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Admin: Subgroup Membership

Owner access required

Only users with Owner access can manage subgroup membership.

Overview

This guide explains how subgroups affect what people can see, who gets notified, and who can review items. Use it when setting up groups and subgroups so the right people have the right access.

Note

This feature/guide is only useable if the associate is license for subgroups.

How to Access

From the main menu select Admin then Membership and Roles

Before You Start

Make sure you understand the access levels and roles, and how they apply at group and subgroup level.

  • User Standard member with personal workspace access
  • Viewer Can create assessments on other users and view subgroup folders
  • Reviewer Can review diary and plan entries, run reports, and view subgroup folders
  • Trainer Can manage exams (group-level only)
  • Communications Can manage news articles (group-level only)
  • Files Manager Can upload, delete, and organise files and folders
  • Owner Full administrative control (group-level only)

Membership and Permissions

Subgroups give you a way to narrow visibility and actions inside a group. People can have one level in the group and a different level in one or more subgroups.

  • Group level access applies across the whole group
  • Subgroup level access only applies within that subgroup
  • Owner is only available at group level (subgroups cannot have Owners)

How to Manage Membership

  1. Go to Admin > Membership and Roles
  2. Use the search box to find a group
  3. Click the group name to expand it
  4. Click a subgroup to expand it
  5. Click Add to add members or click a member to Edit their level
  6. Click Save
  7. Result: The membership list updates and you see confirmation messages

Tip

  • Use the role filter to quickly show members by role
  • You can remove a member using Remove on their row
  • At subgroup level, the Owner option is not available

What happens with Notifications and Reviews

  • Notifications: When a subgroup is selected, notifications go to group Owners and Reviewers, plus the subgroup’s Reviewers. If no subgroup is selected, only the group Owners and Reviewers are notified.
  • Reviews: Group-level Reviewers can review items across the whole group. Subgroup Reviewers can only review items for members of the same subgroup(s).

Examples

The diagrams below show which people can see, get notified, or review. Shapes inside the group show subgroup membership.

Example 1: Group-level reviewer sees everything in the group

Hold "Alt" / "Option" to enable pan & zoom 
flowchart LR
  subgraph Group
    Trevor["Trevor Lee (User)"]
    Jane["Jane Smith (Viewer)"]
    Alice["Alice Brown (Reviewer)"]
    Mike["Mike Chan (Reviewer)"]
    Sarah["Sarah Kim (Reviewer)"]
    David["David Ng (Reviewer)"]
    subgraph Subgroup One
      Emma[Emma Park]
      Liam[Liam Reed]
    end
    subgraph Subgroup Two
      Noah[Noah Young]
      Ava[Ava Cole]
    end
    John["John Doe (Group Reviewer)"]
    John --> Trevor & Jane & Alice & Mike & Sarah & David & Emma & Liam & Noah & Ava
  end

Result: The group-level Reviewer can review for anyone in the group, including all subgroups.

Example 2: Subgroup reviewer only sees their subgroup

Hold "Alt" / "Option" to enable pan & zoom 
flowchart TD
  subgraph Group
    Trevor["Trevor Lee (User)"]
    Jane["Jane Smith (Viewer)"]
    Alice["Alice Brown (Reviewer)"]
    Mike["Mike Chan (Reviewer)"]
    Sarah["Sarah Kim (Reviewer)"]
    David["David Ng (Reviewer)"]
    subgraph Subgroup One
      Emma[Emma Park]
      Liam[Liam Reed]
      Tom["Tom Walker (Reviewer - Subgroup One)"]
    end
    subgraph Subgroup Two
      Noah[Noah Young]
      Ava[Ava Cole]
    end
    Tom --> Emma & Liam
  end

Result: The subgroup Reviewer can review for members of Subgroup One only.

Example 3: Assigning a reviewer from the wrong subgroup

Hold "Alt" / "Option" to enable pan & zoom 
flowchart LR
  subgraph Group
    subgraph Subgroup One
      John["John Doe (Assigned)"]
    end
    subgraph Subgroup Two
      Trevor["Trevor Lee (Reviewer)"]
    end
  end

Result: The Reviewer in Subgroup Two cannot be assigned to review for a member in Subgroup One. They do not appear as an available reviewer.

Example 4: Reviewer in multiple subgroups

Hold "Alt" / "Option" to enable pan & zoom 
flowchart LR
  subgraph Group
    subgraph Subgroup One
      Emma[Emma Park]
    end
    subgraph Subgroup Two
      Noah[Noah Young]
    end
    Jane["Jane Smith (Reviewer - Subgroup One & Two)"]
    Jane --> Emma & Noah
  end

Result: The Reviewer can review for members in both subgroups they belong to.

Example 5: Notifications when a subgroup is selected

Hold "Alt" / "Option" to enable pan & zoom 
flowchart LR
  subgraph Group
    Bob[Bob Owner]
    John["John Doe (Group Reviewer)"]
    subgraph Subgroup One
      Trevor["Trevor Lee (Subgroup Reviewer)"]
    end
  end

Result: If an entry is created for Subgroup One, notifications go to the group’s Owners and Reviewers and to Subgroup One’s Reviewers.

Example 6: Notifications when no subgroup is selected

Hold "Alt" / "Option" to enable pan & zoom 
flowchart LR
  subgraph Group
    Bob[Bob Owner]
    John["John Doe (Group Reviewer)"]
    subgraph Subgroup One
      Trevor["Trevor Lee (Subgroup Reviewer)"]
    end
  end

Result: If no subgroup is selected, notifications go to the group’s Owners and Reviewers only. Subgroup Reviewers are not notified.

Field Details and Messages

Required vs optional

  • Group level: User, Viewer, Reviewer, Trainer, Communications, Files Manager, Owner are available
  • Subgroup level: User, Viewer, Reviewer, Files Manager are available (Trainer, Communications, Owner are group-level only)

Common messages

  • "Member added." after saving a new member
  • "Permissions updated." after changing a level
  • "Member removed." after removing a member
  • "No groups found." if the search returns no results

Validation tips

  • Use at least 2 characters when searching
  • To add someone to a subgroup, they do not need to be in the parent group first (adding at subgroup level is allowed)