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The configuration of a learning group can be changed and adjusted at any time. You can also add, confirm, or remove group supervisors or members to customise learning groups to suit your needs.

 

Content

Edit learning group

To edit a learning group, proceed as follows:

Open the desired group by clicking on its title. Depending on the context, the group will either be opened in a new tab or directly in the course:

The group was opened in a new tab ? Then you are in the group view . To open the editing mode, click on the pencil icon in the middle of the upper page area.

Open group for editing

The group was opened in the course, and you can see the button  Edit in the upper page area? Then you are in the group view within the course. To open the editing mode, click on Edit .

If you see the button Administration instead of the Edit button, this only means that you will be taken to an older view of the group management.

Open group for administration

The group was opened in the course, and you can see the tabs Settings and Manage Members ? Then you have opened the group via the group management of the course and are already in the editing mode.

Editing mode of a group

The editing mode has two function tabs. After opening the editing mode, you are in the tab Settings and can directly make changes to the configuration. In the tab Manage Members , you can manage group participants and supervisors.

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.

 Use the group mailing list ...

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.

 Clicking on this button will open the following information ...
  • 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).

Tabs in the editing mode of a group

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.

Options in the settings tab  

The basic group information is followed by the sections Configuration, Tools, and Assigned learning areas.

Basic group information

The following information about the group will be shown and can be changed:

  • Name of the group
  • Description
  • Image of the group

Confirm your settings with Save at the bottom of the page.

Settings in the configuration area  

You can make the following configuration settings for a learning group:

Max. number of participants

Configure the desired maximum group size.  

Users can enrol in a group as long as free places are available. Group supervisors, in contrast, can add participants regardless of the group size.

Enable waiting list

If you select the checkbox for the waiting list, advanced options, such as a time limit, will become available to configure the move-up procedure.

This setting can only be saved if a maximum number of participants greater than 0 has been set in the area Number of participants .

Enrolment until

Here you can set a date until which users can be enrolled in the group. If this time has expired, users can no longer enrol in the group and a corresponding notification is displayed.

Allow sign off by members

If this option is activated, users can independently leave the group. You can limit this option by setting a date in the date field or disable it altogether by removing the checkmark.

Get consent for membership from users

If this option is activated, the user, who is about to be registered as a participant, will receive a notification of the group invitation. They must then accept this invitation in order to be enrolled in the group as a participant. For more information on invited users, see the following section Options in the tab manage members .

Display

Configure which member lists will be displayed in the group view of the course. Generally, the first and last name of each member on the selected lists will be displayed.  

The group view can only be opened by users who are already enrolled in the group or by users with extended rights. Users who have not yet approved the group invitation or who are on a group's waiting list cannot open the group and thus do not have access to the configured member lists.


Confirm your changes to the configuration of a group by clicking on Save at the bottom of the page.

Settings in the section assigned learning areas

If the course already contains learning areas, you can organise the opened learning group into different learning areas in this section. Select or unselect the checkboxes in front of the title of the desired learning area. Confirm your changes to the configuration of a group by clicking on Save at the bottom of the page.

For more information and an example scenario, see the section Create and manage learning areas.

Options in the tab manage members  

To add users to a group, proceed as follows: 

Open the group and switch to the editing mode.

Open group for editing

In the tab Manage members , you will find multiple lists including the group's participants.

The lists Owner and Member are always present in this editing mode. The lists Invited and Waiting list , in contrast, are displayed depending on the configuration of the group.

All lists are identically structured. In the header area of the list, there are different buttons to start various administrative functions as well as the default button for configuring the displayed table columns.

Edit group - manage members tab

 

 

To add or remove users to or from these lists, you have the following options:

Add member

Use this field to assign individual users of your institution to a group list. Enter at least three letters for the first or last name of the person in the text field. You can add all users displayed within the pop-up selection list, based on your user rights. Click on the desired name and the user will be added to the list.  

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

Advanced search

The advanced search allows you to search for specific users. Registered users of other institutions can also be directly invited or assigned to a group. Use this button to add multiple users to a list.

The function opens in a new window. Depending on your rights and user role in the system, various data fields will be available for your search. Enter for example the first and last name or the complete email address of the desired user. Start the search by clicking on Search . The system will display the search results in a results list. In this list, select the checkboxes in front of the user entries you want to add to the group.

Only users who belong to the same institution as you do or for which you are responsible because of specific rights (user administrator) are displayed in the search.  

In addition, you can optionally send an email notification to all prospective users. To do this, select the checkbox next to Send email below the results list. It opens a mail form filled with a standard text. Customise the content 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 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 of multiple user names, full email addresses, or matriculation numbers of users you want to add. After clicking on Collection function , a new window opens. 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 Search . Search results are displayed in a results list. The checkboxes in front of the entries will already be selected.  

In addition, you can optionally send an email notification to all prospective users. To do this, select the checkbox next to Send email below the results list. It opens a mail form filled with a standard text. Customise the content 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 list. If this action is not permitted for a user, you will receive a corresponding notification message.

Cancel membership

To remove a user who has already been added to a list, select the checkbox in front of the user entry. Then select Cancel membership . A confirmation dialogue opens, which allows you to send an email to the user. To do this, select the checkbox next to Send email below the results list. It opens a mail form filled with a standard text. Customise the content 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 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 always contains at least one user who cannot be removed.

Icon Copy

Copy Member to another GroupUse this function to copy participants enrolled in this group to another group of the same course or another course. The function becomes active as soon as you have marked the checkbox next to one or more users. Then click on the button Copy Member to other Group to start the function. A dialogue opens in which you can select the course and group to which you would like to copy the participants.

Users with the role external user cannot be added to groups. For an overview of all user roles and rights available in the system, see the section Roles and rights.

Learning areas

If there is more than one learning group within a course, you can organise them into learning areas for better accessibility. For more information and an example scenario, see the page Create and manage learning areas.