Introduction
Account owners and user admins can use Group management to create custom groups using filters that target users who meet specific criteria. For instance, you might set filters to identify all learners of a particular facilitator, all learners who have received a badge in a particular offering or groups of learners requiring assistance.
Once a group is created, you can view its details, generate and download reports, or send messages to the entire group.
Note: Filter groups are designed to create dynamic groups based on specific criteria, meaning the membership may change over time as individuals start or stop meeting those criteria. If you need a static group with a fixed membership, you can use our Upload CSV method.
How to create a Filter group
Select Create group in Group management to name your group. Once you've given it a descriptive title select Create to get started.
Select Choose filter and pick an option from the menu. Greyed out filters require you to first add a dependent Course content ID or Offering ID filter.
Learn more: You can find detailed information for each filter type in the applying specific filters section of this article.
Once you've selected your first filter type, determine its criteria from the further available options.
Using Any and All
Each filter has Any and All options. In our example we've selected the Any option to fetch users who are either a facilitator or a coach. If we set it to All our group would include people who are both a facilitator and a coach.
Adding more filters
To add another layer of filtering, select the plus icon (the minus icon removes a filter). Make sure to use the Find people who match options before saving your group.
Select Save to populate your group and view a table of users who match the criteria of your filters. You can then download that data as a report, or send the group a message.
How to apply specific filters
Some filters can be used on their own, while others need a dependent filter to function. By combining multiple filters, you can create more specific and targeted groups. Below, we’ll provide examples of how to use each filter type effectively.
Standalone filters
Role
Use Role to target individuals with specific roles. For example, you could create a group of all authors in your organisation to audit their access or inform them about updates to the style guide. You can select multiple roles to refine your group further.
Note: The learner role filter will fetch the first 10,000 learners, if your filter request returns more than that you may be asked to adjust your search filters.
Tag/s
Assigning tags to users helps you collect and manage data that’s important to your organisation. Once tagged, you can use these tags to create groups based on shared attributes such as regional location, enrolled programme, or specific support needs.
For example, you could tag learners with demographic or locality information or perhaps priority learners who require additional support.
Tip: Tags are fully customisable and unlimited, enabling you to track any relevant information for your organisation. You can add custom tags as user attributes in User management or via our API.
Offering ID and Course content ID
You can use up to ten Offering IDs to create a group based on specific activations, or apply a Course content ID filter to find users of all class activations of a published course.
For instance, create a group containing all learners of a particular facilitator by adding the facilitator's relevant Offering IDs. Use that group to send messages to for example notify all learners if their facilitator is unwell and there will be delays in marking.
Note: If you lack manage or author permissions, you may need to request these IDs from a manager in your organisation, as you may not be able to retrieve them yourself.
Secondary filters
To use these filters you must first add either a Course content ID or an Offering ID.
Start and End dates
This filter is helpful for creating groups based on specific intakes or when your course uses learner relative dates, where a common start or end date may not apply.
Badge awarded status
Use this filter to include individuals who have or haven’t been awarded a badge. For example, you can target learners who haven’t received their badge yet and message them to encourage them to complete the requirements.
Progress %
This filter helps group individuals who haven’t yet reached the expected progress percentage by a certain time. It can be useful for identifying learners who might need additional support.
For example, we’ve set filters to target users with the same start date who are below 50% progress. If progress at this point should be 50% or higher, you can use the messaging feature to send a reminder email and provide a link to the course study guide.
How to create and download reports
Once you have applied your filters and saved your group, you are presented with a table listing the group members and their details. You can customise the columns displayed in your group table to highlight the data that matters most to you.
Use Display columns to select your preferred columns.
If you have applied a Course content ID or Offering ID filter additional columns will appear in your table and the Display columns menu, providing insights such as learner progress, badge awards, and more.
Set your preferences and download your report using the download icon. Your column selections will be reflected in the downloaded report.