Your user roster is your complete user list, and groups help you organize those users into meaningful training segments. This article breaks down what groups are, why they matter, and their role in planning your employee training programs.
Groups are a feature of Emtrain-hosted accounts. If you have an LMS-connected account, you manage groups of users for training assignments in your LMS.
What Are Groups?
Let’s start with a working definition of groups: a group is a collection of users that you assign training to. A group could consist of all users in your roster, or it could be a subsection, such as all managers or a particular group of individuals who were recently hired at the company. You can create an unlimited number of groups—as many as you need to assign the right training content to all users.
Why Groups Matter
If you have an Emtrain-hosted account, Groups are how training gets to your users. When you set up a training campaign, you'll assign it to specific groups—this is what tells the system which employees should receive the training assignments. For example, if you create a "New Managers" group and assign leadership training to it, everyone in that group will receive those training assignments.
How Groups Organize Your Users
While you will assign some training to all of your employees, other training assignments will need to reach specific users—like compliance training for your California team or leadership training for new managers.
Groups help you segment your user roster based on who needs what training. You can create groups based on various factors, like location, role, or seniority to target specific training needs. Each group can receive different training content tailored to their particular training needs.
Types of Groups
There are three group types: Roster, Static, and Dynamic.
Static Groups and Dynamic Groups are types that you create, which vary in their level of automation and flexibility. The Roster Group is automatically available on every account.
Roster Group
This is a default group that contains all of your users. It comes with your account and contains all of your users. You can’t view or change it, but you can use it to assign training. The name of this group includes the words “All Users” in addition to your company name, for example: Acme Corp All Users.
Static Groups
You create Static Groups by manually selecting the users to set up the group, then manually adding or removing members.
A Static Group contains the individual users you select, and its membership remains fixed until you manually add or remove users. Static groups are ideal when you need direct control over training assignments, such as delivering Cyber Security or Data Privacy training to a select group of employees.
Learn about Creating & Editing Static Groups.
Dynamic Groups
You create Dynamic Groups by setting up rules that control which users are included. This type of group is based on the criteria you set (like job title or location), which the system manages membership automatically. With Dynamic Groups, users move in and out of the group automatically based on their user profile data and the criteria you set for the group.
- Dynamic Groups excel at managing region-specific training, like delivering appropriate Preventing Workplace Harassment training to East Coast versus West Coast employees.
- They’re ideal for admins who want fully automated training assignments that sync with an HRIS and update automatically with roster changes. No manual intervention is needed - as new employees receive training automatically based on their profile characteristics.
- They are helpful for role-based training, such as management training, since the group automatically updates as employees move into or out of management positions.
Learn about Creating Dynamic Groups.