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Creating LMS User Groups

Group users for training delivery, assessment, and reporting

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📝 Overview

In the Cognidox LMS, training is managed on a per-user group basis — not per individual user. That means trainees must be assigned to appropriate user groups in order to receive training.

This article shows how to set up user groups for training participation, as well as for assessment and reporting.

Note: Managers, Reporters, and Assessors can be allocated both by User Group and on an individual basis. It's only trainees that must be assigned to user groups.

👥 Why use user groups?

From a long-term management perspective, users have to do training based on their organisational role, and the role can be encapsulated by a user group. When people change roles within an organisation, it much clearer and simpler to ensure they're assigned to the correct user groups rather than hunting through training requirements. It may lead to some user groups having just one user, but that's OK.

Using groups gives you:

  • Scalable training assignment — assign one requirement to many users at once

  • Easier management — organise users by department, topic, or role

  • Cleaner reporting — filter LMS reports by group

You can create groups for:

  • Trainees (e.g. LMS: Fire Safety Trainees, LMS: First Aid Group)

  • Managers (e.g. LMS: Managers for H&S Training)

  • Assessors (e.g. LMS: Assessors for First Aid courses)

  • Reporters (e.g. LMS: Reporters for all training)

🛠 How to create a user group

Tip: We recommend adding a prefix to all LMS-related user groups (e.g. LMS: Health & Safety Group). This way, when searching or viewing groups, all of the training groups will appear together.

  1. Go to:

    Manage CogniDox → User Groups & Security → Group Management

  2. Click Create User Group.

  3. Enter a Group Name (e.g. LMS: Cybersecurity Trainees).

  4. (Optional) Add a Description.

  5. Add users to the group by selecting them from the list.

  6. Click Create User Group.

You can edit the group at any time to add or remove users.

🔐 How user group membership affects LMS access

  • Trainees must belong to a group that is linked to a training requirement.

  • Assessors, managers, and reporters can be assigned either by group or individually.

  • Portlet access (e.g. My Training, Training Assessments) is automatically controlled by each user’s LMS rights — there’s no need to manually set portlet visibility.

⚠️ Note: Adding someone to a group doesn't give them LMS rights. You must first assign rights to the group.

✅ What happens next?

Once user groups are created, you can:

  • Assign them to training requirements (as trainees, managers, reporters, or assessors)

  • View group-level training status in LMS reports

Continue to Creating Training Requirements.

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