The Users and Groups > Groups page: create and manage user groups

The Users and Groups > Groups page in the Learn365 Admin Center enables LMS and catalog admins to create and manage user groups.

In this article, we describe how to view, create, edit, and delete user groups, how to add user groups to a course catalog, and how to manage user group members.

 

View user groups

Required role: LMS admin or catalog admin.

The Users and groups > Groups page contains a list of user groups associated with the current catalog. The list includes:

• Name: user group name.
• Group type: user group type. There are two types:
  • Microsoft Entra ID groups. For more information about this group type, see this article.
  • User group: custom user groups that you can create and manage via the Learn365 Admin Center or the Learn365 API. Unlike Microsoft Entra ID groups, custom user groups can include users of any type, both Learn365 and Flow365.

To find a group in the list, you can use:

• The Search bar in the top right-hand corner of the page.
• Filtering: select the filter icon next to a column name to see the filtering options. You can use several filters at a time.
• Sorting: select a column heading or its up and down arrows to sort the information in alphabetical (ascending A-Z or descending Z-A) order.

 

 

Custom user group ownership

While every LMS admin can edit or delete custom user groups, and add or remove custom user group members, catalog admins can perform these actions only if they’re the owners of the custom group. The user who creates a custom user group via the Learn365 Admin Center automatically becomes the group owner. However, you can add additional group owners via the Learn365 API. For more information, see this article.

 

Create custom user groups

Required role: LMS admin or catalog admin.

In the Learn365 Admin Center, you can create custom user groups but not Microsoft Entra ID groups.

To create a custom user group, on the Users and groups > Groups page:

1. Select Add user group > Create user group. The Create user group panel opens.

 

 

2. On the Create user group panel, enter the:

• Group name (mandatory). The group name must be unique, meaning it can’t belong to an existing custom user group or Microsoft Entra ID group.
• Group description (optional).

3. To add members to the user group, select Manage members in the bottom right-hand corner of the panel. The Manage members panel opens, where you can add user group members. After adding group members, select Save or Cancel to close the Manage members panel, with or without saving the changes respectively.

4. Select Save. The new group is added to the list. A confirmation message is displayed under Notifications (the bell icon in the top right-hand corner of the screen).

 

Add user groups to course catalogs

Required role: LMS admin or catalog admin.

To add an existing Microsoft Entra ID or custom user group to the current course catalog, on the Users and groups > Groups page:

1. Select Add user group. The Add user group panel opens.

2. In the Enter Groups field, enter the first few characters of the user group name and select it from the list. You can add several groups.

 

 

3. Select Add. The groups are added to the list. A confirmation message is displayed under Notifications (the bell icon in the top right-hand corner of the screen).

 

Edit user groups

Required role: LMS admin. Catalog admin if they are the owner of the group.

In the Learn365 Admin Center, you can edit custom user groups but not Microsoft Entra ID groups.

To edit a custom user group, on the Users and groups > Groups page:

1. Select a custom user group. The Actions panel opens.

2. Select Edit group. The Edit user group panel opens.

3. Make changes to any of the fields:

• Group name. The group name must be unique, meaning it can’t belong to an existing custom user group or Microsoft Entra ID group. The field can’t be empty.
• Group description.

4. Select Save. The updated user group is displayed in the list.

 

View, add, and remove user group members

Required role: LMS admin or catalog admin.

In the Learn365 Admin Center, you can:

• View the members of Microsoft Entra ID groups.
• View, add, or remove members of custom user groups. Catalog admins can add or remove custom user group members only if they’re the owner of the group.

To manage user group members, on the Users and groups > Groups page:

1. Select a custom user group. The Actions panel opens.

2. Select Manage members to view, add, or remove members of custom user groups.

When you select a Microsoft Entra ID group, select View members to view its members.

A panel that shows the group members opens.

3. To find a user in the list, you can use:

• The Search bar in the top right-hand corner of the page.
• Filtering: select the filter icon next to a column name to see the filtering options. You can use several filters at a time.
• Sorting: select a column heading or its up and down arrows to sort the information in alphabetical (ascending A-Z or descending Z-A) order.

4. To add members to a custom user group, select Add members and, in the Enter Existing Users field, enter the first few characters of the user’s name and select them from the list. You can add several users.

5. To remove a member from a custom user group, you can either:

• Select (the delete icon) and then Delete.
• Select one or more members, select Delete members on the Actions panel, then select Delete.

 

 

6. Select Close to close the group members panel.

 

Delete user groups

Required role: LMS admin or catalog admin.

In the Learn365 Admin Center, you can:

• Remove a user group from a course catalog. After removing it, you can still add the user group to the current or other course catalogs. This option is available for both Microsoft Entra ID and custom user groups.
• Delete a user group entirely. This option is available for custom user groups only. To delete a group, the catalog admin must also be the group owner.

 

 

To remove a user group from a course catalog or delete it entirely, on the Users and groups > Groups page:

1. Select a custom user group. The Actions panel opens.

2. Select:

• Remove Group(s) from Course Catalog to remove a user group from the course catalog but keep it in Learn365. You can remove several groups at once. You can remove both Microsoft Entra ID and custom user groups.
• Delete group to delete a user group entirely. You can delete a custom user group but not a Microsoft Entra ID group.

3. On the confirmation dialog, select Remove Group(s) if you’re removing the user group, or Delete if you’re deleting it entirely. A confirmation message is displayed in the top right-hand corner of the screen and the user group is removed from the Users and groups > Groups page.