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To facilitate collaborative learning or editing of projects, learners can get together and exchange information in working groups. The configuration of an existing working group can be changed by the author in the editing mode. This area can also be used to manage the working group members.

Content

Edit working groups

To edit a group, proceed as follows:

  1. Switch to the tab Teach & Learn and click on My Groups in the menu on the left.
  2. Select the group you want to edit by clicking on its name in the overview.
  3. The group opens in a new tab.
  4. Click on the pencil icon to switch to the editing mode.

    Only one user can open the editing area to make changes. If a second user tries to open this area at the same time, they will receive a corresponding notification message.

Opened group

5. In the editing area, you can change the  Name Description , and  Picture  of the group as well as the configuration of the Display , the selection of  Group-Tools , and the  Information about Members  (if previously selected).

6. In this view, you will additionally find an info icon in the upper right corner, which provides access to the group mailing list if the option for sending emails to group users has been enabled in the system.

This button opens the group email addresses. Using these email addresses, you may also send messages from an external email programme directly to the users of the selected group.

  • ID of the group
  • Email address for tutors as a link
  • Email address for participants as a link

To send an email to the members of the group, just click on the link provided. Your email programme opens automatically and the selected group address is entered as the recipient of the new email.

Please note the following restrictions:

  • When sending emails, only enrolled members will be considered. Users on the waiting list will not receive an email.
  • The maximum number of recipients is 550.
  • Emails in blind copy (BCC) cannot be considered for technical reasons.
  • The emails are sent with a small time delay.
  • Emails to group email addresses can only be sent by group members, group supervisors, or other authorised persons (e.g. authors and supervisors of the respective course, members of a right group that allows for the use of the group management, or system administrators).

7. Confirm all changes with  Save .

Group editing mode

Add or remove tutors / participants

Open group in the edit view

Open the Members tab in the group’s edit view:

1

Open the group and switch to the edit mode.

Open group for editing

2

In the Manage members tab, you will find various lists (according to the users’ assignment) with the members of the group.

The lists Owner and Member will always be available in this edit mode. The lists Invited and Waiting list will be displayed depending on the group configuration.

All lists are identically structured. The header area of the lists contains different buttons to start various administrative functions, as well as the default button to configure the displayed table columns.

Edit group - Manage members tab

Add users

To add users, the following options are available:

Add member

Use this field to assign individual users from your institution to a group list.

Enter at least three letters of the person's first or last name in the text field and wait a moment. If a user is found in the system that you are allowed to add based on your user rights, then this user will be displayed in the pop-up selection list. Just click on the desired name and the user will be added to the list

Advanced search

The advanced search allows you to search for specific users. Use this button to add multiple users to a list.

The function will open in a new window. Depending on your rights and user role in the system, various data fields will be available to perform the search. For example, enter the desired user’s first and last name or their complete email address stored in the system. Start the search by clicking on Search. The system will display the search results in a results list. In this list, select the checkboxes next to the user entries you wish to add to the group.

Only users who belong to the same institution as you do, or for which you are responsible due to specific rights (user administrator), will be shown on the results page of the advanced search.

You can also optionally send an email notification about the enrolment to all users to be added. To do this, select the checkbox next to Send email below the results list. An email form prefilled with a standard text will open. Customise this text if necessary.

By clicking on the Add user button, you confirm the picked users and, if selected, send the emails. The users will then automatically be added to the relevant list. If this action is not permitted for a user, you will receive a corresponding notification message.

Import user list

Use this function if you have a list with several user names, complete email addresses, or matriculation numbers of users you wish to add.

You can also use this function to directly invite or assign registered users from other institutions to a group.

Select one of the options from the selection list and enter the user list in the text field. Always enter only one user name/email address or matriculation number per line. Start the search by clicking on the eponymous button.

Search results will be displayed in a results list. The checkboxes next to the entries will already be selected.

You can also optionally send an email notification about the enrolment to all users to be added. To do this, select the checkbox next to Send email below the results list. An email form prefilled with a standard text will open. Customise this text if necessary.

By clicking on the Add user button, you confirm the picked users and, if selected, send the emails. The users will then automatically be added to the relevant list. If this action is not permitted for a user, you will receive a corresponding notification message.

Users with the role external user can be found in the user search, but cannot be added to groups. These are often users who have self-registered in the system. They will be registered with the attribute "external user" and do not have full user rights. With this user role, you can only use the functions of the platform to a limited extent. For example, you cannot be added to a group.

A user administrator can change the user role. For an overview of all user roles and rights available in the system, see the section Roles and rights.

If the setting Get consent for membership from users is active for this group, added users will directly be assigned to the Invited list. As soon as they accept the invitation to join the group, they will automatically be moved to the Member list.

Further member list functions

Email

This function allows you to send emails to the users on a certain list. Select the checkbox next to one or more user(s) on a member list and then click on the icon in the table header. The email dialogue will open. Enter the desired text and alternative recipients if necessary. Click on the Send message button in this dialogue to send the email.


Member list

Use this function to provide an overview of all members of one or more learning group(s). Besides selecting the required user data, you will also be able to export this data in seven different formats. For example, an attendance or signature list will be available with just two clicks by using this function.


Copy members to other groups

Use this function to copy members enrolled in this group to another group in the same course or to another course. The function will become active as soon as you have selected the checkbox next to one or more user(s). Then click on Copy members to other groups to start the function. A dialogue will open, which allows you to choose the course and group to which the members should be copied.


Cancel membership

To remove a user who has already been added to a list, first select the checkbox next to the user entry. Then click on Cancel membership. A confirmation dialogue will open, which also allows you to optionally send an email notification about the cancellation to the user. To do this, select the checkbox next to Send email below the results list. An email form prefilled with a standard text will open. Customise this text if necessary.

By clicking on the Cancel membership button, you confirm the picked users and, if selected, send the emails. The users will then automatically be removed from the relevant list. If this action is not permitted for a user, you will receive a corresponding notification message.

At least one tutor must remain in the group. Thus, the tutor list will always contain at least one user who cannot be removed.



Added users will receive an invitation. As long as the invitation is not accepted or rejected, the following status symbol will appear next to the user name: .