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Group management

Account owners and user admins can create user groups for messaging and reporting.

Michele de Bes avatar
Written by Michele de Bes
Updated this week

Account owners and user admins have access to Group management through their iQualify settings. With Group management, you can create user groups and then send those groups messages or create and download reports.

Here’s what you can do:

  • Create or edit groups: Build groups by uploading a CSV file or applying filters.

  • Refine and organise: Search by name or use filters to refine and organise your search results.

  • View and download data: Access and download your group’s data as a customisable report.

  • Send messages: Communicate with your group using the messaging function.

Note: User admins have access to User & group management, but not other areas of iQualify settings. User admins can assist with administrative tasks such as managing user accounts or creating groups and reports

How to access Group management

Select your Avatar in the top right, and choose iQualify settings. Then select User & group management from the left menu.

Note: User admins are taken directly to User & group management after selecting iQualify settings.

Screenshot with open avatar menu and iQualify settings option highlighted and the resulting iQualify settings menu displayed on the left with User and group management option highlighted

In User & group management select Group management to view your groups or to create a new group.

Screenshot with the Group management tab and Create group button highlighted

How to create a group

You can create a group by either using filters or uploading a CSV file.

  • Filter groups: Ideal for creating dynamic groups based on specific criteria. These groups will change as individuals start or stop meeting the criteria. With filter groups you can generate detailed and downloadable reports with insights into learner progress and other metrics.

  • CSV upload: Perfect for static groups where you know exactly who you want to include. Note that these groups offer limited reporting capabilities.

To get started with either method, head to Group management in User & group management and select Create group.

Screenshot with the Group management tab and Create group button highlighted

Name your group and select Create. Select Filter group or Upload CSV depending on the option you want to use.

An example group being titled with a cursor hovered over the Create button

  • Filter group: Set filters to target users who match the criteria you set.

  • Upload CSV: Upload a file of user email addresses to create a static group.

Learn more: For detailed instructions on each method, see our articles on Creating CSV groups and Creating filter groups.

How to edit and delete groups

Group names

To update a group's name, select the group from your list in Group management, then click Edit group name. Make your changes and select the checkmark to save.

An example group title being edited with a cursor over the tick button that needs to be selected to save changes

Deleting a group

To delete a group, select it from the list in Group management, then click Delete group and confirm your request.

An example group being deleted, the deletion confirmation box is open

Editing group members

To edit the members of a CSV group, you'll need to upload a new file to replace the existing one. For filter groups, you can make changes by adjusting the filter criteria or by adding or removing filters.

Learn more: For detailed instructions on both methods, see our articles on Creating CSV groups and Creating filter groups.

How to search for groups

If you have multiple groups, use Search to find groups by name. Further refine and organise your list with the filter tools.

Screenshot of group management that displays the search and filter tools

CSV upload groups are marked with a green icon, and filter groups with a blue icon.

Simply select a group from the list in Group management to view its details.

Screenshot of group management that displays the search and filter tools

Tip: Use descriptive and memorable titles for your groups to make them easier to locate later. You can also edit the title of an existing group to make it more descriptive and relevant.

How to view group data and build reports

To view group information, select the group from the list in Group management, then scroll to the table to see the group members and their details.

To get the most current information, click the Refresh icon.

Screenshot of the icons found in group management, the refresh icon is highlighted

Use Display columns to choose which columns to display in your table. All groups have the following column options: Name, Person ID, Email, Tags, and Suspended. Deselect an option to remove it from your table.

An example group table with learner details. The Display columns menu is open and highlighted showing the various menu options

If you have created a filter group with an Offering Id or Course content filter you will have additional columns to select from. These include:

  • Access, start/end, and enrolment dates.

  • Offering details such as title or ID.

  • Learner progress details including progress percentage, badges and tasks.

Select the options you are interested in to build reports that meet your needs.

An example group table with learner details. The Display columns menu is open showing some additional menu options

How to download group data

Once you have used Display columns to select the information you want to include in your report, download it by clicking the Download icon. Reports are saved in CSV format and your column selections will be reflected in the downloaded report.

download icon is highlighted with a cursor hovering over it

How to send a message

Select the Envelope icon to send a group message. A form will appear with Subject and Message fields. If you want to receive a copy of the message in your own email, check the Email yourself a copy checkbox. When you're ready, select Send to email your message to the group.

Screenshot of the email group box open

Note: emails are sent from noreply@iqualify.com meaning receivers will not be able to respond to your message.

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