CSV file.

The Upload Users form has options similar to those described above, with one major difference.  When uploading a CSV file, you can choose not send an email to the list of users you are uploading. You might want to do this if you plan to distribute enrollment keys to your users some other way.

For the bulk upload to work properly, a CSV file formatted with the following column order and headings must be used: user_email; user_pass; first_name; last_name.  CSV files that have incorrect formatting of email addresses, column names, etc will not be uploaded. You can download a sample file here:  group_management_user_upload (.CSV file, 74 bytes). If the user_pass cells are blank, a random password will be used, but the column heading should still be included. A column for “username” can optionally be included as the first column but is not required; if it exists but is left blank, username will default to the email address.

If you click Users > Add multiple,  the Bulk Add & Invite Users form (added in version 2.6) appears.

Users added to this form will receive an email based on the email message settings set up by your administrator. The users are added to the list of users in the group and they take up a seat in your group, and their status is set to Not Started.

Downloading Group Keys

To download a full list of enrollment keys to be used for manual tracking, reporting, and distribution, simply click Users > Download Keys (see Fig. 2 above) and you will begin downloading a CSV file.  This list is the current list of unassigned keys for that group.  This list is updated when the number of seats is initially set for the group and when additional users and seats are added or removed from the Group.